Conduct a Team Dry Run

Assemble a knowledgeable audience and distribute a packet of information to aid them in the evaluation. Include the following in the packet:

1. Purpose of the Presentation
2. Summary of the audience analysis
3. The presentation strategy
4. Themes and sub themes
5. Presentation format/agenda including time allocations

Require each presenter to observe the entire dry run. The graphics/artists should also attend to record comments and changes on the visuals. Allow no interruptions during the individual segments. This allows the speakers to maintain concentration. It’s more constructive to make comments at the end of each segment. Besides, it makes time keeping a lot easier. Repeat these as necessary.

Decide the Final Lineup

If, as a result of the management review and the segment dry runs, it becomes clear that a presenter is not effective or is not showing improvement, name a replacement now. Your new presenter still has time to catch up with the others.

Decide the Final Lineup

If, as a result of the management review and the segment dry runs, it becomes clear that a presenter is not effective or is not showing improvement, name a replacement now. Your new presenter still has time to catch up with the others.

Conduct Segment Dry Runs

Once the team has recovered from the management review, conduct the segment dry runs. These can be conducted in any order, allowing those segments with more serious problems extra time to make improvements without affecting the schedule. This is NOT a full team dry run. I recommend you take one segment at a time before a few key people. Because the segments can be given out of order, it is worthwhile to restate procedures and responsibilities such as introductions, transition statements.

This is a good time to use a video camera to help polish the delivery skills of the presenters. Evaluate each recorded performance with the presenter and offer coaching on content, delivery and style.

Review the Storyboard with Management

This review can be invaluable in heading off false starts, redirection, and confusion. It also saves time, money, and morale. Make sure that text and visuals are complete enough to give management a representative sample of progress. Conducting this review early helps you correct shortcomings without sending a shock wave out to the team. Suggested areas to address:

1. Is the content technically correct?
2. Are the key points and themes getting through?
3. Are the visuals relevant and accurate?
4. Does the storyboard reflect the presentation’s purpose?
6. Does the story hang together?

Prepare Storyboards

Prepare storyboards in the presentation control room. Each segment should follow the agreed-on pattern in its organization and visual design. Use the agenda charts between segments to highlight transitions and to add to the impression of team cohesiveness. Set up storyboards in sequence to facilitate orderly review. If you have subcontractors involved, they should prepare storyboards in your presentation control room as well. This ensures that the subcontractors’ segments conform to the standard, thus preserving the team image.

All presenters should develop their own storyboards. Don’t allow presenters to delegate this responsibility. I have seen presenters who could not utter a word at the 1st dry run because it was the first time they had seen the charts. The only thing harder than giving a business presentation is trying to give someone else’s.