• What is the theme for the event? (You will need to refer to this during your presentation.)
• How long do you want me to speak? (Speaking for too long can ruin the event.)
• Who will be in the audience? (You will want to tune your message to the audience as well as recognize any important people.)
• What type of presentation do you want? (Let the planner help you identify what to say.)
• What types of presentations have worked in the past? (Let the planner coach you on what leads to success.)
• What should I avoid? (This includes topics that will offend, disturb, or upset the audience. It also provides another opportunity to obtain coaching from the planner.)

You may know the answers to most of these questions. The value in asking them is to initiate a dialogue with the planner to define your role. If you disagree with the planner's requests, then counter with offers to provide what you consider appropriate. The key here is to establish a mutual understanding of what you will say and how it contributes to the event. This avoids surprises for you, the planner, and the audience. It also avoids embarrassing mistakes.

Of course, you may choose to decline to speak at the event. If the nature of the event requires an official statement from a company representative, then recommend someone else. This will protect you from hearing something like, "Our president, Pat, is here tonight. And while Pat refused to speak, we're sure you were just kidding. Ha ha ha. So, come on up here anyway and say a few words!"

Some executives believe that they can skip this step. And maybe they can. In many cases, however, their impromptu presentation creates a very different impression than what they think it does. Even seasoned professional speakers prepare for presentations that they have delivered hundreds of times.

Be Rehearsed
Once you know what is expected, then plan what you will say. What message do you want to convey? What points do you want to make? What impression do you want to leave?

Take the time to prepare an outline of your talk. If possible, write out your first and last sentences. These are the most important parts of your presentation, and you will deliver them best when you know them exactly.

If you write out your presentation, I recommend rehearsing without looking at the script. Then make changes in the script to reflect what you are actually saying. This will force you to present the ideas conversationally, which sounds more natural than reading an essay. It will also free you from the tyranny of trying to remember a written script. I have seen speakers freeze when they missed a word or lost their place.

You can rehearse almost anywhere. For example, you can rehearse out loud while you drive, take a shower, or stand in your office. You can also rehearse silently while waiting in the airport or exercising at a health club. And you can develop fluency with key points by talking about these topics during conversations with friends, staff, and family. Be sure to rehearse your complete presentation at least once with a clock to make sure that you will finish within the allotted time.

If you must work from a written text (e.g. some formal events require this), then practice reading it out loud. Memorize phrases and simple sentences so you can glance up at the audience occasionally.

You may consider hiring a presentation coach or attending a workshop on business presentations. These services can show you how to maximize your impact while speaking. In fact, learning such skills serves as a long term investment in your future as an effective leader.

Be Gracious
Recognize that when you speak at a business event, you represent your company and your office in that company. Use the event as an opportunity to promote good will. Avoid complaints, criticism, or controversy. These will quickly alienate the audience and destroy your credibility. Instead, talk about what the audience wants to hear. Praise your host, honor the occasion, and compliment the audience. Radiate success and optimism.

If corrective actions are warranted, save working on them for private discussions with the appropriate staff members.

Be Appropriate
Humor is a wonderful technique for establishing rapport with an audience.

If you plan to use humor, be appropriate. Avoid making fun of anyone or anything that might offend people in your audience. Often, the only safe target of humor is yourself.

Jokes are the most elementary form of humor. People will know you are telling a joke. And there is a chance that someone else has told the same joke earlier.

The best types of humor are original stories that make a point. For example, you might tell about the time that you left your luggage in a hotel lobby, the struggles you encountered to retrieve it, and the outstanding service you received from the clerk who found it. Such a story also shows the value of great customer service.

Be Professional
Avoid all admissions of inadequacy, such as "I'm not too good at speaking." or "I don't know a whole lot about this topic." or "This is my first time and I feel awful."

Just do it. Let the audience decide for themselves how effective your presentation was. Most likely, they will appreciate your sincere efforts to communicate. In addition, if you have prepared and rehearsed, your presentation will go quite smoothly.

Communication is a prime responsibility of every leader. When you speak well, you inspire others. Start with a plan, rehearse your presentation, and then be yourself. The audience is waiting for you to succeed.

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