presentation tips

presentation tips

Effective Presentation Techniques

1. Introduction

This paper is organized into four major sections and an appendix. Much of the same material is treated in PQ Systems’ one-day presentation data analysis course. This paper cannot provide the practice necessary to master these techniques, but it can serve as a workbook for those who have taken the course. It also serves as a refresher and quick reference for those who have already mastered the material. Section two of this paper establishes some general guidelines for designing and delivering an effective presentation. This is followed by three sections, each focused on a different element of presentation: preparing the content, design, and delivery. The material progresses from simple to more complex, so that one might begin to apply this material even without reading the whole paper. The detailed examples can provide insight into the potential ways these techniques might be applied to your specific situation. Forced to make a complex presentation on more than one occasion, the author uses a single ongoing example to illustrate data preparation and presentation. This example will be used to illustrate different points throughout the paper. The paper concludes with a summary and an appendix recapping the essential “to do” lists.

The higher you move up the organizational hierarchy, the more important it is for you to have your facts at your fingertips. Data that might have seemed sufficient when exchanged with peers can seem too superficial when addressed to higher-ups. It is not only your depth of knowledge that is under scrutiny, but your verbal and nonverbal communication skills. The same PowerPoint presentation that got you kudos in that all-day meeting may not get an equally favorable reception when presented to VPs or CEOs. Now they are looking for greater depth of understanding, more logical structuring, and greater adaptability in addressing both content and their reaction to it. This is a presentation, in the sense that we are using the term, that ranges from a preliminary proposal to a venture capitalist on through a review of an R&D project with higher management. Though a similar logic applies to presenting in a sales situation, or teaching a class, we will confine our focus to the internal company situation.

2. Preparing for a Presentation

What exactly are you going to say? – The main aim is to state this in clear simple terms. This will be your basic outline to keep you on track. This is further developed with the construction of storyboards and flowcharting, which will be talked about in the building stage of developing a presentation.

Allora Wenger suggests that you should prepare about two minutes of speaking for every slide, but as this is dependent on the content, you should probably spend longer. If it is an informal talk that doesn’t have a time restraint, a general guide could be to write a minute of speaking for each slide. If it is a teaching presentation, he also suggests using a plan similar to a ‘lesson plan’, marking down what will be done at each stage. This will help you to stay on track during your presentation and to know when to move to the next point.

How long should the presentation take?

If you know that the audience knows absolutely nothing about the subject matter, you may have to work harder at making an intelligible presentation. If you know that a certain fact or piece of information is common knowledge to most of them, you can skip those bits out. By knowing your audience and their current familiarity with what you will present, you can determine how much and what they need to know.

What do they already know about the subject?

Keep the purpose of the presentation clear in your mind. Are you trying to persuade someone to your point of view? Are you simply giving information? Are you telling a room full of people about a great new idea to get everyone to work together on a new project? Whatever the reason, keep it at the forefront of your mind throughout, as it will help to keep you on track. If you are unsure of its purpose, then most likely the audience will be too.

What is the purpose of the presentation?

Before you start preparing a presentation you need to consider the following:

2.1 Getting Organised

Remember you should generate text only for section “2. Preparing for a Presentation”.

3. Delivering a Compelling Presentation

3.5 Practice – if you are well prepared and have a good knowledge of the material you are presenting, you are far more likely to be able to engage an audience. A smooth, confident presentation will hold attention better than a hesitant one, and you can also refine the other delivery techniques you plan to use.

3.4 Engagement of audience – involving the audience can be a high-impact means to get your point across. This is a two-way process – asking questions on the topic you are discussing will encourage people to think about it, and a debate or discussion can further this. A more passive audience might respond well to a well-timed anecdote or humorous statement.

3.3 Body language – this is an often overlooked but crucial aspect of communication. Maintaining good eye contact with your audience is vital if you are to engage them, and ensuring that your facial expression and gestures are suited to the point you are making will make your talk more compelling.

3.2 Use of resources – presentation of written material, such as handouts or slides, is a good way to clarify points. Audio-visual resources are likely to have the most impact on an audience, and there is a wide range to choose from. However, it is important not to overdo this – the presentation should not become too cluttered or confused.

3.1 Verbal delivery – clear and loud speech with the correct pronunciation of words is important. Try to vary the volume, pitch, and pace of your voice for emphasis and maintain a conversational tone.

While a presentation consists of the material you are presenting and the visuals that are used to help the audience understand, the way it is delivered can dramatically affect its effectiveness. A good presenter will be able to engage their listeners and convey their message in an interesting manner. Some important aspects to consider when trying to deliver your message effectively are:

4. Engaging with the Audience

Always encourage the audience to participate by asking questions rather than just talking to them. Get them thinking and relating the topic to their own experiences. Discussing a general problem or even a specific scenario involves the audience and is an effective way to get them participating. Get the audience to pose questions, make sure there is a clear way for them to ask the questions so consider the size of the audience and whether they will be comfortable to just speak out or if a microphone or note system would be more appropriate. It is very important to give the right signals. You must always maintain eye contact with your audience and lay back slightly in a relaxed manner. Always show positive body language and smile. This should encourage the audience to engage and if they see you are excited about your topic, they will be too. Do not fold arms or create a barrier between you and your audience. Dealing with one or two people can be simple and can involve the audience more as their reaction can directly affect the discussion. With larger audiences, it is best to involve tools such as voting pads with multiple choice answers to your questions with the results displayed as graphs. This shows a clear involvement and is more anonymous so the audience may be more honest with their answers. Always watch the time you spend involving the audience as this is easy to overrun and you must be prepared to skip over parts of your planned material. Resonate with the audience to make them feel that the topic directly affects them so that when they get involved, it gives you a good platform to deliver your message and discussion is generally a good way to convey information. Always be prepared for the different types of people at your presentation. There will always be enthusiasts who want to keep pushing for further involvement and may even digress to off-topic discussions. On the other hand, some will not want to be involved at all and it is important not to make them feel uncomfortable as they can affect others around them.

5. Conclusion and Final Tips

Many presenters fall into the trap of focusing solely on the body of their speech, forgetting the importance of a strong introduction and conclusion. Ranchero observes that while he has heard a number of presentations with “an explanation that was clear and organized, [he] could not figure out what the speaker wanted me to believe.” Strong introductions and conclusions provide a roadmap that allows the listener to follow the presentation to its intended destination. Ranchero suggests first preparing a conclusion and then developing an introduction that leads to the points summarized in the conclusion. Because the conclusion is the final thing the audience will hear, it is especially important to leave a lasting impression. Among many types of presentations, Cheshier asserts that closing with a vision is the most powerful way to end because it challenges the audience to action. This can be done by applying a principle to a hypothetical situation or asking a series of questions that lead the audience to an inevitable conclusion. A speech that links together its conclusion and introduction is sure to have a strong and lasting impact. Vidales warns the presenter to be prepared for a barrage of questions which can come at any time during the presentation; it is likely however that there will be questions saved for the question and answer period that follows the presentation. Consequently, the presenter should prepare for questions by saving a summary of key points and a direct answer to the main topic in mind for a smooth transition to the question and answer period. This summary can serve as a strong lead-in to the conclusion, allowing the presenter to finish the speech on his own terms by immediately following with the last point or anecdote. With practice and a strong structure, this lead-in will turn the question and answer period into a final support for the body of the presentation.