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5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2)

5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2)
Typical presentation process

    Part 1 of this series is here.

    Let’s just reiterate our starting position here:

    MOST PRESENTATIONS SUUUUUUUUUCK!

    This happens at all stages of the life-cycle of a presentation, but if your base preparation is below par, then no amount of shiny graphics and animation will save you – sucky foundation, sucky presentation.

    To rise above the background noise of a zillion average-to-bad presentations, here are a handful of key questions to ask yourself as you put your thoughts together:

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    • Do I really need to present?
    • What do I want to occur as a result?
    • What is the mindset of my audience?
    • How am I going to structure my points?
    • Do I need to use visual aids?

    There are other questions of course, but these are the cornerstones.

    1. Do I really need to Present?
    Is gathering these people in a room and talking to them, with or without visual aids, the best way of imparting this information to this group of people? When I lecture on this topic, I facetiously suggest using anything from Pony Express to Skywriting to get your message across – precisely because as McLuhan said, in many cases the medium is the message.

    Would you be better off with six people sitting around a coffee table discussing some hefty tome of a report? How about a massive brainstorming session with 200 people with Post-it notes and lots of gophers. Maybe get your whole team down on a beach and the person with the conch shell gets to speak. Take your pick, but if your audience thinks you’ve got nothing of relevance to say, or that this is yet another ego trip by a manager with a PowerPoint fetish, no tool is going to help you.

    2. What do I want to occur as a result?
    If there is no call to action, there probably shouldn’t be a presentation. Even if your talk is purely informative, what do you want your audience to do with that knowledge? People need interpretation, not narration, and that is why you are up there. Tell them the data, tell them what you think it means and then get a discussion going on what you should all do about that.

    The starting point here is to define what constitutes a good outcome. If you’re a fairytale princess, it’s all about a castle and a handsome prince on a big white horse and everyone living happily ever after. In real life, it’s rarely that defined. Does the horse actually need to be white? At a pinch, would a truck do? Do you really need to be happy ever after, or just to end of this financial reporting period?

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    Get clear. Really clear. What do you want them to do after your presentation? If you have no strong answer to that question, then you need to revisit question 1 again.

    3. What is the Mindset of my Audience?
    This is the big one, because it is only if you can catch a glimpse into your audience’s mind, that you have the possibility of changing that mind. Who are these people? Why have you been asked to talk to them? What, as a group, is their disposition? What about key individuals within that group? Are some of them more dominant or influential than others? What are their beliefs? Are they right or wrong? Are they open to hearing that they don’t possess all the facts? Do you have hard evidence to present to them or just strong opinions – and which are they more likely to respond to?

    Say you are making two presentations on the same day about equality issues and sexual harassment in the workplace. Your first audience is a bunch of late middle-aged, white, suit-wearing, male executives. You discover from your research that half of them belong to the same golf club – and that club does not admit women as full members. Your second audience are the founders and senior execs of a Web 2.0 company. Average age is late 20s, a third of the audience are women and the place has a reputation for being a meritocracy. Do you deliver the same presentation, with the same content, case studies and tone? What would happen if you tried?

    4. How am I Going to Structure my Points?
    Try telling a child a bedtime story without a beginning-middle-end structure and see how far you get. You will be interrupted every five seconds. “Who is this princess?” “What spell?” There’s a wolf? where did he come from?” “Why would a stepmother do that?”

    Bad storytelling is beginning, muddle, end. (Philip Larkin)

    From the earliest age, we learn to take information on board sequentially. The poet Philip Larkin once said that bad storytelling is “beginning, muddle, end” and so it is for far too many presentations.

    What do you want your audience to do after you sit down? What is your point? How many elements do you need to break it down into in order to ram that message home? This is rarely a question of what you know, it’s a question of what do they need to know as a result of listening to you? That requires multiple drafts. One of the hardest things to do in compiling a presentation is to let your data go …

    You: “So there you have it. 66% of respondents preferred XX and that means 1 and 2 and 3.”
    Audience: “So what? You had me at 66%” OR “So what? 2 and 3 haven’t been relevant in this sector for over five years now!”

    Identify your audience’s trigger-points and build the anchors of your presentation around those. Place them in the order that is most compelling to that audience. Provide context at the beginning as necessary. And when you think you are finished drafting, distill it just a little more …

    5. Do I Need to Use Visual Aids?
    To PowerPoint or not to PowerPoint – that is another important question. Either way, I have found that the best way to start putting your presentation together is to stay away from your computer – and in particular from your presentation software. Talk to yourself in your car as if you were addressing this audience. Jot ideas down, or Dictaphone them as they occur to you. Capture little nuggets and phrases and thoughts. When you have the bones of your talk collated, lay out your story on paper. Then you can decide if imagery, or charts, or tables, will facilitate your audience’s comprehension, acceptance and retention of this information.

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    If your ideas require graphs to explain them, or to prove their validity, then yes, you may need Slideware to put them across. But if your audience consists of lay-people, you may be better simply vocalising the result: “We ran a series of tests on this and in each case the XX was preferred by two-thirds of the audience when compared to the YY.” Do we really need to see 14 charts which do nothing more than reiterate that sentence over and over?

    Frequently presenters use Slideware because they lack confidence at some basic level – their slides are used as a roadmap, a shield or an AutoCue. If you are the expert, and you have credibility, then your audience will accept that 66% of people prefer XX over YY; you don’t need to sledgehammer the point home with your 14 colourful charts.

    Presenters who do this are usually missing the point. Okay, the data tell us that 66% of people prefer XX. So what? What do you want me to do with that information? That should be the focus of your talk, not getting mired down in p-values and confidence levels. That’s what handouts are for: “I’ve briefly summarised the data for you this morning, and you can find the age and socio-economic breakdown of the respondents in the handout. What we need to talk about now are the implications of these findings for our manufacturing facility.”

    If all you want to put on your slides are words, then it’s really time to stop and think. PowerPoint is not an AutoCue, no matter how many presenters you have seen using it that way. Nor should it be a crutch-like roadmap for you as a presenter; you either know your stuff or you don’t. So let’s assume you do know your stuff, would you be better off just talking to this audience? Because if your slides are all words, I would ask do you need to meet them at all (question 1 again!) or could you simply email them your thoughts in a Word document? Look at Ken Robinson on TED – no slides, no barriers, between him and the audience; just a beautifully thought out, beautifully expressed talk. Compelling. Memorable. Effective. Affective.

    Focus on your purpose, your message and your audience and you won’t go far wrong. Once you are clear on those, the details of tools and delivery will become apparent.

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    Part 1 of this series is here.

    Next – Shaping your presentation

    More by this author

    Rowan Manahan

    Rowan is a professional trainer with over 20 years’ experience mentoring and consulting with executives at all levels.

    Where Am I Going? How to Put Your Life in Context 5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2) Presentation Masterclass – Part 1: Introduction Guy Kawasaki’s Thoughts on Online Life Communication 101

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    Last Updated on September 30, 2020

    How to Live in the Moment and Stop Worrying About the Future

    How to Live in the Moment and Stop Worrying About the Future

    We often hear people talk about the importance of living in the present and the different ways it will benefit us. It all sounds wonderful, especially the lower levels of stress and anxiety, but how exactly can we live in the moment when our mind is constantly worrying about the past or plans for the future?

    In this article, we’ll discuss some of the benefits of living in the moment you may not be aware of. Then, we’ll look at some of the obstacles and why we worry. Finally, and most importantly, I’ll show you how to live in the moment and stop worrying using some simple practices that you can easily incorporate into your busy schedule.

    The result: a happier and more fulfilling life.

    The Importance of Living in the Moment

    “The secret of health for both mind and body is not to mourn for the past, worry about the future, or anticipate troubles, but to live in the present moment wisely and earnestly.” -Buddha

    While it can be difficult to live in the moment, it has innumerable benefits.

    Here are just a few that will enhance your life tremendously:

    Better Health

    By reducing stress and anxiety, you avoid many of the associated health consequences, such as high blood pressure, heart disease, and obesity. Studies have shown that being present can also improve psychological well-being[1].

    Improve Your Relationships

    Have you ever been with someone who is physically present, but mentally s/he’s a million miles away?

    Being with unavailable people is a struggle, and building relationships with them extremely difficult.

    How about being with someone who is fully present? We enjoy being with her/him because we can make a much deeper connection.

    By living in the moment, you can be that person other people enjoy being with, and you make relationships much easier.

    Greater Self-Control

    You have greater control over your mind, body, and emotions. Imagine how much better your life would be if it weren’t at the mercy of a racing mind and unpredictable emotions. You would certainly be more at peace, and much happier[2].

    Why Do We Worry?

    Before we answer this question, it’s important to distinguish between worry and concern.

    When we are concerned about something, we are more likely dealing with a real problem with realistic solutions. Then, once we do whatever we can to address the problem, we’re willing to live with the outcome.

    Worrying, on the other hand, involves unrealistic thinking. We may worry about a problem that doesn’t really exist, or dwell on all the bad things that can happen as a result. Then, we feel unable to deal with the outcome. Either way, we have difficulty dealing with uncertainty, which is a normal part of life.

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    Certainly, some of our problems may not have desirable outcomes, such as a serious health issue. Some problems may be beyond our control, such as civil unrest or economic downturn. In such cases, it can be hard to avoid worrying, but not impossible.

    3 Steps to Start to Live in the Moment

    Step 1: Overcome Worrying

    In order to overcome worrying, we need to do two things:

    Calm Your Mind

    When you calm your mind, you are able to see more clearly.

    The reason some problems seem so daunting is that our mind is racing so fast that we cannot see things as they truly are. Then, we make up a bunch of possible scenarios in our mind, most of which are unlikely to come true.

    In addition to seeing more clearly, a calm mind will help us think more realistically. Unrealistic thinking is fueled by confusion and uncontrolled emotions. Calming your mind will reduce confusion and calm your emotions, allowing you to live in the present.

    Focus on Solutions Instead of Problems

    Some people tend to be more solution-oriented, and others more problem-oriented. Some of the factors that may determine this are gender, upbringing, and education.

    People with more education tend to be problem-solvers. That is what their years of education train them to do. In addition, their jobs probably reinforce this way of thinking.

    If you’re not problem-solving oriented, don’t worry. You can train yourself to worry less. We’ll discuss that soon.

    Step 2: Identify Obstacles to Living in the Moment

    In today’s busy world, it can be a challenge to live in the moment. The reasons revolve around how our mind works, as well as outside influences.

    Racing Mind

    Many busy people have a racing mind that never seems to slow down. Their mind gets so agitated from too much sensory stimulation.

    You see, anything that stimulates any of our five senses will trigger a thought, and that thought leads to another, and then another, and so on.

    If you have a busy life, all your activities will overstimulate your mind and make it seemingly impossible to slow it down.

    Unpleasant Situations and a Troublesome Past

    None of us want to be in unpleasant situations, or remember those of the past. They can bring up painful emotions, which we don’t want to feel.

    So how do most people cope with painful emotions?

    By doing whatever we can to avoid them, we can take our mind to another place and time where things are more pleasant.

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    In other words, we avoid living in the present moment.

    Some people resort to things that stimulate sensory pleasure, such as food, alcohol, or sex. Others will consume substances that dull their mind and keep them from thinking about unpleasant or stressful situations.

    A Wandering Mind

    From the moment we are born (likely sooner) until the time we die, our body and mind are active performing some function. Therefore, it’s natural for our mind to have some level of activity, whether conscious or unconscious.

    Generally, a wandering mind is unproductive. One thought starts an endless chain of thoughts, and this process can go on until we need our mind to perform a specific function or get distracted with something else.

    Now, there are times when a wandering mind can be productive, such as when creating works of art, or trying to find creative solutions to problems. In such cases, we need our mind to explore different possibilities[3].

    Outside Influences

    Most of us are not fully aware of how our environment and social norms influence our thinking and behavior. People and institutions are constantly competing for our attention. The media draws our attention to the past, and advertising usually to the future[4].

    Many people around us who dwell on the past or future try to draw us to their way of thinking. Even the whole concept of the American dream is geared toward the future. It tells us that if we acquire things like a good career, family, and house, then we’ll be happy.

    Step 3: Practice Mindfulness

    So how can we live in the moment in a world that is constantly trying to draw our attention to the past and future?

    Before we get into concrete actions you can take, it’s important to understand what mindfulness is. You’ve probably heard the term before, but may not fully understand what it means.

    Understand Mindfulness

    The concept of mindfulness is actually quite simple. To be mindful is to live in the moment.

    When you are mindful, your attention is focused on what is happening in the present moment, and you are fully in touch with reality[5].

    You are aware of what is happening in your body, mind, emotions, and the world around you. This is different than thinking about these things. To develop greater understanding, you don’t have to think about them so much, but rather just observe them.

    This may be counterintuitive to many people, especially intellectuals, because they’re so used to using logic to develop greater understanding. With mindfulness, we calm our mind and emotions so we can see clearer. Then, much of our understanding will come from simple observation. When we develop mindfulness, we literally expand our awareness.

    To develop mindfulness, we need to train ourselves to observe things more objectively, that is, without our emotions or preconceived ideas influencing our views.

    If you’re ready to live a better life, read on for some simple mindfulness practices that you can incorporate into your daily routine to help you live in the moment.

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    You don’t have to do all of them, but rather choose the ones that appeal to you and suit your lifestyle.

    Mindfulness Meditation

    Mindfulness meditation is the mainstay of developing mindfulness and living in the moment. To practice mindfulness meditation, all you really have to do is sit quietly and follow your breathing. When your mind wanders off, just bring it back to your breath.

    Notice how your lungs expand with each in-breath and contract with each out-breath. Let your breathing become relaxed and natural.

    You don’t have to do it perfectly. The idea is to start spending time away from the constant sensory stimulation of all your activities, and just allow it to settle down naturally. Start with about 5 to 10 minutes per day and work your way up to about 20 minutes or longer.

    This practice is highly effective, and can have both short-term and long-term benefits.

    If you want to learn more about mindfulness meditation, take a look at this article: What Is Mindfulness Meditation? 7 Ways to Start Meditating

    Mindful Breathing

    While this may sound the same as mindfulness meditation, all you’re really doing is taking short breaks occasionally (10 to 15 seconds) to observe your breathing. Stop whatever you’re doing, and take a few mindful breaths, then resume your activity. That’s it.

    You can do mindful breathing at any time of the day during your busy schedule. What it does is interrupt the acceleration of your mind. It is like taking your foot off the accelerator while driving. It’s a nice refreshing break you can take without anyone noticing.

    Here’re some breathing exercises you can try to learn: 5 Breathing Exercises for Anxiety (Simple and Calm Anxiety Quickly)

    Mindful Walking

    Walking is an activity that you perform several times throughout the day. We often think we’re being productive by texting or calling someone while walking. But are we really?

    Instead of getting on your cell phone or letting your mind wander off, why not use your walking to train yourself to live in the moment and focus on the task at hand?

    Mindful walking is similar to mindful breathing, but instead of focusing on your breath, focus on your walking. Pay attention to each footstep. Also, notice the different motions of your arms, legs, and torso. When your mind wanders off, just bring your attention back to your walking.

    You can even make a meditation out of walking. That is, go walking for a few minutes outside. Start by slowing down your pace. If you slow down your body, your mind will follow.

    In addition to paying attention to your walking, notice the trees, sunshine, and critters. A mindful walk is enjoyable and can really help your mind settle down.

    You can discover more benefits of walking in nature here.

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    Mindful Eating

    Eating is an activity that most of us perform mindlessly. The reason is that it doesn’t require your attention to perform. Therefore, many of us try to multitask while we eat. We may talk on the phone, text, watch TV, or even hold a meeting.

    The problem with not eating mindfully is that we don’t eat what our body and mind need to perform at an optimal level[6]. We may eat unhealthy foods, or too much. This can lead to various health problems, especially as we get older.

    Live in the present with mindful eating.

      Mindful eating has many health benefits, such as reduced food cravings, better digestion, and even weight loss[7].

      So how do you eat mindfully? Start by slowing down, and avoid the temptation to distract yourself with another activity. Here are 3 different aspects of eating where you can practice mindfulness:

      • Eating itself: Focus your attention on choosing a portion of food to insert into your mouth. Notice the smell, flavor, and texture as you chew it; then finally swallow it. As with following your breath during meditation, pay close attention to every aspect of eating.
      • Choice of foods: Although you’ve already chosen your food before you have begun eating, you can still take the opportunity to contemplate your choices. Think about the nutrients your body needs to sustain itself.
      • Contemplating the sources: Most of us don’t think about all the work it takes to provide us with the food we eat. While you’re eating, consider all the work by the farmer, shipping company, and the grocery store. These are real people who worked hard to provide you with the food necessary for your survival.

      You can find more tips about mindful eating here: 7 Simple Steps to Mindful Eating

      Mindful Activities

      Choose an activity that you perform regularly, such as washing dishes. Focus all your attention on this activity, and resist the temptation to let your mind wander,. When it does, just bring your attention back to washing dishes.

      Notice some of the specific movements or sensations of washing dishes, such as how the soapy water feels on your hands, the circular motion of scrubbing the dish, or the rinsing. You’d be surprised at how such a mundane activity can truly expand your awareness.

      You can choose any activity you like, such as ironing, folding clothes, mowing the lawn, or showering. Over time, you will begin doing all these activities with greater mindfulness.

      Final Thoughts

      Practicing mindfulness is like regularly putting small amounts of change in a jar. They will all add up over time, and this will add up to greater peace and happiness, as well as get you closer to achieving your goals.

      Remember, you don’t have to do the mindfulness practices perfectly to get the benefits. All you have to do is keep bringing your mind back to the present moment when it wanders off.

      Practicing mindfulness may be a bit challenging in the beginning, but I can assure you it will get easier.

      The benefits of living in the moment are well within your reach, no matter how much your mind is racing. If you stick with these mindfulness practices, you too will learn how to live in the moment and stop worrying. When you do, a whole new world will open up for you. This is what Zen master Thich Nhat Hanh calls the ultimate reality.

      More About Living in the Present

      Featured photo credit: Smile Su via unsplash.com

      Reference

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