08/ 05/ 2004
by Jeffrey Moses
Have a big presentation coming up? You want to make sure everything goes smoothly, off without a hitch. The key to success: long-term planning. You need to make sure you don’t forget things, that you’re prepared if you do and that you can cater to the needs of clients and co-workers on the spot. Even the slightest slip in your level of preparedness could have serious consequences.
Here are some tips to make sure it's nothing but smooth sailing on meeting day:
- Begin preparation for the meeting as far in advance as possible. Write a list of all things that you'll need to take with you, including both information and physical objects. Don't trust yourself to write a complete list in one sitting. Create the list over several days or a week (or longer if necessary) so you'll have time to think about it during your off hours.
- From the standpoint of information required for the meeting, consult with all associates who will be attending. Have them help you create your list. This list should include both actual bits of information you'll need and a timeframe for when you'll have to begin the process of obtaining information. Give yourself enough advance time to contact people who will be sending you information you will use. For instance, if you'll be using financial data in your presentation, make sure that your accountant, banker or adviser is notified early in the process so you won't have to rush them at the last minute. Assume that each person from whom you'll be receiving information will wait until the last minute to begin their preparation, so contact them early and follow-up shortly afterward to monitor their progress.
- Don't be lazy once you've created your list of required information. Keep reviewing the list to see if you've overlooked anything or if you need to make any item of information more complete or if you need to approach something from a different angle. Keep your list active and flexible until the moment you walk into the meeting.
- From the standpoint of objects you will take to the meeting, create a checklist. Will you need a computer and monitor? A calculator? A ruler? Graph paper? A pen with ink of special color? Access to a fax machine? Your cell phone (or will you want to turn your cell phone off)? Phone numbers? E-mail addresses? Business cards? Flyers or brochures? DVDs? Multiple photocopies of items? A podium, microphone, table and chairs or other objects supplied by the management where the meeting will take place?
- The list could go on indefinitely. The important thing is to create the list in advance, check it and double-check it and then triple-check at the moment you walk into the meeting to make sure you have everything.
- If you're going to the meeting with associates, you may have the responsibility of making sure that they have everything they need. When this is the case, have each associate create his or her own list, and go over it with them in advance and right before you go to the meeting. If you're responsible for the results of the meeting, you'll take it on the chin when one of your associates flubs, so keep control by planning, creating lists and always checking.
