Usually when we have an opportunity to make a presentation, we get busy thinking about what we will talk about. The organisers may have set some rails by specifying the theme of the event or they may have asked us to speak on a particular topic. We are busy and often we start with creating new slides and scanning previous presentations for slides we can recycle. This is a poor strategy. What do we bang on about to our staff – plan the event or the project before you get started on the nitty gritty details. However, we neglect our own sage advice when it comes to presenting.
Part of the planning process should involve boiling the key message down to a nub that cleverly, succinctly and concisely summarises the whole point of the talk. Before we go there though we would be wise to consult others for ideas. It is a bit odd isn’t it, because we are always recommending collaboration and crowd sourcing of ideas for projects. How we seek those ideas though is a bit tricky.
Bounding up to someone for your presentation and suddenly saying , “do you have any ideas for this talk I am going to give” may not work all that well. Teamwork featuring excellent levels of collaboration is a concept, a sacred concept in most firms, but rather undefined. What is the environment for collaboration? Are people’s ideas welcomed in your workplace? Are we able to go outside the workplace and source broader networks for ideas? Do we have trustworthy networks in the first place?
I had to give a keynote speech to a relocation industry conference in Osaka. I called my contacts working in that industry and asked them about their issues, headaches and challenges. I have never worked in that industry and neither had anyone in my company, so I needed that broader network to help me. The irony was that after all the work I had put into crafting that piece de resistance , Covid put the whole event to the sword. I never did give that talk. It would have been brilliant of course!
Jokes aside, the idea of involving others is a good one, because we only know what we know. “Two brains are better than one” is ancient wisdom, but how often do we avail ourselves of outside input. I was getting my book “Japan Sales Mastery” translated and was struggling for the best title in Japanese. My friend Tak Adachi and I were having lunch and I mentioned my problem. He said why don’t you just call it “Za Eigyo” or “The Sale”. My son, later said to me why don’t I drop the katakana for “Za” from the title and just use “The” from English, to become “The Eigyo”.
This was a smart idea because I am an Australian writing in Japanese about selling in Japan, so the title combines both languages, to differentiate the book as a how foreigner would look at the world of sales in Japan. I would never have come up with those ideas on my own, so it demonstrated the value of collaboration.
The problem is we all recognise this in theory and we should be applying it to our presentation preparations, but we turn the whole thing into a solitary affair. We emerge from our cave, brandishing our slide deck and away we go. Getting more input is a better road to take, but there are some caveats. People we consult on the spot, will give us the very shallowest of ideas. We need to set this up, explain the theme and then fix a date a few days later, to allow them to digest the theme and work on some ideas. We are looking for diversity of views here and are not going to make any snap judgments. We should listen quietly – no interrupting, jumping in over the top of them or ending their sentences. We then thank them and privately reject, modify or incorporate their ideas.
If we ask them to give some feedback on our ideas, always frame the response. We want them to tell us what they like about it first and then tell us how we could make it even better. Confidence is a key aspect when presenting and that includes the preparation phase as well. This whole effort doesn’t have to take a lot of time, so we are not going to be caught in a time crunch and have to rush things, to be in time for the talk. More ancient wisdom says we don’t plan to fail, but we often fail to plan. We can incorporate more ideas into the preparation phase, if we simply plan for it.
