Are we too obsessed with the audience's viewpoint when preparing a presentation?

Should every presentation you craft and deliver meet only the needs of the audience, or does the presenter matter as well?

In the countless number of presentations our team has helped create and deliver, the one thing we don’t hear talked about enough is the needs of the presenter. All the focus is generally on the substance of the presentation and the audience for whom it will be delivered. And while both of those components are important in delivering an effective and successful presentation, the comfort and skill levels of the presenter should also be taken into account.

Successful delivery of a live presentation has two sides to it.  The event organizers and production teams who are responsible for ensuring presentations get on screen at the right time and the presenters who are responsible for creating and presenting the content of their materials.  With deadlines on event organisers, pressure is placed extensively on presenters to be ready as early as possible. But the question that has to be asked is:

“Are we setting up presenters for maximum success, or are we focusing too much on the organiser deadlines and needs of the audience?

I believe more emphasis needs to be given to the needs of presenters.

Here are some of the key factors from the speaker’s viewpoint to consider when preparing a presentation: 

Time to Prepare: This one may sound obvious, but we can’t stress enough how important preparation time is when considering the needs of a presenter. Depending on the material and how versed the presenter is with it, the time needed to be comfortable and effective can vary widely. Are you giving  your presenters enough time and breathing space to get their slides ready, get acclimated with their slides, and practice delivery? 

When it comes to time, another critical success factor is how much time there is between slide readiness and the presentation date. The less time in between means less rebuilding of slides as there may not be enough time for the presenter to familiarize themselves with the new slides. 

Familiarity with Content: Not all subject matter experts are going to be excellent presenters, and not all presenters are subject matter experts on every presentation they give. The important nuance for anyone organizing events or creating presentations is to figure out where your presenters fall on the spectrum of knowledge, ability, and readiness. In a perfect world, your presenter will be a healthy balance of all three, but when they are not you must ensure the presentation is designed in such a way to highlight their strengths and you must do so with a reality check on how much time your presenter has before they present.

Presenting Experience: Everyone has to start somewhere, so it is not uncommon for some presenters to have far more experience than others. Just because you are familiar with someone’s communication style from personal interactions, team meetings, or other settings outside of delivering a formal presentation does not mean those skills will translate over to delivering an effective presentation. Always check in with your presenters to see how many times they have spoken to audiences of the size you are planning to have in attendance, how versed there are in the content, and any other experiential issues that may become a factor and then adapt accordingly where possible. 

Style/Preference: Just like everyone learns differently, so too do people have different presentation styles. While it may seem like an easier task to ask your presenter to adapt their style to the type of presentation, audience, or setup the results may fall flat. If your presenter is more detail oriented, then make sure your slides are packed with information for them to focus on. If they are more bigger picture thinkers who like to speak off the cuff, then  having one word, high graphic slides might be the better option. Whether it is more detailed or highly graphic, the slides must look good.

Audio & Visual Needs:  It may not always be possible to check in with your presenters on what their preferences are before an event, but it can make all the difference in setting them up for success or leaving them to make do with what you provide. Some presenters might be more comfortable with a handheld microphone versus a lapel mic, and others may opt for a headset. Are they comfortable presenting entirely from memory or would it be helpful to provide a confidence monitor or teleprompter? You might not be able to accommodate every request either, but at least there won’t be any last minute surprises.

Stage Layout:  For in-person events, it is always best for your presenters to familiarize themselves with the stage set up so they can maximise their presence. This includes the little details like knowing where they will enter and exit, where they should stand once it is their turn to speak, being aware of lighting, and whether or not there will be a podium to stand behind or not. A misunderstanding with any of these logistical items can lead to an uncomfortable situation that negatively impacts the presenter’s delivery.

Room Setup: For in-person events, it is always best for your presenters to familiarize themselves with the room layout and setup as whole and not just the stage. Will they be sitting in a certain spot before it is their turn to speak or will they be backstage? Will they need to walk through the audience on the way to the stage? How many people will be in attendance, the positioning of their chairs, and placement of monitors and other visual aid devices might also impact how they tailor their delivery.

Rehearsals:

Anything important or memorable in life is should be rehearsed. Weddings have rehearsal dinners. Actors rehearse their lines until they know them like the back of their hands. Professional athletes do not just show up to their games without practicing. No matter the experience or comfort level of your presenter, do not make the mistake of skipping the rehearsal so that any issues and kinks can be addressed before going live in front of an audience.

It may not be feasible or logical to try and make sure every single item above is taken into account and positioned in a way your presenter prefers, but that does not minimize the importance of their overall comfortability with the entire process. Have an honest conversation with presenters and see how many of the items we covered work for them and which ones are not ideal. Anything that can be changed easily enough to ensure a great presentation as well as presenter experience should be adapted. 

If you need a second set of eyes on your existing presentation material, or someone to help you understand the needs of your presenters better, please reach out to schedule a consultation with us today.