Tips for virtual and in-person presentations for community organizers.
You’ve got the idea that will help change your community. You know people will love it, public health will soar, diverse groups will connect, other communities will catch on, and you can help coordinate it all.
But first, you’ll need to share it.
You can find countless presentation strategies online. Yet, of the hundreds of presentations I’ve seen, evaluated, and given, I noticed common factors that made presentations more meaningful and exciting. Let’s take a look at seven of those factors you can implement into your presentation to make it engaging and memorable for your audience.
Research your audience
Consider your audience –what are their interests, concerns, and values? Who might already share your idea? Is anyone else in your area doing the same thing?
Before you start, find groups who may already share your idea and plugin. Avoid speaking over others who are doing the work. Funders and supporters have ignored the work of Black, Indigenous, and people of color, so be mindful when you are looking at your community. See how you can support and participate in their work!
Engage with your audience
If you don’t find a team to join, then take a look at related activities in your community. Search for related organizations, clubs, public school activities, and events happening around the area. You’ll likely find people who want to participate!
Your local public library and restaurants might host community events, which means you have opportunities to make connections even before you present.
Once you find them, reach out to your audience through email, call or—when safe—participate in their in-person events. Start by showing appreciation for what they do. Share a brief introduction of yourself, your idea, and how it would benefit them. Then ask if they would be interested in having you come share it with their group.
Reflect on your outreach efforts
Don’t stop there. Continue to internally and critically reflect on your outreach efforts. Are there any groups you’re unintentionally leaving out? Are you avoiding areas or groups out of habit or comfort? How would your idea relate to or serve them, even if indirectly?
Ask who else might be a part of your audience or impacted by the idea. Would it save them time, money, or effort? Think about how your idea can impact a wide variety of people and figure out how to meet them where they are. The more convenient and applicable for them, the more open they’ll be to your idea.
Practice
Remember that the audience is the reason for the presentation. Prepare every main point, anecdote, visual, and word choice with them in mind. Value your audience’s attention.
By preparing, you’ll also know the amount of time you’ll need. It will also help you avoid “ums” and phrases like “I know I’m running long, but.” Spend that energy connecting with the audience.
If you’re presenting virtually, practice with someone over the platform you’ll use. Doing so will help you navigate your visuals and buttons more easily.
Technological difficulties could impact who stays on the call but take a deep breath if it happens. Assure your audience you will send them slides and/or a recorded version of the presentation.
Warm-up those flexibility muscles
For in-person presentations, consider the most convenient location and time for the audience. Is it ten minutes of their quarterly meeting? Is it twenty minutes of their next community event? That’s great! The more adaptable you are, the more opportunities you’ll have to share your idea. If time allows, you may want to visit the venue or place as you prepare.
Bring an open invitation
Your presentation is a custom invitation to join the party. Show up with confidence in your researched proposal, excitement for the next steps, and enthusiasm to get them involved. Don’t show up with the expectation that everyone (or no one) will come.
Some people may sign on to your idea from the start. Others might need to see it adjusted. Invite people to share their thoughts and concerns and be open to constructive critiques.
In virtual presentations, tell audience members to send their questions to the chat. You may want a co-facilitator, whether a volunteer or colleague, to monitor the chat and keep track of questions for you to answer.
Eye contact: Four quadrants or the late-night host
Public speaking can be nerve-wracking, especially in person. Instead of staring people down or looking above their heads, talk to several friendly faces who are paying attention. Present to them like you’re having a conversation.
Split up the audience into four quadrants. When it’s natural to do so, shift your gaze to the friendly face in another quadrant. Mix up the movement rather than going clockwise or counterclockwise and your shift will look more organic.
If you’re presenting virtually, look into the camera while you speak, even if you’re sharing your screen. Imagine you’re a late-night show host giving a monologue. Seeing your eyes encourages your audience to remain attentive.
Don’t let handout materials steal the show
If you’re handed a piece of paper with information on it, won’t you want to read it?
The minute that you hand out a brochure, petition, bagel tray, or anything, your audience will look at it and pay less attention to what you’re saying.
(I’m not against snacks at group meetings, just don’t hand them out during your presentation.)
You may think that the handout will help guide your audience, but you’re not there just to share information. That can be done in an email or a phone call.
You’re there to make a connection, to persuade them to join you in your pursuit of a better world, to catch the contagious excitement when you describe it.
Save the handouts for after your presentation. You could hand them out during your concluding statements, during the Q&A section, or leave them with the group’s coordinator. Just don’t let the handouts distract from potential connections.
Create space for Q&As and let-me-get-back-to-yous
While you may have a Q&A section on your handouts, be ready for questions. You may have an inkling about their concerns. Still, address every question. They may share concerns that challenge your idea; focus on making collaborative solutions.
Even after research and preparation, you’ll likely not know the answer to every question. That’s okay, and it gives you a chance to show your commitment to their interest. Have a phrase in your back pocket so that you don’t get flustered, such as “I don’t know right now, but I’d like to do more research and get back to you. Could I get your email or phone number so I can do that?”
Follow-up within 48 hours
Contact everyone who gave their information. Be appreciative of their time and attention and answer any questions you weren’t able to after the presentation. Encourage them to take the next step with you or reach out with additional questions or concerns.
You don’t have to email every individual but send a message that acknowledges the audience’s general feedback.
By reaching out within 48 hours after the presentation, your message will be relatively fresh in their minds. Plus, you’ll show dedication to moving forward in a timely way.
Presenting: Opportunities!
Strong presentation skills can help convince others to help create positive changes.
Presenting to community members is more about building relationships rather than giving the perfect TED Talk –so give yourself grace as you learn! You’ll discover what approaches work with which audiences. Remember, chances are high that the people listening want to improve the community, too. Present them an opportunity to do so with you and keep growing together!
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