what are the 4 p's of effective presentation

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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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The four Ps you need to focus on for your next presentation

• Presentation skills

At the end of our presentation skills courses , we give our delegates a guide to help them continue their learning.

Why? Because we believe that learning and skills development should not stop when you leave the training room or the Zoom session comes to an end.

The guide is called ‘The Four Ps’, and we thought we would share it with you in our blog.

So, what are The Four Ps?

We believe there are four key steps to communicating with confidence, cohesion and clarity:

Good presenters put most of their effort into the first three – planning, preparing and practising – because, once you have got that right, the presenting part is much easier.

The only way to ensure an effective presentation is through careful planning and preparation.

Every memorable speech that has compelled, educated and entertained audiences has done so thanks to good preparation.

Mark Twain famously said: “It usually takes me more than three weeks to prepare a good impromptu speech.”

And that is how we feel about public speaking.

Bullet points, mind maps and message preparation sheets will all help you to plan an effective presentation.

Always think about your audience and your message. Can you come up with a one-sentence description that describes who you are talking to?

For example - Senior managers of a large university hospital, aged 40-55, mostly male and all with business degrees or MBAs

Once you are clear on who you are talking to, you can focus on what you want to tell them.

What is the main point you want them to take away? How can you make what you say relevant, captivating and memorable?

It is essential to think of ways to engage your audience and illustrate your message with examples – a good anecdote, fact, or analogy, will help bring a message to life.

Also, think about the structure. When a presentation is structured well, the audience can follow what is being said and are more likely to leave inspired, motivated and clear on what they should do next.

But when that structure isn’t there, they get lost as they are bombarded with uncoordinated facts, figures, thoughts and messages. And when that happens, they inevitably switch off. You can find out more about presentation structures in this recent blog .

Preparation and planning might sound similar. But the preparation stage is where you develop that initial plan and consider how to make what you want to say resonate. It is where the fine-tuning takes place.

And it involves saying AMEN.

That might sound like an appeal for some divine inspiration. And many of us have been asked to give a presentation where that might have felt like a good option.

But AMEN is an acronym we use on our presentation skills training courses (and during our message development and testing training ) to help people get their messages right.

It stands for Audience, Message, Example, Negatives.

Let’s take you through it:

Who are you talking to? Is it an internal presentation? Are you talking to existing customers? Potential new customers? An industry group?

It is crucial to be clear on who you are talking to.

If you are presenting to people within your organisation, you can refer to common ground. And use more technical language and acronyms.

But a wider audience is unlikely to understand much of this, and the content would need to be simplified.

What key message do you want to get across in your presentation?

What do you want the audience to remember about what you have said?

What do you want them to do as a result?

Or, how do you want them to feel?

What is the call to action and how can you close your presentation with a bang ? 

Hopefully, you notice we are talking about one message. It’s because, as harsh as it might sound, few people will remember more than one major point you make.

That message should be capable of being spelt out in a single sentence of fewer than 20 words, otherwise, it is likely to be too complex for people to remember.

What examples can you use to support your message?

Tell stories to bring the message to life and make it resonate with your audience.

Entertaining and moving your audience through storytelling is vital to giving a great presentation.

Are there any negative angles to what you are discussing? 

Could anyone dispute or question what you are suggesting in your presentation?

Has your sector or organisation been in the news recently?

Has a competitor made a big announcement?

Spend a little time anticipating anything that could detract from the message you want to get across.

You can download your AMEN messaging template here.

Don't worry, we have another cohort starting in the summer. Find out more.

Practice makes perfect.

You must keep practising your presentation skills. Like any good athlete, we need to keep our brain and muscle memory fine-tuned. Don’t wait until that crucial next presentation is on the horizon

Pick up a video camera - or use your smartphone - and practice with colleagues, friends, family, and even the dog – if it will listen.

The more you practice, the more confident you will become and the better you will come across when it is time to present for real.

And, those skills will help you with more everyday interactions, like meetings.

Practice should also include thinking about your personal branding and image.

Personal branding and image

We know it sounds shallow.

But the harsh reality is that when you are public speaking and presenting, your audience will form an almost instant impression of you.

And they will only pay attention if you sound and look like you know what you are discussing.

Generally, your impact in the first 30 seconds is determined by: 

• Body image - 55 per cent – what you wear, posture, gestures and eye contact
• Voice - 38 per cent - your tone, volume, accent and clarity
• What you say - just 7 per cent.

First impressions are formed almost instantly. And then, in the subsequent few minutes, the audience will be looking for proof that their initial assessment is correct. This is called confirmation bias, and everyone is susceptible to it.

So, how do you create the right first impression?

Start by considering how you want to be perceived. As someone knowledgeable, professional and experienced? Or someone who has integrity and is approachable, decent and trustworthy? Or a combination of all these qualities?

The audience will tend to assume how you have presented yourself in terms of your appearance reflects your state of mind. So, it’s vital to consider the tone you want to set and reflect that in your dress.

As the speaker, you want to be about 10 per cent smarter than your audience.

You should also look to make eye contact with the audience and smile – smiling will make you appear confident and suggests you are happy to be there.

If you are presenting in a room, avoid starting by tapping the microphone and asking whether people at the back can hear. Not only is it boring, but it also doesn’t create the impression of someone who is going to communicate with confidence and clarity.

Similarly, opening with phrases like “I haven’t had a lot of time to prepare”, or “I’ll keep it brief”, does not suggest you are taking the opportunity seriously or that the audience will get much out of the presentation.

Any negative introduction or self-deprecation will alert your audience to look out for flaws in your presentation that they may never have noticed had you not drawn attention to them.

But what should you wear?

Well, this gets trickier all the time. Fashions change constantly, and many presentations now take place online.

So, rather than tell you what you should wear, we will highlight some pitfalls we think you should avoid and offer a few tips.

1 Don’t try something new – the presentation stage is not the right time to find out if that new outfit looks as good as you thought it did in the fitting room, or whether it is as comfortable as you imagined.

2 Choose comfort – of course, you want to look professional. But don’t make yourself uncomfortable and unable to move freely. Choose clothes that don’t feel restrictive.

3 Choose clothes that make you feel confident – most of us will have ‘go-to’ items in our wardrobes we turn to when we need to feel good about ourselves. If they are appropriate for the situation then choose them for your presentations. If you feel good, you will appear more confident.

4 Avoid clothes that might distract – you don’t want the audience to go away thinking about what you were wearing, so avoid distracting clothes. Glittery outfits can be particularly distracting, as can loud socks, anything with large writing on it and comedy ties. If in doubt we recommend choosing items with solid colours, rather than anything with patterns.

5 If you opt for a dark suit, match it with a lighter shirt or blouse to provide a little contrast.

6 Be careful with jewellery and accessories. If it makes a noise when you move around, or continually knocks against the microphone, it will take the attention of the audience away from what you are saying. Jewellery can also reflect light at the audience, especially on TV, which is distracting.

7 Similarly, avoid shoes that make a noise when you walk around.

8 Think about the audience – if you know it is a formal event, then you need to dress smarter. But, in many countries, the business suit is not as popular as it once was. Many people go to work in jeans, for example. If you turn up in a suit to talk to an audience wearing informal clothes, you may seem old-fashioned and out of touch. Speak to the organisers and venue before the event and bring an alternative option just in case.

9 Many presentations now take place online, and its ease and convenience mean it is likely to remain a popular option. 

If you are presenting online, you can usually relax the dress code a little – no one expects you to login wearing a suit and tie. Choose something you will be comfortable in, but still consider the impression you want to get across to the audience. 

Remember that block colours look good on camera, and avoid black and white because they are harsh and can make you look stern or washed out. Patterns and stripes should be left in the wardrobe as they can create a strobing effect with many TV and video cameras.

As you will be on camera, avoid wearing anything that will distract from what you are saying (such as large dangly earrings) and make sure your hair doesn’t need to be constantly brushed away from your face. 

It's time to take a deep breath.

Let’s assume you have planned properly, prepared carefully and you are confident you look the part.

The final part of the Ps is presenting. And getting your body language right can make a massive difference to its success.

So, let’s take a look at it and how you need to adapt it for different presentation formats:

Standing in front of a seated audience is probably the presentation format that causes the most fear. The good news is there are simple steps to help you appear composed and confident.

When you are on the stage, plant your feet hip-width apart. Now imagine your feet are on a clock, and your toes are pointing at 5 minutes to 1. This maximises your floor coverage and makes you look as if you’re standing on solid ground - even if you’re behind a lectern.

Draw yourself up to your full height. Shoulders should be relaxed.

Everyone’s favourite actress Dame Helen Mirren says she bases all of her characters on one part of the body: the elbows. The more confident her character, the looser she is at the elbow. So, you want those arms away from your body. Allow the energy to come up and out to the audience, forget about your hands and use your whole arms to help get your points across. We promise your hands will follow.  

Gesture to your slides and visual aids (if you’re using them – more on this later) and out to the audience. The bigger the stage, the bigger the gestures need to be. Fill that stage.  

If you like to move around to encompass the whole audience, that’s fine. But always stand still with your feet planted when you make a crucial point.

As part of that all-important preparation, we spoke about earlier, practice delivering your presentation in front of a tall mirror, so you can see if you are standing confidently and using your arms and hands to emphasise particular points.  

Learn how to overcome your nerves and present with confidence and clarity, whatever the format, with this online course.

What about if you are sitting down?

Well, traditionally sitting down to deliver a presentation has been frowned upon.

But, in the real world, there are many times when we present sat on our bottoms.

Boardroom meetings, team meetings and even some conferences or panel events call for speakers to be seated. 

The key is to not become too relaxed in this slightly less daunting format – body language remains crucial if you want to show authority and capture the attention of the audience.

It’s crucial to make sure you have your feet flat on the ground. And position yourself as far back in the chair as you can.

During our presentation skills training courses , we use the acronym BBC to help people remember to sit with their  B um to the  B ack of the  C hair. One tip to add here is that speakers should opt for a stationary chair, as moving around on a swivel one will prove distracting. 

Draw yourself up to your full height, keeping your shoulders relaxed. Then lean forward, placing your forearms on the table in front of you, with arms separated. TV directors call this ‘bringing the face into shot’. The light catches your cheekbones, you appear authoritative and full of integrity – and you haven’t said a word yet.

From here, you can lean back, removing your arms so you can listen to others comment. And then, when you want to assume charge again, you go back to that position of authority.

Who is the most important person in the room? The answer is everyone. So, make sure you engage in eye contact with all those around the table – including the people on either side of you.

Next time you watch TV, notice how presenters use open gestures towards the guests on either side of them. It looks dynamic and is very engaging and inclusive.

Many presentations and meetings take place online.

While there are some similarities to sit-down presentations, online ones do have their intricacies and requirements. 

The most important thing is maintaining eye contact with your audience. Poor eye contact and wandering eyes can make you look shifty and uncomfortable, and your audience will wonder what else you are looking at.

Look into the lens and maintain that contact.

But, also consider whether you would be better standing. You have to work harder online to get your message across, so sitting down hunched over a laptop may not be the best solution.

Why not put the laptop on a shelf so it is at eye level with you when you are standing? That would give much more energy to your performance.

Your voice is also vital, whether you are presenting in person or online.

You need to add energy to your delivery to keep your audience engaged.

Balance is vital - don’t shout, but vary the pace and tone of your voice. Even subtle changes can dramatically improve the attentiveness of an audience.

Remember your volume and tone should be driven by your content. There are moments when you will want to sound inspiring, times when you will want to sound more like a friend, and points at which you will want to challenge your audience. Your voice needs to change to reflect the goals of your message.

If you have a presentation coming up and want to look back on your training with us in more detail, our online Presentation and Personal Impact Skills course enables you to refresh your knowledge and hone your skills whenever and wherever you need it.

Media First  are media and communications training specialists with more than 35 years of experience. We have a team of trainers, each with decades of experience working as journalists, presenters, communications coaches and media trainers. 

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Media First are media and communications training specialists with over 30 years of experience. We have a team of trainers, each with decades of experience working as journalists, presenters, communications coaches and media trainers.

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Blog Beginner Guides How To Make a Good Presentation [A Complete Guide]

How To Make a Good Presentation [A Complete Guide]

Written 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!

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What makes an effective presentation + effective presentation strategies

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Anete Ezera August 15, 2022

Presenting is not everyone’s forte, but it’s an important skill that can help you get a job, get a promotion, influence a decision, persuade a large group, and make people understand your point of view. It’s a powerful way to gain control and make your voice heard. If you do it right, you’ll love presenting. However, if your presentation isn’t engaging or easy to follow, you’ll start seeing people’s attention drift away, and eventually, you’ll want it to be over as soon as possible. 

You’ve probably seen some fascinating presentations and some boring presentations. Could you spot the difference between them? What was it that made the engaging presentations effective? 

In this article, we’ll explore what makes an effective presentation, and what preparation you need to do to make sure that your presentation will be a success. We’ll also pinpoint 4 highly-useful tips on how to give an effective presentation. 

Keep reading to learn how to make an effective presentation. 

What makes a presentation effective

An effective presentation keeps you hooked the whole time, no matter whether you watch it online or in person.  There are multiple examples of effective presentations that people have enjoyed listening to. For example, the introduction of the iPhone by Steve Jobs remains one of the most influential speeches. Tony Robbins, an American author, inspired millions of people with his presentation on The Power of Beliefs. If you go through TED talks, you’ll discover several impressive presentations that have hooked thousands and millions of people. 

What do all these effective presentations have in common? Let’s dive into the effective presentation strategies they all share. 

In the list below, discover 5 key elements that make an effective presentation, and make sure to implement them in your next presentation.

#1 Simplicity

Despite what you might think, simplicity can actually be tied to many powerful and effective presentations. In the words of Leonardo da Vinci, “Simplicity is the ultimate sophistication.” 

An effective presentation is simple and to the point. Just because you make a grand presentation with many facts and figures and thought-out details doesn’t make it more effective, nor sophisticated, for that matter. What’s important is that your presentation hits the right points and leaves the audience impressed and persuaded by your message.

You want your presentation to be easy to follow to ensure your audience is engaged from start to finish. To do that, remove anything that doesn’t support your narrative or add substantial value to your presentation. 

When speaking, always focus on your main points and avoid drifting away to other topics or irrelevant details. It’s best not to spend too much time explaining complex theories or terminologies. If you must, give concise, brief summaries of the concepts your audience might not be familiar with, but spend the majority of your presentation focused on the information your audience will have an easier time understanding. Another way to touch on a complex topic is to describe it from a new angle, one that might unlock new understanding for your audience.  

When creating your presentation, use a minimal amount of text. Don’t overwhelm your audience with blocks of text. Your presentation content should act as a compliment to your speech and shouldn’t contain a lot of text or difficult-to-read elements. Simplify your presentation with clearly-legible fonts and a coordinating color scheme. Also, remember to choose a simple yet appealing background that isn’t too busy and highlights the visual elements of your presentation. 

In short, include strong text and visuals to drive your points home. Leave the unnecessary bits out. 

#2 Well-defined structure

Have you ever gotten lost when listening to a presentation? One of the reasons might be that it didn’t have a well-defined structure. 

A clear structure is crucial for a presentation to be effective. Giving a presentation is like telling a story. You need to have a compelling beginning that pulls in listeners. Once everyone is hooked, provide an interesting storyline with conflict, heroes, villains, and other enriching elements. In the end, you need to give an obvious conclusion, leaving the audience to discuss the main takeaways.

Create an outline of your presentation before creating the content of it. You’ll have a better overview of what you want to share. To organize your thoughts, create a mind map using Prezi Design . It’ll help you structure your points and decide when and how to share them.

Having a clearly-defined structure will help your audience to follow your story and get them on the same page as you. You’ll feel more confident when talking because you’ll know your talking points by heart, and your audience will feel more comfortable and engaged when listening to you.

Visuals enrich your presentation, help reinforce your words, highlight important points, and keep your audience engaged. Visuals are powerful tools. Used wisely, they can elevate your presentation to a whole new level.

Most people are visual learners – 65% to be exact. Therefore, visuals play an important role in understanding a topic. By incorporating visuals into your presentation, your audience will have an easier time digesting the information. 

Furthermore, visual aids make presentations more enjoyable and engaging. Just take a look at the examples below. One slide contains only text-based information, while the other also has visuals. Which one do you find more visually appealing?  

Images, video, data visualizations, GIFs, stickers, and animations make a presentation effective. Showcase images or videos to highlight an important point, or incorporate animations to add movement to your presentation. You can also add data visualizations like interactive charts and maps to illustrate essential statistics or valuable information. Plus, you can use infographics to diversify your presentation content and make it more attractive. 

You can find plenty of engaging visuals, like images, video covers, GIFs, stickers, and more in the Prezi library. Also, you can create impressive data visualizations by choosing a pre-designed template or starting from scratch using Prezi Design. You can even use this pre-designed template below. 

When adding visuals to your presentation, don’t forget the golden rule – simplicity. You can enrich your presentation with funny GIFs and interesting videos, but don’t overdo it. Add them where they’ll make the most impact and make sense to your audience. 

#4 Connection with the audience

When giving a presentation, you want your audience to connect with you, and you want to connect with them. Ultimately, you want to feel like you’re having a conversation with your friends. 

Creating a connection can be difficult, especially if you’re presenting online. However, you have to find a way to cultivate a bond to make your audience genuinely interested in what you’re presenting. 

One way to do that is by sharing a personal story at the beginning of your presentation to create a more intimate atmosphere in the room. Share something you’ve struggled with or a common problem your audience members can relate to, or tell a fascinating story that reveals your values and experiences. An anecdote your audience will find amusing would also work, just as long as it relates to your topic. 

Storytelling is a powerful way to connect with your audience from the get-go, so think about incorporating a story element into your presentation to generate this connection. 

Making eye contact with your audience members when presenting is key. If you’re presenting to a small group of people, it’s easy, but if you’re presenting to a wider audience, choose a couple of people to make eye contact with. 

When presenting online, make sure to always remain visible to your audience, so avoid sharing your screen and blocking yourself from viewing. Instead, try Prezi Video and display your content next to you on screen while you maintain a face-to-face connection with your audience. People will feel more connected to you and your presentation if they’ll be able to see you while you’re presenting. Discover what Prezi Video has to offer:

#5 Preparation

Being prepared is the key to presentation success . If you practice something long enough, you’ll be able to master it. Therefore, preparation is one of the most important aspects of an effective presentation. It’s what truly makes an effective presentation and empowers you to be the best speaker you can be. 

You might think that public speaking is not your strong suit, but with dedicated preparation and time invested in improving your public speaking skills, you can impress yourself. 

When practicing your presentation, create a mind map to help you memorize the key points, but don’t stop there. Plan out how you’re going to start and end your presentation . Think about which statement or statistic you want to share to start your presentation speech. Also, decide what’s going to be the last statement or question of your speech. The details matter. 

What’s more, consider the technical requirements and familiarize yourself with the equipment. Whether you’re presenting in a familiar setting or someplace new, become acquainted with the equipment and the surroundings. If you’re presenting online, test-run your slides and visuals, especially if you’re planning to share video or audio materials.

How to give an effective presentation

Now that you know what makes an effective presentation, you might be wondering how to apply them. A stunning presentation will make a killer impression only if you deliver it right. Make sure to follow these effective presentation strategies to give a memorable presentation. 

Stay calm and focused

Sometimes, nerves can get the best of you. Your hands get sweaty, your breath shortens, and your heart starts pounding. If you’re not a fan of public speaking, this is how you might feel about presenting in front of an audience. 

Don’t panic. There’s a way to calm your nerves and appear collected in front of your audience. The last thing you want is for people in the audience to notice your nervousness and for you to mess up because of it. 

Try practicing in front of your friends to get acquainted with speaking in front of people. Also, focus on your topic and shut down intrusive thoughts. If you’re focused on the topic, you’ll have less time to think about other people’s thoughts. Lastly, try breathing exercises to calm down right before presenting, and remember that it’s normal to feel nervous – it means you care. Discover other ways to not be nervous for a presentation.  

Read the room

You have mapped out the whole presentation. However, you can never truly know how your audience will feel and react. They might surprise you. 

When presenting, try to notice how your audience responds to what you’re sharing. Before presenting, if you’re on stage or in a meeting room, you might already get a chance to scan the room or even say hi to some people. Read the room to familiarize yourself with the audience. 

Make your presentation a conversation instead of a monologue, if applicable. Ensure that your audience feels comfortable and understood. If you’re presenting online, use the chat function, and ask people to send in their questions. There’s a higher chance they’ll ask a question if they don’t have to be in the spotlight and ask on camera.

Be aware of your body language

Body language can say a lot about how a person feels, and whether or not theyre confident and comfortable. Body language can influence other people’s connection with you. If you’re talking to a person with inviting body language (for instance, a friendly smile, open posture, or eye contact), you might feel closer to them. 

That’s why you need to work on your body language to appear confident and approachable when presenting. You’ll be able to develop a close connection with your audience and appear trustworthy and friendly. 

Make sure you greet your audience with a smile and keep eye contact. Have an open posture and use hand gestures to articulate your thoughts (without overdoing them). If you’re on stage, you can even walk around the stage to develop command of the room.

Choose easy-to-use tools

When delivering your presentation, you want to look and feel confident. Technical mishaps and confusing presentation tools can pose an issue. Make sure you use convenient, good-looking presentation tools that make your presentation look professional and engaging. 

If you’re presenting in a virtual setting, it can be challenging to hold your audience’s attention, and there’s a higher chance of technical issues. 

To engage your audience and create an easy-to-use presentation, check out Prezi Present . You can save time by choosing a pre-designed presentation template or creating a unique-looking presentation from scratch. With Prezi Video, share your content next to you on-screen, which will help you engage your audience throughout your presentation. 

Before presenting, you can go through your slides and even record yourself with Prezi Video to test-run your presentation. As a result, you’ll feel prepared and confident. 

There’s a lot that goes into creating and delivering an impressive presentation. However, a few key elements make the greatest impact on your presentation. Follow these points and check out 14 effective presentation tips to further improve your presentations. Also, if you’re presenting online, familiarize yourself with the virtual presentation framework by Micheal Lee to impress your virtual audience. 

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How can you make a good presentation even more effective?

This page draws on published advice from expert presenters around the world, which will help to take your presentations from merely ‘good’ to ‘great’.

By bringing together advice from a wide range of people, the aim is to cover a whole range of areas.

Whether you are an experienced presenter, or just starting out, there should be ideas here to help you to improve.

1. Show your Passion and Connect with your Audience

It’s hard to be relaxed and be yourself when you’re nervous.

But time and again, the great presenters say that the most important thing is to connect with your audience, and the best way to do that is to let your passion for the subject shine through.

Be honest with the audience about what is important to you and why it matters.

Be enthusiastic and honest, and the audience will respond.

2. Focus on your Audience’s Needs

Your presentation needs to be built around what your audience is going to get out of the presentation.

As you prepare the presentation, you always need to bear in mind what the audience needs and wants to know, not what you can tell them.

While you’re giving the presentation, you also need to remain focused on your audience’s response, and react to that.

You need to make it easy for your audience to understand and respond.

3. Keep it Simple: Concentrate on your Core Message

When planning your presentation, you should always keep in mind the question:

What is the key message (or three key points) for my audience to take away?

You should be able to communicate that key message very briefly.

Some experts recommend a 30-second ‘elevator summary’, others that you can write it on the back of a business card, or say it in no more than 15 words.

Whichever rule you choose, the important thing is to keep your core message focused and brief.

And if what you are planning to say doesn’t contribute to that core message, don’t say it.

4. Smile and Make Eye Contact with your Audience

This sounds very easy, but a surprisingly large number of presenters fail to do it.

If you smile and make eye contact, you are building rapport , which helps the audience to connect with you and your subject. It also helps you to feel less nervous, because you are talking to individuals, not to a great mass of unknown people.

To help you with this, make sure that you don’t turn down all the lights so that only the slide screen is visible. Your audience needs to see you as well as your slides.

5. Start Strongly

The beginning of your presentation is crucial. You need to grab your audience’s attention and hold it.

They will give you a few minutes’ grace in which to entertain them, before they start to switch off if you’re dull. So don’t waste that on explaining who you are. Start by entertaining them.

Try a story (see tip 7 below), or an attention-grabbing (but useful) image on a slide.

6. Remember the 10-20-30 Rule for Slideshows

This is a tip from Guy Kawasaki of Apple. He suggests that slideshows should:

• Contain no more than 10 slides;
• Last no more than 20 minutes; and
• Use a font size of no less than 30 point.

This last is particularly important as it stops you trying to put too much information on any one slide. This whole approach avoids the dreaded ‘Death by PowerPoint’.

As a general rule, slides should be the sideshow to you, the presenter. A good set of slides should be no use without the presenter, and they should definitely contain less, rather than more, information, expressed simply.

If you need to provide more information, create a bespoke handout and give it out after your presentation.

7. Tell Stories

Human beings are programmed to respond to stories.

Stories help us to pay attention, and also to remember things. If you can use stories in your presentation, your audience is more likely to engage and to remember your points afterwards. It is a good idea to start with a story, but there is a wider point too: you need your presentation to act like a story.

Think about what story you are trying to tell your audience, and create your presentation to tell it.

Finding The Story Behind Your Presentation

To effectively tell a story, focus on using at least one of the two most basic storytelling mechanics in your presentation:

Focusing On Characters – People have stories; things, data, and objects do not. So ask yourself “who” is directly involved in your topic that you can use as the focal point of your story.

For example, instead of talking about cars (your company’s products), you could focus on specific characters like:

• The drivers the car is intended for – people looking for speed and adventure
• The engineers who went out of their way to design the most cost-effective car imaginable

A Changing Dynamic – A story needs something to change along the way. So ask yourself “What is not as it should be?” and answer with what you are going to do about it (or what you did about it).

For example…

• Did hazardous road conditions inspire you to build a rugged, all-terrain jeep that any family could afford?
• Did a complicated and confusing food labelling system lead you to establish a colour-coded nutritional index so that anybody could easily understand it?

To see 15 more actionable storytelling tips, see Nuts & Bolts Speed Training’s post on Storytelling Tips .

8. Use your Voice Effectively

The spoken word is actually a pretty inefficient means of communication, because it uses only one of your audience’s five senses. That’s why presenters tend to use visual aids, too. But you can help to make the spoken word better by using your voice effectively.

Varying the speed at which you talk, and emphasising changes in pitch and tone all help to make your voice more interesting and hold your audience’s attention.

For more about this, see our page on Effective Speaking .

9. Use your Body Too

It has been estimated that more than three quarters of communication is non-verbal.

That means that as well as your tone of voice, your body language is crucial to getting your message across. Make sure that you are giving the right messages: body language to avoid includes crossed arms, hands held behind your back or in your pockets, and pacing the stage.

Make your gestures open and confident, and move naturally around the stage, and among the audience too, if possible.

10. Relax, Breathe and Enjoy

If you find presenting difficult, it can be hard to be calm and relaxed about doing it.

One option is to start by concentrating on your breathing. Slow it down, and make sure that you’re breathing fully. Make sure that you continue to pause for breath occasionally during your presentation too.

For more ideas, see our page on Coping with Presentation Nerves .

If you can bring yourself to relax, you will almost certainly present better. If you can actually start to enjoy yourself, your audience will respond to that, and engage better. Your presentations will improve exponentially, and so will your confidence. It’s well worth a try.

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Follow our guide to boost your presentation skills learning about preparation, delivery, questions and all other aspects of giving effective presentations.

Start with: What is a Presentation?

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See also: Five Ways You Can Do Visual Marketing on a Budget Can Presentation Science Improve Your Presentation? Typography – It’s All About the Message in Your Slides

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4 ps of effective presentations.

Effective presentations are an indispensable element of effective professional communication in today’s world.

A well-designed and well-delivered presentation can aid in transmitting ideas and messages more efficiently.  Effectively presented content facilitates the achievement of objectives and key results .

Effective compilation and delivery of presentations is a critical skill for most executives these days.  Doing so may generate quite a few benefits, both for the presenter and the audience.

The following 4 essential elements should be included in any effective presentation-making process.

The initial 3 elements—i.e. Plan, Prepare, and Practice—are interlinked and overlap in the process.  The Present element stands alone and is possible only after the initial 3 elements have been completed.

The first 3 elements can be structured in either parallel or sequential order.   The serial approach entails working on a single task until it is completed, then moving on to the next task, and so on.

A parallel approach consists of working on a number of tasks at the same time, accomplishing what can be achieved at a time.

Both methods work the same way, as long as the method used is in line with the following traits of the people who made it:

• Partialities

Let us delve a little deeper into the details of the 4 elements of presentation.

Planning a presentation entails pondering beforehand regarding significant parts of it.  Planning involves the following 7 dimensions that need attention:

• Organization

Planning, methodically, using the 7 factors enables the identification of gaps in the ideas generated.

Planning also helps give structure to the presentation, which enables the audience to follow it easily and remain engaged.

Planning ahead enables rehearsing the presentation’s delivery which in turn boosts confidence—a confident presenter is able to convince the audience much better.

The most important aspect of the Preparing phase is the use of an effective slide structure.  Slides that are well-designed help to engage the audience and reinforce key messages.

The Consulting Presentation Framework—a slide structure that every top-tier management consulting firm follows, also used by FlevyPro —uses a structure in which every slide has 3 primary components:

Practicing a presentation is always a good idea, even if the presenter has already delivered it somewhere else.  A change of setting and audience, as well as the time lapse between presentations, brings up new challenges.

Practicing also has 2 aspects that need to be addressed:

• Rehearse – This is practicing the things you intend to do.
• Prehearse – This is practicing and planning for the things you might have to do.

Effective presentations are not only about having good content or a well-designed slide deck; the way information is presented can be just as important.  From body language and voice tone to pace and the use of visuals, everything about how the message is delivered can affect how the audience sees it.

Interested in learning more about 4 Ps of Effective Presentations?  You can download  an editable PowerPoint presentation on 4 Ps of Effective Presentations here  on the  Flevy documents marketplace .

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Complete Guide for Effective Presentations, with Examples

July 9, 2018 - Dom Barnard

During a presentation you aim to look confident, enthusiastic and natural. You’ll need more than good words and content to achieve this – your delivery plays a significant part. In this article, we discuss various techniques that can be used to deliver an effective presentation.

Effective presentations

Think about if you were in the audience, what would:

• Get you to focus and listen
• Make you understand
• Activate your imagination
• Persuade you

Providing the audience with interesting information is not enough to achieve these aims – you need to ensure that the way you present is stimulating and engaging. If it’s not, you’ll lose the audience’s interest and they’ll stop listening.

Tips for an Effective Presentation

Professional public speakers spend hours creating and practicing presentations. These are the delivery techniques they consider:

Keep it simple

You shouldn’t overwhelm your audience with information – ensure that you’re clear, concise and that you get to the point so they can understand your message.

Have a maximum of  three main points  and state them at the beginning, before you explain them in more depth, and then state them at the end so the audience will at least remember these points.

If some of your content doesn’t contribute to your key message then cut it out. Also avoid using too many statistics and technical terminology.

Connect with your audience

One of the greatest difficulties when delivering a presentation is connecting with the audience. If you don’t  connect with them  it will seem as though you’re talking to an empty room.

Trying to make contact with the audience makes them feel like they’re part of the presentation which encourages them to listen and it shows that you want to speak to them.

Eye contact and smile

Avoiding eye contact is uncomfortable because it make you look insecure. When you  maintain eye contact  the audience feels like you’re speaking to them personally. If this is something you struggle with, try looking at people’s foreheads as it gives the impression of making eye contact.

Try to cover all sections of the audience and don’t move on to the next person too quickly as you will look nervous.

Smiling also helps with rapport and it reduces your nerves because you’ll feel less like you’re talking to group of faceless people. Make sure you don’t turn the lights down too much before your presentation so you can all clearly see each other.

Body language

Be aware of your body language and use it to connect:

• Keep your arms uncrossed so your  body language is more open .
• Match your facial expressions with what you’re saying.
• Avoid fidgeting and displaying nervous habits, such as, rocking on your feet.
• You may need to glance at the computer slide or a visual aid but make sure you predominantly face the audience.
• Emphasise points by using hand gestures but use them sparingly – too little and they’ll awkwardly sit at your side, too much and you’ll be distracting and look nervous.
• Vary your gestures so you don’t look robotic.
• Maintain a straight posture.
• Be aware of  cultural differences .

Move around

Avoid standing behind the lectern or computer because you need to reduce the distance and barriers between yourself and the audience.  Use movement  to increase the audience’s interest and make it easier to follow your presentation.

A common technique for incorporating movement into your presentation is to:

• Start your introduction by standing in the centre of the stage.
• For your first point you stand on the left side of the stage.
• You discuss your second point from the centre again.
• You stand on the right side of the stage for your third point.
• The conclusion occurs in the centre.

Watch 3 examples of good and bad movement while presenting

Example: Movement while presenting

Your movement at the front of the class and amongst the listeners can help with engagement. Think about which of these three speakers maintains the attention of their audience for longer, and what they are doing differently to each other.

Speak with the audience

You can conduct polls using your audience or ask questions to make them think and feel invested in your presentation. There are three different types of questions:

Direct questions require an answer: “What would you do in this situation?” These are mentally stimulating for the audience. You can pass a microphone around and let the audience come to your desired solution.

Rhetorical questions  do not require answers, they are often used to emphasises an idea or point: “Is the Pope catholic?

Loaded questions contain an unjustified assumption made to prompt the audience into providing a particular answer which you can then correct to support your point: You may ask “Why does your wonderful company have such a low incidence of mental health problems?” The audience will generally answer that they’re happy.

After receiving the answers you could then say “Actually it’s because people are still unwilling and too embarrassed to seek help for mental health issues at work etc.”

Be specific with your language

Make the audience feel as though you are speaking to each member individually by using “you” and “your.”

For example: asking “Do you want to lose weight without feeling hungry?” would be more effective than asking “Does anyone here want to lost weight without feeling hungry?” when delivering your presentation. You can also increase solidarity by using “we”, “us” etc – it makes the audience think “we’re in this together”.

Be flexible

Be prepared to adapt to the situation at the time, for example, if the audience seems bored you can omit details and go through the material faster, if they are confused then you will need to come up with more examples on the spot for clarification. This doesn’t mean that you weren’t prepared because you can’t predict everything.

Vocal variety

How you say something is just as is important as the content of your speech – arguably, more so.

For example, if an individual presented on a topic very enthusiastically the audience would probably enjoy this compared to someone who covered more points but mumbled into their notes.

• Adapt your voice  depending on what are you’re saying – if you want to highlight something then raise your voice or lower it for intensity. Communicate emotion by using your voice.
• Avoid speaking in monotone as you will look uninterested and the audience will lose interest.
• Take time to pronounce every word carefully.
• Raise your pitch when asking questions and lower it when you want to sound severe.
• Sound enthusiastic – the more you sound like you care about the topic, the more the audience will listen. Smiling and pace can help with this.
• Speak loudly and clearly – think about projecting your voice to the back of the room.
• Speak at a  pace that’s easy to follow . If you’re too fast or too slow it will be difficult for the audience to understand what you’re saying and it’s also frustrating. Subtly fasten the pace to show enthusiasm and slow down for emphasis, thoughtfulness or caution.

Prior to the presentation, ensure that you  prepare your vocal chords :

• You could read aloud a book that requires vocal variety, such as, a children’s book.
• Avoid dairy and eating or drinking anything too sugary beforehand as mucus can build-up leading to frequent throat clearing.
• Don’t drink anything too cold before you present as this can constrict your throat which affects vocal quality.
• Some people suggest a warm cup of tea beforehand to relax the throat.

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Pause to breathe

When you’re anxious your breathing will become quick and shallow which will affect the control you have on your voice. This can consequently make you feel more nervous. You want to breathe steadily and deeply so before you start speaking take some deep breaths or implement controlled breathing.

Controlled breathing is a common technique that helps slow down your breathing to normal thus reducing your anxiety. If you think this may be useful practice with these steps:

• Sit down in an upright position as it easier for your lungs to fill with air
• Breathe in through your nose and into your abdomen for four seconds
• Hold this breathe for two seconds
• Breathe out through your nose for six seconds
• Wait a few seconds before inhaling and repeating the cycle

It takes practice to master this technique but once you get used to it you may want to implement it directly before your presentation.

Completely filling your lungs during a pause will ensure you reach a greater vocal range.

During the presentation delivery, if you notice that you’re speaking too quickly then pause and breathe. This won’t look strange – it will appear as though you’re giving thought to what you’re saying. You can also strategically plan some of your pauses, such as after questions and at the end of sections, because this will give you a chance to calm down and it will also give the audience an opportunity to think and reflect.

Pausing will also help you  avoid filler words , such as, “um” as well which can make you sound unsure.

• 10 Effective Ways to use Pauses in your Speech

Strong opening

The first five minutes are  vital to engage the audience  and get them listening to you. You could start with a story to highlight why your topic is significant.

For example, if the topic is on the benefits of pets on physical and psychological health, you could present a story or a study about an individual whose quality of life significantly improved after being given a dog. The audience is more likely to respond better to this and remember this story than a list of facts.

Example: Which presentation intro keeps you engaged?

Watch 5 different presentation introductions, from both virtual and in-person events. Notice how it can only take a few seconds to decide if you want to keep listening or switch off. For the good introductions, what about them keeps you engaged?

More experienced and confident public speakers use humour in their presentations. The audience will be incredibly engaged if you make them laugh but caution must be exercised when using humour because a joke can be misinterpreted and even offend the audience.

Only use jokes if you’re confident with this technique, it has been successful in the past and it’s suitable for the situation.

Stories and anecdotes

Use stories whenever you can and judge whether you can tell a story about yourself because the audience are even more interested in seeing the human side of you.

Consider telling a story about a mistake you made, for example, perhaps you froze up during an important presentation when you were 25, or maybe life wasn’t going well for you in the past – if relevant to your presentation’s aim. People will relate to this as we have all experienced mistakes and failures. The more the audience relates to you, the more likely they will remain engaged.

These stories can also be  told in a humorous way  if it makes you feel more comfortable and because you’re disclosing a personal story there is less chance of misinterpretation compared to telling a joke.

Anecdotes are especially valuable for your introduction and between different sections of the presentation because they engage the audience. Ensure that you plan the stories thoroughly beforehand and that they are not too long.

Focus on the audience’s needs

Even though your aim is to persuade the audience, they must also get something helpful from the presentation. Provide the audience with value by giving them useful information, tactics, tips etc. They’re more likely to warm to you and trust you if you’re sharing valuable information with them.

You could also highlight their pain point. For example, you might ask “Have you found it difficult to stick to a healthy diet?” The audience will now want to remain engaged because they want to know the solution and the opportunities that you’re offering.

Use visual aids

Visual aids are items of a visual manner, such as graphs, photographs, video clips etc used in addition to spoken information. Visual aids are chosen depending on their purpose, for example, you may want to:

• Summarise information.
• Reduce the amount of spoken words, for example, you may show a graph of your results rather than reading them out.
• Clarify and show examples.
• Create more of an impact. You must consider what type of impact you want to make beforehand – do you want the audience to be sad, happy, angry etc?
• Emphasise what you’re saying.
• Make a point memorable.
• Enhance your credibility.
• Engage the audience and maintain their interest.
• Make something easier for the audience to understand.

Some general tips for  using visual aids :

• Think about how can a visual aid can support your message. What do you want the audience to do?
• Ensure that your visual aid follows what you’re saying or this will confuse the audience.
• Avoid cluttering the image as it may look messy and unclear.
• Visual aids must be clear, concise and of a high quality.
• Keep the style consistent, such as, the same font, colours, positions etc
• Use graphs and charts to present data.
• The audience should not be trying to read and listen at the same time – use visual aids to highlight your points.
• One message per visual aid, for example, on a slide there should only be one key point.
• Use visual aids in moderation – they are additions meant to emphasise and support main points.
• Ensure that your presentation still works without your visual aids in case of technical problems.

10-20-30 slideshow rule

Slideshows are widely used for presentations because it’s easy to create attractive and professional presentations using them. Guy Kawasaki, an entrepreneur and author, suggests that slideshows should  follow a 10-20-30 rule :

• There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
• The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
• The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

If you want to give the audience more information you can provide them with partially completed handouts or give them the handouts after you’ve delivered the presentation.

Keep a drink nearby

Have something to drink when you’re on stage, preferably water at room temperature. This will help maintain your vocal quality and having a sip is a subtle way of introducing pauses.

Practice, practice, practice

If you are very familiar with the content of your presentation, your audience will perceive you as confident and you’ll be more persuasive.

• Don’t just read the presentation through – practice everything,  including your transitions  and using your visual aids.
• Stand up and speak it aloud, in an engaging manner, as though you were presenting to an audience.
• Ensure that you practice your body language and gesturing.
• Use VR to  practice in a realistic environment .
• Practice in front of others and get their feedback.
• Freely improvise so you’ll sound more natural on the day. Don’t learn your presentation verbatim because you will sound uninterested and if you lose focus then you may forget everything.
• Create cards to use as cues – one card should be used for one key idea. Write down brief notes or key words and ensure that the cards are physically connected so the order cannot be lost. Visual prompts can also be used as cues.

This video shows how you can practice presentations in virtual reality. See our  VR training courses .

Two courses where you can practice your presentations in interactive exercises:

• Essential Public Speaking
• How to Present over Video

Try these different presentation delivery methods to see which ones you prefer and which need to be improved. The most important factor is to feel comfortable during the presentation as the delivery is likely to be better.

Remember that the audience are generally on your side – they want you to do well so present with confidence.

Most Effective Presentation Skills And Its Techniques

Shama is terrified of public speaking. She always avoids tasks that involve standing in front of a crowd. Even if…

Shama is terrified of public speaking. She always avoids tasks that involve standing in front of a crowd. Even if it’s her coworkers, something about having all eyes on her makes her nervous.

Some of you may find this familiar and relatable. The nerves before a presentation, for instance, can leave you feeling breathless, paralyzed and afraid. Many people have stage fright.

There are times when you simply can’t get out of public speaking, especially if it’s a presentation at work. For such occasions, it’s critical to build effective presentation skills to help ease the process.

 Let’s discuss techniques of effective presentation and how they can help you overcome your stage fear.

What Are Effective Presentation Skills?

The 4 p’s of presentation skills, effective presentation skills with harappa.

Public speaking is an art and a skill that can be mastered over time, with practice and experience. It’s a daunting prospect surely, but once you get the hang of it, it’s going to give you new opportunities to prove yourself. In the professional world, public speaking is unavoidable. You’ll have to speak in meetings, give presentations or participate in work events that require speeches.

Here are some effective presentation skills you can develop to become a good speaker:

Understand The Art Of Storytelling

Storytelling is a valuable skill for public speaking. Even if you’re giving official presentations, knowing how to weave a story with elements that keep the listener engaged will go a long way. What you want to do is make sure everyone’s listening. An attentive audience means you’re doing a good job. Storytelling helps you keep them hanging onto your words. Not only can you share relevant data, statistics and information but also make it creative and exciting for them.

Prepare In Advance

Many people do last-minute prep for their presentations. Just compiling data and adding color to your slides won’t do the trick. You have to prepare your slides, what you’re going to say and how you plan to convey your content. Think of possible questions from the audience and try to come up with answers to avoid having to do so on the spot. This way you can sidestep any possible roadblocks.

Talk Clearly And Compellingly

Now that you’ve prepared your content, good presentation skills call for compelling and clear speech. When you’re speaking to an audience, make sure they’re able to understand every word you’re saying. Your speech should be simple, interesting and direct. ( Adipex ) Instead of getting lost in big words and complex sentences, focus on simple phrases and data. Visual storytelling with data is another key element you can incorporate in your presentation.

Read Your Audience

Picking up nonverbal cues from the audience will help you tailor your presentation on the spot. If you see your audience getting bored, for instance, share an anecdote if appropriate, or move to the next slide. You have to be present for the duration of the presentation. You can’t rely on your slides and script alone. Read the room, make eye contact and pay attention to your body language. Be open and welcome comments and questions that might turn into a conversation.

Identify Your Message

If you’re making a presentation, you should be well-versed with what you’re trying to convey. It’s one thing to put everything together, but when it comes to delivering your message, you must be able to do so in a few words. The key takeaways should be easy to recognize and share.

Developing good presentation skills for an effective presentation will help you gain the confidence you need to handle a crowd. You can even use the PAM framework that defines the purpose, audience and message to break down what you need to prepare.

Techniques of effective presentation delivery include what is known as the four Ps of effective presentation skills.

Purpose defines why you’re delivering the presentation. This may be to sign a new client, update your team on quarterly targets or pitch to an investor. This will help you craft your message.

Who will you be presenting to? Employees, coworkers, customers, clients or investors may make up the audience for your presentation. You have to tailor your message as per their needs.

Where you’re presenting determines just how much you have to prepare and whether it’s formal or informal. It may be a networking event, which might be fun and friendly, or an official presentation, which is more formal.

Practice is key if you want to give an effective presentation. The more you practice, the more confident you’ll be. Good presentation skills can be refined with practice.

With these four Ps, you’re well on your way to mastering the art of delivering an effective presentation.

Harappa’s  Speaking Effectively course will teach you key frameworks like PAM (Purpose, Audience and Message) to refine your public speaking skills. Impress your colleagues by giving an effective presentation with tips from our expert faculty. Learn about verbal and non-verbal communication, how to read your audience and even speak virtually. Enroll today to get started on your journey toward noteworthy public speaking.

Explore topics such as  Self-Introduction ,  Presentation Techniques , Ways To Give A  Persuasive Presentation  &  How To Give An Effective Presentation  from Harappa Diaries to build a personal brand that inspires, motivates and guides others.

What is a Presentation? Objectives, Elements, Important skills, Four Ps

• Post last modified: 4 June 2023
• Reading time: 19 mins read
• Post category: Business Communication

What is a Presentation?

A presentation communicates a message, an idea or information to a group. It is similar to a report, but with a key difference–the human element. A presentation conveys the speaker’s personality and enables immediate interaction among all participants.

Table of Content

• 1 What is a Presentation?
• 2.1 To Inform
• 2.2 To Train
• 2.3 To Persuade
• 2.4 To Motivate
• 2.5 To Entertain
• 3 Main Elements of Presentation
• 4.1 Analytical ability
• 4.2 Effective communication ability
• 4.3 Creative ability
• 4.4 Good interpersonal skill
• 4.5 Sound time management
• 4.6 Problem-solving ability
• 4.7 A sense of humour
• 5 Evaluation Wheel
• 6.1 Prepare
• 6.2 Practice
• 6.3 Present
• 7.1 Know Yourself
• 7.2 Know Your Material
• 7.3 Know Your Purpose
• 7.4 Know Your Audience

Objectives of Presentation

The main objectives of a presentation are:

To Persuade

To motivate, to entertain.

A presentation is created to convey some information to a group of people. For example, a presentation may display an organisation’s quarterly performance.

Most training programmes in organisations are done through the presentation mode. Such instructional presentations convey a lot of information and are created with instructional design principles to keep the audience engaged for a long period.

Some presentations are used to convince a group of people to accept a particular idea and/or make a certain choice.

The growing popularity of TED Talks indicates how a presentation can be a powerful motivation tool. These presentations trigger emotions and inspire people to act.

Presentations can also be used to celebrate an event. For example, a farewell presentation of a colleague can be used to narrate the story of his/her overall tenure, experiences and achievement in the organisation.

Main Elements of Presentation

A presentation is said to be effective if it has three main elements, which are as follows:

• Specific content : This refers to the information that a presentation will comprise. The information must be conveyed effectively so that it is absorbed by the audience in one sitting. It should be relevant and meaningful to them.
• Audience : A presentation should be targeted for a specific group of audience who share the same purpose and have a similar level of pre-knowledge.
• Presenter: The presenter should act as the advocate of the information. If his/her conviction and passion in the message are clearly articulated, the audience will also pay attention to the subject.

Important Presentation Skills

In today’s business environment, presentation skills are requisite in almost every professional arena. Employees are often required to give presentations on the targets achieved by them. A presentation can be effective if it is carefully planned and prepared.

However, delivering presentations is not always easy for every individual. Some people take presenting as a probable opportunity to showcase skills, while others find it a challenging task. To provide an effective presentation, a presenter must possess some abilities.

Some of them are explained as follows:

Analytical ability

Effective communication ability, creative ability, good interpersonal skill, sound time management, problem-solving ability, a sense of humour.

It refers to a calibre which empowers an individual to collect, organise, visualise and comprehend data. Such skills enable a person to look at related patterns, draw conclusions and find solutions to problems. In addition, sound analytical skills also enable an individual to forecast future trends using various techniques such as brainstorming, forecasting, data mining and metrics interpretation.

Communication entails much more than mere talking to the audience. To communicate effectively during a presentation, one ought to showcase information lucidly. During a presentation, a person should not just have a good set of slides together; rather he needs to engage and strike a chord with the audience to transmit the intended message.

It refers to the ability to present things in a creative way that have not been explored earlier. Creative skills in presentation enable an individual to invent or develop something path-breaking, such as a new concept, unique way out from a problem, a method, a work of art or new machinery, etc.

It encompasses how an individual portrays or presents himself to the audience and builds a rapport with the audience. During a presentation, sound interpersonal skills empower a speaker to interact, communicate and collaborate with the audience effectively.

Interpersonal skills are prevalent across all personal and professional interactions between people. Interpersonal skills entail empathy, active listening and emotional intelligence.

While delivering a presentation, a person should manage time effectively, set a presentation schedule and end a presentation within a stipulated time. If a presentation is long, there are chances the audience may lose interest and the message may not be delivered.

A speaker cannot expect audience to actively listen to the presentation for hours. At the start of presentation, a speaker should aim to grab audience’s attention and allocate time for questions and answers at the end.

Problem-solving is a requisite skill for a presentation. During a presentation, the audience may ask the speaker any kind of questions. On the other hand, it is important for the speaker to provide an appropriate answer to the audience to make the presentation successful.

A sense of humour is crucial to deliver a quality presentation to make the environment light and engaging. Appropriate usage of light jokes relieves stress and holds the attention of an audience, which makes the presentation a memorable experience for both the speaker and the audience.

Evaluation Wheel

Evaluation wheel is a creative and effective tool that accumulates information on outcomes in a simple and accessible manner. A presenter can opt for the evaluation wheel tool to show the outcomes of the research or reports. This tool is used to provide various types of information and journeys of change within the organisation.

It offers a visual representation of progression and results in the form of a spider diagram. The evaluation wheel measures the exact outcomes for a programme at the start and end. It also helps educators, designers to comprehend information systematically. Figure shows an example of evaluation wheel:

Figure states the scale questionnaire in a circle form wherein respondents will analyse the instances from their discretion and experience and give rating on a scale of 1 to 5.

For instance, service users are appropriately involved. In this case, if the respondent strongly agrees, he/she will give 5 rating and if he/she does not agree, he/she will give 1 rating. The centre of the circle is for 1 and as the respondent agrees, they reach out to edge for 5 rating.

Ps of Presentation

Even the most powerful presentation may fail if the presenter comes unprepared. A presentation is both a mental and a physical effort. There are Ps of presentation that provide a checklist to the presenter for ensuring that the presentation is well-constructed and clear so that the audience gets the message. These four Ps are explained as follows:

A thoroughly prepared presentation captivates the interests of the audience. The topic or content of the presentation must be thoroughly researched. No one would develop interest in a vague or equivocal presentation. A speaker can make use of stories or relatable examples and quote references to give more depth to the presentation and make it intriguing.

Apart from that, it should be ensured that only important points are highlighted in bullets or using other graphical elements. Providing too much of theory or full sentences can create boredom for the audience.

While preparing for a presentation, the presenter should include the following sections:

• Introduction : This section includes the name of the topic and the purpose of the presentation.
• Body : This section contains the main content of the presentation; thus, it must be prepared in a well-organised manner.
• Summary : It provides a recap of the content of the presentation. It outlines the most important points of the presentation to ensure the key message is retained by the audience.

Practice will make a man perfect is an adage that is appropriate across all spheres of life. It helps a speaker become familiar with his/her own voice, words and phrases and adjust accordingly. By practising thoroughly, a speaker can explore how to fit different pieces of information together and practise transition.

Also, a speaker should make notes wherever required as a part of presentation support. Using an index card is a common form of note-taking that provides a quick glimpse of important points.

While delivering a presentation, the speaker needs to demonstrate confidence in front of the audience. The speaker must be polite, but not apologetic in situations, such as if the session is running overtime or the microphone has stopped working.

Instead he/she should expect and ask for discipline and attention. It is important for a speaker to engage with the audience during the presentation in order to assure them that he/she is genuinely interested in talking to them. 4. Pace, pitch and pause: A presenter should deliver the presentation in an easy-to-follow pace and try changing the pace to enliven the presentation.

For example, pauses can be taken intentionally between main points to reinforce them. Along with pace, pitch is equally important. Just as pace varies in normal conversations, it should be used effectively during presentations too. For example, when asking a question, the presenter can raise the pitch and can lower it down when explaining a point.

Four Cornerstones of Making Memorable Presentations

The most crucial aspect of delivering an effective presentation is that the speaker should appear confident and the speech should look effortless. Presentations are a source of anxiety for many individuals. However, getting well-prepared before delivering a presentation can reduce this feeling considerably and ease apprehension.

There are a number of ways to overcome feelings of anxiety, stress and stage fright before the presentation in order to appear confident in front of the audience. The four cornerstones of making a memorable presentation are provided in the upcoming sections.

Know Yourself

Know your material, know your purpose, know your audience.

A presenter should acknowledge his/her strengths and weaknesses. Accordingly, he/she should decide the style of delivering a presentation. For instance, if a presenter has a great sense of humour and can use it comfortably in the speech, he/she can make the presentation more engaging and interesting.

On the other hand, if the speaker who is an introvert and prefers to talk or engage less, he/she can add visuals in the presentation. Therefore, the trick is whosoever is delivering the presentation should feel comfortable.

Knowing the topic thoroughly is the most important step in preparing and delivering a presentation. A presenter with well-versed knowledge of the topic is bound to feel more confident. One should perform extensive research of the topic using credible websites and surveys.

A presenter with minimal information about the topic will not be able to deliver a memorable presentation; rather, it would create a negative image in front of the audience. A good presentation is one that is centred around the main theme, presents relevant information and stimulates thought.

It is crucial to know the purpose of the presentation. A presenter should be aware of whether the purpose is to create awareness or to build new skills or to change attitudes. For instance, professional firms or businesses use presentations for various purposes such as to create awareness, educate, motivate and persuade internal and external audiences.

Therefore, to prepare a presentation, identify its objective/purpose, determine the method of delivery, formulate a structure, include visual aids and rehearse.

One should know the type of audience and what is their purpose of attending the presentation. For instance, whether they are there for gaining knowledge or learning new skills, etc. The age, culture and knowledge base of the audience help a presenter in designing and delivering his/her presentation effectively and in a manner in which audience can easily understand and relate to.

A well-designed presentation uses visual aids effectively to reinforce the main points and enhance the audience’s level of understanding.

Business Communication Notes

( Click on Topic to Read )

• What is Business Communication?
• What is Communication?
• Types of Communication

7 C of Communication

• Barriers To Business Communication
• Oral Communication
• Types Of Non Verbal Communication
• What is Written Communication?
• What are Soft Skills?
• Interpersonal vs Intrapersonal communication
• Barriers to Communication
• Importance of Communication Skills
• Listening in Communication

Causes of Miscommunication

• What is Johari Window?
• What is Presentation?
• Communication Styles
• Channels of Communication

Hofstede’s Dimensions of Cultural Differences and Benett’s Stages of Intercultural Sensitivity

• Organisational Communication
• Horizontal C ommunication
• Grapevine Communication
• Downward Communication
• Verbal Communication Skills
• Upward Communication
• Flow of Communication
• What is Emotional Intelligence?
• What is Public Speaking?
• Upward vs Downward Communication
• Internal vs External Communication
• What is Group Discussion?
• What is Interview?
• What is Negotiation?
• What is Digital Communication?
• What is Letter Writing?
• Resume and Covering Letter
• What is Report Writing?
• What is Business Meeting?
• What is Public Relations?
• What Is Market Segmentation?
• What Is Marketing Mix?
• Marketing Concept
• Marketing Management Process
• What Is Marketing Environment?
• What Is Consumer Behaviour?
• Business Buyer Behaviour
• Demand Forecasting
• 7 Stages Of New Product Development
• Methods Of Pricing
• What Is Public Relations?
• What Is Marketing Management?
• What Is Sales Promotion?
• Types Of Sales Promotion
• Techniques Of Sales Promotion
• What Is Personal Selling?
• What Is Advertising?
• Market Entry Strategy
• What Is Marketing Planning?
• Segmentation Targeting And Positioning
• Brand Building Process
• Kotler Five Product Level Model
• Classification Of Products
• Types Of Logistics
• What Is Consumer Research?
• What Is DAGMAR?
• Consumer Behaviour Models
• What Is Green Marketing?
• What Is Electronic Commerce?
• Agricultural Cooperative Marketing
• What Is Marketing Control?
• What Is Marketing Communication?
• What Is Pricing?
• Models Of Communication
• What is Sales Management?
• Objectives of Sales Management
• Responsibilities and Skills of Sales Manager
• Theories of Personal Selling
• What is Sales Forecasting?
• Methods of Sales Forecasting
• Purpose of Sales Budgeting
• Methods of Sales Budgeting
• Types of Sales Budgeting
• Sales Budgeting Process
• What is Sales Quotas?
• What is Selling by Objectives (SBO) ?
• What is Sales Organisation?
• Types of Sales Force Structure
• Recruiting and Selecting Sales Personnel
• Training and Development of Salesforce
• Compensating the Sales Force
• Time and Territory Management
• What Is Logistics?
• What Is Logistics System?
• Technologies in Logistics
• What Is Distribution Management?
• What Is Marketing Intermediaries?
• Conventional Distribution System
• Functions of Distribution Channels
• What is Channel Design?
• Types of Wholesalers and Retailers
• What is Vertical Marketing Systems?
• What i s Marketing?
• What i s A BCG Matrix?
• 5 M’S Of Advertising
• What i s Direct Marketing?
• Marketing Mix For Services
• What Market Intelligence System?
• What i s Trade Union?
• What Is International Marketing?
• World Trade Organization (WTO)
• What i s International Marketing Research?
• What is Exporting?
• What is Licensing?
• What is Franchising?
• What is Joint Venture?
• What is Turnkey Projects?
• What is Management Contracts?
• What is Foreign Direct Investment?
• Factors That Influence Entry Mode Choice In Foreign Markets
• What is Price Escalations?
• What is Transfer Pricing?
• Integrated Marketing Communication (IMC)
• What is Promotion Mix?
• Factors Affecting Promotion Mix
• Functions & Role Of Advertising
• What is Database Marketing?
• What is Advertising Budget?
• What is Advertising Agency?
• What is Market Intelligence?
• What is Industrial Marketing?
• What is Customer Value
• What is Consumer Behaviour?
• What Is Personality?
• What Is Perception?
• What Is Learning?
• What Is Attitude?
• What Is Motivation?
• Consumer Imagery
• Consumer Attitude Formation
• What Is Culture?
• Consumer Decision Making Process
• Applications of Consumer Behaviour in Marketing
• Motivational Research
• Theoretical Approaches to Study of Consumer Behaviour
• Consumer Involvement
• Consumer Lifestyle
• Theories of Personality
• Outlet Selection
• Organizational Buying Behaviour
• Reference Groups
• Consumer Protection Act, 1986
• Diffusion of Innovation
• Opinion Leaders
• What is Business Law?
• Indian Contract Act 1872
• Essential Elements of a Valid Contract
• Types of Contract
• What is Discharge of Contract?
• Performance of Contract
• Sales of Goods Act 1930
• Goods & Price: Contract of Sale
• Conditions and Warranties
• Doctrine of Caveat Emptor
• Transfer of Property
• Rights of Unpaid Seller
• Negotiable Instruments Act 1881
• Types of Negotiable Instruments
• Types of Endorsement
• What is Promissory Note?
• What is Cheque?
• What is Crossing of Cheque?
• What is Bill of Exchange?
• What is Offer?
• Limited Liability Partnership Act 2008
• Memorandum of Association
• Articles of Association
• What is Director?
• Trade Unions Act, 1926
• Industrial Disputes Act 1947
• Employee State Insurance Act 1948
• Payment of Wages Act 1936
• Payment of Bonus Act 1965
• Labour Law in India
• What is Brand Management?
• 4 Steps of Strategic Brand Management Process
• Customer Based Brand Equity
• What is Brand Equity?

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4 Steps to an Effective Presentation

Guest Post By Stephanie Scotti.

Be an expert .  Whatever topic you are planning to present, whether you are sitting in an important business meeting or speaking at a trade show to a crowd of thousands, know your topic inside and out.  Not only will you have more confidence in yourself as you communicate, but you’ll be prepared for any questions or comments that are asked.

Understand your audience.   To understand your audience, you need to take a moment and analyze the roles of those who will be in the audience and be prepared to answer their primary question:  What’s in it for me? Your audience must see that there is a clear benefit for them to listen.  Ask yourself:  What do my listeners want to know?  How does my presentation provide it to them?  Be sure you make the benefits crystal clear to your audience.

Practice your presentation.  Think of formal practice as a “dry run”, as close to the event setting as possible. It is here you take command of your material and technique. Your presentation should be practiced in front of a mirror or on a camera, or better yet, given to colleagues, friends, or family members who will give you clear and actionable feedback.

Become comfortable with your props.  Being unfamiliar with advancing your slides, or using other audio-visual aids / is distracting, and can erode both your self-confidence as well as your credibility with the audience. On the day of the presentation, arrive calmly and early.  Take time to decompress from your travels, visit the conference room ahead of time so you become familiar with your surroundings, and meet and greet your audience as they arrive.

Even the most polished of speakers can fumble and miss a crucial step to having an effective presentation, so prepare yourself each and every time to help ensure you are confident, heard and inspiring when you step up to speak.

Stephanie Scotti is a strategic communication adviser specializing in high-stake presentations. She has more than 25 years of coaching experience and eight years teaching presentation skills for Duke University. She has provided presentation coaching to over 3,000 individuals in professional practices, Fortune 500 companies, high-level government officials and international business executives. Learn more at  www.professionallyspeaking.net and  www.professionallyspeakingblog.com .

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By James A. Baker  Founder Baker Communications

To design and deliver an effective presentation, it is not enough to stand up and reel off a series of facts and figures. You probably already have a good understanding of your subject and a general idea of what you want to say about it, but will this be sufficient to transmit the same understanding to your audience?

Learning about the eight P’s of effective presentations will help you to more effectively design and deliver your message. Four of the P’s come before the presentation, and four are applied during the presentation itself.

The Four Pre-Presentation P’s

1. Preparation The first step in preparing a presentation is thinking about the needs of your audience. Do you know who you will be talking to and what they care about? This will actually affect how your audience listens, and should influence what information you include and how you deliver it.

When preparing for your presentation, ask yourself who you will be speaking to. What are they interested in? How do you know? How is your topic relevant to the audience’s concerns? What kind of attitudes, positive or negative, are audience members likely to have toward your presentation? What are your main talking points, the information you really want them to remember? What do you want the audience to do after hearing your presentation?

2. Planning Planning your presentation is important. You must know what the important points and conclusions of your presentation are, and build your talk around that structure. Listeners can easily lose the flow of a presentation jam-packed with raw data. The best structure tends to include an introduction, an elaborative body, and a conclusion, following the old adage, “Tell them what you’re going to tell them; then tell them; then tell them what you told them.” This approach is necessary because most people typically retain less than 50% of what they hear. Repetition and visual reinforcement help a great deal with retention.

There are other aspects to planning a presentation, and it may prove useful to ask the following questions:

Why: What is the objective or purpose of the presentation? Who: Who needs to be present? When: What date and time? How long should it last? Where: Should it be on-site or off-site? What is the best location? How: Logistical questions such as room size, seating, supplies and equipment, meals, etc.

3. PowerPoint (or other slide presentation or visual aids) Many presentations include visual aids, often a slideshow which runs along with the presentation. Plan your slides to run parallel with what you are saying and either summarize or illustrate your points. Number the slides and make sure that they are set up to show in the same order you plan to present the information. Remember that the slideshow is there to support you, not the other way around.

4. Practice You can have a beautifully prepared talk and masterfully crafted slideshow, and everything can still fall flat if you haven’t practiced. Practice at home, alone, in front of a mirror, in front of a video camera, in front of your family. Watch and listen to recordings of yourself. Watch your facial expressions and the way your mouth moves. Get feedback from others. Run through it until you can do your presentation in your sleep. Then you just might be ready to do it in public!

The Four P’s of Public Speaking The next four P’s are the keys to effective and compelling oral delivery: Projection, Pace, Pitch, and Pauses . By skillfully controlling and varying your voice, you can attract and hold interest, combat monotony, add emphasis, clarify meaning, and convey enthusiasm and conviction.

5. Projection Most people do not speak with sufficient volume when presenting.  Keep your speech volume loud enough to be easily heard throughout the room, but without shouting or straining. Breathing from your diaphragm will help you achieve this without becoming breathless. Additional volume can be used for emphasis and emotional impact.

6. Pacing Slowing down the speed of your speaking can emphasize key points or help build drama. Occasionally speeding up can help relieve monotony and create excitement. Pace can also make key words or phrases seem bigger or smaller, less or more important.

7. Pitch Control your pitch to ensure your voice is not strident or nasal. Raising or lowering your tone of voice can change the emotional mood of the presentation.

Pause before and on important points, both for emphasis and to give the audience time to understand and absorb them.

By varying your vocal volume, inflection, and pacing, and by skillfully using pauses, you can avoid a dull, monotone delivery. Remember that you must convey emotion to keep your audience’s attention. If your presentation lacks passion, conviction, enthusiasm or energy, your audience will become bored and tune you out. They can’t be expected to take interest in anything you don’t seem to have interest in yourself!

Baker Communications offers leading edge presentation and public speaking training solutions that will help you address the goals and achieve the outcomes addressed in this article. For more information about how your organization can achieve immediate and lasting behavior change that will help your team members or executives quickly connect with their audience, build credibility, and persuade listeners to take action click here .

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This question is about presentation skills .

What are the four P's of presentation?

The four P's of presentation are Planning, Preparation, Practice, and Performance. As the four P's imply, you need to plan and prepare your presentation, as well as practice. Finally, you need to be aware of your performance during your presentation to make sure you use your skills in an engaging manner.

Planning This step involves clearly defining your objectives, understanding your audience's needs and expectations, and structuring your message to achieve your goals. This phase also includes deciding on the format, technology, or tools you will use for your presentation.

Preparation. This stage requires you to gather all the necessary resources and materials you'll need for your presentation. It's about developing your content, creating visuals, and making sure everything aligns with your outlined plan. You might need to conduct research, design slides or props, or write a script during this phase.

Practice. A critical step to ensure smooth delivery of your presentation. It involves rehearsing your speech frequently until you feel comfortable with it. Practicing allows you to refine timing, tone, gestures, and other non-verbal communication cues. You may also identify potential questions and prepare responses in advance.

Performance. This relates to the actual delivery of your presentation. Being aware of how you present yourself is crucial - your posture, voice modulation, eye contact, and interaction with the audience can greatly influence how well your message is received. A successful performance also requires flexibility and adaptability in case of unexpected issues or questions.

These four P's of presentation are pivotal to delivering an engaging and effective presentation that resonates with your audience.

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The 4 Ps of an Effective Meeting

What are the 4 Ps of an Effective Meeting?

We all know that meetings are an important part of business, but sometimes they can feel like a waste of time. The last thing a business wants to do is hold an unproductive meeting that causes employees to miss out on time they could be doing better work. Fortunately, there are ways to make your meeting better and maximize productivity.

To make sure your meetings are effective, it helps to remember the four Ps — purpose, product, people and process. With these four Ps in mind, you can get more out of your meetings. In this blog, we’ll talk about these four Ps and how you can apply them in your workplace.

The very first thing you should do when setting up a meeting is to ask if the meeting has a clear purpose. Ask yourself if the meeting is necessary and what the goal of the meeting is. With a clear purpose in mind, you can work toward actionable outcomes and keep the meeting on track.

Outlining the purpose of the meeting ahead of time will also give others time to prepare. Team members can come up with their ideas and their thoughts related to the meeting's purpose without going off to tangential topics that waste time or that would be better saved for their own meeting.

When defining your purpose, make sure you’re as concise as possible. Make sure everyone attending understands what role they play in the meeting and what plan you hope to have by the meeting's end. 

For instance, the purpose of a meeting could be to brainstorm a marketing campaign for a new product.

To recap, setting expectations and defining the purpose of the meeting should be your first step.

The purpose of the meeting directly leads to the next P — the product. The meeting should have a clear and actionable product by its end. In other words, a meeting should produce results.

So, how do you go about setting this particular expectation? The best way to go about it would be to establish an end goal for a meeting. These goals should be measurable. When you don’t have clear, measurable goals set out from the beginning, it can be difficult to make the meeting go in a productive direction.

To produce the product, or goal, of the meeting, you also need to consider what resources and data may be necessary. This will ensure everyone brings everything needed for the meeting and knows what needs to be accomplished by the end of it. 

So, let’s add a product to our previous example of a brainstorming meeting. The purpose of the meeting is to brainstorm new marketing campaigns. An example of a Product for that meeting would be choosing which marketing channels the campaign will use and when the campaigns can start running.

Now you have a clear purpose and a clear objective you want to get out of the meeting. 

Of course, one of the most important components of any meeting is the people who will be attending. You want to make sure everyone you invite to a scheduled meeting will be attending for good reason. Each member of the meeting should have roles and responsibilities relevant to the purpose of the meeting. It’s also important that the people who are there can contribute and add to the meeting.

The last thing you want to do is schedule a meeting with a bunch of people who don’t need to be there. It can waste their time and lead to an ineffective meeting. It can also be helpful to identify which people will be leading different parts of the meeting so you know when people will be talking, and so those people know what they need to prepare to be ready to contribute.

You should also foster a respectful and collaborative environment in your meetings. This means people are free to voice their opinions, but they should also be respectful when someone is talking and not try to interrupt or talk over them. 

Having the right people can be the difference between a highly effective meeting and a waste. In our example, you would want to invite only team members involved with marketing or anyone who has a stake in a marketing campaign — like a sales rep or product development team member. It would be a waste of an employee’s time if you schedule an HR member to come to that marketing meeting, for instance, unless the product campaign covered sensitive or controversial topics for some reason.

Now you have your purpose, product and people — the final step is the process.

A process is similar to a meeting agenda. Your meeting process should outline how your meeting is structured and how it is run. Having a good process in place can make sure the meeting moves along at a good pace and maximizes the time you have. Here are some tips for improving your meeting process:

• Set your agenda and send it out ahead of time
• Define roles and people who will be speaking in the meeting
• Establish ground rules for your meetings
• Take breaks if meetings are longer
• Keep track of time and avoid going off-topic
• Close the meeting with a recap of your discussion and the next steps
• Send a follow-up with notes and the next steps to everyone in attendance after the meeting is over.

A clear process is invaluable. This will make sure everyone stays on track and that your meeting is productive. By sticking to these four Ps, you can have an effective meeting every time.

Why Do They Matter? 

The 4 Ps of an effective meeting — purpose, product, people and process — matter for numerous reasons. The main reasons these tenets matter include:

• They keep meetings productive — Without the four Ps, your meeting can quickly go off the rails.
• They lead to outcomes — Productive meetings can lead to positive outcomes and a better business.
• They don’t waste time — No one likes going to a meeting that could have been an email.
• They shift the attitude around meetings — When team members see how collaborative and effective meetings can be, they’ll be more willing participants and come up with better ideas.

Productivity should always be a top priority for businesses. With the four Ps in place, your meetings can be productive and make your team members happier.

More Workplace Tips To Run Successful Team Meetings

For a quick recap, here are some additional tips to ensure that your team meetings run smoothly and effectively: 

• Set an Agenda — Your agenda is your game plan for the meeting. Without an agenda, there’s no guidance for team members, and you may have unproductive, ineffective meetings.
• Take breaks — If you have a long meeting or multiple meetings, make sure employees have a break to converse, stretch their legs and give their brains a rest.
• Utilize technology — Numerous software platforms can help you organize your meetings, keep people on track and collaborate. This software can also make it easier to have meetings with remote workers.
• Follow-up — Always remember to send a follow-up, so people know what they need to do next.

By following these tips, you can make sure that your team meetings are productive, engaging and effective. With a bit of planning and organization, your team will be ready to tackle any challenge.

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As mentioned, all businesses can benefit from tools that help them be more productive. Eden is the ultimate workplace management software for businesses. Eden offers tools for HR and People Ops managers, IT managers, office managers and more. With Eden, you can easily make sure your teams have space to meet and collaborate with our room scheduling feature. Interested in seeing everything Eden can do? Schedule a demo today to find out!

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• AI at UB Forums offer latest in AI in teaching and research on April 30 & May 14

May 14th AI at UB Forum offers generative AI recommendations for UB

Published May 1, 2024

The Task Force on Generative AI in Teaching and Learning at UB will provide recommendations for the use of generative AI at UB on May 14th in Davis 101. Following the report, an expert panel will offer a discussion on AI for the good for society.

Date and location

• Tuesday, May 14  2:45 p.m. – 4:30 p.m. at Davis 101   

This forum is a follow-up to the April 30th AI at UB Forum , which featured presentations by the task force committees and AI seed grant winners. 

UB has been a leader in AI research since the 1990s and now has over 200 faculty working on AI projects. Here’s what you can expect at the May 14th AI at UB Forum.

Tuesday, May 14 2:45 p.m. – 4:30 p.m. at 101 Davis Hall

• 2:45 p.m. – 3:45 p.m. – Members of the Task Force on Generative AI in Teaching and Learning at UB will present a readout of major AI recommendations for the university.
• 3:45 p.m. – 4:30 p.m. - A panel discussion with university experts on AI for the good of society.

Will the presentation be available online?

If you can’t make it to the event in person, the May 14th AI at UB Forum will be livestreamed and recorded on Panopto for online viewing.

The forum held on Tuesday, April 30th is also available to watch  online . 

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