Preparing Presentations: Scripting Your Message

In the business world, making presentations is as common as writing memos. That said, public speaking remains a most uncomfortable task for many business people. Granted, those with a flair for public speaking can make this task look easy, but even accomplished speakers have learned that the key to performing this task well is preparation.

In this regard, speaker preparation should focus on "Content" first, and "Delivery" second. Unfortunately, many inexperienced speakers become so obsessed with "putting on a good show" that content becomes the secondary focus. And if the content of the presentation is lackluster, all the Public Speaking Skills in the world will do little to improve this.

Simply put, presenters must develop their content through careful scripting of their message. And this holds true whether one is delivering an address at an Annual Sales Conference, or summarizing departmental activities at a weekly staff meeting.

Scripting a presentation is Business Writing, and as with most Business Writing this task begins with a plan. First off, the presenter needs to identify the purpose of the presentation. Next, it’s a matter of putting together an outline of what is to be covered in support of this stated purpose.

But these two steps will only provide the bare bones of a presentation. For a complete script, the presenter needs to “flesh” things out with a few adornments. In this context, we mean the handouts, visuals, or other resources a speaker may use to enhance and refine the presentation.

Of course, a presenter has to be careful about misusing these devices. Too many can overwhelm the message, and “wordy” ones will often bore an audience. In a word, be judicious in the use of visuals and the like. Your aim should be to add interest and emphasis, so only include visuals that will highlight and reinforce the main points of the presentation.

As you put together your presentation, here are seven tips to consider:

1. Identify the objectives of the presentation in clear and precise terms.

2. Formulate an outline of the presentation based on these objectives.

3. Design handouts and visuals with purpose and not as "filler".

4. Expand the outline into a formal script.

5. Time Block your script, making sure you allow for questions, discussion, etc.

6. Rehearse the presentation. Practice makes perfect!

7. Make revisions.

It should be noted that it is natural for most speakers to experience some anxiety or "stage fright". But again, preparation is the key to overcoming this. If you take the time to know your material "cold" and speak with an air of confidence, you may be surprised by just how well you’ll do.

Finally, it is important for speakers to "stay within themselves" when delivering their presentations.

While it may be useful to observe other speakers' styles, mimicking others is not always prudent. Jokes and amusing anecdotes may work for some speakers, but if you are not at ease with using these devices, then don't use them. In the end, it's the content that should be remembered, more so than the cleverness of the speaker.

Jack