PREP Stands for Plan, Rehearse, Edit and Psych

PREP Process Model

Overview

PREP stands for Plan, Rehearse, Edit and Psych.

These four steps form the cornerstones of ECG’s proprietary technique to help you prepare and deliver powerful and highly effective presentations.

Step 1: PLAN

Copyright ©2007 ECG, Inc. All rights reserved. PREP, the PREP Process Model, T-Bar, and Prepare To Deliver! are trademarks of ECG, Inc. For additional copies or further information, please contact ECG at 570 Grand Avenue, Englewood, NJ07631; telephone +1-201-894-8200; or on the Web at

The PREP process utilizes the T-Bar worksheet to capture your entire presentation strategy and message framework on a single sheet of paper. The planning process begins by answering the following questions:

Why am I making this presentation?

Take a moment to consider why you are making this presentation, why to this group, why at this time, and why does it matter? The answers will help frame your objective for the presentation and will be entered in the “Why” section of the T-Bar.

In framing your objective or desired outcome, consider what you want to happen as a result of your presentation. What action will be taken or how will your listeners, in some way, be changed either in attitude or thinking? Your objective should be realistic, clearly focused and simply stated. The desired outcome will become the focus for developing the rest of the presentation.

Finally, identify what you want the audience to feel, think and do as a result of having heard your presentation and how that will help attain your objective. When we refer to “feel” we are talking about real emotion—anything ranging from pure pleasure to fear. “Think” encompasses those key facts or critical elements in your presentation which help support the feelings you seek to evoke in your listeners and support any assertions that you make. And “do” is the desired action.

Who will be in the audience?

The “Who” side of the T-Bar is where the all-important audience analysis is done. Begin with a macro definition of the entire group including key issues they may be dealing

with, their emotional state (especially as related to your objective), group personality, thinking style, and decision-making process, etc.

Next, move to the micro view, analyzing individuals in the group. Ask yourself, among other things, who are the key influencers, what is their level of knowledge, what do they need to know, and what are their motivational needs?

Remember, you cannot know too much about your audience!

What do I need to tell them?

The final step of the process is to identify the message framework that will create the appropriate audience reaction and desired outcomes.

Your message framework consists of a “Grabber,” three key Messages, and a Close. Define those elements in the “What” section of the T-Bar.

Sometimes it is difficult to come up with an effective grabber first. If so, then move on to the message points and return to the grabber at the end, perhaps then incorporating suggestions or insight provided by your colleagues during the review and rehearsal stages.

Also, remember that the Close should reference the Grabber in order to bring your presentation and the attention of your audience full circle.

Once you complete the T-Bar, you will have a one-page out-line summarizing your entire presentation and will be ready for your first rehearsal.

NAME: / PRESENTATION TITLE:
AUDIENCE: / PRESENTATION DATE:

Step 2: REHEARSE

Presentation is oral communication. That means you can only properly test the effectiveness of what you have created by speaking it aloud.

Rehearsal is a developmental tool. Use it early and often in the iterative steps below. Start by asking one or more of your colleagues to listen and serve as a sounding board as you talk them through your T-Bar analysis. This talk-through is your first rehearsal. This also begins the process of internalizing your presentation.

Once you have completed this first talk-through, listen to the reactions, comments, and suggestions of your colleagues. Incorporate those ideas and suggestions into your T-Bar analysis. You are now ready to expand the message framework—Grabber, three key Messages, and Close—using the Executive Summary Presentation worksheet as the basis to build the full-blown presentation.

Also at this point, begin thinking of visuals that will support the claims in your presentation. On the Executive Summary

Presentation worksheet, there is space for you to create quick sketches of sample visuals which you can then later transfer to PowerPoint or other presentation tools or media. Incorporate the visuals into your second rehearsal, again soliciting the comments and feedback of your colleagues and adapting your presentation accordingly.

Whenever possible, a video camera should be used to record your delivery and also to capture any editing comments that your colleagues make. The playback will enable you to study yourself, internalize what you are doing correctly, and improve where necessary.

Remember that true rehearsal can only happen when you are speaking out loud, on your feet, and working with the materials you will use in the actual presentation. Silently reading the presentation to yourself, or simply reviewing your slides, is not rehearsal. Only by speaking aloud, can you build effective transitions to connect one slide to another. Too many good presentations fail simply because of poor slide timing and poor verbal transition.

Step 3: EDIT

Presentations should be designed to achieve an objective and not simply to fill time. Begin editing by striving for the maximum impact in the minimum time, ensuring that you are well within the allotted time. If you are using visuals or supporting materials, edit your slides and any handout materials for clarity and accuracy.

Do the same for the voice-over that will drive the presentation. Keep in mind that things that read well don't always speak well. Make sure that the theme and tone of your presentation are right for the audience and the outcome you want to achieve.

Remove the jargon and work to incorporate appropriate “hot words.” Double-check your anecdotes and examples for appropriateness and impact.

Make sure that your Grabber immediately captures the audience's attention and sets the right tone and direction. Your Close should, as strongly as possible, tell your audience what to feel, think, and do, and how they will benefit.

Remember, editing is not just about wordsmithing slides. It is also about ensuring the quality, accuracy and impact of your spoken words.

Step 4: PSYCH

Once you have completed the previous steps, you will be fully prepared. This, in turn, will raise your level of confidence and comfort. You've already begun to psych yourself up.

The importance of visualization as a positive tool cannot be overstated. Take time during the preparation process to pic-ture yourself giving the presentation. See yourself succeed-ing. See your audience responding positively. Remember, the audience is not your enemy. They want you to succeed because they want their time valued.

Immediately prior to actually giving the presentation, focus on your objective and your key messages. Put minor details or unrelated issues out of your mind and concentrate on the task at hand. Focus on your objective and the key points that support it.

Don't rush to start. Breathe slowly and deeply. Select a “focus-person” in the audience, generally someone furthest away from you. As you begin to speak your first words, release your energy through your voice, body, and eyes. Use your energy to captivate your audience.

After an appropriate time, begin to use your eye focus to engage other listeners in a series of one-on-one encounters. Remember, you cannot talk to a group. Instead, you talk to individuals who happen to be in a group.

And always remember that, while you strive to achieve perfection in your rehearsals, in the actual presentation your objective is to achieve an outcome. Flawless delivery is not required. Enjoy the presentation. Don't worry about being perfect.