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In part 5 of our 16-part series, we explore how to structure and implement a training plan that includes progressive rehearsals and focus areas. To read the previous blogs, click here to find the index with individual blogs.

Transforming subject matter experts (SMEs) into a cohesive, high-performing presentation unit requires a structured and intensive training plan. A team that is not properly trained and rehearsed will appear disjointed and unprepared to government evaluators. A well-designed plan builds muscle memory, refines messaging, ensures compliance, and forges a sense of unity. This guide provides a detailed, phased approach to training your team for a winning performance, using language drawn directly from proven training methodologies.

The training plan is the execution of the strategy built from your ROE and team selection. Refer back to The 5 Factors (and One Non-Factor) for Selecting Your Presentation Team to ensure your training aligns with your team structure. 

Phase 1: Preparation and Strategy

This initial phase lays the groundwork for the entire effort. It begins with a thorough analysis of all RFP documents to create a "Rules of Engagement" (ROE) guide. This document dictates team selection, training methods, and even the key phrases to emphasize during the presentation.

Key steps include:

• Develop the Training Plan: Create a detailed schedule using a comprehensive template and coordinate logistics.

• Finalize the Team: Choose all presenters and alternates.

• ROE Training: Facilitate a session to review instructions, content requirements, evaluation criteria, and the training schedule.

• Customer Analysis: Discuss the agency, evaluator personas, and the competitive landscape to refine win themes and differentiators.
• Build Team Unity: Integrate the presentation team early into the design and development process to foster ownership and benefit deck development.

Every rehearsal and training activity should be a deliberate step toward achieving these goals. To download our comprehensive Training Plan, fill out the form on this page to receive the file via email. You’ll want to use this time and time again!

Phase 2: Content Development

This phase focuses on creating the substance of your presentation. The process should be agile, with frequent reviews to ensure alignment and quality.

Key steps include:

• Solutioning: Determine the core methodologies, processes, and technical approaches required by the RFP.

• Outline and Slide Development: Assign a “Deck Boss” to manage the presentation's configuration. Individual Slide Owners develop content for their assigned sections, while a Graphics Lead directs the visual style.

• Agile Team Reviews: The presentation team reviews the deck slide by slide to develop talking points and provide feedback, ensuring all content is understood and agreed upon. Online collaboration tools like Office 365 or Google Sheets can streamline this process.

Phase 3: Structure-Specific Training & Skill Refinement

Not all oral presentations are the same. This phase tailors your training to the specific format, such as a static presentation, caucus and response, individual interviews, or a technical demonstration. For any format, mastering delivery and transitions is critical.

Advanced Delivery and Transition Techniques

• Develop Speaker and Anchor Points: Identify 3-5 main points for each slide (3-7 words each) and "anchor" each point to a part of the slide to trigger your memory.

• Master Transitions: Use transitions to set up the next speaker, give the bigger picture, and provide obvious cues that you are answering RFP requirements.

• Reintroduce Speakers: Establish expertise by stating your name, role, topic, and a relevant experience. Do the same for the next speaker to validate their credibility.

• Use Bracketing: Preview and review important points from other sections to reinforce key messages.

• Spice It Up: Use purposeful pauses to add weight to your statements. Employ genuine emotion and vocal variety (pitch, tone, volume) to keep the evaluation board engaged and improve their retention.
• Avoid Presenter Pitfalls: Do not read from a script. Eliminate power-robbing words like "we hope" or "we'll try" and purge filler words like "um" or "ah."

Many of these delivery skills are advanced engagement techniques. Explore them further in our future blog, blog 11, titled "Advanced TEB Engagement Techniques for Oral Presentations." 

Phase 4: Intensive Practice and Final Preparation

This is where it all comes together. This phase should begin when the content is about 80% ready, or the week before the presentation. Aim for three to seven full practice sessions with a Mock Technical Evaluation Board (TEB) composed of colleagues who can provide fresh, unbiased feedback.

The Rehearsal Cadence:

• Practice 1 & 2: Timing and Refining: The primary goal is to get the timing down. The coach keeps detailed time hacks on each slide. The team refines content, improves speaker transitions, and ensures examples are impactful. Homework includes individual practice to meet time hacks and reducing notes to simple bullet points.

• Practice 3 & 4: Increase Realism and Engagement: Add more evaluators to the Mock TEB. Focus on advanced techniques like bracketing and reintroductions to increase TEB engagement and information retention. The coach works one-on-one with individuals who are not meeting time hacks or delivering impactful examples.

• Final Dress Rehearsal: This last practice, ideally a day or two before the event, should be a full simulation. Run the entire presentation as if you are at the government site. The goal is a final, confident run-through, and feedback should focus only on reinforcing strengths to build momentum.

The Final 24 Hours: Routines for Peak Performance

• The Night Before: Eat a light meal and stay off your computer for two hours before bed. Go to bed at least 30 minutes earlier than usual.

• The Morning Of: Keep your normal morning routine. Consider skipping a heavy breakfast if the presentation is early.

• The "Day-Of" Group Routine: Meet at a nearby location and travel to the government site together. Conduct a final materials check, do buddy inspections of attire, and have a designated "cheerleader" prompt the team to smile and do a power pose to build confidence.

A rigorous, phased training plan separates professional teams from amateur ones. It is an investment that pays for itself through a confident, polished, and winning performance.

The rehearsal schedule is the centerpiece of your preparation. For a more detailed breakdown, explore our future blog, Blog 9 The Ultimate Rehearsal Plan for Your Government Oral Presentation. 

Transform Your Team with Expert Coaching

A solid training plan is essential, but expert execution makes all the difference. For must-win opportunities, our professional orals coaches provide the structure, feedback, and proven methodology to elevate your team's performance. We turn SMEs into world-class presenters.

Our coaches implement a rigorous training program tailored to your team and your specific RFP, ensuring you are prepared to deliver a presentation that wins.

• Discover our Oral Presentation Coaching services and see how we build winning teams.

• Contact Us to schedule a readiness consultation and implement a winning training plan.

Don’t miss our upcoming blog, blog 6: Composing the Team as a Whole.

Original Content by Jeff Everage

Jeff is the President and Founder of Trident Proposal Management. As a GovCon Oral Presentation Coach for more than 15 years, Jeff has coached more than 100 teams to success. His insights into oral coaching, gained from the trenches of coaching, are designed to support you and your team in your efforts. As a Navy veteran, Jeff resides in Southern California and provides support to clients worldwide as part of our globally dispersed team.