Careers – Perfect pitch

You’ve finally got your break – a chance to make a big presentation that could lead to a promotion. Don’t panic. Here’s how to prepare in just 24 hours.

ON THE DAY BEFORE…

RESEARCH YOUR PITCH: There are three things that big meetings revolve around: facts, facts and facts. Oh sure, you may make an impression with your power suit and Gucci sunglasses. And those fantastic multimedia clips really look good on the projector screen. You might even make them laugh and cheer with an engaging presentation that would shame Vusi Thembekwayo. But in the end, what it all boils down to is this: what is your value proposition? What are you bringing to the table? In other words, what’s it all about? “To create a good impression, you must dress well, speak well and entertain well,” says Thabang, a 35-year-old procurement manager who sits in on dozens of presentations every month. “To make a lasting impression, you’ve got to leave your audience with something to chew on when you’re gone. The best presenters I’ve seen state the facts of their cases in as many ways as possible, so that, whichever way we look at the problem, they are its obvious solution.”

The only way to achieve this effect is by conducting thorough research on your most important points, and

rationalising them in as many ways as possible. You must have all your bases covered. Never, ever walk into a big meeting without having hard data to back up your proposal. Top executives didn’t get to the top by being stupid. They are sharp, they are ruthless and they don’t like having their time wasted. If they spot a hole in your argument for which you don’t have an explanation for, they pick at it and leave you in tatters.

“Spend the bulk of your day researching the facts of your proposal and writing them down,” Thabang advises. “Note the sources so you can cite them in your presentation. Once you know precisely what your value proposition is, then you can prepare your meeting kit to communicate that message as effectively as possible.”

PREPARE YOUR MEETING KIT:

Once you’ve got your research, you have to prepare your meeting kit. This may consist of a slideshow presentation, notes, brochures and samples, reports, proposals, or a combination of all the above. Whatever it is, meeting material should always be prepared the day before, so that the day of the meeting can be dedicated to reviewing it and practising the pitches you want to make.

If there is going to be a slideshow presentation, dedicate one hour to creating and perfecting it for the audience. Remember the basic rules about slideshows: there should not be more than a dozen slides, and your presentation should not last more than ten minutes. Forget about multimedia tricks and fancy images — stuff like that is for presentations for which you have weeks to prepare. With only 24-hours, you have to focus on content and content alone. Do not spend time fiddling with cute sounds and graphics that will only distract from your points. Set a timer if you must, but one hour is the absolute limit.

“Being concise is always better than being verbose, although it’s more difficult,” advises author Susan Abrams in The New Success Rules for Women. “If you communicate concisely, there’s less risk that your message will be lost on its audience.”

All reading material — brochures, reports, proposals and such — should be assembled into one folder and separated with tabs. There should be one kit for each attendee of the meeting, plus one extra in case there is an unexpected guest (oftentimes the decision maker himself ).

DRESS TO IMPRESS:

It’s an uncomfortable but acknowledged fact that people associate ability with attire. When two women walk into a room, the one dressed in the power suit is immediately deemed to be higher up the hierarchy than the one in the blouse and skirt, even though she could well outrank her. We are all victims of these preconceptions, no matter how we try to ignore them. With that in mind, how you dress for this meeting is going to set an important tone to the way it progresses.

If it’s a meeting with your bosses that could potentially lead to a promotion, then dress the part of the position you’re aiming for. Are similarly-ranked people all in power suits, or are those only for the ones at the very top of the food chain? Likewise, if it’s a meeting with an important customer, than you need to dress the way you intend to be seen in your customer’s eyes. Do you want to be the friendly, hard-working sales girl who will serve them loyally and move heaven and earth to please them? Or do you think they’d prefer a high-powered executive who can make instant decisions but who will not be bullied?

Whatever the impression you intend to make, the basic rule is that is must be honest. Sanxing Sun, author of The Key to Success, says you should never overlook the sharpness of the eyes and minds of others.

“People can tell the difference between what is believable and what is deceiving,” Sun says. “Your presentation of yourself has to be believable. It means pretty much everything you present about yourself has to be real or somewhat real.”

Choose your clothes the night before your big meeting and don’t change your mind in the morning. Deciding what to wear now will ensure you don’t suffer Dress Code Dilemma and derail the positivity you need to start your day.

ON THE DAY OF THE MEETING… PSYCHE YOURSELF UP:

The last few hours before any big meeting should be dedicated to go over your key points — that all-important value proposition — and ensure you know them back to front. More importantly, ensure you believe in what you are offering — you cannot sell something you don’t believe in, especially if it’s yourself. “Don’t worry about a small amount of anxiety as you take on a new assignment, make an important decision or try something you haven’t previously done before,” Abrams says. “It’s only natural. And it will get your adrenaline flowing to help you operate at a higher level.”

GARNER SUPPORT:

Finally, try and get some support by getting someone to accompany you to the meeting. If you can’t, then listen to a motivational tape or read some articles online. Get your hands on anything that tells you, in no uncertain terms, that You Can Do It.