On average, executive managers of a corporation may attend between four or five meetings in one business day. It may be difficult to remember the meeting objectives, action items to complete, key points to focus on or even just general information for that matter. As a manager hosting one of these many meetings, you want to ensure your meeting is the highlighted meeting of the day. This can be accomplished by using presentation folders to supplement your discussion.
After you have locked down your meeting time, make sure you start preparing for it almost immediately. Determine the number of people that will be attending the meeting. You want to do this so you can ensure you have a reservation for the correct size conference room and you have made enough document packet copies to hand out.
Use presentation folders reflective of the type of presentation and audience you are holding the meeting for. With several choices available, consider the appropriate styles or colors. Be mindful of the fact that prints, colors and styles can depict a specific mood. As an example, you do not want to use a plain dull tan folder to show off a brand new product line. At the same time, you do not want to use a bright neon green folder for a formal meeting.
When working on your presentation, consider your audience. You want to deliver a presentation that is meaningful to them. You can do this by simply talking with your management team and identify your specific points you want to get across. Make sure you find the right words that will connect with them. During delivery, relax and use your facial expression and gestures to interact with the group nonverbally.
Do not forget to gauge the reaction of your audience. If they look confused or uninterested, they probably are. Remember that success of your delivery comes from effectively using visual aids to get your key points across.
You can use a variety of visual aids, including the presentation folders or handouts as well as any presentation graphics or sample objects you might show off. Remember not to bring out any of your visual aids until it is appropriate to do so. This is so the audience is not distracted by too much information.
Leave time at the end of your presentation to answer questions. This is a valuable addition and gives the audience an opportunity to get clarification. This is also a good time for them to get involved. Be prepared to be challenged. How you respond to difficult questions will have an effect on your overall presentation.
To obtain your meeting objectives with the executive staff, having a well developed and interesting presentation with presentation folders will help you get there. Remember, preparation and delivery is important in meeting your end goal. Likewise, postcard printing and meeting documents that can be taken away by the meeting attendees helps give your presentation a greater impact.
