Making the Environment Right for a Presentation

Giving a presentation to your colleagues at work needn’t be a horrific experience. All it takes is a little planning and preparation on your part to impress the boss and keep your coworkers awake while imparting the information you want to get across.

The environment of a presentation can be key to success or failure. Many a fine presentation was ruined by an uncomfortable or unsuitable environment. The make the environment as comfortable and productive as possible try to arrange the following items:

1) Room size and location. You want to have the room fit the number of people attending your presentation. Too small a room and your listeners may have to stand, or even sit on the floor. Too large a room, and your listeners could be scattered all over the four corners of the place, making it difficult to establish eye contact, or draw in your audience. If at all possible, have a good idea how many people are attending your presentation before you book a room.

The room location should be clearly indicated in any brochures or advertisements for your presentation. You don’t want your audience wandering all over a building looking for your room and missing half your presentation. You also don’t want your room location to be too close to a potential distraction, like a swimming pool, or a bar.

2) Room temperature, seating, tables. You want the temperature to be cool enough to keep your listeners awake, yet warm enough so they aren’t uncomfortable. Ask your listeners before you begin if they are comfortable. Show them where the thermostat is so they can adjust it during the presentation if need be.

Seats should have good back support, and there should be enough seats for everyone. The seats should have armrests and be adjustable.

Tables should be clean of any extraneous items and allow for a unobstructed view of the speaker. You may want to be sure the tables are grouped together to facilitate team work and exchange of ideas. Prepare the tables with any materials the participants need for your presentation, such as paper to take notes, outlines or copies of the slides you are presenting, pens, markers (if needed), and name tags.

3) Comfort. Nothing is worse for a presenter than a room full of caffeine or food depraved listeners. If you have a morning presentation, it is pleasant to offer coffee, tea, juice and other breakfast type items such as cereal bars or muffins for the participants to have prior or during your presentation. For a later day presentation, pitchers of ice water, soda, and energy bars are appreciated. If your room is near a place that offers food, such as a cafeteria, or vending machines, please point these out to your participants prior to getting into your talk. In addition to food, please tell your listeners where the bathrooms are.

Now that your environment is conducive to good listening and your listeners are comfortable and feel a little pampered and special, all eyes and ears will be on you, not on their growling tummies or sore backs. All it takes is a little preparation.

Presentations Investors Will Love and Fund

It is never easy raising money but it just got a whole lot tougher. Are there tried and trusted techniques to turn investors on? Yes there are. The secret sauce ingredients include: rigorous preparation, a great compelling story, delivered with passion by a credible management team.

Let’s break it down into three parts, preparation, content, and delivery.

Preparation

First, gather together answers to questions that will be asked by the business angel, venture capitalist or private equity player. What is the status of your industry in terms of trends and statistics? The key is to sound authoritative. Demonstrate that your team understands this market without being verbose. The value proposition – does it connect with customers? Why now? What makes the management team credible? Which analysts validate your strategy? How will you make money? Be clear on the itch you are scratching! What business am I in? Be clear why you are remarkable. Is it a very competitive space and if so why will you succeed? Little competition – does anyone want to spend money on your solution? Get on top of the detail. Memorize key facts. Be ready to explain the volume and yield drivers behind you historical numbers. Show your mastery of the economics of your business. Build a business plan that summarizes the policies you need to run the business. Ensure all key policies are articulated in a detailed way. A great business plan allows you to produce a great one page executive summary. Finally do your due diligence on potential funders, including studying their web site to discover their portfolio, previous exits, investment criteria, and bio of partners.

Content

What do I cover in my business plan and my executive summary? Write an enjoyable compelling story that covers: how much money you need, how you will spend it, how much your business is worth, why customers love you, how you will make money, why is it scalable, what makes your leadership team credible, what is the competitive landscape, and explain barriers to entry and the risks of what could go wrong. Prepare many what-if scenarios. Use the one page executive summary to get interviews and then use a few power points as props to deliver your story. Talk with confidence knowing your speech is backed up by a rigorous business plan.

Delivery

The executive summary has been sent, hit the bull’s-eye and has resulted in a face to face meeting. How do you handle a face to face meeting? Words of caution! First 60 seconds are unreasonably important. Lead with your strongest, most remarkable statement. Remember eye contact is vital so you don’t want an audience getting lost in the deep and meaningful graphs instead of looking at you. Length of presentation? Maximum 20 minutes with big changes of pace every 5 minutes. Talk slowly. Use a maximum of five power points. Involve key members of your team to make key points. Finish with a very strong 60 seconds bringing together the proposition and clear next steps.

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