Today is a good time to start reviewing and reflecting upon the presentations you have over the past few years. What have you learnt not to do and what have you learnt to keep doing? Those who don’t study their own presentations history are bound to repeat the errors of the past. Sounds reasonable doesn’t it. We are all mentally geared up for improvements over time. The only issue is that these improvements are not ordained and we have to create our own futures.
Do you have a good record keeping system? When I got back to Japan in 1992 I was the Australian Consul and Trade Commissioner in Nagoya. As far as the locals were concerned, I was the Australian Ambassador to the Chubu Region. I am sure the parade of the various Ambassadors in the Tokyo Embassy never saw it that way, but that is how the locals viewed my vice-regal presence. One consequence was you were regularly asked to give long speeches. I say long because a one hour speech would be a dawdle, compared to the two hour monstrosities you were expected to fill.
I started writing down the speech number, the title, who it was for, what language was I speaking and how long was the speech. I did this because Japan loves the devil they know and you would be asked back to speak again and it is embarrassing if you don’t recall the first talk. I am now over 560 speeches on my list. Without knowing it I was compiling a body of work as a speaker. The list noted the topics I covered, which was a useful reservoir of things I could speak about if asked to venture forth a topic for the nominated speaking spot.
I would often use visuals. When I started we were back in the dark ages and were using overhead projectors (OHPs) and breakthrough innovations like colour OHPs instead of just black and white images. For photographs, we used a slide carousel and a slide projector. At some point we moved to powerpoint and life got a whole lot easier, when it came to preparing presentations. Somewhere I probably still have those OHP presentations stored away somewhere, except today you would struggle to find an overhead projector to show them with. We can much more easily store our presentation materials today, so there is no excuse about not doing that.
I keep my presentations in digital files stored by the year in which they were delivered. This is very handy because you can go back and see what you covered when you gave that talk. Some of the images may be plundered for a current presentation, if they are relevant, so it is a nice resource to draw on. You can also see how much you have grown in sophistication as a presenter, by looking at the quality of what you have been presenting. This is a step we shouldn’t miss because we are often so caught up in our everyday, we lose sense of the time progression in our presenter lives.
A more difficult task is to grab the points that are additional to the slides. These may be kept as notes on the print out of the slide deck or in a notes format for the talk. If I have notes, which these days is pretty rare, then they will be very brief. They are flags for me to expand upon when I am delivering my talk. More frequently I will print out two or four slides per page and then write on those pages. I will note some key points I want to make when we get to that slide. If I am not using slides then the notes format plays the same prompt role.
Things occur to me during a talk, which were not planned. Maybe I got a light bulb type of idea or a question exposed an answer and brought some additional information to the forefront. One thing I strongly recommend is immediately after the speech, carve out thirty minutes for quiet reflection on the talk and think about what things you would change in order to make it better next time. The tendency is to rush back to work, which usually means either meetings or catching up on email. They can wait. Don’t schedule back to back activities after the talk – give yourself a little time to think.
What I find hard to do is to store the notes hand written on the pages and the notes on the ideas which occurred to me after the talk. Paper tends to get lost and you throw it out in a bug of spring cleaning and lose it. Either take photos of the notes on your phone or scan the pages and then file them together with the electronic slide deck in the file for that year of talks. This way you never lose the inspiration and record of your thinking about this topic.
Time will pass. You will deliver talks, will get ideas both before and after. Capture them and learn from what went well and how you can improve on it for next time. You need a system and if you don’t have one today, then now is a good time to think about creating one.
