what are the 5 steps in preparing a presentation

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by Tom Rielly • June 15, 2020

Keeping your presentation visuals minimalistic, simple, and clear is just one important step to remember when designing a hit presentation. Leaving nothing to chance, great presenters prove quite methodical as they prepare. Here’s a checklist for everything you need to keep in mind before your next presentation:

1. Choose the right software for your needs

The easiest way to select the right presentation software for you is to simply find the one that is native to your device. For example, if you have a Mac, use Apple Keynote, if you work on Windows, use PowerPoint. Google Slides is recommended if you’re working with someone, as it makes collaboration very easy. Another software option is Prezi: a specialty tool called Prezi that creates a presentation using motion, zoom, and panning across one giant visual space.

2. Organize your files

As you develop your script and visuals, you will need to start assembling all the assets for your slides. Create a unique folder on your computer to hold these items. Keep the folder organized by media type (presentation drafts, photos, videos, scripts) and back them up frequently to the Cloud or external disk. Label each file with a specific descriptive name, e.g. “Susan Johnson singing magpie 2020”, as opposed to “IMG_4043.jpg”, which can make it confusing to find your assets. The more organized you are up front, the easier preparing for your presentation will be.

3. Prepare your presentation materials

Make sure your presentation materials (script, graphics, actual slides) are saved in at least two safe spots (for example, your computer and an external USB drive) and are backed-up frequently. If you are using an online presentation software, such as Google Slides, be sure to also download a copy of your presentation in case the internet connection is unreliable. Having all the individual assets on hand in addition to your presentation slides can be helpful if you experience tech issues before presenting, or if you need to make any last minute changes. Make sure to label your final presentation with the title and your name so it’s easy to find.

4. Practice, practice, practice!

Remember, practice makes perfect. People often run out of time making their presentations and have no time to practice. Most TED speakers practice at least ten times. Neuroscientist Jill-Bolte Taylor gave one of the most successful Talks in TED history with nearly 27 million views. How did she do it? She practiced her Talk over 40 times! By rehearsing multiple times you will naturally memorize your Talk, which means you won’t need note cards when you give your final presentation.

5. Do a final test run

Before presenting, make sure the equipment you need is working properly. It’s generally good practice to rehearse standing on the exact stage with the exact lighting using the exact computer that you will be using in your final presentation.

Here’s a quick checklist of what to look for when testing your equipment:

• If you're not using your own computer, the one provided might be slower and have trouble playing media. If you have videos or other media, make sure they play correctly
• Test the projector to make sure it’s HD
• Make sure images are clear
• Test the sound of any clips you use, as this is what goes wrong most frequently
• If you’re using a mic, test the volume

Don’t let technical issues or other blunders overshadow your presentation. By following these guidelines, and with a little preparation, you can engineer out the problems BEFORE they happen.

Ready to learn more about how to make your presentation even better? Get TED Masterclass and develop your ideas into TED-style talks

© 2024 TED Conferences, LLC. All rights reserved. Please note that the TED Talks Usage policy does not apply to this content and is not subject to our creative commons license.

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Steps in Preparing a Presentation

Planning your presentation, step 1: analyze your audience, step 2: select a topic, step 3: define the objective of the presentation, preparing the content of your presentation, step 4: prepare the body of the presentation, step 5: prepare the introduction and conclusion, practicing and delivering, step 6: practice delivering the presentation.

The first step in preparing a presentation is to learn more about the audience to whom you'll be speaking. It's a good idea to obtain some information on the backgrounds, values, and interests of your audience so that you understand what the audience members might expect from your presentation.

Next, if possible select a topic that is of interest to the audience and to you. It will be much easier to deliver a presentation that the audience finds relevant, and more enjoyable to research a topic that is of interest to you.

Once you have selected a topic, write the objective of the presentation in a single concise statement. The objective needs to specify exactly what you want your audience to learn from your presentation. Base the objective and the level of the content on the amount of time you have for the presentation and the background knowledge of the audience. Use this statement to help keep you focused as you research and develop the presentation.

After defining the objective of your presentation, determine how much information you can present in the amount of time allowed. Also, use your knowledge about the audience to prepare a presentation with the right level of detail. You don't want to plan a presentation that is too basic or too advanced.

The body of the presentation is where you present your ideas. To present your ideas convincingly, you will need to illustrate and support them. Strategies to help you do this include the following:

• Present data and facts
• Read quotes from experts
• Relate personal experiences
• Provide vivid descriptions

And remember, as you plan the body of your presentation it's important to provide variety. Listeners may quickly become bored by lots of facts or they may tire of hearing story after story.

Once you've prepared the body of the presentation, decide how you will begin and end the talk. Make sure the introduction captures the attention of your audience and the conclusion summarizes and reiterates your important points. In other words, "Tell them what you're going to tell them. Tell them. Then, tell them what you told them."

During the  opening  of your presentation, it's important to attract the audience's attention and build their interest. If you don't, listeners will turn their attention elsewhere and you'll have a difficult time getting it back. Strategies that you can use include the following:

• Make the introduction relevant to the listeners' goals, values, and needs
• Ask questions to stimulate thinking
• Share a personal experience
• Begin with a joke or humorous story
• Project a cartoon or colorful visual
• Make a stimulating or inspirational statement
• Give a unique demonstration

During the opening you want to clearly present your topic and the purpose of your presentation. Clearly articulating the topic and purpose will help the listeners focus on and easily follow your main ideas.

During the  conclusion  of your presentation, reinforce the main ideas you communicated. Remember that listeners won't remember your entire presentation, only the main ideas. By reinforcing and reviewing the main ideas, you help the audience remember them.

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Most people spend hours preparing a presentation but very little time practicing it. When you practice your presentation, you can reduce the number of times you utter words and phrases like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You can also fine-tune your content to be sure you make your most important points in the time alloted.

In addition to planning the content of your presentation, you need to give advanced thought to how you want to deliver it. Do you want to commit your presentation to memory, use cards to guide you, or read from a script? Or, you might want to use a combination of methods. To help you decide, read the advantages and disadvantages of the four delivery methods described below.

Speaking from Memory

A distinct advantage of speaking from memory is your ability to speak to the audience without relying on notes or a script. This allows you the flexibility to move away from the podium and to maintain eye contact with the audience. However, speaking from memory has disadvantages, too. Presentations from memory often sound rehearsed and the possibility exists that you'll forget an important point, present information that's inaccurate, or completely lose your train of thought. If you decide to deliver your presentation from memory, have notes handy to jog your memory just in case!

Speaking from Notes

Many people like to speak from notes. Typically these notes are either on cards or paper in outline form and contain key ideas and information. If you are using an electronic presentation tool, you may be able to include your notes in the presentation itself. The benefit of delivering a presentation from notes is that you sound natural rather than rehearsed and you can still maintain relatively good eye contact with the audience. The down side is that you might not express your key ideas and thoughts as well as you may have liked had you planned your exact words in advance.

Speaking from Text

Speaking from text involves writing your speech out, word for word, then basically reading from the text. As with speaking from memory, an advantage of this method is that you plan, in advance, exactly what you're going to say and how you're going to say it. A disadvantage is that you might appear to the audience to be stiff or rehearsed. You will need to make frequent eye contact and speak with expression to maintain the audience's interest.

Using a Combination of Methods

You may find the best method to be a combination of all three. For instance, experts suggest you memorize the first and last ten minutes of your talk so that you can speak flawlessly and without notes. Notes may be suitable for segments of your presentation that you know very well, for example, relating a personal story. Finally, speaking from a text might be appropriate when you have quotes or other important points that you want to make sure you communicate accurately and completely. You can make a smooth segue to written text by saying something like: "I want to read this quote to you verbatim, to ensure that I don't distort the original intent."

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How To Make a Good Presentation [A Complete Guide]

By Krystle Wong , Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

Improve your practice.

Enhance your soft skills with a range of award-winning courses.

How to Prepare for a Presentation, with Examples

February 15, 2021 - Dom Barnard

This guide covers everything you need to know to prepare for your presentation. including what you need to think about beforehand, during and after the presentation.

1. Rehearse, rehearse, rehearse (always aloud)

Once you have your presentation worked out, you will need to practice it, but even though you might think it’s the best way to have a flawless presentation, don’t memorise what you’re going to say.

That might sound like incredibly bad advice, but here’s why:

• If you memorise your speech, you’ll get stuck in thinking you can only deliver your ideas in that way, and that stifles your creativity, and the chance for new thoughts and ways to put things that come up as you speak.

Not only that, but every  audience is different . Sometimes they laugh out loud, sometimes they sit and smile, and you never know which type of audience you’ll have until you’re live.

Practice Presentation Skills

Improve your public speaking and presentation skills by practicing them in realistic environments, with automated feedback on performance. Learn More

If you’re going off a memorised presentation, it’s much more difficult to break away from that to go with the flow on the day, and respond naturally to your audience.

• If you forget your speech in the middle of it, you will be thrown, and you’ll have more chance of complete brain freeze, which really will knock your confidence.
• Memorising your presentation gives you a false sense of security, which could leave you high and dry if something goes wrong. If you’ve only got your memorised speech, for example, what will you do if your PowerPoint freezes or your props break, and you can’t do what you were going to do?

Rehearse in front of colleagues, friends, a mirror, in virtual reality – always aloud. Make sure you spend plenty of time practising your presentation, it will make you feel much more relaxed if you know your material.

Courses where you can rehearse with interactive exercises:

• Essential Public Speaking
• How to Present over Video

Video showing how you can prepare for your presentation using virtual reality.  Learn more about virtual reality training .

2. Memorise your opening line

Do, however, memorise your opening line. If you know how you’re going to begin, you’ll get a strong start and that will build your confidence.

Many speakers and stage actors find that the minute they’ve actually delivered their first line, the nerves are gone and they’re well into their stride.

3. Practise your speech from written notes

Writing your presentation out in your own handwriting will help you clarify your ideas and may well bring you new ones.

• How to Write a Speech to Engage your Audience

4. Practise presentation flow

As well as practising for the ideas and what you want to say, practise how you want your presentation to flow. Think of it almost as a symphony, with high points, slow movements and crescendos. If it’s important, think about how you want your audience to feel, what emotions you want them to have, and when.

5. The power of silence

Don’t be afraid to pause and use the power of silence. A good pause can have a huge emotional impact. It allows people to really absorb what you are saying and react, and it’s vital to pause if you’re using humour so that the next part of your presentation doesn’t get lost underneath people’s laughter.

For more on the ‘Power of the Pause’, watch this short from video Brian Tracy:  The Power of the Pause

• 10 Effective Ways to use Pauses in your Speech

6. Have a backup

There’s nothing worse than the projector dying or finding that your laptop won’t communicate with the projector for some reason. If you know you have a backup, even if it’s only a pre-prepared flip chart, you’ll feel better, and you’ll be more confident.

7. Arrive early

Following on from that, arrive at least half an hour early so you aren’t feeling rushed, and so you have time to check your equipment and get your notes laid out ready to go. That gives you time to breathe and relax before you go on, knowing everything is as set as it can be.

8. Use physical props for a demo

Use physical props, if possible, for a demo. This can make you stand out and be more memorable among all the other speakers who only use PowerPoint, and it can add greatly to the impact of your presentation.

Video showing an example of using physical props during a live demo.

9. Structure your presentation

First, find out how much time you have to present, is it 10 minutes, 15, an hour? Prepare enough material for this time and have a couple of extra slides as backup – we tend to speak much quicker when nervous so you might find you finish your presentation too early. At some large conference events, timings may change on the day, be aware of this have a shorter version of your presentation in mind (i.e. know which slides to skip over).

• How to Structure your Presentation, with Examples
• Examples of Corporate Presentation Structures

10. Prepare for questions

Have a few backup slides for questions you think will arise from your presentation. It is sometime a tactic to explain a section briefly in your speech, so that you get a question about it afterwards. If you don’t understand the question, ask for it to be rephrased.

If there are no questions, it is not an indication how good or bad your presentation was. You many have explain your material extremely well, or simply that people are tired at the end of the day and want to go home.

• Guide for Handling Questions after a Presentation

11. Prepare for where you are presenting

If you can, go to the room you are speaking in before the actual event. It gives you an idea of furniture layout, podium height, location, room size, audience size and lighting. You can then visualise the room while practising and avoid the shock of suddenly being faced with a huge room when you expected a tiny one.

Ask the organiser if you need any particular props, for example a table to help with your live demo.

Additional planning to think about before your presentation:

1. Purpose  – what outcome are we trying to achieve? How can results be measured? What will success look like?

2. Topic  – Novelty? Complexity? Technical?

3. People  – Who should attend? What do they already know? How are they going to help?

4. Timing  – When will it happen and how long will the presentation take?

5. Location  – Where will the presentation be held? Do you have access to the correct facilities for the presentation?

6. Papers  – Who is keeping minutes? Do you need to send out an agenda before the presentation? Background information required?

7. Visual aids  – Is a  projector required ? Boards?

8. Style  – Structure or unstructured, discussion style? How assertive should you be? How should the meeting items be organised?

12. Choose the signals to give to your audience

Before the presentation, think about these 5 topics:

• Eye contact
• Facial gestures
• Body language

Decide how you will use each of these to reinforce your message. Use the table below for help.

Additional courses to help you prepare for your presentation:

• Presentation Skills Training Courses

Example from Steve Jobs

Think about these 10 techniques while you are preparing your presentation..

• Planning in Analog.  Tell a story, create stunning visuals and videos to complement video, use demonstrations and other speakers, keep the audience engaged.
• Creating a Twitter-Friendly Description  Single description sentence, condensed his message into 140 characters.
• Introduce the Enemy  Story needs villains or a problem to be solved. Jobs highlighted IBM and useless mobile phones (during iPhone release) as his villains.
• Focusing on Benefits  Keep reinforcing the benefits of your product, create top 10 lists, understand this is what customers care about.
• Sticking to Rule of Three  Classic Literary technique, things are best remembered and reinforced in threes. Read this article on  Literary Techniques  for more detail.
• Sell Dreams, Not Products  Create a vision people believe in, create a vision which will make people’s lives better
• Create Visual Slides  Use as few words as possible and use colourful graphics on the slide to highlight points.
• Make Numbers Meaningful  Compare large numbers to things people understand.
• Use Plain English  Use easy to say and easy to remember words, keep it simple.
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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Preparing for a Presentation

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Preparation is the single most important part of making a successful presentation. It is an absolutely crucial foundation, and you should dedicate as much time to it as possible, avoiding short-cuts. Good preparation will ensure that you have thought carefully about the messages that you want (or need) to communicate in your presentation and it will also help boost your confidence.

There are a number of aspects that you need to consider when preparing a presentation. They include the aim of the presentation, the subject matter, the audience, the venue or place, the time of day, and the length of the talk. All these will affect what you say and how you say it, as well as the visual aids that you use to get your point across.

The Objective

Whenever you are asked to give a presentation or speak to a group of people, you need to start by asking the purpose of the presentation.

In other words, what is the presentation expected to achieve, and what outcome(s) do the organisers and the audience expect?

These outcomes will shape your presentation, because it must be designed to achieve the objective and deliver the desired outcomes.

For example, you might be asked to give a talk to a gardening club. You might be told that the purpose of the talk is to fill a regular meeting slot, and that the members of the club have expressed a desire to learn more about pruning. You therefore know that your talk needs to be entertaining, fairly light, but knowledgeable, and that your audience wants to learn something new.

As you prepare your presentation, make sure you keep asking yourself:

“How is saying this going to help to achieve the objective and outcomes?”

The Subject

The subject of your presentation or talk about comes from the objective. They are linked, but they are not necessarily exactly the same thing.

For example:

The subject may be given to you by the organisation that has invited you (such as talking about pruning to the gardening club).

You may be knowledgeable in a particular field (perhaps you have an interest in local history).

The subject may be entirely your choice within certain limitations (you might, for example, be asked to give a presentation at an interview on a project which you feel has particularly developed your skills).

The Audience

Before preparing material for a presentation, it is worth considering your prospective audience.

Tailoring your talk to the audience is important and the following points should be considered:

The size of the group or audience expected.

The age range - a talk aimed at retired people will be quite different from one aimed at teenagers.

Gender - will the audience be predominantly male or female?

Is it a captive audience or will they be there out of interest?

Will you be speaking in their work or leisure time?

Do they know something about your subject already or will it be totally new to them?  Is the subject part of their work?

Are you there to inform, teach, stimulate, or provoke?

Can you use humour and, if so, what would be considered appropriate? If you are in any doubt about this, it is probably best to avoid anything even remotely risqué.

It is important to have as much advance information as possible about the place where you are going to speak.

It can be helpful to arrange to see the venue before the event. It does much to quell fear if you can visualise the place while you are preparing your talk. However, even if you cannot visit, you will probably find it helpful to know:

The size of the room;

The seating arrangements (for example, theatre-style, with rows of seats; or round-table);

The availability of equipment, e.g., microphone, laptop and projector, flip chart;

The availability of power points and if an extension lead is required for any equipment you intend to use;

If the room has curtains or blinds. This is relevant if you intend to use visual aids, and so that you can ensure the correct ambiance for your presentation;

The position of the light switches.  Check if you need someone to help if you are using audio/visual equipment and need to turn off the lights;

The likelihood of outside distractions, e.g., noise from another room; and

The availability of parking facilities so you do not have a long walk carrying any equipment you might need to take.

If this information is not available ahead of time, it will help to get there a bit early, to give you time to set up.

There will often be no flexibility in the time of day that a presentation is made. However, it does affect what you can do, and how you might organise your presentation, because of the likely state of your audience (see box).

How time of day can affect your audience

The morning is the best time to speak because people are generally at their most alert. However, as it gets towards lunch time, people begin to feel hungry and lose concentration. This is particularly true if the event has not included a coffee break.

After lunch, people often feel sleepy and lethargic. If you are given a slot immediately after lunch, it is a good idea to get your audience involved. A discussion or getting your audience moving about will work a lot better than simply presenting a lot of slides. A flip chart may also be a more useful tool than a laptop and projector, especially if it means you can open blinds and use natural light.

Towards the end of the afternoon, people again tend to lose concentration as they start to worry about getting home, the traffic or collecting children from school.

Evening or Weekend:

Outside regular office hours, people are more likely to be present because they want to be rather than because they have to be there.  There is a better chance of audience attention in the evening. However, if the presentation goes on for too long, people may have to leave before you have finished. People will also be less tolerant of a poor presentation because you are in their time, not their employer’s.

Length of Talk

Always find out how long you have to talk and check if this includes or excludes time for questions.

Find out if there are other speakers and, if so, where you are placed in the running order.  Never elect to go last.  Beware of over-running, as this could be disastrous if there are other speakers following you.

It is important to remember that people find it difficult to maintain concentration for long periods of time. This is a good reason for making a presentation succinct, well-structured and interesting. Aim for 45 minutes as a maximum single-session presentation, and preferably leave at least 10 or 15 minutes for questions. Nobody minds finishing a session early.

Providing Information in Advance

Always check what information you will need to provide in advance.

Organisers of big events and conferences often like to have all the PowerPoint presentations several days ahead of the event. This gives them time to load all the presentations, and make sure that they are properly branded for the event.

Some events also need speakers’ biographies ahead of time, to put in conference literature. When you are asked to give the presentation, make sure you ask what is needed by when—and then supply it.

You will not be popular if you turn up on the day and announce that you have completely rewritten your presentation on the train. It is entirely possible that the organisers may even not be able to accommodate that, for example if the audio-visual is being supplied by a separate company or by the venue.

And finally…

Being asked to give a presentation is an honour, not a chore.

You are representing your organisation or yourself, if you are self-employed. You are also not there by right, but by invitation. It is therefore important that you put in the time and effort to ensure that you deliver what your audience wants. That way, you may just be invited back another time.

Continue to: Organising the Presentation Material

See also: Can Presentation Science Improve Your Presentation? Preparing for Oral Presentations Managing the Presentation Event Coping with Presentation Nerves

Presentation Training Institute

A division of bold new directions training, a general step-by-step guide for giving presentations.

If you’ve been asked to give a presentation, you might be overwhelmed thinking about where to start. Public speaking is no easy task, and it can be even more daunting when you don’t know where to start. The following strategies will help you break down the process of preparing a presentation. This step-by-step guide will walk you through the process of creating a powerful and dynamic presentation from start to finish. 

Step 1: Analyze Your Audience

The first step in preparing a presentation is to know as much as possible about the audience to whom you will be speaking. It’s important to gather information about their background, interests, and prior knowledge of the topic. The more you know about your audience, the better you can tailor your presentation to fit their needs. 

Step 2: Select a Topic

If a topic is not already assigned to you, try to choose something that your audience will find relevant and interesting. You also want to choose a topic that you are knowledgeable about and that you find interesting yourself. It’s much easier to give a presentation that you are passionate about and your audience will feed off your energy and enthusiasm for the topic.

Step 3: Define Your Objectives

Once you have chosen your topic, you want to focus on what it is that you want your audience to take away from your presentation. Try to sum up your main objective in one sentence. For example, “If there is only one thing I want my audience to learn it’s…” Use this statement to stay focused on the objective as you prepare and develop your presentation. 

Step 4: Prepare the Body of Your Presentation

Now it’s time to think about the content of your presentation. Be sure to consider how much time is allotted for your presentation as you prepare the content. You also want to consider the knowledge of your audience so you don’t prepare something that is too basic or too advanced. As you prepare the body of your presentation, you want to break it down into three main points that support your overall objective. You want to support each point with data and facts. You can also illustrate your points using quotes, personal experiences, stories, props, photographs, charts, or video clips. If you are preparing a slideshow, be sure to keep it simple and not too text-heavy. You also want to avoid flashy transitions or cheesy clip-art and animations. 

Step 5: Prepare the Introduction and Conclusion

One you have prepared the body of your presentation, you want to think about how you are going to begin and end your presentation. The opening of a presentation is extremely important, as you only have a matter of seconds to hook your audience and set the tone for what’s to come. You really want to attract your audience’s attention with a powerful and compelling opening. You also want to clearly state the topic and the purpose of your presentation so our audience knows what to expect. 

During the conclusion, you want to reinforce the ideas you communicated throughout the presentation. Remember that your audience won’t remember everything you said, so focus on the main points. By reinforcing your main points you will help your audience to remember what was most important. 

Step 6: Practice and Rehearse

Many people spend weeks preparing their presentation and then very little time practicing it. However, practicing the presentation is equally as important as the content you present. You want to be sure you are comfortable with your topic and what you plan to say. You also want to avoid stuttering or using unnecessary filler words such as “um” and “well.”  You also want to pay attention to your body language to be sure you are making eye contact and avoiding awkward or distracting gestures. You should practice several times in front of the mirror as well as in front of a family member or friend that can provide helpful feedback. 

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How to Prepare for a Presentation: A Step-by-Step Guide

Master the art of presentation preparation with our comprehensive step-by-step guide, "How to Prepare for a Presentation." Whether you're a seasoned presenter or just starting out, this resource is packed with essential tips. Learn how to practice, engage your audience, enhance your delivery skills, and conquer nerves and anxiety.

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Table of Contents  

1) Steps on How to Prepare for a Presentation 

      a) Understand your audience 

      b) Define your objective 

      c) Research and gather information 

      d) Organise your content 

      e) Design visual aids 

      f) Practise and rehearse 

      g) Prepare to engage the audience 

      h) Enhance delivery skills 

      i) Manage nerves and anxiety 

      j) Utilise technology 

     k) Plan to pace your Presentation

2) Conclusion 

Steps on How to Prepare for a Presentation   

In this section, you will learn how to prepare for a presentation in a step-by-step manner and enhance your  Presentation Skills . The blog will also look into advantages and disadvantages of presentations . 

Understand your audience  

To effectively engage your audience during a Presentation, it's essential to understand who they are. Consider their demographics, interests, and background knowledge in relation to the topic. By gaining insights into your audience, you can tailor your content and its delivery to meet their needs and capture their attention. Understanding your audience involves: 

a) Identifying audience demographics: Consider age, gender, educational background, and professional experience. This information will help you determine the appropriate tone, level of technicality, and examples to include in your Presentation.  

b) Assessing audience interests: Research the common interests and preferences of your audience. Are they more inclined towards statistics and data, or do they prefer real-life examples and stories? By aligning your content with their interests, you can create a stronger connection and keep them engaged.  

c) Adapting to their knowledge level: Assess your audience's existing knowledge about the topic. Are they beginners, intermediates, or experts? This understanding allows you to avoid overwhelming them with complex concepts or boring them with basic information. Tailor your content to their knowledge level, ensuring it provides value and challenges them appropriately. 

Define your objective  

Clearly defining your objective is crucial to staying focused and delivering a Presentation that meets your goals. Here’s what you need to do to define your objective effectively: 

a) Set specific goals: Determine what you aim to achieve through your Presentation. Are you trying to inform, persuade, inspire, or educate your audience? Setting specific goals will help you structure your content and guide your delivery towards the desired outcome. 

b) Decide on the main message: Identify the core message you want to convey to your audience. What is the key takeaway you want them to remember? This main message will serve as a guiding principle throughout your Presentation, ensuring coherence and clarity. 

c) Align objectives with audience needs: Consider how your objectives align with the needs and interests of your audience. What value will they gain from your Presentation? By aligning your objectives with their needs, you increase the chances of creating a meaningful impact and fostering engagement. 

Research and gather information  

One of the most important steps on How to Prepare for a Presentation is conducting thorough research. Thorough research and gathering relevant information are essential steps in preparing a well-informed and credible presentation. You can also refer to various presentation skills interview questions and answer to build you confidence and Improve Your Presentation Skills . To conduct effective research, you need to cater to the following aspects:

a) Explore diverse sources: Use a variety of sources such as books, academic journals, reputable websites, and credible online platforms. Ensure that the information you gather is reliable, up-to-date, and relevant to your topic. 

b) Collect data, facts, and examples: Support your key points with data, facts, and examples. This evidence strengthens your arguments, enhances credibility, and provides valuable insights to your audience. Use statistics, case studies, anecdotes, and expert quotes to enrich your content. 

c) Take notes and organise information: As you research, take detailed notes to capture the key ideas and information. Organise your notes based on themes, subtopics, or the logical flow of your Presentation. This will facilitate the later stage of organising your content effectively. 

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Organise your content  

Organising your content clearly and logically helps your audience follow and understand your Presentation. Effective organisation involves: 

a) Creating a logical structure: Develop a clear outline or structure for your Presentation. Start the Presentation with an introduction that grabs attention, followed by distinct sections or chapters that cover the main points. End with a concise summary or conclusion that reinforces your main message.

b) Using headings and subheadings: Divide your content into sections using headings and subheadings. These serve as signposts, guiding your audience through different topics or ideas. Headings also make it easier for your audience to refer back to specific sections if needed. 

c) Ensuring smooth transitions: Ensure smooth transitions between different sections or ideas. Use transitional phrases or sentences to connect ideas and create a cohesive flow throughout your Presentation. This helps your audience follow your thought process and prevents disjointed or confusing transitions. 

Design visual aids  

Visual aids can enhance the impact and understanding of your Presentation. Consider the following when designing visual aids: 

a) Choose appropriate visuals: Select visual elements that support and reinforce your content. This could include charts, graphs, images, videos, or infographics. Ensure that the visuals are relevant, high-quality, and easy to understand. 

b) Simplify complex information: Visual aids are particularly effective in simplifying complex information. Use visuals to present data, comparisons, or processes in a visually appealing format. This helps your audience grasp complex concepts more readily. 

c) Balance visuals and text: Find the right balance between visuals and text. Avoid overcrowding slides with excessive text, which can overwhelm and distract your audience. Use concise bullet points or keywords to complement the visuals and aid in comprehension. 

Practise and rehearse  

Practise and rehearsal are essential for delivering a confident and polished Presentation. Consider the following when practising: 

a) Rehearse your content: Familiarise yourself with the content and flow of your Presentation. Practise delivering each section, ensuring a smooth transition between ideas. Pay attention to your pacing, articulation, and clarity of speech. 

b) Time your Presentation: Practise timing your Presentation to ensure it fits within the allocated time. This helps you avoid rushing through important points or exceeding the time limit. Adjust your delivery as necessary to ensure a well-paced Presentation. 

c) Seek feedback and refine: Seek feedback from trusted individuals who can provide constructive criticism. Incorporate their suggestions to refine your delivery, eliminate unnecessary filler words, and enhance the overall impact of your Presentation. 

Prepare to engage the audience  

Engaging your audience throughout the Presentation helps maintain their interest and active participation. Consider these strategies and elements of presentation to engage your audience effectively: It is also important to understand various elements of presentations. Consider these strategies to engage your audience effectively: 

a) Interactive elements: Incorporate interactive elements such as rhetorical questions, quizzes, or brief activities to encourage audience participation. This stimulates their thinking and keeps them actively engaged in the Presentation. 

b) Address audience concerns: Actively listen to your audience and address their queries or concerns promptly. Encourage questions and create a safe environment for open discussion. This demonstrates your expertise and builds rapport with your audience. 

c) Tell stories and anecdotes: Use relevant stories, anecdotes, or case studies to illustrate your points and captivate your audience. Stories have a powerful impact and make your content more relatable and memorable.   

Enhance delivery skills  

Enhancing your delivery skills is essential for creating an engaging and impactful Presentation. Consider the following to improve your delivery skills:

a) Body language: Pay attention to your body language and use it to convey confidence and authority. Maintain good posture, make purposeful gestures, and establish eye contact with your audience. This non-verbal cue enhances your message. 

b) Tone of voice and pace: Master your tone of voice and adjust it to emphasise key points or create a sense of urgency. Vary your pace to maintain interest and add emphasis where needed. Use pauses effectively to allow important information to sink in. 

c) Use visual aids as support: Visual aids should complement your delivery, not overshadow it. Use them as support to enhance your message rather than relying on them completely. Maintain a balance between your verbal delivery and the visuals. 

Manage nervousness and anxiety  

Managing nervousness and anxiety is crucial for delivering a confident Presentation. Consider the following strategies: 

a) Preparation and practice: Thorough preparation and practice build confidence and reduce anxiety. The more familiar you are with your content, the more at ease you will feel during the Presentation. 

b) Deep breathing and relaxation techniques: Before as well as during the Presentation, practice deep breathing exercises and relaxation techniques to calm your nerves. Focus on slow, deep breaths to regulate your heart rate and promote a sense of calm. 

c) Be early: It is a good idea to be early for your Presentation. This will give you more time to get ready to set up your equipment . When you reach early at the venue, you get plenty of time to work on the finer details of your Presentation.  

c) Visualise success: Visualise yourself delivering a successful Presentation. Imagine the positive outcomes and the impact you will have on your audience. Visualising success helps boost your confidence and reduces anxiety. 

Utilise technology  

Utilising technology can enhance the effectiveness of your Presentation. Consider the following when incorporating technology: 

a) Choose appropriate tools: Select Presentation software or tools that suit your needs and style. Familiarise yourself with their features and functionalities, such as slide transitions, animations, or multimedia integration.  

b) Prepare for technical issues: Anticipate potential technical issues and have contingency plans in place. Ensure you have backup files saved on different devices or formats, and familiarise yourself with troubleshooting techniques in case of technical difficulties.  

c) Integrate technology seamlessly: Use technology to enhance your Presentation, not distract from it. Ensure that the technology supports your message and engages your audience effectively. Practice using the technology beforehand to ensure seamless integration into your Presentation. 

Take your Presentations to the next level with our Effective Presentation Skills & Techniques course . 

Plan to pace your Presentation   

Pacing your Presentation effectively ensures that you maintain the interest and engagement of your audience throughout. Consider the following when planning the pace of your Presentation: 

a) Set a realistic timeframe: Determine the allocated time for your Presentation and plan your content accordingly. Be mindful of the time constraints and ensure that your Presentation fits within the given timeframe. Avoid overloading your Presentation with excessive information, which can result in rushing through key points or running out of time. 

b) Structure your content with timing in mind: Divide your Presentation into sections or key points and assign a specific amount of time to each of them. This helps you allocate your time effectively and ensures that you cover all the essential aspects without rushing or dragging on. 

c) Practise timing during rehearsals: Practise your Presentation multiple times while keeping an eye on the clock. Use a stopwatch or timer to simulate the actual Presentation conditions. This allows you to gauge how long each section takes and make adjustments as needed to maintain a smooth and well-paced delivery. 

d) Allow time for interaction and engagement: Incorporate interactive elements, such as questions, discussions, or activities, throughout your Presentation. Plan for these moments by allocating specific time slots. This not only breaks up the monotony but also encourages audience participation and keeps their attention focused. 

e) Be aware of audience cues: Pay attention to the reactions and engagement levels of your audience during the Presentation. Adjust your pace accordingly. If you notice signs of confusion or disinterest, you may need to slow down, provide more context, or clarify certain points. On the other hand, if you see that your audience is highly engaged and responsive, you can maintain a slightly faster pace to keep the energy up. 

f) Use silence effectively: Don't be afraid to use silence as a powerful tool. A well-timed pause can create a solid emotional impact. It lets people really listen to what you are saying and respond in turn.it is essential to pause if you are using humour so that people don't miss the next part of your Presentation while they are laughing. 

g) Practise smooth transitions: Smooth transitions between sections or ideas are crucial for maintaining a good pace. Avoid abrupt jumps or awkward pauses. Practise transitioning between different topics or slides, ensuring that the flow between ideas feels natural and seamless. 

Conclusion  

Preparing for a Presentation requires careful planning and attention to detail. By understanding your audience, defining clear objectives, conducting thorough research, and organising your content effectively, you can deliver a successful Presentation. Remember to engage your audience, enhance your delivery skills, manage nervousness, utilise technology wisely, and handle Q&A sessions with confidence. Hope we could provide you with all the information you needed to know about How to Prepare for a Presentation! 

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Plan a Presentation for Success – 8 steps

September 03, 2023

Too many people, when they hear the word presentation, reach for their computer and switch to PowerPoint. That’s because they feel they are making progress by making slides. They pull information together, they lay out slides and admire their handiwork. Only then do they try to tell a story.

This is not the right way to plan a presentation..

“Before anything else, preparation is the key to success.” Alexander Graham Bell

What to do instead: Plan a presentation using a story, a script and a plan

The process for presentation planning should be more like that of movie making. When you make a movie you only start filming at the end of the planning process. Before filming you have a story, a script and a plan.  It should be the same when you plan a presentation.

The better you plan a presentation, the easier it is to be successful. At first, it may feel frustrating that you are not writing slides. You may spent hours staring into space or doing research. But investing in proper planning will pay back many times over.

In the end by planning your presentation properly you will spend less time writing PowerPoint slides. You will spend less time editing and you will spend less time searching for a way to link the sections of your presentation together. You’ll also discover that practising and rehearsing is easier.

“There are three things that are important for a film. Number one is story, number two is story, number three is story. Good actors can save a bad script and make it bearable, but good actors can’t make a bad script good – they can just make it bearable.” Mark Strickson, TV producer & actor

Your 8 Step Presentation Plan

Let’s explore each of these presentation planning steps, one by one.

1. Start by using the AIM approach in your presentation plan

What is the first step in planning a presentation? AIM is an easy-to-apply first step so that your presentations are easier to prepare.

What typically goes wrong. Most people create presentations without proper planning. They start writing slides before they have decided what they really want to say.

Why is it important to plan a presentation?  Without an effective presentation plan you waste time and energy.   

What to do instead. Use AIM. Start with a blank sheet of paper and write the three letters A.I.M. across the top. In each of these columns start writing what you know about A: Audience , I: Your intent , (or Purpose) and M: your take-away Message .

See the next three paragraphs for more detail on A, I and M.

“Proper planning prevents poor performance” James Baker, former US Secretary of State

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2. Presentation planning : Who’s your audience and what do they need?

Shortcut Summary : Your audience, not you, should be centre of attention in your presentation. The better you understand your audience, the better your talk will be.

What typically goes wrong : When people give presentations about their latest project, they talk about their latest project. If they are reporting quarterly results, they report quarterly results. If they are speaking about their new business, they tell the audience about their new business. If explaining a new piece of regulation, they talk about elements of that regulation.

The problem with this approach is you are not including your audience in your talk. And if you don’t include your audience, your audience will be disengaged.

Why does this matter?  Audiences are selfish. They like being talked about.

What to do instead. Your talk should be about what your subject means for the audience. For example these are good titles for a presentation:

• “What you can learn from our latest project.”
• “Our quarterly results and what they mean for your department next quarter.”
• “How our new business can make you money.”
• “What the new regulations mean for you and your clients”

To do this, you must understand your audience. That means asking questions about them and getting under their skin. For example, some questions you may have could include:

ABOUT BACKGROUND

• Who is coming to this talk?
• What common reference points can I use?
• What experiences have they shared?

ABOUT MOTIVATION

• Why are they coming?
• What problems do they have?
• What do they need and want?
• What will make life easy for them?

ABOUT EXPECTATIONS

• What would they like me to talk about?
• What would victory feel like for them?
• What will make them sit up?

ABOUT CONNECTING

• What can I say that will show them I am on their side?
• What stories will resonate?
• How can I add value?

ABOUT EMOTIONAL POSITION

• What frame of mind will they be in?
• What should I avoid talking about?
• What will make them feel good?
• What can I say at the start to win them over?

ABOUT MAKING IT EASY FOR THEM

• What specific language should I use?
• How should I position what I am talking about for this audience?
• What phrases will resonate?

The more you learn about your audience, the better you know them and the better you can plan your talk for them.

“Designing a presentation without an audience in mind is like writing a love letter and addressing it: To Whom It May Concern.” Ken Haemer, presentation designe r

• Before any talk, analyse the audience.
• Research them.
• Make sure you really know them and their needs before you start planning what to say.

3. How to plan a presentation – What are you trying to achieve?

Summary : Decide early the intent or purpose to your talk. This will help you direct your efforts to achieve your goals.

What typically goes wrong : “I’m going to talk about…” is a typical answer to the question “Why are you doing this talk?” But talking about something is of no use to anyone. It is pointless.

For example these are bad intents:

• “I’m talking about our new project”
• “I’m talking about the new regulations”
• “A pitch about our new fund”
• “An introduction to ABCX co”
• “Monthly board report”

Why does this matter? For a talk to work it requires a clear purpose. When you know your purpose you can harness your talk to achieve just that.

What to do instead : Decide your intent. For example, when I asked a Chief Financial Officer recently what was the intent of his presentation, he was clear: he said that he “Wanted to look like the next CEO of this business.” This clear purpose made it easy to help him prepare what he said, how he said it and how he positioned himself.

More examples of a good intent:

• A Lawyer, when giving a talk about new regulations , was clear that she wanted “to help companies use the new regulations to run better, more profitable businesses”.
• An HR director who was introducing a new expense system was clear that her intent was to “get people to use the new system by next month so they can get paid faster and with less effort.’
• A fund manager who was pitching a first time fund to new investors had a clear intent of “getting onto their radar screens and securing a second meeting”
• A company looking for a trade buyer had crystallised their intent into “creating excitement about the potential value of buying this business and demonstrate the risk of others buying it.”
• An accountant at a well known firm had the intent with his monthly board reports to “Get them to recognise the value my team adds.”

Having a clear intent will make it easier for you to plan your presentation. Identifying that intent is also one of the harder parts of planning a talk.

“A talk is a voyage with purpose and it must be charted. The man who starts out going nowhere, generally gets there.” Dale Carnegie

• Be absolutely clear on the intent of your talk.
• Summarise your intent in one line
• Use your intent as your North Star to guide everything you say and how you say it.

4. What’s your one big take-away message?

Summary : Your presentation needs a take-away message . This means one simple message so when someone asks “What was that talk about?” a listener can confidently answer.

What typically goes wrong : Many presentations have titles such as:

• “Quarterly strategy report”
• “Project X”
• “Manufacturing update”
• “Annual results”

These are all topics, not messages

Why does this matter? These titles don’t help the audience. They only tell them something they already know. With a topic title you miss the opportunity of preparing your audience and getting them in the right mindset to be ready for your talk.

What to do instead : Identify a message that summarises your talk that you can use as its title. Keep improving the title until it properly captures what you want to say. For example:

• “Our strategy remains on track”
• “Launching Project X by December could double revenues next year”
• “Manufacturing: three problems we must address”
• “Profits up 5% this year despite Covid headwinds”

Then test your title on other people. Check if it generates the reaction you want.

“If you can’t write your idea on the back of my calling card, you don’t have a clear idea.” David Belasco, theatre producer

Next Steps in planning a presentation

• Decide the title of your talk early.
• Check it generates the reaction you want.
• Use this to build the rest of your talk.
• Re-test your message against A.I.M.

5. How to plan a presentation – What are the three parts of your talk?

Summary : Your brain Is naturally tuned to hearing things in sets of three . If you can break your presentation into three parts then it’s more likely to be a success.

What typically goes wrong : Many presentations are like shopping lists: covering multiple topics and jumping from one idea to the next.

Why does this matter? In the end, a huge amount of information has been transmitted but little has been received.

What to do instead : Less is more in a presentation. Help your audience by giving them a structure. A three part structure is one of the most useful planning shortcuts that you can use.

Once you are completely clear about your intent and your message, start developing a three part structure for your talk. For example, if I wanted to give a talk that shared advice on how to present, I would consider using one of the following structures:

• Mistakes other people make / Tips you can use / How to become a great speaker
• How to define your messages / How to structure your talk / How to deliver your talk
• What bad looks like / what good looks like / what you can do differently

“ In writing and speaking, three is more satisfying than any other number.” Carmine Gallo, author

• Life, Liberty and the Pursuit of Happiness
• Liberté, égalité, fraternité ;
• A Mars a day helps you work, rest and play;
• Stop, Look and Listen;
• Faster, Higher, Stronger;
• Veni, vidi, vici ;
• “see no evil, hear no evil, speak no evil”
• Find your three part structure early.
• Use the structure to focus your efforts and guide your planning

6 . Presentation planning – What is your story?

Summary: Use a story to underpin your talk. No matter how dry your subject, when you use a story you will make it more memorable and more effective.

What typically goes wrong As an expert, a typical presenter wants to share knowledge.

For example: A few years ago, I helped a lawyer give a talk to investors. This audience consisted of private equity executives who sat on their investee company boards. The subject was the 2006 Companies Act and the Duties and Responsibilities of a Company Director. A dry subject.

In her first draft, she reviewed sections of the Act and highlighted problems that directors may face. For example, “Section 172 of the Act, sets out your overarching duties as a director. You must act in the way you consider, in good faith, would be most likely to promote the success of the company for the benefit of its members as a whole.”

As you can imagine, it was not the most exciting of talks.

Why does this matter? A precise talk may not be an interesting talk. Your job as a presenter is to make the talk interesting and easy for your audience.

What to do instead Find a story that fits what you want to talk about.

For example, for the investor director talk above, we decided to title the talk “How to keep your nose clean and yourself out of jail” Then the talk was based around a series of situations that anyone in the audience might face. She did not refer to any particular section of the Companies Act at all. Her text was:

“Imagine this situation. You turn up for a board meeting. You are a 10% shareholder and you are a director. At that board meeting the CEO announces that the company is near bankrupt and needs more funding. What should you do? Do you absent yourself, having a connected interest. Or do you declare your interest as a shareholder? Or do you carry as normal assuming business as usual?”

By framing it as a story you involve your audience and you make it easier for them to process what you say.

“Sometimes reality is too complex. Stories give it form.” Jean Luc Godard, film director

• Find stories to tell, narratives to bring your facts to life.
• Tell the story behind the numbers.
• The dryer your subject matter, the more important stories become.

7. How to plan your presentation – Have you asked WHY?

Summary : ‘Why’ comes before ‘What’ comes before ‘How’

What typically goes wrong : When a speaker knows a subject well, it is easy for them to assume knowledge and talk about the nuances of what they know. I often describe this as the ‘How’ of a subject.

For example, when speaking about a new engine you have developed, you might say that you made the pistons more accurately, that you mix petrol more precisely and you have added a new technique of managing engine performance.

Why does this matter? This is one of the most common mistakes that experts make when giving talks. They spend too much time explaining HOW something works, rather than explaining WHAT it is they are talking about and WHY it is important.

What to do instead : “We have designed a more efficient car engine that will get 100 miles to the gallon.”

“Start with Why” Simon Sinek

• Ask yourself “So What?” to everything you say
• Check that you are clear why the audience will be interested.
• Imagine someone in the audience asking “What’s in it for me?” (WIIFM)

8. How to plan a presentation – Can you give a 90 second summary of your presentation?

Summary : The best way to plan your presentation is by speaking a c 100-200 word summary of your presentation. This summary will test the rigour of your thinking, the clarity of your ideas and the robustness of your plan.

What typically goes wrong : The average poor presentation meanders from topic to topic and is more like a data dump than a well organised talk. It is rich in information but poor in story, structure and planning. It will be hard to summarise that talk easily.

Why does this matter? Lack of planning = Lack of story = Hard for your audience.

What to do instead : Create a short summary of your talk to test your thinking

• You can use your summary early in your presentation planning to test your ideas.
• If you are working with colleagues you can share your thinking using your summary.
• If you are planning a presentation for someone else, you can share your summary to test their reaction.
• If someone else is preparing your presentation, you can use a summary to check they are on track.

Creating a summary is one of the most powerful ways to plan a presentation and will save you a huge amount of wasted time.

“If you can’t write your message in a sentence, you can’t say it in an hour.” Dianna Booher, Autho r

Next Steps for Presentation Planning

• Test your ideas with a short summary.
• Use a critical audience.
• If it is not tight enough, keep refining your summary.

Summary – how to plan a presentation for success

Start by planning, not by writing. This may feel counter intuitive, but you’ll make progress faster.

How do you plan a presentation for success? Try these steps:

• Use AIM as the first stage of preparing any talk
• A – Audience: Analyse your audience and understand their needs
• I – Intent: Be clear on the single purpose of your talk.
• M – Message: Decide your one take-away message from your talk
• Decide the three parts of your talk
• Create and perfect a 90 second summary of your talk before fleshing it out
• Answer the WHY questions in your talk before the WHAT or HOW questions.
• Imagine your audience asking So What? and What’s in it for me? throughout.
• Check your talk summary against your Audience, Intent and Message.

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What are the steps to create a PowerPoint presentation?

By: Author Shrot Katewa

Knowing how to create a PowerPoint presentation is without doubt one of the most basic and important skills that businesses today expect their employees to have. We have frequently seen people struggle and literally spend days, even weeks in creating a PowerPoint presentation and they still don’t get it right! This can be a daunting task or a cakewalk depending on who you ask. In case you are one of those people who fear PowerPoint presentations – don’t worry, we’ve got you covered!

But first, just in case you are wondering, what is a PowerPoint presentation? A PowerPoint presentation is a tool that allows us to share information about a certain topic in an effective manner. As opposed to other forms of sharing information, PowerPoint presentation allows us to make the information specific to our audience and often present it in an engaging manner. It has a wide range of uses. However, the beauty of PowerPoint is that it is very easy to use for beginners and packs some awesome features even for experts! PowerPoint presentation file can be used as a standalone file or as a reference in the background while delivering your presentation . The term is derived from Microsoft PowerPoint who created the PowerPoint software. While there are other tools that also allow us to create and deliver a presentation, PowerPoint, today, has become synonymous with any form of presentation.

Let’s dive right into the steps for creating a PowerPoint presentation – 

Step 1 – preparing to create your PowerPoint presentation

Preparing for creating your presentation is one of the KEY STEPS that can set your presentation apart. A good PowerPoint presentation is engaging & easy to follow, aesthetically beautiful, has a clear objective, and actionable next steps (wherever possible).

Thus, there are a few things that you should keep in mind even before you begin creating a PowerPoint presentation. You should step back for a moment and ask yourself –

• Who is my target audience? 
• How much time do I have with my target audience? 
• Will I be sharing this deck over email or do I plan to present it in person? 
• What is the audience size who you would be delivering the presentation?

Answers to the above questions can give you direction for a few key things while creating a presentation. For example, if you are planning to present to a large audience, you may want to ensure that you don’t cram too much of the information on the slides as it may be difficult for people to read and it will act as a distraction.

Another example on how the above questions can help would be on the number of slides. If you know that you have about 30 minutes for delivering the presentation, you may want to keep about 10 minutes for answering questions from the audience. Thus, you would only be left with about 15-20 minutes to for the actual presentation. Such an assessment allows you to identify how many slides should you consider for your presentation based on a rough estimate on the amount of time each slide would take.

Step 2 – create your PowerPoint presentation structure

Once you’ve completed step 1, you will now have to start thinking about what is the objective of the PowerPoint presentation that you intend to create. What content would you like to include in order to achieve the objective. Mostly importantly, how you would want to structure the content of your presentation.

The best presentations are those which represent the most complex piece of information in the easiest and the simplest manner possible such that your audience spends the least amount of time understanding it!

-Shrot Katewa

When it comes to structuring your presentation – there is no right or wrong. It’s about what works best for you and what would be the easiest and the most simplest way you can represent the most complex piece of information such that your audience spend the least amount of time understanding it.

Every presentation is different and each presentation follows its own structure. But, what’s really important is the information flow. We recommend our customers to start with a high level view of your presentation objective – an abstract idea or a problem statement. As you proceed in your presentation, substantiate your idea and go deeper explaining more about your objective or the key idea. You can close with specific takeaways or call to actions that you want your audience to focus on. 

Let’s look at an example. Let’s say you were the founder of Uber. Now, if you were creating a PowerPoint pitch deck for Uber, a great place to start the presentation would be with a “Problem” that Uber is trying to solve

Stating the problem upfront gives a sense of the direction in which the rest of the presentation would flow. In the above example, the problem statement indicates that you would be talking about cabs or transportation or topics related to the problem in the rest of your presentation (it would be really odd if otherwise).

In a well structured pitch deck, your next steps will elaborate on the market size – how big a problem it is, solution – how does Uber solve that problem, demo – how does the app work, revenue model – how the company plans to earn money, funding related details – funds to be raised and how it will be utilised.

Step 3 – collating content to create your PowerPoint presentation

This is relatively the easy part of your PowerPoint presentation. Once you have a fair idea about the content structure, it is a lot easier for you to put the content on those slides. Most of us know what our organisation does. However, some of us often struggle with the right type of information for some slide.

One of the tricks that we’ve seen work very well with our customers who are unable to put content on the slide is to look at the topic of the slide and think about what your response would be if a 12 year old child asked you about the topic of your slide! How would you respond? Speak the response out loud. You may also want to record your own response. Then, make a note of the points that you mentioned and include content on those points on the specific slide.

Lastly, make sure to look at what your competitors are talking about. You will surely find a few relevant points for your presentation as well.

Step 4 – designing your PowerPoint presentation

Designing your PowerPoint presentation, in itself, is very difficult to cover in just one post. We will soon be carrying a series on designing your PowerPoint presentation. However, sharing below some of the basic things that all of us should keep in mind –

Choosing the right fonts for your PowerPoint presentation is important. If you are making a professional presentation, avoiding casual fonts is highly recommended. Small decisions like choosing the right fonts can make a big impact to your presentation. There’s a whole science behind how caligraphy impacts individual behaviour. Steve Jobs was one of the pioneers and early adopters of the concept of personalised calligraphy right through his early Macintosh days ( Source )

Small decisions like choosing the right fonts can make a BIG IMPACT to your PowerPoint presentation

You may ask what fonts are right to use for your PowerPoint presentation. San Serif fonts such as Arial or Calibri would both be great fonts to use for your PowerPoint presentation. Some of our other favourites are Montserrat and Helvetica. These work great for most professional presentations.

Another thing to keep in mind would be to use not more than 2 fonts in your presentation. Ensure that there is consistency in the use of fonts. For instance, all your headings should be of the same font family and font size. We recommend avoiding any special effects on the fonts especially for professional PowerPoint presentations, but that’s really a personal choice. Also, do note that the size of the font is not too small as this can make your presentation difficult to read, especially for a larger audience.

Colour scheme

In some cases, the use of your colour pallette may be restricted to the brand guidelines of your organisation. That may actually make it easier for you to choose the colours for your PowerPoint presentation as your choice is restricted. Regardless, a critical point that you may want to keep in mind while designing the slides would be to use contrasting colours for your fonts and the background. That means using colours on the opposite end of the colour wheel. This will ensure good readability of the content. Avoid using flashy colours and more than 4-5 colours throughout the presentation. This maintains consistency of your PowerPoint presentation. If you need to use additional colours, using monochromatic colour scheme would be better than using multiple colours

Images & Graphics

Graphics and images break the monotony of your PowerPoint presentation content. However, using images & graphics is great for your presentation if used appropriately and sparingly. When using images, ensure that it relates to your content. Make sure that you have the legal rights and license for using the images. It is easy to fall in the trap of using copyrighted images from Google. Copyright infringement can damage the reputation of your organisation. We wrote an extensive post on how to avoid using copyrighted images and use images from Google and other sources for free. (Read more about it – https://www.owlscape.in/can-i-use-google-images-for-my-presentation/ ) 

Similarly, use graphics only when needed. A general rule of thumb for using graphics would be when you have bullet point based content on your slides. In such scenarios, graphics will enhance the overall look and feel of your slides.

Number of Slides

Our attention span is very limited. Thus, having too many slides on your presentation is something that should be avoided. There is no fixed rule on how many slides should one have on a presentation although Guy Kawasaki’s “10/20/30 rule” ( source ) may be an exception. However, an easy way to calculate the number of slides that you should have on your presentation is to identify the total amount of time you have for delivering the presentation. Divide that by the approximate time that you may spend on each slide. The resulting number could act as a reference to the number of slides you should be looking at.

We hope that this blog was useful for you and that it helps you to create better presentations in the future. What did you think about it? Please share your thoughts in the comments below. Let us know if you have any questions or if you would like to cover some specific topics that will help you upgrade your presentation skills.

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How to Plan a Presentation

Last Updated: October 8, 2023 Fact Checked

This article was co-authored by Christopher Taylor, PhD . Christopher Taylor is an Adjunct Assistant Professor of English at Austin Community College in Texas. He received his PhD in English Literature and Medieval Studies from the University of Texas at Austin in 2014. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 227,979 times.

Presentation planning is a useful and necessary skill in the professional world as well as school. Whether you need to sell a product, or get a passing grade in your class, planning a presentation takes time and dedication. You will want to figure out the best way to construct your material, considering your audience and your presentation's message. From there, work on building your slides and materials. Assemble information in a logical order that best illustrates your point. Practice your presentation regularly before delivering it. This can help you figure out any information that should be cut or restructured.

Assembling Your Best Material

• Write down your most important points. See if you notice a key point emerging. If your audience were to take away one thing from this presentation, what would it be?
• Don't just bombard your audience with facts. Think about what these facts do for your audience. What's the point you're trying to make with the information?

• Are you trying to sell them a product, introduce them to a new idea, alter their way of thinking?
• Think about the kind of people in your audience. Do you have a tougher crowd, or do you have a group of enthusiastic people excited about what you're going to say?

• For example, if you're talking to a company about recycling program, you might discuss how corporate pollution contributes to global warming and how recycling can help the company save money. You wouldn't discuss the melting ice caps as a key point.
• Melting ice caps are a valid concern, but they are a fact or a supporting point.

• Add clarity to your argument by explaining anything the audience may not understand. For example: a brief overview of pollution's effect on climate change.
• Add authority by making connections with existing research, studies, and information. For example, you could mention the consensus in the scientific community that global warming is manmade and cite a few studies.
• Add color to your argument through visuals, like pictures and videos. For instance, you could show a chart of the amount of waste an average corporation produces in one month.

Finding a Trajectory for the Presentation

• Include the basics of introducing yourself. You can say something like, "I'm Clara Thompson from Clean Water Action, and I would like to address your company today."
• Get your audience's attention with a question or a fact. For example, you could ask: "Have you ever passed a body of water covered in green sludge and wondered how this happened? The answer may surprise you."
• You don’t have to write your presentation in chronological order. If you want to work on your main points first and save the introduction for last, you can.

• For example, you're trying to get the corporation to alter their recycling program. Start by overviewing the vast amount of corporate pollution in the world.
• Explain the consequences of this. Show how pollution contributes to climate change, then show what the corporation can do through changes in their policies.

• Common linking statements include things like, "Another important issue...," "Based on this data, you can now see..." and, "This brings me to my main point..."
• For example, "Now that I've shown you the effects of corporate pollution, this brings me to my main point. What can you do to stop it?"

• If you have any graphs or diagrams that will help illustrate your point, use them. Physically seeing information can help make your point more clear.
• You should also see if there are any videos you can include. A brief video of someone succinctly explaining an issue can shake things up a bit.
• Pictures are also nice. Each slide should have a picture related to the topic at hand.
• Make sure not to overuse graphics or visuals. Too many could be overwhelming or distracting for your audience.

• You only need one slide. Recap what your point was. Begin with something like, "As you can see..." and then briefly repeat your main point.
• A visual can help as well. Try adding one last visual aid that sums up your point. A graph or diagram would work well here.

Practicing Your Presentation

• If you're taking longer, cut some information out. You do not want to talk fast to include all information, as this can make you difficult to understand.
• For accuracy, talk in your regular voice. Do not speak too fast or too slow. You want to make sure you can fit in all information talking at a normal rate.

• Are any facts extraneous? It's great to illustrate the effects of global warming, but do you really need five examples of environmental decay? Try to cut it down to two or three.

• You should sound enthusiastic when presenting. Talk without hesitance, and don't use filler words, like "um" or "uh."
• Don't jump between topics. Use your linking sentences, and say things like, "And this brings me to the following..."
• Watch the time. Make sure your presentation isn't going on for too long.
• Watch yourself give the presentation in a mirror so you can correct any distracting movements or gestures.

• Don’t read the information off of your visuals since it could affect your engagement between yourself and the audience.

How Should You End a Presentation?

Expert Q&A

You Might Also Like

• ↑ https://www.ncsl.org/legislators-staff/legislative-staff/legislative-staff-coordinating-committee/tips-for-making-effective-powerpoint-presentations.aspx
• ↑ https://www.comm.pitt.edu/oral-comm-lab/audience-analysis
• ↑ https://columbiacollege-ca.libguides.com/presentations/planning
• ↑ https://extension.oregonstate.edu/sites/default/files/documents/10551/partsofapresentation.pdf
• ↑ https://emedia.rmit.edu.au/learninglab/sites/default/files/Oral_presentations_signalling_2014_Accessible.pdf
• ↑ https://www.indeed.com/career-advice/career-development/how-to-conclude-a-presentation
• ↑ https://www.nottingham.ac.uk/studyingeffectively/preparing/presentations/delivering.aspx
• ↑ https://www.gvsu.edu/ours/oral-presentation-tips-30.htm

About This Article

To plan your presentation, start by spending 5 to 10% of your time summarizing your research and linking it to a main point. A good way to start is with a key question or fact. Then, follow this summary with your research and work, which should take up 60 to 70% of the presentation. This is the body of your presentation, and should be made up of 3 key ideas which lead to your main point. Keep reading for our reviewer’s tips on how to organize the body of your presentation! Did this summary help you? Yes No

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How to Prepare for a Presentation: Your 9-Step Guide to a Successful Presentation

Table of Contents

Say you walked into your office on Monday morning, and your boss tells you that you need to prepare a presentation for Wednesday. Now your head is spinning, because you are not sure where to start and how to approach your subject and present it to the team in a fun and informative way. But don’t sweat, we have all been there. 

That’s why we have assembled a complete guide that will help you: 

• Make a compelling presentation,
• Deal with public speaking and anxiety, 
• Put together great visuals to keep your audience focused, and
• Understand what makes the presentation and the presenter stand out. 

So let’s take it from the top, and start with a simple explanation of why we need presentations.

The role of presentations in the business world and why are they important

The business world deals with facts, numbers, and statistics on the daily basis. When you spend your days with your eyes glued to the infinite spreadsheets and never-ending blocks of text, it can be very useful to break out of the mold with a fun and informative presentation.

So, why are presentations so important in business? 

We use presentations as a tool in business to educate, inform or persuade our audience. Presentations can help you showcase your: 

• Work, 
• Research, 
• New products to a wider audience in an entertaining and informative way .

Some examples of good business presentations can be seen by big companies such as Apple when they are introducing a new product or new features to their software. In their presentations or events, Apple showcases glimpses of their new products, focusing on new features and designs that will interest their consumers in buying the product. 

Additionally, they completely envelop their in-house and online audience in a spectacular show, along with their main presentation. This gives their consumers a sense of importance and value.

However, delivering presentations is no easy task, because a lot of people suffer from stage fright or public speaking anxiety, or simply, they don’t know how to prepare for a presentation in the first place. 

Let’s first examine what stage fright is and what can you do to ease your anxiety before presenting.

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Helpful skills that will take your presentation to a new level

A presentation is a tool that we use to deliver an idea or information in a compelling and persuasive manner. But to deliver a great presentation, and to be a good presenter yourself, you need to have a few skills that are linked to presenting. 

Let’s take a look at some of them. 

Skill #1: The ability to connect with the audience

The first presentation skill that you need to have and work on is the ability to connect with your audience. What we mean by that is that you need to take into consideration not only the material you will be presenting but also the demographic you are adhering to. Ask yourself what generations will be attending your presentation and what you want your audience to take from your presentation. 

Once you have answered those questions, you can try some of these simple and generic ways to connect with any audience: 

• Keep eye contact with your audience.
• Share a few smiles with your audience.
• Give out a few handshakes.  

Skill #2: Maintaining audience’s attention

When we get overly excited about a topic or we have a lot to say on the subject, sometimes we tend to overexplain — which causes our audience to lose focus. 

So, when you catch yourself giving your audience an information overdose, a smart thing to do is to take a breather and slow down . Not everything needs explaining. To make sure that you don’t get carried away, we suggest that you structure your presentation to a T , so you know exactly what you want to convey.

Moreover, be aware that the human attention span has decreased in the last decade. According to psychologist Neil A. Bradburry and his research paper ‘Attention span during lectures: 8 seconds, 10 minutes or more?’ , lecturers have similar problems as presenters, such as:

• Losing the audience’s attention,
• Not delivering the material correctly, and
• Being too entertaining or not entertaining enough.

His research showed that students were engaged in the first 10-15 minutes of the lecture, but their interest after the initial 15 minutes decreased. 

Bradburry states that “ even the most interesting topic can seem uninteresting if presented in a dull manner ” . Therefore, avoiding overexplaining is a great first step to making sure you are not boring your audience.

Skill #3: Storytelling

If you want to avoid leaving a dull impression, storytelling is a skill that can be a meaningful asset to your presentation. 

To incorporate storytelling into your presentation you need to tell a compelling story out of your material , while still sticking to your facts, ideas and goals. It captures audience members’ attention and helps them have an easier time following your presentation. 

For example, you can use personal stories or anecdotes that support your material. And to make a story compelling, remember to be specific and to make the story as vivid as you can.

Here is what, Amanda Nell Edgar , a Ph.D. in communication, had to add on this topic: 

“If the tip, trick, idea, or story doesn’t help your audience to understand and implement that main idea, cut it.

Replace those cut pieces with things that will help your audience understand and implement. Examples are always appreciated. So are stories, particularly if they’re funny or inspiring. Words of caution also help — share the top mistakes they’re likely to make as they try out your advice for the first time. But no matter what, everything you include should help reinforce that one thing you want to share.

It seems overly simplistic. But when you’re an expert, it’s easy to forget that others are beginners. Your audience needs you to simplify, so choose one thing and lean into it.”

Skill #4: Diction and pronunciation

Remember Eliza Doolittle? She is a fictional character in the play ‘Pygmalion’. If you remember the plot, Ms. Doolittle had a problem with her accent and the way she pronounced her words, which people gave her a lot of trouble for. But luckily for her, she had help, and with training and practicing, her accent and her pronunciation became proper and polished in no time. 

What can you take from this story? Well, diction and pronunciation are everything. While we do suggest that you use everyday English when you are presenting rather than formal English, you should also work on how you say words and not just which words you say. 

One way to improve your diction and pronunciation is to practice, practice, practice.

Skill #5: Body language

Body language and non-verbal cues can help you a lot in delivering a great presentation. While you should still focus a larger part of your energy on your words and your speech, don’t forget about your body language. 

When you step on that stage or in that meeting room, your audience will expect someone who looks confident and knows what they are talking about. 

You can use some of these body language tips to demonstrate confidence: 

• Stand tall, 
• Use calm hand movements when you speak, and
• Maintain eye contact.  

Even if you don’t feel like that person at the moment, working on your body language can help you get there in no time.

How to use technology to your advantage when making a presentation?

We live in the new-tech age, and while technology can be scary and overwhelming, it can be of great help when used right. 

For example, putting up a summary of every point you make on a bigger screen behind you is a wonderful way to help your audience keep up with you. 

But, technology nowadays can be used in many more ways in presentations than just using a big screen. 

To break down monotone blocks of text and make sure you keep your audience engaged and focused, you can use different visuals such as:

• Sound effects,
• Graphs, 
• Illustrations, and 
• Photographs.

With technology, you can bring your presentation to life. But the trick is to use it in doses and not let glamour overpower your ideas. 

Hence, in the next paragraph, we will be discussing whether visuals are truly helpful or are they distracting.

Tip #1: Use visuals in moderation

Using visuals in your presentation is a no-brainer, correct? But maybe you should slow down and think about what kind of visuals you are adding to your presentation. While we do agree that visuals can be very helpful to your audience and to you when you are trying to illustrate your point, sometimes we can get carried away. 

Everything is good in small doses, and visuals are no different. So, to avoid your visuals taking over and stealing the show, you should: 

• Disperse them throughout your presentation.
• Only include visuals that help you prove your point or move your story forward.
• Add graphs if you are dealing with numbers. 
• Add illustrations to simplify your point and make it more comprehensible.

Some say that even the text you display is a visual, but since the text on slides is essential to every work presentation, we excluded it from the list above. 

At the end of the day, visuals are aids and are here to push your idea closer to your audience, and here, less is more.

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Tip #2: Utilize templates

Using templates is easier than making your own slides from scratch. 

When you are using, for example, PowerPoint layouts and templates for your presentation, the important thing to remember is to not go crazy with it. The advice here to remember is to stick to one theme and not change the layout of your slides with every slide. Doing this can be confusing to your audience, and in the end, they might pay attention more to the screen behind you than to you or your words.

Tip #3: Share screen during virtual meetings

Technology helped us evolve in a lot of different ways, and when it comes to presentations, we can now utilize virtual meetings or presentations in our work and cut out the physical reality completely. 

This can be done via e-conferencing tools. We can make a presentation, and instead of physically going into a meeting, we can share our screen during a video meeting and present, for example, from our home. 

The great thing about e-conferencing is that we can also share important files immediately with our audience or teams. Team communication apps like Pumble can also have a great feature for video conferencing and for any file sharing that is needed during those conferences.

How to overcome stage fright

If you have ever stepped on a stage and been blinded by the lights or frightened by the many pairs of eyes in the audience, you might have experienced stage fright. 

Stage fright is, by definition, a feeling of nervousness before or during an appearance before an audience. However, knowing what stage fright is not the main problem here — it’s overcoming it. 

Tip #1: Change your mindset

So, what can help you overcome stage fright before a big presentation?

According to the Anxiety and Depression Association of America , there are quite a few things you can do to help you overcome your stage fright: 

• Remind yourself that it is okay to make mistakes and that perfection is unattainable and overrated. 
• Visualize your success .
• Reduce your self-doubt to a minimum by forbidding yourself from letting negative thoughts take over. 
• Forget about yourself, and focus on the topic and information you will be sharing . Remind yourself why you are doing this in the first place.
• Stop trying to scare yourself with worst-case scenarios . Instead, when those thoughts arise, replace them with calming thoughts or mental images.
• Connect with your audience with eye contact and reassuring smiles , and try to think of them as friends.

As you can see, the key is changing your mindset and looking at the situation from a different angle. Next time you have a big presentation coming up, try out some of these tips and see if your anxiety levels drop.

Tip #2: Don’t over-correct your behavior on stage

Sometimes when we feel overwhelmed, scared, and nervous before a meeting or a presentation, we research how to calm down or how not to appear nervous on stage. The answers that we find are usually very helpful, but overindulging in some of them can be more hurtful than helpful to our performance. 

In this paragraph, we want to talk about how not to over-correct our behavior on stage.

But, what do we mean by that? 

Over-correction means fixing a mistake or an error too much, and it usually happens when a certain way of our behavior is deemed inappropriate. 

For example, if we are worried that our material is dull or not engaging enough, we might try to be overly entertaining by putting on a show to keep the audience engaged. And that over-correction usually leads to our performance overshadowing the material, instead of the two working together. 

When we realize we approached a topic or a problem wrong, we naturally overcorrect. So if you think that your body language is too stiff, you shouldn’t become too aloof or relaxed to fix that. 

Being aware of your behavior or body language on stage, for example, is helpful. But overthinking is where you should pull the breaks.

Tip #3: Remember it is okay to be nervous

Feeling nervous or worried about your presentation is a natural and normal human response. You shouldn’t feel guilty or feel less worthy as a presenter if you get stage jitters. 

One way to ease your anxiety is to accept your feelings and do some calming exercises or rituals, such as: 

• Meditation 
• Breathing exercises 
• Walking exercises
• Getting creative 
• Listening to music

Moreover, be kind to yourself, and remember that it is human to make mistakes. There is nothing wrong with you making an honest mistake such as stuttering for a moment or forgetting which point comes next. 

The best thing to do is to forgive yourself and move on. 

9-step guide to help you deliver a great presentation

Now that we have covered why we should use presentations in the workplace and what are some of the best skills to have when presenting, it’s time to look at our 9-step guide on how to turn yourself into a confident presenter.  

Step #1: Do your research

The first thing you do when you need to make a presentation is to think of a topic, a subject, an idea, or a problem to discuss or solve. Usually, that first step, ‘think of a topic’, is done by our superiors who gave us the topic. So, if you already have that all figured out, feel free to skip the first part of this step.

The next logical step is research. Whether you are or you are not informed on your subject, research is crucial . 

While you are doing your research and organizing your opinions and main points, take notes of what you want to say. In other words, make outlines and drafts . You should also dive into your research with the assumption that your audience knows nothing about your subject. This assumption will help you to not overlook important details or omit information only because you deem it as ‘common sense’.

Step #2: Create a structure

A lot of people have trouble reflecting their knowledge onto others, and that is because they tend to learn their material by heart, which can be tricky. When we learn by heart, we memorize everything word for word instead of understanding the gist of it and saying it in our own words. 

If you fill up your mind with every little detail from your presentation, there is a chance that you will get confused or, plain and simple, suffer from your memory blanking. 

Instead, you can structure your speech as a story. Or, in other words, make sure you have:

• An introduction, 
• A plot point or a main point, and 
• A conclusion . 

That way, it will be easier to follow your own train of thought.

If you are having trouble with how long your presentation should be or how to structure your slides, there are rules that you can follow. 

The 5-5-5 rule 

The 5-5-5 rule states that you shouldn’t use: 

• More than 5 words per line,
• More than 5 lines per slide,  
• More than 5 text-heavy slides per presentation. 

With this rule, you make sure that your audience isn’t overwhelmed or spending too much time reading the screen behind you. 

The 10-20-30 rule 

The 10-20-30 rule was introduced by Guy Kawasaki, and it states that your presentation shouldn’t:

• Have more than 10 slides per show,
• Last longer than 20 minutes, 
• Use less than 30 point size for your font.

This rule will help you find your margins, so you don’t let yourself ramble on and waste time, but rather get straight to the point. It also makes sure that your presentation is accommodating to everyone in your audience. 

But before you adjust your point size, check to see if your text is readable even from the back rows. 

Here’s what an author and speaker, Barry Maher, had to say about these rules: 

“Use few slides and fewer lines of text per slide. Anything you write there (on the slides) will be read before you get to it and if people are reading PowerPoint, they’re not focusing on you or listening to what you say.

NEVER simply read dense PowerPoint slides to your audience. Almost all of them can read, quicker than you can read out loud. If you’ve put your entire presentation — everything — onto your PowerPoint slides, give people a break: send them the slides and skip the presentation.”

Step #3: Ask yourself “Why should they care?”

With every topic comes great responsibility — and that is to relay your knowledge to your audience. But, how can you make sure that your presentation is giving each of the audience members enough information? 

You can start by asking yourself, why should your audience care about your topic ? Your approach to the subject should be in line with the level of knowledge of your audience. 

Also, consider what type of audience is attending, so you can adjust your choice of words according to their knowledge. Keeping it simple and coherent will do your audience a favor, and they won’t struggle to keep up with you.

Additionally, when you are adjusting the language in your presentation, also see if any of the information you put down needs further explanation. 

When you have this advice in mind, your whole point of view shifts, from being a performer on stage to being one of the audience members.

Step #4: Assume your audience knows nothing

If you assume this is the first time your audience is coming into contact with this information and you dive into your presentation with this attitude, it will help you to make sure that none of the ‘basic’ information isn’t left unsaid or unexplained. 

At the end of the day, you are trying to convey your message to your audience, and your main goal should be for them to leave the auditorium with a new piece of knowledge. 

So, to ensure you reach your goals, start with the assumption that your audience knows nothing about your subject.

Step #5: Go slow

Getting excited or nervous during a presentation can affect our speech. So try to remember to pace yourself , and take a moment to breathe. If you go slower, you won’t skip any points that you wish to make, and you will seem more calm are collected.

Step #6: Don’t let the slides overpower what you have to say

It is easy to write everything down on your slides, so you can take a look from time to time during your work presentation as a reminder of what you wanted to say. But overwhelming your audience with too much text will make them shift their focus from you to the slides so that they can read them in time. 

Keep in mind that the main act of your presentation is you, because you hold all the knowledge , and you are the one delivering it. So if you do need a few reminders on some complicated points, you can make flashcards and notes that will keep you on track. To remind you, the 5-5-5 and 10-20-30 rules we mentioned earlier can be of great help here.

Here’s what author and speaker, LB Adams, had to say on the subject: 

“The audience is there because of you and your expertise. Slide decks shouldn’t be used to give giant chunks of information, they’re the sprinkles on your knowledge cupcake. Why would you want people to stop paying attention to you and start reading while you’re speaking?

Use a slide deck to: 

• Emphasize a point you’re making, 
• Reinforce your ideas, or 
• Add color and texture to the presentation. 

The deck is never more important than the speaker.

Technology often fails or doesn’t work in quite the way we need it to in the moment. The best way to deliver a killer presentation is to know your material. Everything else is just…frosting.”

Step #7: Practice makes perfect

One thing that a lot of experts suggest when prepping for a presentation is to practice relentlessly . Here is what can help you practice: 

• Record yourself going over your presentation, so you can see what you are doing wrong. 
• Go over your presentation in front of a friend or a colleague and ask for an opinion. 
• Read everything you write aloud and be vocal. 

The more you practice, the more ready you will feel — and when you feel prepared, your nerves will ease up on you and let you deliver your presentation smoothly.

Step #8: Grab the audience’s attention with suspense

A great way to grab your audience’s attention and pull all the focus on you is to take a break. 

Let us explain what we mean by this. 

When you get on stage or as soon as you are introduced to the stage, pause for a minute, take a deep breath, and let the anticipation build . 

This will allow everyone to settle and revert their eyes back on you. Their interest will peak and they will be curious about what you have to say.

Step #9: Set yourself up for success — positive thinking

If we expect to fail, most likely we will fail. 

So, instead of drowning yourself in self-doubt, try to spin your point of view and replace every negative thought with an affirmation . 

When you feel a negative thought or emotion creeping in, switch to a positive thought and watch yourself blossom with confidence. 

Here is what a communication coach Ashira Prossack had to say on this topic: 

“By visualizing yourself delivering an effective presentation, you can build confidence and create a sense of familiarity with the material. This can help to reduce anxiety and make it easier to stay focused and present in the moment during the actual presentation.”

How to open your presentation: an attention-grabbing opener

How you open your presentation sets the tone for the rest of your performance. 

Most people would start off with a salutation and an introduction and then go into explaining the summary of their presentation. 

While that is not the forbidden or wrong way to start, you can still lose a lot of the audience’s focus this way. 

Additionally, you should take note of your voice, tone, and body language. So, a big no would be: 

• Slump shoulders, 
• A meek voice, and 
• Stiff body language. 

Instead, you should show confidence and speak with a clear and strong voice.  

Now that you know what to avoid, here is what you should embrace — opening with: 

•  A quote, 
•  A statistic, 
•  A relatable story, 
•  The problem you will be resolving, and 
• Enthusiasm. 

Remember that if you seem happy to be up on that stage, your audience will be happy to hear you out.

When you have grabbed the audience’s attention, you can: 

• Introduce yourself , 
• Deliver a short summary of your presentation, and 
• Organically transition into your presentation.

How to close your presentation

The usual way of closing a presentation is by asking whether anyone from the audience has questions. 

While that is still a valid option, sometimes it’s great to mix it up by rephrasing your closing statement. 

This is because most of the time people shy away from asking questions . 

So, if you rephrase the usual ‘Does anyone have any questions?’ into ‘ Are any thoughts coming up after taking in all this information? ’ or ‘ Is there anything that needs clearing up?’, your audience will feel more comfortable sharing their thoughts and concerns. 

Since these are less direct requests, it helps the audience feel included and lets them know that their opinion is valued.

Whether you had the pleasure of getting a question from the audience or not, we’ll now examine how you can handle those questions.

How to approach and handle audience questions 

While prepping for your presentation, take some time to think about what the audience could ask you after or during your presentation — anticipate the questions . 

To do that, first, inform yourself about what type of audience will be attending.

Second, make sure you know your material through and through, so you can prepare answers.

If you don’t want to be caught off guard, you can take a breather during your presentation to check if anyone has questions. This way, you’ll avoid being interrupted. Also, you won’t have to leave time for audience questions at the end. 

If you do get interrupted, kindly remind your audience that there will be a dedicated time slot for questions at the end.

Moreover, you can repeat the question back to make sure you understood correctly and give yourself a few more seconds to think about your answer. 

Saying “ I don’t know” or “I am not sure” affects your credibility and looks unprofessional. Instead, if you are not sure of your answer, you can always invite the audience to chime in with their opinions and help you to form your answer. 

If you cannot answer the question on the spot, you can ask to get back to the inquirer after researching and let them know the answer personally via email.

If there are no more questions interrupting you, get back to your topic using phrases like “moving forward with our topic” or “getting back to…”.  

What to do on the day of your presentation

Before the day of your presentation, it’s crucial that you have a good night’s sleep , preferably 7-8 hours. 

Ideally, if you have prepared thoroughly, anxiety shouldn’t keep you up at night. 

To feel better about yourself, pick out a power outfit that will make you feel more comfortable in your own skin and boost your confidence.

Moreover, it’s important to have a healthy, filling, but light meal, to ease your nerves. Also, make sure to hydrate.

Next, you should revise your text, your materials, and your plan for delivering the information .

Try out your performance two or three times before your presentation. Bonus points if you can practice on the stage or in the meeting room where you will be presenting.

Do activities that normally calm your nerves, such as meditation or enjoying a cup of tea.

Most importantly, have faith in yourself and keep your negative thoughts at bay with a serotonin boost. Serotonin is a natural ‘feel good’ hormone, and if you incorporate things and activities that make you feel good in your day-to-day life before your presentation, you are sure to get that boost we mentioned. 

Lastly, make sure to warm up before your presentation with simple speech and physical exercises such as:

• Stretching 
• Tongue twisters 
• Arm swings 
• Face warm-ups 
• Practicing pronunciation of different words
• Deep breathing
• Humming and chanting 
• The hero pose 
• Pretending to chew 
• Tongue trills

Exercise #1: Stretching

Stretching or doing simple yoga exercises can help you not only to relax mentally but also physically. 

Keeping yourself flexible will ensure that your body language comes across as more natural instead of forced or rehearsed. 

Exercise #2: Tongue twisters

Tongue twisters are sentences that are harder to pronounce correctly and coherently, but they make a great speech exercise that will help you to keep your tongue from getting tied up. 

Here are some of the tongue twisters you can try out: 

• Frivolously fanciful Fannie fried fresh fish furiously. 
• Give papa a cup of proper coffee in a copper coffee cup.
• Seventy-seven benevolent elephants.
• Which witch switched the Swiss wristwatches?
• She sells seashells by the seashore.

Exercise #3: Arm swings

Along with stretching, you can try a few ‘arm swinging’ exercises, which will help you warm up your arms and hands before delivering a presentation. 

Since a lot of people use hand gestures when they speak, these exercises can be very helpful.

Exercise #4: Face warm-ups

Face warm-ups are vocal exercises that help you relax your facial muscles and prepare them for the extent of speaking you intend to do. 

Some examples of face warm-ups are: 

• Relaxing your jaw, 
• Opening your mouth in an ‘O’ shape but pronouncing the ‘E’ sound, and 
• Relaxing your tongue.

Exercise #5: Practicing pronunciation of different words

While tongue twisters are one way to help you perfect your pronunciation, you can also practice on your own material by keeping note of your tone and of more difficult words to pronounce. 

Keep going over your text and materials aloud, and see if any words are giving you a hard time. Those are the words you should be practicing the most.

Exercise #6: Deep breathing

Deep breathing is an exercise that will help with your nerves the most. 

So, make sure to take deep breaths, and remind yourself that simple inhaling and exhaling can be very helpful for your anxiety. 

Here’s an extra tip to open up your lungs even more: lift your arms above your head when you are inhaling, and lower them back to their natural position when you are exhaling. 

Exercise #7: Humming and chanting

Vocal cords are muscles, and just like any other muscle, they can atrophy if they are not being used. 

To avoid experiencing a voice crack or a complete loss of your voice, practice humming and chanting. 

Sounding out simple sounds such as ‘mmm’, ‘omm’, or ‘amm’ is a practical way to warm up your vocal cords. 

Exercise #8: The hero pose

The hero pose is a popular exercise that can help you boost your confidence. 

To complete this exercise, stand with your legs apart, with your hands on your hips and your head held high, and hold this position for five minutes. 

The point of this exercise is to give you a sense of importance and to help you feel more confident in a matter of minutes. 

Exercise #9: Pretending to chew to loosen up your jaw 

Another helpful exercise is to just chew. 

You can move your jaw around, pretending to chew to further help your pronunciation. 

This exercise relaxes your jaw and mouth, which makes it easier to form words.

Exercise #10: Tongue trills

While tongue twisters use vowels, consonants, and words as their form of exercise, tongue trills are introducing movement in the place of vowels. 

Instead of speaking, tongue trills use the flow of air to create vibrations in the lips, and tongue while also introducing different movements to loosen up the jaw and the mouth. 

For example, you can do a tongue trill and right after you can read a sentence from your presentation aloud. You can do this exercise throughout your texts, and you will notice a change in your voice pitch.

A few extra tips to make your presentation stand out 

There is nothing wrong with going the extra mile to make sure that your presentation is the best it can be. So, what can you do to exceed everyone’s expectations? 

Here are our few extra tips to make your presentation stand out:

• Bring physical visuals if you can — Do not limit yourself to only visuals such as slides. If your topic can be illustrated with 3D objects that you can show to your audience, don’t shy away from it.
• Accommodate to your audience — For example, if you know that you will have hard-of-hearing people in your audience, print an info pamphlet so it’s easier for them to follow. 
• Check your equipment before you start — If you check your equipment before your presentation you will lower the chances of something malfunctioning and therefore derailing your presentation. 

Keep in mind that your audience is still made up of individual humans. 

If you go the extra mile to show them that you appreciate their presence and that this presentation is not another chore to you, but a privilege, they will show their appreciation too.

Wrapping up: Your attitude can make or break your presentation

There is a big difference between presenting and reading off of slides. Since anyone can put together a PowerPoint presentation, it is up to you to make sure you stand out from the crowd. Let’s revise some of the tips we mentioned:

• Research is your best friend when prepping for a presentation. 
• Practice makes it perfect, and the more you do it, the easier it gets. 
• Everyone gets nervous, so don’t be too hard on yourself. 
• A great attitude and positive energy can contribute a lot. 

Now that we have shared our simple guide on how to prepare for a presentation, it is up to you to make it or break it. 

✉️ What is your way to a perfect presentation? Will you try out any of our tips? 

Let us know what your take on presentations is and how you prepare for one via [email protected] and we might include your answers in this or future posts. If you found this article helpful, share it with someone who would also benefit from it.

Secure, real-time communication for professionals.

Jana Pavlovic is a communication author and researcher. She enjoys educating herself and others on various team collaboration and technology topics. She found that working from home in a hybrid-type company is her perfect combination for work-life balance, and she’s eager to share her new-found knowledge with you.

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5 Factors That Must Be Considered When Preparing for a Presentation

Master the art of impactful presentations with our guide on the top 5 essential factors to consider during preparation, ensuring effectiveness and audience engagement. Presentations can be nerve-wracking, but they don't have to be. With the right presentation tips, anyone can learn how to prepare a presentation that is effective and engaging. In this post, we'll discuss the 5 factors that you should consider when preparing for a presentation.

Key Takeaways:

• Understand your audience's knowledge level and interests for a tailored approach.
• Clearly define your central message to maintain focus and clarity.
• Utilize appropriate visual aids to enhance understanding and retention.
• Practice your delivery for confidence and effectiveness.
• Time your presentation to fit within the allocated slot.
• Bonus: Leverage an AI presentation maker like Sendsteps.ai for efficiency.

Tip 1: Understanding Your Audience

The first step to preparing for a presentation is to understand your audience. Who are they? What do they already know? What do they want to learn? By understanding your audience, you can tailor your message to their interests and needs.

Tip 2: Defining Your Message

Once you understand your audience, it's time to define your message. What do you want your audience to take away from your presentation? What key points do you want to convey? By defining your message, you can ensure that your presentation is focused and effective.

Tip 3: Choosing the Right Visual Aids

Visual aids can be a powerful tool in any presentation, but it's important to choose the right ones. Consider using charts, graphs, images, or videos to help illustrate your message. Just be sure to keep your visuals simple and easy to understand.

Tip 4: Practicing Your Delivery

No matter how well you prepare, delivery is key to an effective presentation. Practice your delivery until you feel confident and comfortable with your material. Consider recording yourself or practicing in front of a friend to get feedback.

Tip 5: Timing Your Presentation

Finally, it's important to time your presentation. Be mindful of the time assigned to you and make sure that your presentation fits within that time frame. You don't want to run out of time or go over your assigned time.

Bonus Tip: Use an AI Presentation Maker

Preparing a presentation can be time-consuming, but it doesn't have to be. Consider using an AI presentation maker to streamline the process and make it 10x faster. With an AI presentation maker like Sendsteps.ai(/en/ai/), you can create an effective presentation in no time.

To gain further knowledge about AI, check out our latest blog that offers tips and tricks for crafting presentations using AI.

In conclusion, preparing for a presentation requires careful consideration of your audience, message, visual aids, delivery, and timing. By keeping these tips in mind, you can create an effective presentation that engages your audience and leaves a lasting impression. And don't forget the bonus tip - an AI presentation maker can make the process even easier and more efficient.

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What are the crucial factors to consider when preparing for a presentation.

When preparing for a presentation, it's essential to understand your audience to tailor your content, define a clear message to maintain focus, choose effective visual aids to support your points, practice your delivery for smooth execution, and time your presentation to fit the allocated duration. Additionally, using an AI presentation maker like Sendsteps.ai can significantly streamline the preparation process, making it more efficient and effective. By focusing on these key aspects, presenters can create engaging and impactful presentations.

How to effectively balance visual elements and text in a presentation?

Balancing visual elements and text in a presentation involves ensuring that visuals complement the spoken or written content without overwhelming it. The visuals should aid in illustrating key points and concepts, while the text provides necessary explanations or details. This balance helps in keeping the audience engaged without causing information overload.

What are some common mistakes to avoid when preparing a presentation?

Avoiding common mistakes in presentation preparation typically includes steering clear of overly complex or cluttered slides, excessive use of animations or transitions, and inadequate rehearsal. Presenters should also avoid making the content too dense or failing to tailor the presentation to the audience's needs and interests.

How to engage and maintain the audience's attention throughout the presentation?

Engaging and maintaining audience attention in a presentation can be achieved through various strategies. Interactivity, such as asking questions or using audience response systems, helps keep the audience involved. Storytelling, relatable examples, and a clear, enthusiastic delivery also play crucial roles in keeping the audience interested and focused throughout the presentation.

Anouk Baltus

Anouk’s passion for presenting started when she was very young: from voluntarily giving presentations in primary school to winning a speaking award with a self-written and presented speech. This adoration comes to life while working for Sendsteps. A passion for giving and writing speeches turned into writing blogposts about these subjects to help others find their passion in presenting.

5 Steps in Preparing a Presentation

If you have to prepare a presentation but do not have enough experience in this matter, you found this article at the right time. 

Preparing a presentation may seem easy, but there are quite a few points that are very important to consider when designing and creating slides. 

We have collected the best recommendations to help you make your presentation more harmonious, useful and memorable. 

In this article, we will also tell you what should you avoid in any case, and this will help you avoid mistakes and possible misunderstandings with the audience. If you are ready to absorb information, then let’s not delay!

Planning Your Presentation

A presentation is considered successful only if it entirely covers the purpose of the project and can convey precisely what the author planned to share with the audience. 

For this, both the slides’ shape and the content are essential. For your presentation to be thoughtful, structured and understandable, you should start with planning. Several essential steps are included here, which we will discuss in detail.

Step 1. Analyze your audience

Audience analysis is essential. You need to precisely understand who you will interact with and for whom you will provide information. 

Try to find out more about the values of your audience, their social status, worldview and attitude towards your topic. 

By educating yourself on these subjects, you will understand the tone of your presentation, what topics you can avoid, and what issues you must focus on.

Step 2. Select a topic

You must clearly formulate and present the topic of your talk. 

This should be a specific sentence, preferably small in size, but accurately describing what will be discussed. 

You should avoid unclear topics and add only specifics and essential aspects of the topic and its description.

Step 3. Define the objective of the presentation

After you have formed the topic of your talk, it is essential to define its purpose. It includes determining the overall meaning of your presentation and why you are speaking about it.  

You need to understand what thoughts or ideas you want to form in the mindset of your listeners and viewers. 

Clearly and briefly formulate this objective in one sentence. It will help you find the right tools to achieve this goal.

Preparing the Content of Your Presentation

After going through the first three points of this step-by-step instruction, you will already roughly understand what kind of content should be in your slides.

But a rough understanding is just the beginning. The content should also be high-quality, useful, informative and up-to-date. To bring all of these four factors together, let’s move on to step 4.

Step 4: Prepare the body of the presentation

The most critical factor in a presentation is its main part. Here you should collect all the studied data, connect the topic and the goal, and important content such as:

• Data and hard facts that support your ideas
• Quotes and direct speeches of famous experts on your topic
• Description of personal research or experience
• Illustrations, graphics and visualization of your words
• Bright accents and interesting facts on your topic

While you select all the necessary information, try not to oversaturate the presentation with complex concepts and make sure to explain your points clearly. 

So, make sure that the audience does not get tired and lose interest. Try to switch the audience’s attention to something else if you feel this might happen.

You must also pay attention to the visuals. Choose nice colors, interesting and readable fonts, combine text slides and pictures and stick to the same style throughout your presentation.

This will significantly help your templates for future presentations. For example, on the MasterBundles platform, there are countless templates, and you can definitely find an option suitable for yourself. 

Also, this resource is pretty useful because you can find templates for any topic and specialized field, be it design, real estate or jurisprudence. Stylish designs will not leave anyone indifferent.

Step 5: Prepare the introduction and conclusion

Not only is the main body worth paying particular attention to, but also you must also pay attention to the two pillars of your presentation: the introduction and the conclusion. 

There is an opinion that this part of the presentation should be deposited in the minds of the audience the most. In the introduction, you should describe what you will discuss while at the same time engaging the public. 

You can start with a joke or a small greeting to relax people and encourage them to take in further information. 

In your conclusion, it is worth summing up everything you have said before, highlighting a few basic thoughts and ensuring that everyone understood your information the way you wanted to present it. 

Practicing and Delivering

After your presentation is ready, it is crucial to understand how to present it and describe specific facts. To do this, you need to move on to the final step that is practicing. 

Step 6: Practice delivering the presentation

Having spent a considerable amount of time and effort on preparation, you can quickly, in one stroke, lubricate your whole work by checking if the speech is incorrect or not of high quality. Many will consider this a useless item, but we think otherwise. 

By having such a “rehearsing” of the main show, you help yourself eradicate many speech defects and repetitions and possibly remove unnecessary and useless information. 

And of course, you will feel much more confident, which means that others will be able to feel this confidence. Here’s some advice, which can help you make your presentation more relevant:

• It is not necessary to completely read what is written on the slide with accuracy – describe it in other words.
• Create a separate outline for yourself and focus on it during your presentation.
• If you rely on your memory and do not want to use the tools at hand, then be sure that you are 100% guided by the topic.

These small but important tips will help you create great material and powerful performance. Follow all points carefully, and your success will be impossible to dispute.