Whether it is in a role as project manager or in contacts with clients and colleagues, increasingly we are called upon to present our ideas convincingly and persuasively in a variety of formal and informal situations. A logical and well-planned approach is vital if you have to put forward suggestions relating to your own work or persuade your team to adopt new methods. Thorough preparation is the key: "to fail to prepare is to prepare to fail".

Before Your Presentation

• Homework: Never underestimate the amount of work that goes into delivering a successful presentation. Every presentation is different. It is important that you do your homework well before your presentation.
• Gather all the information you can. Distinguish between facts and opinion. Consider: what is my purpose, who am I talking to, how long have I got? Write everything down.
• The golden rule: The golden rule of public speaking is: "Tell them what you're about to say, say it, tell them what you've just said."
• Quality, not quantity: The strength of your argument depends on its quality, not quantity. Ensure to have facts available, such as how much time or money can be saved if your audience accepts your ideas. Provide clear and impartial evidence. Check your facts.
• Excitement, not fear: Don't label heart palpitations and sweating palms as fear. Feel all these sensations and label them as excited.
• Accept nervousness as part of the preparation of your presentation. Every speaker experiences this. If you are too relaxed you lack energy.
• Avoid worrying about “catastrophes”: You will survive if you drop your notes or knock over a glass of water.
• The audience wants it: Remember your audience wants to hear what you have to say.
• Audience reactions: You are not 100 percent responsible for the reactions of your audience.
• Mistakes: Give yourself permission to make mistakes – otherwise you are not challenging yourself.
• Do your best: Make a decision to do your best – then let go of your concerns several hours before your talk.
• Direct your energy to become involved with your audience.
• Learn from listening and watching good presenters.
• Create successful thoughts: Pretend you love speaking, commit yourself and plunge in.
• Rehearse, rehearse, rehearse.

Structure Your Presentation or Talk

• Opening courtesies: Start with the opening courtesies ("good evening", "delighted to have been asked" etc), the purpose of your talk ("I’ve been asked to tell you about"), its duration and shape ("First we’ll discuss…, then… and finally we’ll look at…"), and when audience can ask questions (during or after your talk).
• Outline: Give a brief outline of the present situation.
• Needs met: Describe the audience’s need, which can be met by accepting your idea: "You may all like to know how… Well, let me tell you."
• Alternatives: Take a brief look at the most important alternatives your audience will want to consider.
• Recommended action: What course of action do you recommend? Define any terms that need explaining. Weigh what is against you, conceding flaws graciously. Try to anticipate objections ("That’s all very well, I hear you thinking, but… Well, you may be right to a point. However…").
• Summary: Provide a summary of your proposal. Outline the next step, provide a description of supporting documents (as a handout, if required), thank the organisers and your audience and invite your audience to ask questions.

During Your Presentation

• Go for it: Summon up your confidence.
• Kick off by telling something about your own background or an anecdote. Pose a rhetorical question or invite your audience to share their experiences on your subject in a chat show style walk (have an assistant with a microphone for your audience ready or use your own hand microphone). The first few minutes of your presentation decide your audience’s attitude towards you. Start with a challenge, a surprise or something else that will make your audience want to sit up and pay attention.
• Pace yourself: Speak clearly and slowly; use expression in your voice and stop to breathe.
• Keep it simple: Use simple words and short sentences; avoid or explain jargon.
• Eye contact: Look at your audience, all of them; give them a smile.
• Use notes, either on A4 or cards, and visual aids where appropriate.
• Give examples: Illustrate with clear examples, anecdotes or personal experiences.
• Convert statistics into charts and graphs wherever possible.
• Provide handouts: Relegate detail to supporting documents.
• Structure: Signpost and paragraph the presentation.
• Be objective, short and to the point, positive in what you say.

Answering Questions

• When? Tell the audience when you expect questions: during or after your talk.
• Request: Ask them to jot down questions during the talk.
• Allow enough time for your audience to change from passive listeners to active questioners.
• Body language: Step forward towards your audience. Be aware of your body language. If you ask for questions passively, you won't encourage a response.
• Repeat the question: Some people may not have heard.
• Answer concisely: Don't repeat your talk.
• Don’t bluff: If you don't know the answer - don't bluff. Ask your audience or say, "I'll find out and get back to you later".
• Take questions from all the room: Don't concentrate on one group.
• Time: When time is going fast, say, "just two more quick questions."
• Keep cool: If you have a hostile question, remain composed and keep cool. Retain your sense of humour.
• Eye contact: Give eye contact to the rest of the audience as well as the person asking the question.
• Statements: If a questioner is not asking a question but making a statement, answer, "There's a great deal in what you say. Next question please."

After Your Presentation

• Feedback: Take note of any potential feedback you get from your audience. What can you learn? Did you get your message across?
• Evaluate your presentation as soon as possible. You are bound to have your own opinion of what worked and what didn’t quite work during your presentation. What would you differently next time? Write it down. Research shows 80 percent of memory is lost within 24 hours.
• Sort all your materials (overhead slides, handouts) and file them in such a way that you will be able to use them at a future opportunity.
• Thanks: Take time to thank the person who invited you to speak in writing for the opportunity to get your point across, whether you were speaking at a commercial seminar or at a partner conference.

Never turn down an opportunity to address an audience, large or small. Not everyone is a born conference speaker. It takes time and above all endless mistakes. Learn from them. Over time your confidence will grow and it will start to give you enormous satisfaction.