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Have you ever had a prospect call and ask you to give a training seminar on a topic that you have not taught before? We all have our own ways of preparing for an important presentation. Some make detailed outlines, some use slides and build their presentations around that, and some just wing it. As someone who has given countless presentations in business settings, I personally find that mind maps are an effective preparation tool-whether you’re planning a presentation, a project, or the next five years of your career.

Mind maps are visual diagrams that feature words or ideas linked to a central theme. For instance, say you’re planning a presentation on networking skills. Networking skills would be the central idea on your mind map.

To create a mind map, draw a circle in the middle of a blank piece of paper and write your topic in the circle. Now brainstorm all the topics that fall under that category. Let this be a free-flowing exercise. You won’t necessarily use everything you put down.

For example, here are four topics that you might cover in a networking session: conversation starters, small talk, open-ended questions, and listening skills. For each major category you come up with, draw a line from the circle. If you imagine your circle as a clock, you would draw a line at 12, at 3, at 6, and at 9 o’clock for these four topics. If you have more categories, draw more lines. Once you have all your categories listed, branch out into more specific aspects for each individual topic.

Intrigued? Here are some tips to follow when using a mind map.

Use mind maps to help you stay organized. Because mind maps are more visual and intuitive than linear outlines, they help you see the flow of your presentation. This way you can avoid unnecessary tangents and stay on topic.

Don’t try to cover too much material. You want to keep your audience engaged and give them their “money’s worth,” but there is such a thing as overdoing it. Don’t bite off more than you can chew by barraging your audience with tons of information or trying to cram in so much that you rush through the important points. It’s better to cover a few things thoroughly than to cover several things in a rush. Your mind map will help you determine how much content you’re dealing with and keep your presentation tight and focused. When you see too many offshoots springing from your central topic, it’s time to home in on the most relevant points.

Distinguish between “need to know” and “nice to know.” When you’ve realized that your presentation is running long, it can be a headache trying to figure out where to cut the fat. When I face that issue, I take a close look at my mind map and categorize topics according to their importance. “Need to know” information is anything completely relevant to the topic at hand-concrete points that I should share with my audience. “Nice to know” information, meanwhile, includes things that are interesting and may be relevant but aren’t crucial. By marking your mind map accordingly, it becomes clearer which details can be weeded out. You can even begin a new mind map based on what’s left so you can sharpen your “need to know” presentation.

Next time you have a presentation to prepare for, consider creating a mind map. It really can make a huge difference in keeping you organized and on topic.

©2010 Professional Image Management

By Juanita Ecker

People negotiate everyday. The art of negotiating is part of life. People start negotiating since they are small. Every decision taken as long as some else is involved is a negotiation. People negotiate because they need something, so it is important to learn how to negotiate properly and how not to get the other person upset. In the business world the difference between winning and losing has to do with the way business people negotiate.

Negotiating is placing a request not a demand. When business people demand something they might get it at that moment, but it will certainly come back with an unreasonable demand from the other party. Learn to request and you will notice how your negotiating skills improve.

Negotiating is learning to listen. Businessmen have to attempt to understand the other party and find out what they need and what their expectations are. When negotiating listen and do not interrupt, and most important understand what is being said. Telling people what to do will eventually have a payback: people will do what ever they want and not listen to you as well.

Before negotiating it is very important that you understand what you need. If you do not understand your needs you cannot request others to do something. When you understand what you need and not what you want, you will certainly have an advantage for you in the negotiating process.

Do start negotiating if you are angry. When you are angry you loose. When you are angry you might not even know what you need, so it is very unlikely that your needs will be met. Anger reduces your ability to think clearly and your reasoning skills.

As mentioned before it is important to listen. When you listen properly you will understand the needs of the other party. When you understand your needs and the needs of the other party then you have a huge advantage in the negotiating process.

During the negotiation it is important to be calm, show interest and show empathy. Be prepare to ask question, when you do you will in turn receive answers and will better understand the issues involved.

Place yourself in the chair of the other person. When you do so you will better understand what is going on, you will ask the right questions and most important you will get their cooperation.

Be interested in the person and in their concerns. When you are really interested it is easier to listen, you will understand them better and in turn will come out with an effective negotiation.

It is very easy and simple to negotiate, as long as you make a conscious effort and follow the points mentioned above you will be able to fulfill your needs and come ahead in the process.