So many of my clients describe themselves as “perfectionists.” They got to where they are by having all the answers; by being 100% prepared.
While this characteristic was helpful earlier in your career, it will hold you back when you get to senior leadership roles.
Why? Your responsibilities widen.
- You go from covering one area of subject-matter expertise to a broader portfolio that encompasses a variety of areas. You cannot possibly know everything
- You go from delivering a few presentations here and there to constant presentations to more and more high-stakes audiences
- Your time becomes more valuable to the company. Other people control your calendar and you don’t have the time to thoroughly prepare.
Perfectionists tend to spend too much time writing presentations. They agonize over what to include, leading to presentations that are too scripted and formal. Their perfection gets in the way of their authenticity which holds back their effectiveness. They write a research paper instead of a speech.
How do you effectively prepare a presentation without wasting too much time?
Give yourself plenty of time to prepare. The amount of time you spend depends on two main factors: the importance of the presentation, and your level of familiarity with the material. High-stakes and new material? Start working a month in advance. Low-stakes and familiar material? Give yourself one week.
Block off 30-45 minute increments so that you can focus (for each block) on:
- Your audience analysis, main message, and outline
- Your writing process (brainstorm uninterrupted)
- Your research or synthesis of research from your team
- Your polishing process, making sure the language sounds good to the ear
- Your practice phase: vocal variety, eye contact, and gestures
- Reducing the speech to bullet points
And when you don’t have time, refer to my article “How to write a speech in 30 minutes.”
24 hours before: Stop writing new content. Practice mental rehearsal: sit in a comfortable chair, close your eyes, and envision the speech word for word. Imagine it going well and the warm applause you’ll feel afterward. This builds your confidence.
10 minutes before: Find time to yourself to pause and breathe, and remind yourself why you care about this speech, this topic, or this audience. Watch my video “5 Steps to Calm Your Nerves Before A Speech.”
Your success in a presentation doesn’t come from the amount of hours you spend, rather from the strategic way in which you use the time you have.
Follow this process, and you’ll maximize both your time and your impact.