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How to Stay Organised for a Presentation

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How to Stay Organised for a Presentation

How to Stay Organised for a Presentation

A post from our Presentation Skills blog

      Written by Ashley Andrews
Presentations can be complicated and stressful, regardless of how well you prepare for them.

If your notes aren't organized, the slides aren't in order, or the equipment isn't ready, your presentation won't go as smoothly as you had hoped.

Organization is the key to a successful and smooth presentation, so you need to double check that everything is in order before your begin. Organising your presentation and checking everything just before you're due to speak will ensure you can focus on the presentation and won't be interrupted by problems.

1. Prepare the content

Preparation is the key to a successful presentation, and it's the only way to ensure your content is right, the slides are well-designed, and your speech is ready.

The quality of your preparation can have a direct impact on the quality of your presentation; so make sure you put a good amount of time and effort into it. The preparation process should include:

•    Research in your audience and their preferences.
•    In-depth research into your subject matter.
•    Careful selection of the slide design and presentation software.
•    Careful planning of the written content.
•    Proofreading all written content thoroughly.

These are just some of the important steps you need to take in order to start off on the right foot when it comes to your presentation.

2. Prepare for the presentation

Once you've created all the needed content you need in order to convey your message, prepare for the presentation.

This is the second most important step you need to take in order to ensure everything runs smoothly, and that you're relaxed during the session. Here are some of the things you need to do:

•    Ask a friend, colleague or someone else to look at your speech and presentation. Make sure they're honest and unbiased so you can rely on their opinions and feedback.
•    Practice repeatedly until you can confidently deliver your speech without consulting the notes too often.
•    Print out all the notes yourself so you have some reference point when you're making the presentation. It's always a good idea, because you might still forget some lines and words. OPr something else can go wrong, like a power failure. That can disrupt the flow of the presentation and distract your audience; aside from this, it also creates a very poor impression on those attending the meeting.
•    Print handouts or arrange for digital copies for every person in the audience. They need something to refer to when they're listing to your presentation.
•    Make sure you're familiar with all the software and equipment, so you don't have to struggle with it at the last moment when you're just about to give the speech.

3. Keep timing in mind

You need to keep your presentation informative and concise because drawn-out presentations are just a waste of time and will frustrate your audience. Here's what you can to do organize your time and help save time of your guests:

•    Make sure you provide some new piece of information every minute. This will help you keep your speech short and informative and ensure your audience maintains their focus and attention on you.
•    Come to the venue early and supervise the set up. If you have permission, do a practice presentation before the audience arrives, as that will help you settle down and ensure everything is in place.
•    If you can't perform a test run, conduct one in private to ensure everything is in order and just as you need it to be.

4. Double check your content right before the presentation

Double check your content before you're due to present your slides and speech to your audience.

Check if you have enough hand-outs to for all the attendees, and make sure there are no missing slides from the set, and that your speech notes are organized and ready for the presentation.

This last minute checking will not only help you calm your nerves, but will ensure that everything is in place for the session. You will feel more relaxed and confident, which will have an impact on the quality of your presentation.

5. Question and answer sessions

The question and answer session is the least organized aspect of your presentation, because you have no control over what your audience will ask or say. It's a good idea to prepare in advance; here are some of the things you can do:

•    Think of the number of questions they're likely to ask and prepare answers for them in advance. This will help you save some time.
•    Set a limit to the number of questions you will answer because it can be tempting to let the Q and A session drag on, especially if you have a good rapport with your audience.
•    Keep the answers short and to the point. Follow the same one-minute per important information rule in order to ensure you don't let the session drag on for too long.

Provide the attendees some way of contacting you in case they have more questions. You can offer them information about your social handles or email address. That will help you shorten the session as well.

The consequences of not being organized

Lack of organization can cause a number of problems, especially during big presentations with a larger audience and content. Here are some of the most common problems caused by disorganization:

•    Your slides and notes won't be in order and cause you confusion and stress during the presentation.
•    Your audience will become bored or frustrated because your content will have no flow or proper direction.
•    Some of your audience won't have access to handouts.
•    The Q and A session will quickly get out of hand and cause delays.
•    Your equipment and software might not work as you expect them to.

Organization will ease the burden on your shoulders and make it easier for you to deliver the presentation calmly and without making mistakes.

If you follow a step-by-step process and make sure every aspect is well-planned, you will have a successful presentation that your audiences can appreciate and enjoy. In addition, when starting out, it's always a good idea to get some professional input, such as training, as then you develop good habits, right from the start!

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