As mentioned in our discussion on the role of presentations, a presentation may be broken down into three phases: preparation, delivery and questions. We've put together some useful advice on how to prepare and deal with each of these elements.
1. Preparation Tips
When you are asked to give a presentation, make sure that you understand the key aspects of the task:
- What is the topic about? Make sure that you fully understand the title of the subject you have been given. Check with a trusted colleague or friend that they agree with your assessment.
- How long should the presentation last?
- What resources will be available to you? Will these include a computer-based projector (if so, which software?), an overhead projector or flip chart?
Once you have established these key aspects, draft out an outline of the major points that you want to put across in your presentation. However, do keep in mind the amount of time you have been allocated; avoid trying to include too much information. Make sure that the content is pitched at the right tone and level for your audience.
Once you are happy with the content of your presentation, draft out your slides and hand-outs. A good rule of thumb is to allow one slide for every 45-60 seconds delivery time. It is always best to keep your slides clear and simple, do not clutter them with too much detail - aim for bullet points covering your key points.
When you have completed your slides, make some notes on what you are going to say. Avoid writing out your presentation in full; simply reading from cards or notes in your presentation can appear stilted and you will be unlikely to be able to engage your audience. Ensure that your presentation includes a good introduction and conclusion. The conclusion is particularly important; it should revisit the main points you have made and finish the presentation on an upbeat and positive note.
As soon as you have prepared your slides and notes, rehearse your presentation until you feel completely relaxed and comfortable with the content. Remember to speak a little more slowly than normal to ensure that the audience has time to absorb the content. If possible, deliver your presentation to as many trusted friends or colleagues as you can and ask them for honest feedback. Ask them (or yourself) the following questions:
- Is the presentation the right length? Did you under- or over-run the time constraints?
- Did the message clearly address the topic?
- Was the language and tone you used relevant to the level of the audience?
- Did you speak clearly; could the audience understand and absorb your message?
- Did you demonstrate any distracting mannerisms, such as waving your hands about or repeating certain phrases too often?
If you are given the presentation title on the day of the assessment itself, then you will have only a limited time for preparation. As a rough guide, allow the following timings:
- 60% to developing the content
- 20% to preparing the presentation
- 20% to rehearsing and fine-tuning
2. Delivery Tips
- Make sure that you test the equipment you are about to use BEFORE the presentation starts.
- Have a glass of water handy in case your voice gets dry.
- Speak clearly, and slightly more slowly than normal speaking speed.
- Speak loudly enough so that those at the back of the room can hear you, but not so loud that you end up shouting.
- Vary your voice and pitch to give your delivery depth and to avoid sounding monotonous.
- Use pauses to emphasise key points and when moving on from one content area to another.
- If possible, occasionally take a step or two from the podium towards the audience. This is an effective way of keeping the audience's attention, especially if you time it to coincide with an important point in your presentation.
- Develop eye contact with the audience. However, do not linger too long over any one individual, simply move your eyes slowly over the entire audience.
- Use hand movements effectively (but sparingly) to emphasise key points.
- Avoid unconscious, repetitive mannerisms, such as swaying slightly or using particular phrases on too many occasions.
- Keep an eye on the time. You may need to speed up or slow down your delivery.
3. Questions
Answering a question in a presentation is very much like answering one in an interview. Listen to the question carefully, and avoid answering too quickly; take some time to think out your replies. Don't panic if your mind suddenly goes blank; 'buy' yourself some valuable thinking time by taking a short sip of water and then repeat back the main essence of the question before you respond. If you are unsure about the meaning of a question, ask for it to be repeated or clarified.
