Tips from IAAP International Headquarters

CHAPTER BEST PRACTICES

Preparing Your Speaker To Shine

The better you prepare your speaker, the more likely he/she will hit the mark and leave your attendees well satisfied and with information that exactly meets their needs. Here are some suggestions for priming your speaker to be a hit with your audience.

• Know your members. The best way to read them correctly is to survey each year and ask them what skills they are looking to develop, how their workplaces may be changing, and what topics are of high interest. It’s also a good time to ask for their recommendations of top-notch area presenters.
   
• Annually update your chapter/division demographics. What is the average age of your members? Are they experienced admins or novices? Are they tenured in their present companies or new to the job? What are their titles? What companies do they work for? What industries are covered? Are they long-time members or new recruits? What are their educational backgrounds? How many are certified? Are they diverse as a group? What are their career goals? This will help a speaker hone the presentation to the group’s profile.
   
• What outcomes are you striving for? Do you want to focus on application within the chapter or in the workplace? Is it to be skill building or motivational in nature? Do you expect active participation or expert advice? As Stephen Covey recommends, “Begin with the end in mind.”
   
• Provide a list of past programs so your guest can see what has been discussed in the past and will be in the future. He’ll avoid duplication and can hopefully build on your program series.
   
• Share any research and trends on the profession. The best place to start is the "Research and Trends" section of the IAAP web site.  You want him to understand the audience and where they are coming from (and going to).
   
• Have a speaker packet that includes: a recent issue of OfficePro, a few chapter newsletters, IAAP brochures, and any other information that will introduce or update him on IAAP events and issues. Customizing the presentation is important in making it successful.
   
• Spend some time with your speaker. Let him know why he was chosen (hopefully his reputation and particular expertise) and what the audience expects from the talk. Tell him you appreciate him giving his valuable time to IAAP. If you can throw in something that he will (or is likely to) get from graciously doing this favor, tell him (new clients, admins will take his company’s info back to their bosses, etc.). Make it a personal connection and show your gratitude and that of the entire chapter.
   
• Do not indicate that you’ll be asking him to present again in the future or take his “gift” to IAAP lightly. It really is a gift and should be acknowledged as such and appreciated.

If you’ll follow this regimen, you’ll be sure to get a prepared presenter who knows his audience, understands what they expect of him, and can tailor his talk so that everyone leaves the event enthused, informed, and already looking forward to the next program.

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