How to give an effective presentation

Not sure on how to give an effective presentation? Worry no more, we’ve got a definitive checklist for presentation perfection ready for you.

“Are you ready for your big presentation?”

These words will either fill you with dread or anticipation. Like it or not, at some point in our careers, we’re probably going to have to stand up in front of other people and present. And, sometimes, our presentation skills are not what we’d like.

Some people, annoyingly, are complete naturals. They are erudite; they command the attention of the room, they engage and inform. Somehow, they make presenting fun.

For the rest of us, presenting is a necessary evil – something to be endured. However, it doesn’t have to be like that. With the right skills under your belt, presentations don’t have to be torture.

I’ve put together a short presentation on presenting (yes, I know). In it, I explore the basic fundamentals of delivering your content in a compelling and effective manner. While I can’t promise to transform you into a latter-day Cicero overnight, it’s a step in the right direction.

Before you even think about delivery, it’s worth making sure you’re clear on knowing your key messages – because the strongest presenters always know exactly what they want their audience to walk away with.

With the right skills under your belt, presentations don’t have to be torture — and a lot of it comes back to the basics of effective communication.

STEP ONE: PREPARATION

KNOW YOUR AUDIENCE

• What do they know – what do they know about you and what do they know about the topic? 
• How will that shape your content, tone, and level of detail? 
• What do you want them to think / feel / do as a result of your presentation?
• Have you tailored your examples to their world, culture, and experience?

KNOW YOUR SUBJECT

• What’s your headline – the one thing you want the audience to go away with at the end?
• Do you have your three key messages? What are they? 
• What’s the one thing someone will remember tomorrow?

KNOW THE SPACE

• Where are you presenting? Are you able to visit beforehand?
• Check the space: temperature, lighting, acoustics.
• Test everything: laptop, clicker, microphone, projector.
• What’s the room set up and layout? Is it right for your presentation style? If not, can you change it?

STEP TWO: STRUCTURE AND CONTENT

OPENING

• Do you have a strong opening? You’ve only got a finite amount of time to grab attention. Starting with a purpose that everyone can relate to is a good way to form an instant connection. 
• Have you told your audience what to expect – and importantly, why it matters to them?

FLOW

• Have you got a clear narrative red thread running through the presentation?
• Are your transitions deliberate? The whole presentation should feel like you’re telling a story. You shouldn’t have sudden jumps to different topics. 
• Your slides are there as a support – they shouldn’t be telling the story for you. There’s nothing worse that having someone standing at the front of the room, reading words from a screen.
• Do you have too much text on your slides? Could you take some text out and replace it with images?

CLOSE AND TIMING

• Does your ending land strongly? Is it clear that you’ve reached the end or do you trail off?
• Have you got a clear call to action? What do you want them to do next?
• Do you know how long your presentation runs at a natural pace? 
• What will you cut if you’re given less time than planned?

STEP THREE: BEFORE YOUR PRESENTATION

MINDSET

• Reframe your nerves into energy. The audience is on your side. 
• Arrive early. Get the room ready before anyone else walks in. 
• Talk to people. Learn some names. Build rapport early. 
• If you learn something useful, use it as part of your presentation

PRACTICAL

• Is everything working as it should?
• Do you know who to call if the technology goes wrong?

STEP FOUR: DELIVERING A GREAT PRESENTATION

BODY LANGUAGE

• First impressions are largely based on body language. Exude confidence and your audience will have confidence in you. 
• Own the room from the moment you stand up.
• Make consistent and natural eye contact. Don’t sweep the room like you’re watching a tennis match, and don’t stare fixedly at someone
• Make your stance open.
• If you naturally use gestures when you talk, use them when you present. You’re not a statue.

VOICE

• Vary your pace, tone, and volume. No one likes to listen to a presentation given in monotone.
• Don’t be afraid of a pause – they give you thinking time and the audience processing time.
• Project without shouting.
• When in doubt, slow down. Be consious of different levels of language ability in the room.
• Treat it like a conversation, not a theatre performance.

READING THE ROOM

• Keep an eye on your audience. Are they still with you or are they looking at the clock?
• If you can, ask the audience what they’d like to focus on.
• Don’t apologise if something goes wrong. Your audience won’t even notice (unless you tell them!)
• Avoid distracting jewellery or accessories.

STEP FIVE: HANDLING (DIFFICULT) QUESTIONS

PREPARATION

• Have you decided when you’re going to take questions. During or after? 
• What are the three hardest questions you hope no one will ask you. Do you have the answers?

HANDLING DIFFICULT QUESTIONS

• Paraphrase – repeat the question back to ensure you understand what’s being asked
• Break down questions with multiple questions embedded in them – answer one at a time
• Address the whole audience when you respond. Don’t make it about you and the questioner.
• Bridge back to your main message points.
• Do not argue back. 
• Don’t bluff – it’s ok to say you don’t know the answer. Offer to follow up or field questions to other people if appropriate. 
• Don’t allow one person to dominate. 

TOO MANY / RAMBLING QUESTIONS

• At the start of your presentation, lay out what topics questions can cover. Request they stick to the subject.
• Use language such as “in the interests of time…”
• Use a “parking lost” to move items that may be relevant but should be addressed at a later time.
• Defuse challenges to your expertise by referring questions to the wider group.

KEEPING TO TIME

• Being late is rude – to both you and the other people who were on time. 
• Start when scheduled and be sure you’re in the room nice and early.
• Always provide a start time and stick to it. 

WORKING WITH DIVERSE GROUPS

• Speak slowly and clearly. 
• Avoid jargon or overly technical terms unless absolutely necessary.
• Don’t assume that everyone knows what that acronym means.
• If people are lost, paraphrase.

Need help preparing for a big presentation or making sure your message lands? Get in touch and let’s talk it through.

Beaumont is a communications agency based in Lausanne, Switzerland. We work with clients all around the world to change the way they talk about themselves – helping them create engaging stories that motivate action.