|
Have you ever been tapped to make an impromptu group presentation with a half hour’s notice? When is the last time someone asked you for a “brief update” on the status of an upcoming project in “about” an hour? Have you stood up in the heat of a membership meeting where negativity prevailed and asked members to take a more positive slant? These scenarios require thinking on your feet if you don’t want to embarrass yourself and want to demonstrate knowledge and organization.
A well-prepared presentation is possible at the last minute. Be the envy of your organization and become the go-to person with the strong communication skills. It only takes a little practice. These principles can be applied whether you are speaking informally to five people or giving a formal speech to 50. The more you prepare, the more your communication skills will be the ones looked to to keep everyone else informed.
Impromptu vs. unprepared presentations.
Impromptu presentations do not mean you do not prepare. Even if you only have five minutes, you can put something workable together. Think through the following key points as well as how to best communicate what is necessary for the requested presentation.
A lesson taught early in presentation skills courses and in Toastmasters clubs is to “treasure the threes,” which means create a presentation structure that has three main components: an opening, a body, and a closing. If you can manage those three, your presentation will be organized every time.
Getting off on the right foot.
An attention-grabbing opening is not difficult to develop. On short notice, no one expects you to be witty or humorous because last-minute presenters are usually expected to address a specific issue or concern.
Grab your listeners’ attention by beginning with the issue you are there to speak on. This can be done by asking a question that reflects back to the topic. For example, if you are asked to present the status of a project, begin your presentation with the question, “One of our current projects is Project You-Name-It. Just where do we currently stand right with Project You-Name-It and are we on track for our end goal?” Miracle of miracles! This is exactly what everyone in the room is there to find out so you immediately have their attention.
Keep it going.
The body of your presentation – whether it’s five or 50 minutes – should then answer the question posed in your opening. You are giving valuable information to the attendees and you have their attention.
Plan to cover no more than three points in the body of your presentation. People best retain up to three pieces of information so list those three project points to the group up front. For example: this is where we stand, these are our budget concerns and this is the proposed process we are implementing to move the project forward.
Next, tell them in broader detail what you just outlined. If you are up-to-date with your project, you should already know this information and can expand upon it. The last statement in the body of your speech should then summarize the three points you just explained. You could say, “In summary, where things stand include Points One, Two, and Three. And we will overcome these concerns and move the project forward by doing actions a, b, and c”.
A powerful closing statement might start by addressing the opening question. This brings the presentation full circle and sums up why everyone has been listening. Then ask whether you have answered all concerns and field questions. Finish your presentation by calling the group to action or reaffirming everyone’s commitment to the project. Examples might include, “With the status I have just presented, I ask that you continue your commitment to move forward with the project”, or “With the concerns I have addressed, I ask that you commit another person to the task at hand.” These steps will reaffirm the commitment of the group members.
Public speaking on short notice.
If you burn this basic presentation structure into your mind, when called upon, you will be able to create a well-prepared impromptu presentation. You can apply this structure to almost any present you give. To reiterate:
- Remember the rule of threes – people remember threes best.
- Follow a structure that includes an attention-getting opening that reflects the issue you’ve been asked to present; a body with no more than three points; and a closing that reaffirms, motivates, or calls to action.
Presenting on short notice is a strong, career-building skill. The more you accept these types of presentations, the more you will stand out as the person who can best represent your organization in a positive light.
|
