Talk on Short Notice

A well-prepared presentation is possible at the last minute. It only takes a little practice. These principles can be applied whether you are speaking informally to five people or giving a formal speech to 50.
Impromptu vs. Unprepared Presentations
Impromptu presentations do not mean you do not prepare. Think through the following key points as well as how to best communicate what is necessary for the requested presentation.
A lesson taught early in presentation skills courses is to “treasure the threes,” which means create a presentation structure that has three main components: an opening, a body, and a closing. If you can manage those three, your presentation will be organized every time.
Getting Off On The Right Foot
An attention-grabbing opening is not difficult to develop. On short notice, no one expects you to be witty or humorous because last-minute presenters are usually expected to address a specific issue or concern.
Grab your listeners’ attention by beginning with the issue you are there to speak on. This can be done by asking a question that reflects back to the topic. For example, if you are asked to present the status of a project, begin your presentation with the question, “One of our current projects is Project X. Just where do we currently stand right with Project X and are we on track for our end goal?” This is exactly what everyone in the room is there to find out so you immediately have their attention.
Keep It Going
The body of your presentation – whether it’s five or 50 minutes – should then answer the question posed in your opening. You are giving valuable information to the attendees and you have their attention.
Plan to cover no more than three points in the body of your presentation. People best retain up to three pieces of information so list those three project points to the group up front. For example: this is where we stand, these are our budget concerns and this is the proposed process we are implementing to move the project forward.
Next, tell them in broader detail what you just outlined. If you are up-to-date with your project, you should already know this information and can expand upon it. The last statement in the body of your speech should then summarize the three points you just explained. You could say, “In summary, where things stand include Points One, Two, and Three. And we will overcome these concerns and move the project forward by doing actions a, b, and c”.
A powerful closing statement might start by addressing the opening question. This brings the presentation full circle and sums up why everyone has been listening. Then ask whether you have answered all concerns and field questions. Finish your presentation by calling the group to action or reaffirming everyone’s commitment to the project. Examples might include, “With the status I have just presented, I ask that you continue your commitment to move forward with the project”, or “With the concerns I have addressed, I ask that you commit another person to the task at hand.” These steps will reaffirm the commitment of the group members.
Public Speaking on Short Notice
If you burn this basic presentation structure into your mind, when called upon, you will be able to create a well-prepared impromptu presentation. You can apply this structure to almost any talk you give. To reiterate:
Remember the rule of threes – people remember threes best.
Follow a structure that includes an attention-getting opening that reflects the issue you’ve been asked to present; a body with no more than three points; and a closing that reaffirms, motivates, or calls to action.
Presenting on short notice is a strong, career-building skill.
- From an article titled “On Short Notice: How to Give Powerful Presentations When You Have Little Time to Prepare” in HR.com by Sylvia Henderson, who conducts experiential programs for people who want to communicate more clearly to achieve personal and more professional success. Refer www.SpringboardTraining.com.