When I worked at Procter & Gamble, I took a sales training course that included a presentation model that works for any situation.  Procter & Gamble titled the model the 5-Steps to persuasive selling. Xerox had actually developed the original course as the 7-steps to professional selling (PSS).

Let’s say that tomorrow you have a meeting. This meeting could be a job interview. The meeting might be with your board of directors to discuss a new direction for your company.

Here how the process works.

PREPARE FOR THE MEETING
The night before your meeting, you review the material you will present. You might have a few notes on your laptop or you might have a slide presentation. The important thing is that you have prepared what you will need for this meeting.

SUMMARIZE THE SITUATION.
When your turn to present material begins, you greet the person or people in the room. Perhaps thank them for meeting with you. During this part of the presentation, you introduce your subject. Your audience has a certain need or problem, for which you have a solution. The subject of your presentation is a summary of the need or needs they have. You might provide them with some additional information on your subject. While you want to gain acceptance of the ideas you are presenting, the most important thing is to demonstrate that you have their interest foremost. You are there to help them.

STATE THE IDEA.
In a brief, easy-to-understand statement, you give a recommendation for a solution to their need. Allow your audience to participate. Ask questions. They may have objections to your idea. Let them get comfortable by raising objections. Treat the objections as questions and provide answers.

EXPLAIN HOW IT WORKS.
You might provide a schedule of events, prices, and who will do what. Help your audience see that your plan is thorough. Give them the details they need to know. Help them be comfortable that they can trust that your plan will accomplish the goals you have established.

REINFORCE KEY BENEFITS
“Sell the sizzle, not the steak.” This part should have no more than three statements as to how your plan gives your audience the benefits of solving their problems. Keep it brief.

SUGGEST EASY NEXT STEPS.
This is the close. This is where you request approval of your plan. I recommend that you layout easy steps that may provide options, and do a trial close on an assumptive choice.   For example, you might say, “Should we start to work this afternoon or first thing tomorrow?”

FOLLOW UP
This part may require a little bit of discipline. When you have left your meeting, you should do a personal review of the meeting. Review any notes you have taken. Write follow up correspondence. Schedule the next steps you need to take. Notify others who might be involved of what you accomplished in the meeting and what they can expect going forward.

In an earlier post, I wrote about how to write letters that are easy to read.  What I wrote in that post applies to anything that you write.

Writing is part of the job for professionals in all types of fields and responsibilities. Here is an easy to use format anyone can use.

State the purpose in the opening sentence.  The first sentence expresses the subject.  If there are two or more subjects, list each of the subjects in the opening paragraph or in a list format below the opening paragraph.  The first paragraph is a summary of the information.  You tell the reader what you are going to tell them.

Capitalize the first line of the paragraph for each new subject.  The reader may only have time to scan information.  Your key points stand out in the brief statements that are in the capital letters.

When you are continuing with the same subject and want to emphasize a new element or change the subject from one sentence to the next, let the reader know.   Here are some ways to help your reader follow you.

1. Write a transitional statement such: “Now I would like to discuss a new subject.”
2. Use transitional words or phrases such as also, so, for this purpose, later.
3. Use bold type for the first sentence.

• Start the first sentence of your paragraphs with the words First, Second, Third, and so forth.
• However, do not use bullets or numbered list to change the subject.  These lists organize the points of a one specific subject.

 Grammar is as important as content. I carefully review what I have written and use word processing software to check for mistakes.  I still make mistakes.  If you see any mistakes in my writing, please let me know.

In conclusion, the formula for writing anything is simple. State the subject in the opening sentence.  If you wish to write about multiple topics, just say so clearly in the opening paragraph.  Use capital letters and transitional devices to introduce each new subject.

Your readers will appreciate your writing so that what they are reading is easy to read.  You will find that the readers’ response to your writing will be more favorable as well.

“The World’s Most Noble Headhunter!”

Writing is a daily part of the job for professionals in all types.  Here is an easy format anyone can use.

State the purpose in the first sentence. The first sentence expresses the subject of the letter.  If there are two or more subjects to a letter, list each of the subjects in the opening paragraph in list below the opening paragraph.

Use bold face or capital letters to show that you are making a change from one key point to another.  A writer’s use of bold face or capital letters is helpful to the reader.  The reader may only have time to scan a letter.  If so, the key points stand out in the brief statement that is in bold face or capital letters.

Carefully review your letter for grammar.  I carefully review what I have written by rereading the letter inside a word processor or text editor that checks grammar.

Ask someone to help you proofread your material.  I am careful to correct what I write but I still overlook mistakes.

In conclusions, the formula for writing letters is simple.  Introduce the topic in the opening sentence.  If you wish to write about multiple topics, just say so clearly in the opening paragraph.  Use bold face or capital letters to introduce new subject so that the reader receives a little alert of the transition in the subject.

Your readers will appreciate writing that they can read easily.  You will find that the readers respond to your letters will be more favorable as well.