Succumbing to the temptation to fit everything you know about the topic into your speech or presentation is tempting but inherently flawed for the following reasons:
- the more content you include, the longer the speech will be
- the longer you talk, the harder it is to keep your audience in touch
- irrelevant content "shuts down" the audience
- the very essence of the message is lost; as a result no one has a clear idea of the conclusion
How to prepare your presentation for the target audience?
Step 1 - Check the context
Before you start editing, you need to be able to answer a few questions.
- What is the desired result?
- Who is my audience? (age, background, job roles, etc.)
- How much do they already know about the topic?
- What are their prejudices/concerns about the topic?
- How much time do I have available?
These questions will help you during the editing process by acting as filters. If you can't respond to them, it's a good idea to stop working on the content until you get the answers.
Step 2 - Collect content
When you have the answers, start thinking about what you want to say. Don't worry about the length of your speech at this point; instead, start brainstorming content ideas with respect to the audience and your desired outcome. You can use the technique of mind maps to help you with the topic and its structure.
Step 3 - Selection, sequencing and scripting
Here you need to select the key messages from your thought store that you want to mention in your speech. The answers to the questions in step 1 are really useful at this point. Once you have a list of blocks of content, you'll need to put them in some logical sequence or "flow".
Treat it as a route map: you want your presentation to take audience members on an imaginary journey. You start with where they are now, what they already know about the topic, and then gradually lead them towards your goal.
Step 4 - Testing, debugging and editing
Once you have your output script, it's a good idea to try presenting it and timing it. Make sure the speech is not too long, that it is natural, and that the more demanding expressions are well articulated. Also monitor the continuity of ideas and think about whether any examples you use are relevant to the target group and will address their potential problems, concerns ...
Bear in mind that preparing for an important presentation can have a very significant impact on the audience's attitude towards you, or perhaps your next business encounter, if you present it in a truly convincing and appropriate way. Don't underestimate them!
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