Presentation Pitfalls Series: Top 10 Content Mangement Mistakes

Here, David Letterman style, are what I consider to be the Top 10 most common mistakes presenters make when organizing and preparing their content:

10) Not setting the stage.

An introduction should be more than just "Hello. Today we'll be discussing _____." If you just jump into the content without setting up the presentation, it can get you off to a jumpy, disjointed start. An introduction should give the audience a sense of who you are, what you're there to do, and what's in it for them to listen.

9) Using ineffective notes.

It's almost always wise to have some notes handy to make sure you don't forget anything important, but if your notes are hard to follow or are distracting for the audience, they defeat the purpose. Trying to read from a crowded page of word-for-word narrative is a killer because you look down and have trouble looking up for fear that you'll never find your place again. Disorganized papers or cards can be cumbersome and messy. Keep clear, concise, key-word-or-key-phrase-only notes handy to simply jog your memory, not serve as an unnecessary crutch.

8) Using jargon or acronyms that leave the audience bewildered.

When a listener hears a word or phrase he/she is not familiar with it causes what I call a "cerebral derailment". The listener's mind is chugging along happily with you until he/she hears an unfamiliar term and suddenly the mind jumps the tracks to wonder, "What does that mean?" Always define acronyms (even if you're sure they know what the letters stand for) and, when in doubt, define any terms that could possibly be unfamiliar.

7) Planning backwards.

Many people begin to prepare a presentation by thinking, "What do I have that's cool?" (meaning visual aids, support points, stories, examples, etc.) Then they ask themselves, "How can I work it in?" This is backwards. Decide on what you want to accomplish and then ask "What do I have in the way of support that would help me meet that objective?" If you plan backwards you may very well end up with a bunch of interesting information that is of no value to the listeners.

6) Not knowing your objective and/or not sharing it.

In addition to being clear on the point you want to make, you should also be clear on the objective you wish to achieve. Do you want the audience to make a decision? Show them the options and ask for a decision. If you need their cooperation, make sure you explain why you need them and how they can help you. If your goal is to familiarize them with a topic, make that clear so you don't get bogged down in excess detail. Both you and your audience should be clear on what you're there to accomplish.

5) Not providing "signposts".

Imagine that you can get a new set of information two ways: 1) you can read it in a report or 2) you can listen to it in a presentation. What advantages do you have when you're reading that you don't have when you're listening?

• You can go at your own pace

• You can re-read things that you found confusing

• You can skip sections that don't interest you

• You can see when a new topic begins (because of section titles or white space)

• You can make notes

• You can file it away for future reference.

None of these options are available to your listeners. To the audience, your ideas are just sounds in the ether, so to make up for the lack of these advantages, you need to provide signposts to let us know where you are. Visual aids can help, but remember to include phrases like "Now, let's move on to point #2", "That's all for the background, now let's move on to the current status," or "Let me just wrap up." These little phrases take very little time but do wonders for helping your audience stay with you.

4) Having complex, hard-to-read visual aids.

Your visual aids should be just that--aids. They should HELP you get your message across. Complicated, crowded, hard-to-read visual aids compete with you for your audience's attention. Keep them simple enough that listeners have a reason to stick around and listen to YOU.

3) Not having an obvious, logical structure.

Meandering from point to point can be very frustrating to a listener. Have your information laid out in a logical structure and share that structure with the listeners up front so they know where you're headed.

2) Not making the POINT clear up front.

There's nothing more frustrating to a listener than to sit there thinking, "OK, so what's your point?!" Remember, you know your material cold. The listeners don't. Sometimes you have to smack them between the eyes with the point, as in, "If you only remember one thing from my presentation, I want it to be __________________." Don't wait until the end to present your point with a dramatic flourish. Make your point right up front and spend the rest of the time supporting that point.

And the #1 content management mistake. . .

1) Including too much information.

It's tempting to want to cram all the information possible into the heads of your listeners, but ironically, it's possible that the more information you include, the less they learn. Think of a rainstorm. When rain is pouring down, much of it runs off before it can soak into the soil. The water is wasted because there was simply too much of it to take in. Whereas, a slow, steady rain has a chance to soak in thoroughly. It's far better to include half as much information and have them retain most of it, than to squeeze in every imaginable tidbit and have 90% of the information wind up as runoff.

All of these problems are common. Luckily, with awareness and a few simple adjustments, they are easily overcome.

About The Author

Melissa Lewis turns traditional thinking about public speaking upside down to give people more comfort, confidence, and charisma in front of groups. She is a former actress, a certified facilitator of SPEAKING CIRCLES, president-elect of the National Speakers Association Kansas City Chapter, and author of the soon-to-be-released book, Upside Down Speaking. For more information call (913) 341-1241 or visit www.upsidedownspeaking.com, melissa@upsidedownspeaking.com

---

35 Surefire Ways to Kill a Meeting

1. Play "find the meeting" by changing the location and... Read More

Data Visualization Flash Charts: Information in a Flash

Flash chart, flash map, flash graph may be mistaken for... Read More

Powerful Presentations: How to Write and Deliver a Presentation to Remember

If the mere thought of standing up in front of... Read More

Let Me Tell You a Little Story

Once upon a time there was a businessperson who had... Read More

Tips to Energize Your Presentations

"There can be no knowledge without emotion. We may be... Read More

Don?t Give Presentations Or Speeches - Give Leadership Talks Instead

The CEO of a worldwide business asked me to help... Read More

Leaves Your Audience Hungry For More! -- Presentations That Get Results

Regardless, if your goal is to make a sale or... Read More

Present for Success: Simple Strategies to Add Confidence and Credibility to Your Next Presentation

Tomorrow's the day and you're dreading it. You're scheduled to... Read More

Story Telling As A Tool For Trainers

Once upon a time????."Yeah right, don't tell us a story,... Read More

5 Breakthrough Marketing Ideas

Do you ever get frustrated with your marketing? Are you... Read More

Move Key Audiences to Actions You Want

How?Try a blueprint like this: people act on their own... Read More

Why You Need a Lesson Plan

LESSON PLAN DEVELOPMENT: Lesson plans, believe it or not, are... Read More

Choosing a Presentation Remote Control

If you deliver electronic presentations using PowerPoint or other programs,... Read More

Planning a Group Meeting

CHARACTERISTICS OF AN EFFECTIVE FACILITATOR: As chairperson, focus on the... Read More

Create A Better Impresion With Your Emails

How do you come across in your emails?As I receive... Read More

Watch Out For Power Thieves

"I'm not an expert on this topic, but . .... Read More

Super Preparation ? Keys to Getting a Great Start to Every Presentation

Super Preparation ?Keys to Getting a Great Start to Every... Read More

How to Make Good Use of Your Web Conference Session

Preperation is vital when conducting a successful videoconference session. Thus... Read More

Present Your Message with Power and Pizzazz

If you're ready to kick your career or business up... Read More

Be Bold, Branded, and Bespoke - Your Customers Want You to Choose

I had been working on a logo idea for several... Read More

What Every Manager Should Know About How to Sharpen His Presentation Skills

Regardless of the nature of our job or social standing,... Read More

Ancient PowerPoint Secrets: Ask Your Grandma!

Yes, there are ancient PowerPoint secrets...secrets your grandmother knows and... Read More

The Relationship between Information Sender and Receiver: The Art of Communication

For communication to take place, a message must be transmitted... Read More

Transitions: Building Bridges to Your Points

Presenters often tell me that they fear losing their train... Read More

8 Ways to Improve Your Presentation Skills

8 Ways to Improve Your Presentation Skills 1. Join Toastmasters.... Read More

How To Make Your Best Ever Presentation

The most important tip...EVER!Make sure that you always think of... Read More

Presentation Skill Mistakes

Last week my husband and I attended an awesome 4... Read More

Is This Thing On?: Keeping Your Audiences Attention

First and foremost, you must deal effectively with your own... Read More

The Missing Link in Presentation Skills Training

Imagine you are the most amazing figure skater who ever... Read More

Develop The Winners Edge Through Conversational Hypnosis

Communication is vital for survival in an age of information... Read More

Kvetching Behavior and How it Hinders Success

Kvetching is the Yiddish word for complaining, hand to the... Read More

Group Meetings: Being Prepared Makes a Difference

MANAGING MEETINGS--BEING PREPARED MAKES A DIFFERENCE: You can schedule all... Read More

If You Want Business - Throw a Seminar!

Why is throwing a seminar good for business?If you want... Read More