Volume 1, Issue 2, June 2007

Welcome to the second issue of the Turpin Communication Newsletter.

In the last issue of this newsletter, I wrote about the distinction between "delivering" a speech and "engaging" your audience in a conversational presentation. My point was that when presenters think about engaging their listeners in a two-way conversation rather than delivering a product, they are much more likely to succeed. In this issue, I'd like to focus on some of the ideas we all need to think about when it comes to preparing our presentations.

People react differently to the pressures of preparing their presentations. I'm not talking about organizational strategies (whether they embrace a strict introduction-body-conclusion formula or the tell-them-what-you're-going-to-tell-them and so on approach), I'm talking about gut level reactions to the fact that a presentation is on the horizon. Some people collect data, check facts and sketch out an outline. Others let preparation go until the last minute, assuming that it will all come together in the end. In this issue of the newsletter I'll talk about why your individual response to the process matters.

If you've participated in one of our workshops in the last couple of years, you may remember hearing us talk about preparation defaults. A preparation default describes your attitude about the preparation process itself. Or maybe a better way to say it would be that your default approach is determined by the level of faith you have that extensive preparation guarantees a successful presentation. If you have a lot of faith in the power of preparation, you fall into the Writer category. If you have little faith that preparation guarantees success, you fall into the Improviser category.

If you're a Writer, you:
» Feel there is never enough time to prepare
» Want structure and predictability
» Are naturally thorough, careful, detailed and accurate
» Thrive on the feeling that you've done your homework thoroughly

If you're an Improviser, you:
» Delay preparation until the last minute
» Want to be spontaneous and engaged
» Are responsive and unafraid to make last-minute changes in your presentation
» Thrive on the personal connection you make to your listeners once the presentation begins

Neither default is better than the other. Both approaches have strengths. Both have weaknesses. Your job is to capitalize on the strengths while minimizing the weaknesses brought on by your default. Here are some reminders.

If you're a Writer, planning and preparation make you feel confident and in control. You believe practice makes perfect. The downside of your approach is that it isn't very realistic. Presentations, after all, are not written documents. They are a process that should, at their core, be unpredictable. Too much preparation, too much practice can suffocate them before they begin. Compensating for your need for strict control over the process begins with the following:

Prepare for last minute changes. Consider what you'd do if your time was cut short or your audience changed.
Edit the bulleted text in your slides until you're uncomfortable with its brevity. When you think you've cut away far too much, you're probably about where you need to be.

Practice for flexibility. As you talk through your presentation in advance, work on alternative explanations. Don't obsess on the "perfect" phrase or explanation. Doing so will limit your options and make you sound scripted.
If you're an Improviser, what I have to say about Writers probably gives you a feeling of smug satisfaction. Finally, someone has recognized the value of your free-wheeling ways. But not so fast. There may be strengths to your approach, but there are also weaknesses. The biggest is that an Improviser's presentation is often difficult to follow. They lack structure and focus. The slides on the screen often have little to do with the words the Improviser is saying. Compensating for the Improviser's approach, just like the Writer's, also requires careful preparation, just of a different sort:

Improvisers need to use preparation time to build a strong framework. You need to accept the necessity of structure. Don't worry. You can be as spontaneous and off-the-cuff as you want during your presentation. You just have to do so within the structure you create in advance.

Use more introductory slides than you want. At the very least create a clear agenda. Then stick to it.
Imagine getting nothing back from audience. This is your worst-case scenario. Prepare for it. What would you say-especially at the beginning of your presentation-if your audience stares back at you in silence? How would you begin? Give this some thought in advance. It will help you create slides that are focused and useful.
In the long run, understanding your default will help you work with the inevitable tension between structure and spontaneity that lies at the heart of every successful presentation.

As I said before, I hope I've provided some useful information or reminders here. My goal is to distribute the newsletter once a quarter, so if you have any questions or issues you'd like me to discuss, let me know. Spring isn't that far away.

I hope you found this issue of the newsletter interesting and helpful. If you have any feedback on this issue or ideas for future ones, I'd appreciate hearing from you. Thanks for your time and attention. Here's to a successful 2008.

Sincerely,
Dale Ludwig, President
Turpin Communication

dale@turpincommunication.com
773-445-8855