I remember this one time, when we had a presentation scheduled, just before the Christmas break. We had received the request last minute, which meant the deadline was just two days, and there was an enormous amount of work that we had to do before we could prepare the perfect presentation. If you are aware of the scenario in a regular office environment, you have worked other than the presentation most of the times. This simply means that the time allotted to the presentation is minimal.
Despite all the odd projects that were running and the deadlines that were looking us in the eye, we managed to complete the presentation with team coordination, and give it a perfect shot.
Want to know the end result?
We won that project and were nominated for several other projects from the same client.
The question remains, how did we manage to achieve this perfection in this minimal time? So, here’s my answer to it or, rather the tips that we followed, which can be helpful to you as well.
Know what is expected
Before you delve into making the presentation, identify the exact requirements. You should ideally read the client brief at least a few times before starting with the preparation of the presentation.
The client brief as mentioned earlier is the shortest thing that you get to start. Make sure you put in some efforts to understand what they want, and discuss the requirements further with the client and clear the doubts you have. This will give you complete clarity on the client’s requirements. We had a team of five people working on the presentation. All of us read the requirements, brainstormed the brief, and jotted down the requirements. Before beginning with the presentation, we briefly conversed with the client and asked them if we were on the right path. Once we got the go-ahead, we began with the next step in the project delivery management.
Define the goals
Once you have the requirements ready in your hand, it is time to define the goals for the presentation. You should know what do you aim to achieve with this presentation? Are you pitching for a new project? Are you trying to motivate someone? Is it a career opportunity for the people you are presenting it to?
We were pitching for the project, and our goals were pre-defined. This helped us to develop the presentation with ease and helped us to deliver as per the requirements.
Apart from defining the goals, it is important for you to know the target audience for the presentation. Yes, it will help you to craft the right content, and develop a presentation that will connect with them in the best possible way.
Delegate the work
Now begins the actual work for the presentation. Involve all the people who are on your team into the project. The reason being, developing a presentation is not just about the content, it is also about the research, design and actual formatting. You need to be prepared on all fronts before you start delivering the presentation.
In our case, we involved the people from the design, content and even the research team to help us create the presentation. We delegated parts of the presentation within the team and made them own the parts they were working on. They were to help the content, design and research teams with the requirements, and get the work done on time. Yes, considering we were short on deadline, we managed to break the presentation into several parts and assigned it to small groups. This way the whole presentation was done much before the time we had anticipated.
Address all issues
Accept the fact that, not everyone is on the same page as you are always. To cherish team coordination process, make sure you connect with the members, understand where they are stuck, address their issues and find a solution that can help everyone on the team. This way you will be able to deliver on time and without much issues.
When you address the problems at the start, you are ready with the solutions, and there is no need for panic. However, if you tend to address the problems after the whole thing is done, you will be faced with several issues, and you will find yourself in a last-minute panic situation.
Have a plan B
Always, always have a plan B ready, in case your primary plan fails. It is important for the success of a presentation also. In case you are unable to complete the huge task of developing the presentation on the central key message you have defined for the goals on time, you need to have a second plan ready. The secondary plan need not be as elaborate and justifiable as the first one but, should help you achieve the success you have set out for.
Nothing makes up for good content, well-designed presentation and of course practice. However, with these handy tips, you should be able to achieve all of this in the timeline you have been given.
In case you are hustling with project delivery management at your office or, need some perfect corporate plans to ensure quick and smooth delivery of the work, then connect with me via email or phone. As a consultant and advisory, and with my experience, I can help you set up the right approach and process for smooth project delivery.