getting from proposal to presentation in 72 hours...• each person gives their portion of the...
TRANSCRIPT
GETTING FROM PROPOSAL TO PRESENTATION IN 72 HOURS
Quick Start Interview Preparation:
Julie Marie IrvinPresident & Founder
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PRE-PROPOSALPREPARATION
Person Role
Admin Coordinate food, rooming with Hotel
Keystone Resources
Branding continued to slides, banner-ups, boards, name tags, tent cardsOn-Site assistance with slide design & developmentEquipment rental (projector, remotes, printer, etc.)On-Site messaging and developmentMessage development for presentation prior to rehearsalDraft of initial PPT content
Business Development Lead
On-Site messaging and developmentActively participating in rehearsalsMessage development for presentation prior to rehearsalDraft of initial PPT content
Speakers Actively participating in rehearsalsListen and contribute while other presenters are rehearsing
SME’s Actively participating in rehearsalsListen and contribute while other presenters are rehearsing
Pre-Presentation Preparation1. Date 2. Time3. Duration (total duration, presentation, Q&A Session)4. Location & Access Needed5. Room Access Time6. Room Layout7. Room Size
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Pre-Presentation Preparation8. Room capacity9. Equipment provided: (projector, podium, computer, etc.) and/or can we bring our own10. Supporting Visuals allowed (posters, Banner-ups, etc.)11. Evaluation Team (number of people and their names)12. Additional people in the room (key influencers, other decision makers, additional
audience members)13. Format – are there specific questions you need to answer or a format for the
presentation to follow?14. Is there a limit of our team members (speakers/presenters and supporting team
members)15. Number of handouts / Additional handouts
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OrganizedFiles
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Time Speaker Topic2 Robin Welcome4 Sinclair Team Intros5 Kay Financials6 Melissa Architecture
5 Derrick Schedule4 Management Gina2 Robin Closing & Why Us
30 MINUTES
Presentation Times
WRANGLING CONTENT
Speaker TypesScripters - have them type out their entire script and then take that and work with them to get it into slides
Sketchers - Print out the Slide Sorter - 6 Slides per page
Speaker TypesHand writers - Use Post It Notes for them & have them send you a photo with headlines
Outliners - Either use the Outline Feature in PowerPoint or Use the styles in Word & they will convert into PowerPoint
Speaker TypesPosters - Use Post It Notes on the physical proposal or the Sticky Note feature in Acrobat Reader
Talkers – Record your conversation with them, then you make the slides
MANAGING CONTENT
Proposal Developers = Slide Developers• Keep each speakers slides separate until the end - merge
into one Presentation when all is final
• Version control - Version Number and person's initials
• Always have Sectional slides - transition from speaker to speaker or section to section.
Proposal Developers = Slide Developers
Proposal Developers = Slide Developers
Recreate Org charts in PPT if you have time vs inserting a JPG
Copy & Paste from InDesign as much as you can
WAR ROOM
Typical War
Room Layout
Tools – iphone stopwatch
Tools – Speaker Time App
$4.99
Ipad & iphone
Tools – Rehearse Timings in PPT
Tools – PPT
Well designed Slide MasterUse speaker notes & encourage the presenters to as well
Equipment List3 Laptops Wirless RouterCat5 Cables (various lengths)At least 2 Extension CordsAt least 3 Multi-Purpose Strips Printer
USB Cable (two) USB/Thumb DrivesConfidence Monitor VGA/HDMI SwitcherVGA or HDMI Cables At least two Remotes
Contingency Planning
SCHEDULE(DAY BY DAY)
ScheduleDay 1: Notification• Conference Call
• Outline of speakers / presenters & attendees
• Initial Times issued to speakers / presenters
Day 2: • Conference Call and Travel
• Travel (PowerPoint on a Plane)
Day 3: On-Site Rehearsal
8:00 AM Meet & Greet
8:30 - 10:00 am Session #1 - stopping after each speaker
10:00 - 10:30 am Break
10:30 - 12:00 pm Session #2 - stopping after each speaker
12:00 - 12:30 pm Lunch & Break
12:30 - 1:30 pm Production Review & additional time with each speaker
1:30 - 3:00 pm Rehersal
3:00 - 4:00 pm Review of speakers, content, messaging & flow & slide changes
4:00 - 4:15 pm Break
4:15 - 5:15 pm Final Rehersal
5:15 - 6:15 pm Production Final changes & QA/QC Review
6:30 PM Slides to Kinkos or to printer
7:00 PM Group dinner
Day 3: On-SiteRehearsal
REHERSAL(MANDATORY)
Rehearsal
Rehearsing is helpful in the following ways:• Outlining your part and knowing what you want to say is
very different than speaking it out loud. Verbalizing your thoughts will help crystalize the presentation.
• By hearing other members give their presentation, it will make it easier for ALL team members to listen for any gaps or overlaps.
Practice builds confidence, consistency, clarity and conviction.
Rehearsal
Rehearsing is helpful in the following ways:
• Team members can ensure that they have smooth transitions between speakers & between questions.
• Team members should practice where they will stand and sit, and how they will move during the presentation.
Practice builds confidence, consistency, clarity and conviction.
Rehearsal
• This is a stand-and-deliver session.
• Each person gives their portion of the presentation.
• Stage the rehearsal to resemble, as closely as possible, the actual presentation space.
• Remotes will be provided to have speakers to advance their own slides.
Practice builds confidence, consistency, clarity and conviction.
Sessions
• Talk thru each individual presentation segment & slides.
• Review win themes and key messages.
• Predict Q&A and develop slides.
Practice builds confidence, consistency, clarity and conviction.
Sessions
• Determine transitions from one speaker to another.
• Do at least 2 complete run-throughs. If you are using Banner Ups and leave behind boards, please practice with them.
• Use a stop watch every time to ensure you are staying within individual limits and overall time limits.
• At the end of each run-through, the team should offer suggestions to one another to fine-tune content and delivery.
Practice builds confidence, consistency, clarity and conviction.
Comment Feature
PREPARE FOR Q&A
Prepare for Q&A
Determine how questions will be fielded.
Spend time identifying anticipated questions and practicing responses.
What do I hope they don’t ask –then prepare an answer for that.
Will one central person be the “lead” and indicate who on the team should answer?
Prepare for Q&A
Identify your potential weaknesses ahead of time – be sure to have counterpoints to those.
Spend time identifying anticipated questions and practicing responses.
Create slides that visually answer these questions and place them at the end of the presentation after a black slide and do not print these slides.
PRESENTATION DAY & DELIVERY
Presentation Day & Delivery• Have each speaker stand at the front of the room
• Practice the flow once / hand off of the remotes
• During presentation - have your laptop pulled up in slide sorter to let the next speaker know how many slides until they are up
• Capture questions / comments / feedback - who is going to do this & how will it get done (ipad, iphone, computer or paper)?
Presentation Day & Delivery• If possible, do not run the presentation off a thumb drive.
Move the file to their computer.
• Collect all names tags for all presenters and participants.
• Sweep the room for any paper or traces of being there.
• If the presentation is put on their computer – delete the file and clear the recycle bin when completed.
EXAMPLE SLIDES
Proposed Schedule
Option C Prime Phasing
2013 2014 2015 2016 2017A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O
Dev. & Master Planning 15 months
Renovation of RBJ Tower
Market Rate Housing
Affordable Family Housing
New Senior Housing
# Housing Type#
Units
1a Townhomes 6
1b Townhomes 4
1c Townhomes 8
1d Townhomes 6
1e Townhomes 15
2a Townhomes 7
2b Apartments 20
2c Apartments 24
2d Apartments 24
Total # Affordable Family Units 114
3a Wrap 226
Total # Market Units 226
4a Wrap 225
5a Renovated Existing Tower 224
5b Apartments 28
5c Apartments 22
Total # of Senior Units 500
Total # Units 840
Phase 1 : 18 Months
Phase 2 : 26 months
Phase 3 : 22 months
Phase 4 : 32 months
MBE/WBE/DBEProven Success
0
40
65 70
30 30
55
73 78 7589
55
ProposedLincoln Park
Keesler Dyess Dover Dayton ViewCommons
NorthCharleston
Goal Actual AchievementProposed
Kaua‘i
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TextKEYSTONE to
66866
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