Working Life > Competences > Skills > Communication > Presentation

How to Make a Great Presentation

To present texts, diagrams and pictures graphically enhanced to others has become a normal task in many jobs. This includes the presenting of one’s own products – e.g. business plan – or the company’s products, research results and results from projects and team works, decisional support, discussion material and similar. Many meetings are introduced with a presentation about which to discuss before making a decision. For the making of presentations, Microsoft software Powerpoint has established as a standard.

Goals of a presentation:

• inform
• persuade
• motivate

colleagues, bosses, employees, customers, suppliers

Preparing of a presentation:

• define target group
• determine goals of the presentation
• phrase the contents
• structure the presentation
• support by media, body language, comparisons, (comics, sayings, jokes, questions) and intended breaks to grab attention
• personal appeal to the listeners (what affects them)
• what should introduction and end be
• way of handling of questions, inquiries

Structure of a presentation:

• introduction of the own person with name if not known
• introduction of the subject
• connection and context of the subject
• main part telling the actual content
• ending:
  • summary
  • further proceeding
  • lead over to discussion

Media for presentation:

Support the presenting by using different media. The listener will be able to recall the contents up to 30 % better:

• overhead-projector
• flipchart or whiteboard
• poster
• computer with presentation programme, like Powerpoint, and projector
• video
• working material like products, flyers

• Use a script:
  • Full text script
    • completely phrased out
    • for difficult and complex contents
    • make sure good readability, optical structure, slow reading and speaking, numbering and fastening
  • Text-/keywords-script
    • marked keywords in the full-text script
    • free presenting possible, in case of uncertainties use the full text
    • be sure to separate full text and keywords part (front and back side or left and right)
  • Cards script
    • small cards replace full text
    • first and last sentence (start and conclusion) are phrased out, everything in between is mainly keywords for free presenting
    • include ‘stage directions’
    • make sure easy-neatness of your cards, readability, use of colours, numbering
  • Keyword cards
    • few keywords as a memory support
    • structuring by cards
    • make sure numbering
    • requires certainty at free presenting
• Think of target-oriented use of media, depending on your goal:
  • In a product presentation, show the real product instead of explaining it with Powerpoint theoretically. Alternatives are models, miniatures or enlarged versions to show features or use of the product
  • When you present things to your colleagues circle, flip charts or posters are advisable. In a subsequent discussion you can add objections, critique, questions or ideas there
  • For presentations to clients or bosses, Powerpoint presentation has become standard. Think how you can stand out of the usual, all-day Powerpoint presentations in order to grab attention and achieve your goal
• Consider some rules and criteria for successful presenting:
  • Use few slides that support what you are telling and are readable and comprehensible
  • Structure your presentation. Maybe pre-summarize now and then
  • Hand out your slides on paper so that your listeners can add notes
  • Use your voice and body language well. Kindness, eye contact with people, speaking loud enough, clear language are most important
  • Speak the language of your listeners. Professional terms are appropriate for professional audiences, not in a public clients presentation
  • Dress appropriately
  • Stand up when you are presenting, without walking around restlessly
  • Talk calm, slowly, well pronounced and with breaks
  • Repeat important things
    • with the same words that remain in the ear like commercial spots or
    • use another way of expressing it or
    • summarize things or
    • ask a related question to the audience
  • Keep your time limits and plan ways to shorten the whole presentation
  • Get used to the room, the acoustics, the light conditions, the seating and the technology at hand
  • Be prepared for critical questions. Appear certain but kind
  • Admit it when you cannot answer a question. You can make it a point in the discussion or give the question back to the audience
  • Co-operate with your supporting media, without covering what is projected or written printed
  • Do not stand with your back towards your audience
  • Prepare for the presentation early
• Make sure a good structure of your presentation:
  • Build on known things to explain the unknown
  • Give the easy before the difficult and the general before the special
  • Make sure a logical order
  • Surprise your audience
• Be prepared for unexpected technical problems if you use PC and the like
• Pre-present at home, to colleagues or friends and get feedback
• Look through other presentations, discuss them, evaluate their strengths and weaknesses