Many people may have chills just thinking about presenting a new idea to the board and co-workers! Or having to prepare to present that PowerPoint with current data of the enterprise they are responsible for.
Presenting a project doesn’t have to be a source of stress. It can go smoothly, as long as you prepare yourself for it. Knowing what you will present and being confident in your speech are essential items for good communication.
Do you want to know more about this subject? Read the article and check out our tips for you to be well prepared for the presentation of a project!
How to prepare?
We know how difficult a presentation can be, especially when it’s a project that might guarantee a new client. Here, we’ve listed some measures to make this process a success. Check it out!
1. Organize your ideas
The first step is organizing the ideas. More than a preparation, it is a way to have a logical order for things. Of course, to do so, having a beginning, middle and end is essential. This is the time to get all the information and organize them.
Set the introduction well, showing how the project will be useful. Then give a detailed description of the project, and finally, draw a conclusion showing what might be won, what are the possibilities.
2. List the project goals
Understand what the project is about, what are the start and end dates, and what are its key milestones and goals. Keep in mind that this introduction should be clear, so that everyone present understands well what the proposed goal is and what is to be achieved.
Use a very simple and straightforward language, avoid that the presented goals seem dubious. This may generate certain mistrust on the part of other people.
3. Understand the culture of the organization
Pay attention to whether your idea is aligned with the culture of the organization. More hierarchical companies are more resistant to change or to support new causes. Try to study well and have a real basis in order to get better chances of support.
In addition to understanding the particularities of the organization, also pay attention to who your target audience will be during a project’s presentation and try to customize your work as much as possible.
4. Use actual data
Presenting facts is critical to getting support. Use hard numbers and information that can be easily proven. It is much easier to make decisions based on numerically palpable data than on assumptions.
When using actual data, there is another point that deserves more attention: the sources. It is important to cite the source when presenting the information, because, in addition to showing that there is a basis for what is being said, it confirms that there was research and attention in presenting these data. If it’s not possible to prove it, it’s better not to mention it at all.
5. Plan the oral presentation
If you have already reviewed the material and you’re all set, now is the time to prepare to disclose it. The oral presentation is always a moment of anxiety, therefore, doing simulations, re-reading the data and having cards with key information are good ways to be well prepared for this moment.
If possible, rehearse it alone, present it to other colleagues, and ask for their opinions.
6. Don’t overextend the time
Have a predetermined time for the duration of your presentation. Presentations that run for too long make the audience lose the main focus and disperse. Short presentations may give the impression that they were poorly prepared. Look for a middle ground and practice beforehand.
It is very important to leave a time for questions and possible discussions that may arise.
7. Use mockup
Mockup is nothing more than a model, in scale or in real size, of the design or device you are going to present. One of its functions is to show the client how the branding idea will work for them, both on digital media and physical material.
In addition, using this resource may help impress the client even more. Presenting it only in a digital location may not have as much effect as seeing the visuals at hand.
8. Listen to people’s opinions
Many questions and opinions from listeners will arise during your presentation. Listen and answer to each of them clearly and firmly, showing that you know the ins and outs of the subject while still being open to possible suggestions.
Do your best not to take any negative opinion personally. While presenting a project, be it a new idea or a suggestion for improvement, be aware that negative criticism may arise at any moment.
9. Defend your idea
Believe in the proposal that will be presented! Study well all the points of improvement your idea will bring, as well as how much will be spent for its implementation. Be confident and clear in your speech.
Show excitement during your presentation. By doing so, you will be able to involve people in your cause, and it will be easier to get a positive receptivity.
How to outline the schedule for the presentation of a project?
To help you present better, we’ve selected some important points to outline a schedule for your presentation. Keep reading and understand!
Define the scope
The scope or scheme of the project is the first step to getting started. Here the paths that must be followed for it to come to life will be defined; it’s a kind of sketch. Its preparation will be essential to determine important information such as: what the resources and budget will be, and how long will take to get the project ready.
Build an analytical framework
This process is the deepening of scope, and in this topic, all the defined steps will be broken down into smaller parts. That is, it establishes what should be done for each thing that has been determined in the scope.
Once this is set, the next action is to list the activities according to their importance and execution. This will be a good moment to define whether they will depend on other smaller activities to complete them.
Establish the duration
Another important point of the schedule is to set the deadline to complete each activity. This procedure will get easier, as you know what will be done and what the sequence is. A good tip is to use other similar projects that worked out well to get a sense of it.
Also, don’t forget to rely on your team to help you better define the deadlines for each activity. This is all the more important if all members are involved in this process, after all, it’s necessary to take into account how long each employee takes to complete his or her function.
Roll up your sleeves
With all this survey, you will already have enough information to create your schedule. Don’t forget that, nowadays, there are many technologies that help organize data, including project management software that can contribute to make the process more organized and avoid errors.
We’ve seen what the steps are to prepare for a project’s presentation. We remind you that the presentation doesn’t need to be regarded with nervousness. It is possible to practice to have a good experience. Always try to engage with your audience in a positive way, as this will be the key to getting good receptivity. With planning it is possible to sell the idea better and increase the chances of success.
Well, with these 9 tips for presenting a project you will be more than ready to not only expose your work’s ideas, but also to make yourself understood. Did you like our content? Then share it now with your friends!