Content Starts Here

How to give a presentation

For most people the thought of giving a presentation is enough to bring them out in a cold sweat. But a little positive thinking and a lot of preparation can turn a nightmarish ordeal into a chance to make your mark in an organisation.

Don't be tempted to leave planning your presentation to the last minute. As soon as you've been asked to give a talk start thinking about "who", "where" and "what".

Know your audience

Draw up a profile of your audience to help you pitch the presentation at the right level. Consider the following:

Their technical knowledge;
Whether they're decision makers;
Their age;
Their interests and background.

If you're talking to a director, for example, you might focus on the business benefits of a product or idea. But if your presentation is aimed at the end user you should focus on the benefits to them as customers.

If your audience is small - or even just two of you - you may decide to sit down at a table with them. Standing up will give you more authority but also make the presentation formal.

Structure

Think of a key message or headline that you want to convey, for example - "How the merger will affect you" or "The benefits of the new computer system".

Then jot down the key points you want to get across. This might be:

- Why the merger is good for the company.
- Timetable for merger.
- How the merger will affect staff.
- How rivals might react.

Divide each of these points into further sections. You may want to write out the whole presentation but when you are happy with the structure distil it back into headings. This will allow you to talk to the audience, rather than reading a speech that will send them to sleep.

Put the headings onto cards and number them in the correct sequence. Mark cards where you have slides or diagrams to show and sections you can miss out if you're running out of time. Highlight vital information as it is easy to leave out the most obvious points.

Consider any objections there might be and address them in your presentation. If you have detailed facts and figures tell your audience you will supply them at the end. Only give hand-outs before or during a talk if they will help you to explain a difficult point.

People listen most intently to the beginning and end of a speech so start by outlining the main areas you intend to cover. Finish with a summary of your key points.

Delivery

Practise your presentation - if possible in front of a colleague. Tape it and play it back to give you an idea of how you sound. Make sure it's the right length; if it's very long you could include a break.

Make the presentation in front of a mirror so that you can spot any nervous habits such as twiddling with an earring or pulling your cuff down. Think about your clothes and whether they're both comfortable and appropriate for the audience.

Try to memorise the opening line. This will give you a chance to make eye contact with the audience. Throughout the presentation make regular sweeping glances over the room so that everyone feels included. Don't use visual aids as an excuse to look away from the audience for too long.

Introduce yourself and say that you will be taking questions at the end. If someone has a query during the presentation deal with it briefly; if you don't know the answer promise to find out.

Nerves

The best way to beat nerves is to feel prepared. Leave yourself plenty of time to plan the speech and visit the room where you will be speaking. Make sure:

It's the right temperature;
There aren't likely to be noisy distractions;
Any equipment is working and you know how to use it;
You have water to sip.

Before you start take two deep breathes and stand comfortably with your feet slightly apart. Some people find the homeopathic mouth spray, Rescue Remedy helps calm their nerves. Remember how knowledgeable you are and try to enjoy the chance of conveying your enthusiasm to a captive audience.

Business Link www.businesslink.org

Institute of Directors: www.iod.com

page: 1 | 2