meaning of presentation process

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What is a Presentation?

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The formal presentation of information is divided into two broad categories: Presentation Skills and Personal Presentation .

These two aspects are interwoven and can be described as the preparation, presentation and practice of verbal and non-verbal communication. 

This article describes what a presentation is and defines some of the key terms associated with presentation skills.

Many people feel terrified when asked to make their first public talk.  Some of these initial fears can be reduced by good preparation that also lays the groundwork for making an effective presentation.

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered. 

A presentation requires you to get a message across to the listeners and will often contain a ' persuasive ' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

The Key Elements of a Presentation

Making a presentation is a way of communicating your thoughts and ideas to an audience and many of our articles on communication are also relevant here, see: What is Communication? for more.

Consider the following key components of a presentation:

Ask yourself the following questions to develop a full understanding of the context of the presentation.

When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.

Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.

Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.

Will the presentation be to a small group or a large crowd?

Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your side.

What equipment and technology will be available to you, and what will you be expected to use?

In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.

What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

All these aspects will change the presentation. For more on this, see our page on Deciding the Presentation Method .

The role of the presenter is to communicate with the audience and control the presentation.

Remember, though, that this may also include handing over the control to your audience, especially if you want some kind of interaction.

You may wish to have a look at our page on Facilitation Skills for more.

The audience receives the presenter’s message(s).

However, this reception will be filtered through and affected by such things as the listener’s own experience, knowledge and personal sense of values.

See our page: Barriers to Effective Communication to learn why communication can fail.

The message or messages are delivered by the presenter to the audience.

The message is delivered not just by the spoken word ( verbal communication ) but can be augmented by techniques such as voice projection, body language, gestures, eye contact ( non-verbal communication ), and visual aids.

The message will also be affected by the audience’s expectations. For example, if you have been billed as speaking on one particular topic, and you choose to speak on another, the audience is unlikely to take your message on board even if you present very well . They will judge your presentation a failure, because you have not met their expectations.

The audience’s reaction and therefore the success of the presentation will largely depend upon whether you, as presenter, effectively communicated your message, and whether it met their expectations.

As a presenter, you don’t control the audience’s expectations. What you can do is find out what they have been told about you by the conference organisers, and what they are expecting to hear. Only if you know that can you be confident of delivering something that will meet expectations.

See our page: Effective Speaking for more information.

How will the presentation be delivered?

Presentations are usually delivered direct to an audience.  However, there may be occasions where they are delivered from a distance over the Internet using video conferencing systems, such as Skype.

It is also important to remember that if your talk is recorded and posted on the internet, then people may be able to access it for several years. This will mean that your contemporaneous references should be kept to a minimum.

Impediments

Many factors can influence the effectiveness of how your message is communicated to the audience.

For example background noise or other distractions, an overly warm or cool room, or the time of day and state of audience alertness can all influence your audience’s level of concentration.

As presenter, you have to be prepared to cope with any such problems and try to keep your audience focussed on your message.   

Our page: Barriers to Communication explains these factors in more depth.

Continue to read through our Presentation Skills articles for an overview of how to prepare and structure a presentation, and how to manage notes and/or illustrations at any speaking event.

Continue to: Preparing for a Presentation Deciding the Presentation Method

See also: Writing Your Presentation | Working with Visual Aids Coping with Presentation Nerves | Dealing with Questions Learn Better Presentation Skills with TED Talks

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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Business Jargons

A Business Encyclopedia

Presentation

Definition : A presentation is a form of communication in which the speaker conveys information to the audience. In an organization presentations are used in various scenarios like talking to a group, addressing a meeting, demonstrating or introducing a new product, or briefing a team. It involves presenting a particular subject or issue or new ideas/thoughts to a group of people.

It is considered as the most effective form of communication because of two main reasons:

• Use of non-verbal cues.
• Facilitates instant feedback.

Business Presentations are a tool to influence people toward an intended thought or action.

Parts of Presentation

• Introduction : It is meant to make the listeners ready to receive the message and draw their interest. For that, the speaker can narrate some story or a humorous piece of joke, an interesting fact, a question, stating a problem, and so forth. They can also use some surprising statistics.
• Body : It is the essence of the presentation. It requires the sequencing of facts in a logical order. This is the part where the speaker explains the topic and relevant information. It has to be critically arranged, as the audience must be able to grasp what the speaker presents.
• Conclusion : It needs to be short and precise. It should sum up or outline the key points that you have presented. It could also contain what the audience should have gained out of the presentation.

Purpose of Presentation

• To inform : Organizations can use presentations to inform the audience about new schemes, products or proposals. The aim is to inform the new entrant about the policies and procedures of the organization.
• To persuade : Presentations are also given to persuade the audience to take the intended action.
• To build goodwill : They can also help in building a good reputation

Factors Affecting Presentation

Audience Analysis

Communication environment, personal appearance, use of visuals, opening and closing presentation, organization of presentation, language and words, voice quality, body language, answering questions, a word from business jargons.

Presentation is a mode of conveying information to a selected group of people live. An ideal presentation is one that identifies and matches the needs, interests and understanding level of the audience. It also represents the facts, and figures in the form of tables, charts, and graphs and uses multiple colours.

Related terms:

• Verbal Communication
• Visual Communication
• Non-Verbal Communication
• Communication
• 7 C’s of Communication

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• The Complete Guide to Mastering Business Presentations
• Preparing Your Business Presentation

The Step-by-Step Process of Crafting an Effective Business Presentation

Aayush Jain

Research and content gathering.

Engaging Headline: Laying the Foundation: The Importance of Research in Business Presentations

The journey to a compelling business presentation begins long before the first ever slide deck is designed or the opening words are spoken. It starts in the realm of research and content gathering. This initial phase is critical, as it lays the groundwork for presenting the company with authority and credibility. A well-researched presentation ensures that the content not only resonates with the target audience but also supports the presentation's core message with accurate and relevant information. In this segment, we explore the significance of thorough research and strategic content gathering as the very beginning steps towards a successful business presentation .

Background Information:

Research and content gathering serve as the backbone of any business presentation. This process involves a deep dive into both internal and external sources to collect data, insights, and information pertinent to business presentation examples the topic at hand. Whether it's a product launch, a business plan presentation, or an annual company report, understanding the business model, the market landscape, and the audience's needs is paramount. Historical examples, such as Bill Gates' meticulously researched presentations, demonstrate the impact of well-prepared content on capturing the audience's full attention spans and driving the desired action.

Real-World Examples and Applications:

In the realm of business presentations, the difference between good and great presentations often lies in the details. Consider how a business presentation design company might leverage industry reports, customer feedback, and competitive analysis to craft a presentation that not only informs but also engages. For instance, using relevant statistics and case studies can help illustrate key points, making the presentation more compelling. A notable example includes the use of visual data to support market analysis in a business deck, enhancing the presentation's credibility and audience engagement.

Reference from External Sources:

To underscore the value of research in business presentations , consider the following insights:

A study by a leading presentation design company found that presentations backed by comprehensive research are 40% more likely to achieve their objectives.

According to a blog post by a professional speaker, incorporating data and case studies into your slide deck can increase the retention of key takeaways by up to 70%.

Research by a marketing agency revealed that audience members are 50% more likely to engage in active participation when presented with information that includes data-driven insights and relevant examples.

This section has woven in detail the essence of research and content gathering, highlighting its critical role in the preliminary stages of crafting an effective business presentation. By emphasizing the importance of a solid foundation, we set the stage for the next steps in creating a presentation that not only informs but also inspires.

Audience Analysis and Segmentation

Engaging Headline: Tuning Into Your Audience: The Key to a Persuasive Business Presentation

Understanding your audience is the cornerstone of any successful business presentation . The process of audience analysis and segmentation goes beyond mere numbers and demographics; it's about getting into the minds of your audience members, comprehending their expectations, and addressing their unique needs. This segment elucidates the importance of meticulously analyzing and segmenting your audience to tailor your presentation for maximum impact, ensuring that every slide, every statistic, and every story speaks directly to their interests and concerns, ultimately making your presentation in business not just heard, but felt and remembered.

Audience analysis involves gathering and interpreting data about your audience members, including their age, gender, cultural background, professional status, and more importantly, their knowledge about the topic, their interests, and their attitudes. Segmentation, on the other hand, involves dividing the audience into groups with similar characteristics or needs. This step is crucial for a business presentation because it allows the presenter to customize the content, tone, and delivery method to match the audience's profile. For example, a presentation to potential investors will significantly differ from one meant for a company's technical team, not just in content but in the presentation's design and approach.

A compelling example of audience analysis and segmentation done right could be a product launch presentation by a tech company. The presentation design company responsible for crafting the slide deck might create different versions to address different segments of the audience: one for the tech-savvy early adopters, focusing on technical specifications and innovation, and another for potential retail partners, emphasizing market potential and consumer demand. This strategic differentiation ensures that the presentation resonates with each segment, thereby increasing the likelihood of achieving its objectives.

A study published in a prominent marketing journal revealed that presentations tailored to the audience's specific interests and needs could increase engagement rates by up to 50%.

Insights from a presentation skills workshop highlighted that audience segmentation could lead to a 70% improvement in message retention among audience members.

An analysis by a leading business strategist found that businesses that conducted thorough audience analysis were 60% more effective in achieving their presentation goals, such as securing investments or driving sales.

By integrating a nuanced understanding of the audience into the very fabric of a business presentation , presenters can significantly enhance the effectiveness of their message. This tailored approach not only captures the audience's attention from the very beginning but also ensures that the key points resonate long after the presentation concludes.

Setting Clear Objectives for Your Presentation

Engaging Headline: Defining Success: The Art of Setting Objectives for Your Business Presentation

The success of a business presentation hinges not just on the content or the presenter's skills but on the clarity of its objectives. Setting clear, measurable, and achievable objectives at the very beginning is akin to plotting a road map for your presentation—it guides your content, design, and delivery decisions, ensuring that every part of your presentation is working towards a common goal. Whether you're presenting the company's annual report or pitching a new business model, understanding what you aim to achieve is crucial for crafting a presentation that not only engages but also accomplishes its intended purpose.

Objective setting in the context of a business presentation involves identifying what you want your audience to know, feel, or do by the end of your presentation. These objectives can range from raising awareness about a new product, convincing potential investors of the viability of a business plan, to motivating employees towards achieving company goals. The SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) provide a useful framework for setting these objectives, ensuring they are focused and actionable. This strategic approach not only sharpens the presentation's focus but also facilitates the evaluation of its success post-delivery.

Consider the case of a startup pitching to venture capitalists. The primary objective might be to secure funding. However, secondary objectives could include establishing the founders as credible and visionary leaders, and the startup's product as innovative and market-disrupting. Each element of the presentation, from the slide design to the key takeaways slides, is crafted to support these objectives, making the presentation a targeted, persuasive argument rather than just an informative session.

Research by a leading business communication expert found that presentations with clearly defined objectives were 75% more likely to be rated as effective by their audiences.

A survey conducted by a presentation design company revealed that 80% of successful business presentations had well-articulated objectives that guided their content and delivery strategies.

An article in a professional public speaking journal emphasized that the lack of clear objectives is one of the most common reasons for presentation failures, highlighting the importance of this step in the start creating the preparation process.

Setting clear objectives for your business presentation is not just about knowing your next point or destination; it's about charting the most effective path to get there. This clarity transforms your presentation from a mere sharing of information to a strategic tool designed to achieve specific outcomes, ensuring that every word spoken and every slide shown moves you closer to your goals.

Structuring Content for Maximum Impact

Engaging Headline: Building Your Argument: How to Structure Your Business Presentation for Impact

The structure of your business presentation can significantly influence its effectiveness. A well-organized presentation ensures that your audience can easily follow your argument, understand your key points, and recall the important details long after the presentation is over. Structuring your content for maximum impact involves careful planning and strategic organization of your ideas to build a compelling narrative. This segment focuses on the principles of effective content structuring, from the opening slide to the concluding call to action, ensuring that your presentation delivers your core message powerfully and persuasively.

The traditional structure of a business presentation often follows a simple yet effective format: introduction, body, conclusion. However, to truly engage and persuade your audience, it's crucial to go beyond this basic framework. This means starting with a strong hook to capture the audience's attention, followed by a clear presentation of the problem statement and your proposed solution. The body of your presentation should then elaborate on your key points, supported by evidence and examples, leading to a well-reasoned conclusion and a compelling call to action. This structured approach not only helps in keeping the whole presentation short and focused but also facilitates a deeper connection with the audience by guiding them through your thought process.

A noteworthy example of effective content structuring can be seen in the business presentations of leading tech companies. These presentations often begin with a relatable problem or a compelling story that grabs the audience's attention. They then move on to the other presenters with a clear road map of the presentation, highlighting the main points that will be covered. Each section is carefully designed to build upon the previous one, leading to a powerful conclusion that leaves a lasting impression. This methodical approach ensures that the audience remains engaged throughout the presentation, fully understanding and appreciating the significance of the idea or solution being proposed.

A study in the Journal of Business Communication found that presentations structured around a clear, narrative format were 22% more likely to persuade audience members compared to those that followed a more traditional, bullet-point approach.

Research highlighted in a recent blog post by a presentation design company revealed that audiences are 30% more likely to remember the key points of a presentation if they are presented as part of a cohesive story rather than isolated facts or bullet points.

An analysis conducted by a corporate training firm discovered that the most impactful business presentations shared a common structure: they posed interesting question or a serious problem statement, explored the implications, presented a solution, and ended with a strong call to action, thereby significantly increasing audience engagement and retention rates.

Structuring your content for maximum impact is not just about the color scheme and order of your presentation slides though; it's about crafting a narrative that resonates with your audience, supports your objectives, and drives your message home. By thoughtfully organizing your presentation, you ensure that your key points are not just presented, but understood and remembered.

Storyboarding Techniques in Presentation Preparation

Engaging Headline: Visualizing Success: Mastering Storyboarding for Business Presentations

Storyboarding, a technique borrowed from the realms of film and animation, has found a significant place in the preparation of business presentations . It involves creating a visual script of your presentation, where each slide or segment is planned out like a scene in a story. This approach not only helps in visualizing the flow of your presentation but also in aligning the content with your visual aids, ensuring that your message is both compelling and visually engaging. In this segment, we explore how storyboarding can transform the way you prepare your business presentations, turning abstract ideas into concrete visual narratives that captivate your audience.

The process of storyboarding for a business presentation involves sketching out the key points and visual elements of your presentation on paper or using digital tools. This step is crucial for determining the sequence of your content, how your ideas will unfold, and how your visual elements—such as images, charts, and videos—will complement your narrative. Storyboarding allows you to experiment with different layouts and flow before finalizing your slide deck, providing a clear roadmap for your presentation. It’s an invaluable step for ensuring your presentation design is cohesive, focused, and visually appealing.

A notable example of effective storyboarding in the business context can be seen in the product launch presentations of leading technology companies. These companies often use storyboards to meticulously plan each segment of their presentation, ensuring that every slide tells a part of the story leading up to the reveal of the new product. This technique allows them to seamlessly integrate product demos, testimonials, and data visualizations between slides, creating a compelling narrative that keeps the audience engaged and builds anticipation.

A survey conducted by a leading presentation design company found that presentations prepared with a storyboard approach were 33% more effective in maintaining audience engagement compared to those that were not.

Insights from a conference on visual communication in business highlighted that the idea of storyboarding helps presenters identify and eliminate unnecessary content, making their presentations more concise and impactful.

An article in a business magazine cited a study where storyboarding was shown to improve the presenter's confidence by allowing them to visualize the entire presentation flow, resulting in a smoother delivery.

Storyboarding is more than just a preparation technique; it’s a strategic tool that enables presenters to craft create a narrative that is not only informative but also emotionally engaging. By adopting storyboarding techniques in your presentation preparation, you can ensure that your content, visuals, and message are perfectly aligned, creating a memorable experience for your audience.

Effective Use of Visuals in Supporting Content

Engaging Headline: A Picture is Worth a Thousand Words: Elevating Your Business Presentation with Visuals

In the world of business presentations, visual elements play a pivotal role in conveying complex information succinctly and engagingly. Effective use of visuals can transform a standard presentation into an unforgettable storytelling experience, reinforcing your key messages and making important details of your content more accessible. This segment explores the strategic incorporation of visuals into your presentation, highlighting how the right visual aids can support and amplify your message, making every slide count.

Visuals, including images, charts, graphs, and videos, serve as powerful tools for presenters, allowing them to illustrate points, demonstrate trends, and evoke emotions. The choice of visual aids should be guided by the presentation's objectives and the audience's needs, ensuring that each visual element directly contributes to the narrative. When used correctly, visuals can simplify complex information, highlight key takeaways, and make the presentation more memorable. However, it's crucial to balance visual content with verbal messaging to avoid overwhelming the audience.

An exemplary use of visuals can be observed in the presentations of leading data analytics firms. These firms expertly employ charts and graphs to present data in a way that is both informative and visually compelling. For instance, an interactive infographic might be used to illustrate the growth trends of a market, making the data more digestible and engaging for the audience. Similarly, tech companies often use product demos and videos within their presentations to showcase the functionality and benefits of new technologies, creating a dynamic and immersive experience for the audience.

Research published in the "Journal of Business and Professional Communication" found that presentations incorporating high-quality visuals were 43% more persuasive than those relying solely on text.

A case study by a visual communication expert demonstrated that audiences are 75% more likely to remember the content of a presentation when it includes relevant visual aids.

An industry report by a leading presentation design company revealed that the strategic use of color and imagery can increase audience engagement by up to 65%.

The effective use of visuals in a business presentation is not just about adding pictures to slides; it's about enhancing the communication of your message, making it more impactful and engaging. By carefully selecting and integrating visual aids that complement and reinforce your content, you can ensure that your presentation captures the audience's attention and leaves a lasting impression.

Rehearsal Strategies for Polished Delivery

Engaging Headline: Practice Makes Perfect: Rehearsal Techniques for a Confident Business Presentation

The difference between a good presentation and a great presentation often lies in the delivery. Effective rehearsal strategies are essential for refining your message, honing your delivery skills, and building confidence. This segment delves into the art of rehearsing for a business presentation, offering insights on how to practice your delivery for maximum impact. Whether you're presenting to potential investors, clients, or colleagues, mastering rehearsal techniques can elevate your presentation from simply informative to truly engaging and persuasive.

Rehearsal for a business presentation goes beyond mere repetition of your speech or run-through of your slides. It involves practicing your timing, refining your public speaking skills, and adapting your body language to convey confidence and credibility. Effective rehearsal strategies include recording yourself to identify areas for improvement, practicing in front of a mirror or with a small audience for feedback, and familiarizing yourself with the technical aspects of your presentation. By dedicating time to rehearse, you can ensure a smoother delivery, anticipate and mitigate potential issues, and enhance your ability to engage with your audience.

A compelling example of the importance of rehearsal most presentations can be found in the TED Talks delivered by renowned speakers. These presentations are often the result of extensive rehearsal, which allows the speakers to deliver complex ideas with clarity and charisma. Similarly, business leaders who excel at public speaking often attribute their success to rigorous practice sessions, where they fine-tune every aspect of their presentation, from the opening story to the closing call to action. These examples underscore the transformative power of rehearsal in achieving a polished and impactful presentation.

A study in the "International Journal of Business Communication" found that presenters who engaged in targeted rehearsal strategies were 30% more effective in conveying their message and achieving their presentation objectives.

According to a public speaking coach's blog, practicing your presentation under conditions similar to the actual environment (e.g., using the same technology or standing as you would during the presentation) can significantly reduce anxiety and improve delivery.

Insights from a presentation skills workshop highlighted that participants who utilized a structured rehearsal plan, including vocal exercises and body language practice, reported a 40% improvement in their presentation delivery and audience engagement.

Rehearsal is not just about memorizing your presentation; it's about internalizing your message and delivering it with confidence and authenticity. By employing effective rehearsal strategies, you can transform your presentation delivery, ensuring that your message is not only heard but also felt and remembered by your audience.

Fine-tuning Timing and Pace

Engaging Headline: Mastering the Clock: Strategies for Perfecting Timing and Pace in Your Business Presentation

One of the most challenging aspects of delivering a business presentation is managing timing and pace. A presentation that's too rushed can overwhelm the audience, leaving them unable to absorb the key points, while one that's too slow may lead to disengagement. Fine-tuning the timing and pace of your presentation is crucial for keeping your audience engaged from start to finish and ensuring that your key messages are communicated effectively. This segment explores strategies for achieving the perfect balance, enabling you to deliver a presentation that is both informative and compelling.

The timing of a business presentation involves more than just fitting your content into the allotted time; it's about pacing your delivery to enhance comprehension and retention. Effective pacing allows for pauses where the audience can process information, and varying the speed of delivery to emphasize important points. Additionally, timing your presentation correctly ensures that each section receives the appropriate focus, preventing critical content from being rushed or overlooked. Mastering these aspects requires not only practice but also a deep understanding of your content and its significance to your audience.

Consider the example of a keynote speech at a major industry conference. The speaker allocates time not just for the core content, or bullet points, but also for engaging the audience with questions, allowing for brief pauses after introducing significant new ideas, and for a Q&A session at the end. This careful pacing ensures that the audience remains engaged throughout the presentation, with enough time to absorb and reflect on the information presented. Similarly, in a business pitch, entrepreneurs might pace their presentation to build excitement and anticipation, culminating in a compelling call to action.

A study published in the "Journal of Effective Marketing Communications" found that presentations with strategically varied pacing were up to 50% more effective in retaining the audience's attention compared to monotonously delivered ones.

Feedback from a professional presentation coaching service indicated that presenters who practiced with a timer and adjusted their content to fit within specific time limits improved their delivery effectiveness by over 60%.

An article in a business communication journal highlighted the importance of incorporating pauses for reflection, revealing that this technique significantly increases the audience's understanding and recall of the presented information.

Fine-tuning the timing and pace of your business presentation is a skill that can dramatically enhance its effectiveness. By carefully managing the flow of your presentation, you can ensure that your audience remains engaged, understands your message, and remembers the key points long after the presentation concludes.

Handling Technical Aspects (Audio, Visuals, etc.)

Engaging Headline: Behind the Scenes: Navigating Technical Aspects for Flawless Business Presentations

The effectiveness of a business presentation often hinges on more than just the content and the presenter's skills; the seamless integration of technical aspects plays a pivotal role. Handling audio, visuals, and other technical elements proficiently ensures that your presentation runs smoothly, allowing your message to captivate the audience without interruption. This segment offers insights into the critical task of managing technical aspects, from preparing audio-visual aids to troubleshooting common technical issues, ensuring a flawless delivery of your business presentation.

Technical preparation involves a thorough check of audio-visual equipment, compatibility of presentation software with available hardware, and the setup of a conference room and any necessary technical aids. This stage is crucial for preventing technical glitches that could disrupt the flow of your presentation and detract from its professionalism. Understanding the technical requirements of your presentation and preparing accordingly can significantly reduce the risk of unforeseen issues, allowing you to focus on delivering your message with confidence.

An illustrative example of handling technical aspects adeptly can be seen in high-stakes business presentations, such as product launches or major corporate announcements. Companies invest time in rehearsing the technical execution of these events, ensuring that every slide transition is seamless, every video plays without hitch, and audio levels are perfectly balanced. This meticulous preparation underscores the message's importance and demonstrates professionalism, leaving a first impression and a lasting impression on the audience.

A survey by a leading presentation technology firm found that those giving presentations and experiencing no technical issues had a 70% higher approval rating from audiences compared to those with even minor technical disruptions.

Research highlighted in a technology-focused blog post revealed that presenters who familiarize themselves with the technical setup and conduct a dry run before the actual presentation are 85% less likely to encounter significant technical problems.

An article in a business communication journal emphasized the importance of having a backup plan for technical failures, noting that this preparedness significantly enhances the presenter's ability to handle unexpected issues calmly and professionally.

Mastering the technical aspects of your presentation is essential for ensuring that your audience's focus remains on your message, not on any technical mishaps. By investing time in technical preparation and becoming proficient in the use of audio-visual aids, you can deliver a business presentation that is both impactful and seamlessly executed.

Preparing for Q&A Sessions

Engaging Headline: Engaging Your Audience: Strategies for Mastering the Q&A Session in Business Presentations

The Question and Answer (Q&A) session is not merely an addendum to a business presentation; it is an integral part of the engagement process, offering a unique opportunity to clarify doubts, address concerns, and interact with the audience on a personal level. Effective preparation for the Q&A session can significantly enhance the impact of your presentation, reinforcing your key messages and building trust with your audience. This segment explores strategies for anticipating and answering questions, ensuring you handle this interactive portion with confidence and eloquence.

Preparing for a Q&A session involves anticipating potential questions based on your presentation content and the interests of your target audience. This preparation allows you to formulate thoughtful, concise responses in advance, reducing the likelihood of being caught off-guard. Additionally, practicing techniques and tips for managing difficult questions or those outside your presentation's scope can help maintain control of the session, ensuring it complements your presentation rather than detracting from it.

A notable example of effective Q&A preparation can be observed in TED Talks, where speakers often engage with complex questions, demonstrating their expertise and deepening the audience's understanding of the topic. Similarly, in business settings, executives and entrepreneurs who skillfully navigate the Q&A session can reinforce their company's strengths, address potential investor concerns, and highlight the strategic direction, thereby solidifying the presentation's overall impact.

A study published in the "Journal of Business Communication" found that presenters who effectively managed their Q&A sessions improved audience retention of key points by up to 25%.

Insights from a professional speaking coach's blog emphasized further in more detail, the importance of practicing answers to tough questions, noting that this preparation helps presenters stay calm and collected during the Q&A, enhancing their credibility.

Research by a public speaking consultancy revealed that incorporating a brief review of main points before opening the floor to questions can significantly increase the quality and relevance of prepare answers to the audience's inquiries.

Mastering the Q&A session of your business presentation requires anticipation, preparation, and practice. By preparing comprehensive answers and employing strategies to engage with your audience effectively, you can ensure that this interactive segment reinforces your message, addresses key concerns, and leaves a positive, lasting impression on your audience.

What do you say when presenting a company?

Begin your business deck by introducing the company’s mission and vision, highlighting key achievements, and outlining the presentation's objectives. Tailor your introduction to your audience, whether they are potential investors, clients, or employees, focusing on what matters most to them.

What does presenting mean in business?

In business, presenting involves communicating information, ideas, or proposals effectively to an audience, with the goal of informing, persuading, or motivating action. It requires clarity, engagement, and strategic structuring of content to achieve desired outcomes.

How do I present my company in a presentation?

Present your company by focusing on its strengths, unique selling points, and the value it offers to customers or stakeholders. Use storytelling to share the company's journey, significant milestones, and future aspirations, supported by data and visuals to enhance credibility.

What do you say when presenting?

Start with a strong opening that grabs attention, state the purpose of your presentation, provide an overview of the topics to be covered, and why they are relevant to your audience. Throughout the presentation, emphasize key points, use stories and examples for clarity, and conclude with a compelling call to action.

How do you write a good business presentation?

A good business presentation is clear, concise, and focused on the audience's needs. It begins with thorough research, followed by structuring content for logical flow, incorporating engaging visuals, and practicing delivery. Always end killer presentation with a strong conclusion and a call to action.

How do you practice a business presentation?

Practice by delivering your presentation multiple times, ideally in front of a mock audience or a camera. Focus on timing, pace, body language, and clarity of speech. Seek feedback and refine your delivery based on insights gained.

What are the three general types of business presentations?

Informative presentations aim to educate the audience about a specific topic. Persuasive presentations seek to convince the audience to adopt a particular viewpoint or action. Decision-making presentations are designed to facilitate discussions and lead to a specific decision or outcome.

What are the three parts of a professional business presentation?

An effective professional presentation consists of an introduction that sets the stage, a body where the main ideas are developed and supported with evidence, and a conclusion that summarizes the key points and provides a call to action.

Why is presentation important in your business career?

Presentations are crucial for communicating important ideas to, influencing decisions, and demonstrating leadership abilities. Effective presentation skills can enhance your visibility, credibility, and impact within an organization, contributing to career advancement.

What is presentation in the workplace?

Presentation in the workplace involves sharing information, updates, or proposals with colleagues, management, or stakeholders. It's an essential communication tool for decision-making, collaboration, and driving initiatives forward.

What is a presentation of a new business?

A new business presentation introduces a startup or new business venture to potential investors, partners, or customers. It highlights the business model, market opportunity, unique value proposition, and financial projections.

What is corporate presentation?

A corporate presentation is a formal communication tool used by businesses to convey company information, strategies, achievements, and future goals to internal or external audiences. It's key for branding, stakeholder engagement, and strategic communication.

How much does a presentation design cost?

The cost of presentation design can vary widely based on complexity, length, and designer expertise. Prices can range from a few hundred to several thousand dollars. It's important to align the design investment with the presentation's purpose and potential ROI.

What is a presentation design agency?

A presentation design agency specializes in creating professional and visually compelling presentations for businesses and individuals. They offer services that include storytelling, design, and multimedia integration to enhance the impact of presentations.

Which company is best for presentation?

The "best" company for presentation services depends on your specific needs, budget, and the type of presentation. Research and compare agencies or freelancers with strong portfolios and positive client testimonials to find a match for your project.

What does a presentation designer do?

A presentation designer creates visually appealing and engaging slides that complement and enhance the spoken part of a presentation. They work on layout, design elements, color schemes, and multimedia integration to ensure the presentation is effective and memorable.

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Presentation Definition & A Complete Guide For Beginners

Last updated on September 9th, 2023

For many people it might sound like a strange question, however, many beginners still find it a bit confusing to understand what a presentation is. This not only includes students learning about the art of presenting their ideas but also people across various cultures who find the concept alien. For example, if you ask an engineer to give a presentation about an engineering concept or design, he/she might find it difficult to switch gears to public speaking. Similarly, many people who work within a vacuum might suddenly be asked to present something, without having any prior experience of speaking before an audience  or using presentation software like PowerPoint . Let’s take a look at a basic presentation definition, followed by dictionary definitions, with a complete guide for beginners.

What is a Presentation?

A presentation in the context of public speaking can be described as an activity where a presenter presents his/her ideas, explains a process, provides information, or raises questions regarding a subject for public debate. There can be many definitions of a presentation, however, it can be basically narrowed down to the aforementioned.

Presentation Definitions

While there are many definitions of what a presentation is and what it entails, here are a few dictionary definitions about what a presentation is generally considered to be:

An activity in which someone shows, describes, or explains something to a group of people.

Source: Presentation Definition by  Merriam-Webster’s Learner’s Dictionary

A speech or talk in which a new product, idea, or piece of work is shown and explained to an audience.

Source:   Presentation Definition by Oxford Dictionary

A talk giving information about something.

Source:   Presentation Definition by Cambridge Dictionary

5 Different Types of Presentations

Presentations can be presented for different purposes. Before presenting a presentation, it is necessary that you have a clear idea regarding the purpose of the presentation. Below is an overview of some of the 5 most common types of presentations:

1. Informative

You might need to create an informative presentation to explain important details tied to a topic before an audience. This type of presentation might be brief, with essential information. Such a presentation is usually based on facts and avoids too many complicated details and assumptions.

Examples: Class lectures, research findings, technical information, results from experiments, etc.

2. Persuasive

A persuasive presentation is geared towards convincing the audience to believe a specific point of view. Such a presentation might conclude with a call to action.

Examples: Product demos, sales pitch, investor pitch, presentations on social issues, debates, etc.

3. Instructional

Such a presentation might be to provide an audience with instructions, such as regarding a process, or the use of a product. Such presentations are usually longer, as they require demonstrations and detailed explanation of each aspect of the topic.

Examples: Tutorials for using a software, device or machine, employee orientation presentations, explanation of a course syllabus, etc.

4. Arousing

This type of presentation is meant to make the audience think about a certain topic. This can be to appeal to the intellect and emotions of the audience to point them towards a certain point of view or to start a social debate.

Example: Religious speech, presentation about a taboo, motivational presentation, etc.

5. Decision Making

Some presentations are conducted with the sole aim of providing facts and figures to help the audience reach a decision. This might include a business presentation about say, market share, profits, project revenue and market competition; so that the board members might be able to decide a future course of action for the company.

Examples: Business meetings, presentation about legislation and laws, a SWOT analysis presentation, etc.

3 Different Means of Presenting Presentations

How a presentation is presented can be roughly divided into 3 main categories, i.e. oral, visual only oral and visual.

1. Oral Only

This might simply include a presenter speaking directly to the audience, without any visual aid. This type of presentation can be difficult, since it can be hard to grab audience attention without any visual aid. If you are looking to give an oral presentation, you must have very good presentation skills and a compelling story to tell your audience. In fact, your audience is likely to be more interested in your presentation if you can present your ideas, concepts and explanations like a story.

While it might seem unlikely that someone would resort to an audio only presentation, however, this too can be quite an effective method for creating a sense of mystery of making your audience pay more attention to the content of your presentation. Such a presentation might be presented in the form of a story, read out or played via an audio device.

2. Visual Only

This might include a set of images or a video playing out before an audience. Such a presentation might include slides or a video clip with text that the audience requires to read to understand the visuals, a silent animation with a symbolic message, a set of images played like a slideshow, and the like.

3. Visual & Oral

This is the most common method of presenting a presentation. Whether it is a presenter directly or remotely presenting a presentation, or a video presentation playing out before an audience, the use of both visual and an oral explanation is usually the most effective method for presenting a presentation. Such a presentation may also include background music, and audio effects to make the presentation more compelling.

Other than presentation software, and the use of devices like projectors, monitors and TV screens, visual and oral presentations might also include photographs, whiteboards, and handouts.

Commonly Used Pesentation Software, Platforms & Methods

Here are a few commonly used apps, platforms and methods used by presenters for making presentations.

Slide Decks

Nowadays, most people simply relate the word ‘presentation’ with a slide deck, typically created in PowerPoint. This includes various slides, each with bits of information. These slides are presented one by one, usually starting with a title slide, introduction of the topic, main content, followed by a conclusion. According to some estimates, 30 million PowerPoint presentations are created on a daily basis.

PowerPoint, Keynote , Prezi , and Google Slides are a few of the most famous presentation platforms for designing and presenting slide decks.

Video Presentations

Presentations can also have other forms, such as video presentations. These can include slides converted from PowerPoint to video format , video clips created using web apps like PowToon , YouTube videos, as well as elaborate videos produced using sophisticated video editing and production software.

Interactive Presentations

This type of presentation might include the ability of the audience to interact with the presenter or presentation in some way. For example, the audience might be given the chance to view the slide deck and react to certain parts of the presentation using apps, polls, quizzes, etc. Hence, these type of presentations might include mechanisms where a presenter is able to switch between content using interactive buttons, with some sort of user interaction.

Some platforms for making interactive presentations include; Articulate , Mindomo , Office Mix , etc. Also see out post about interactive audience response systems .

Beyond the digital sense, interactive presentations might include something as simple as a class lecture with student participation, or a presentation where the audience is actively engaged to work with the presenter in some way.

Webinars & Online Presentations

Online presentations and webinars usually include Live presentations presented using various internet based platforms. While many people also share their presentations online for universal viewing, using services like SlideShare, SlideOnline and AuthorStream, usually, the word online presentations is used for Live presentations presented remotely using the Internet. These may or may not include visual aid, however, usually presenters opt for PowerPoint slides presented via a number of remote meeting and  conferencing apps like Skype, Google Hangouts, Zoom , Join.me , TeamViewer, and the like.

Related: Also see our post about best screens sharing solutions for presenters .

Other than apps, some presenters might choose to go old school and use paper handouts, with an oral speech or discussion to present a presentation. This method is most likely to be used by teachers, such as when handing out an assignment where students might have to make use of the handouts to draw conclusions.

It is also worth mentioning here that some presenters like giving their audience handouts for their PowerPoint presentations so the audience can follow their slides more conveniently. These handouts might be distributed in the form of printed or digital handouts. You can learn more about the latter from our posts about digital handouts .

Whiteboards and Interactive Whiteboards

This too is a method most likely to be used by educators to teach students using either a real whiteboard or a digital one. The presenter might use a marker to draw diagrams, or write down points and explanations on the whiteboard to explain the topic.

There are also interactive whiteboards and apps which can aid audience participation and interactivity. Some examples include; Deekit , RealTime Board , and digital whiteboard devices.

The image below shows an interactive whiteboard by Smart Tech. This range of boards developed by Smart tech are called Smart Boards .

Live Demonstration

This method is most likely to be used for a sales presentation to show the utility of a product. Such presentations are common during promotional events organized by different companies, and governments (to promote businesses); such as Expo events. Live demos have also been one of the most commonly used methods for selling products by door to door salesmen.

The presentation definitions, types, methods, apps and devices mentioned in this post includes some common examples of how and why presentations are presented. If you’re a newbie looking to give a killer presentation at Office or school and find the above mentioned too overwhelming; we would simply recommend that you use PowerPoint for making slides to present before your audience.

You can pick a template from these thousands of free PowerPoint templates to choose the one most relevant for your topic, create a slide deck, and rehearse the presentation beforehand.

About Farshad

IT professional, communications specialist and Blogger!

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Steps in Preparing a Presentation

Planning your presentation, step 1: analyze your audience, step 2: select a topic, step 3: define the objective of the presentation, preparing the content of your presentation, step 4: prepare the body of the presentation, step 5: prepare the introduction and conclusion, practicing and delivering, step 6: practice delivering the presentation.

The first step in preparing a presentation is to learn more about the audience to whom you'll be speaking. It's a good idea to obtain some information on the backgrounds, values, and interests of your audience so that you understand what the audience members might expect from your presentation.

Next, if possible select a topic that is of interest to the audience and to you. It will be much easier to deliver a presentation that the audience finds relevant, and more enjoyable to research a topic that is of interest to you.

Once you have selected a topic, write the objective of the presentation in a single concise statement. The objective needs to specify exactly what you want your audience to learn from your presentation. Base the objective and the level of the content on the amount of time you have for the presentation and the background knowledge of the audience. Use this statement to help keep you focused as you research and develop the presentation.

After defining the objective of your presentation, determine how much information you can present in the amount of time allowed. Also, use your knowledge about the audience to prepare a presentation with the right level of detail. You don't want to plan a presentation that is too basic or too advanced.

The body of the presentation is where you present your ideas. To present your ideas convincingly, you will need to illustrate and support them. Strategies to help you do this include the following:

• Present data and facts
• Read quotes from experts
• Relate personal experiences
• Provide vivid descriptions

And remember, as you plan the body of your presentation it's important to provide variety. Listeners may quickly become bored by lots of facts or they may tire of hearing story after story.

Once you've prepared the body of the presentation, decide how you will begin and end the talk. Make sure the introduction captures the attention of your audience and the conclusion summarizes and reiterates your important points. In other words, "Tell them what you're going to tell them. Tell them. Then, tell them what you told them."

During the  opening  of your presentation, it's important to attract the audience's attention and build their interest. If you don't, listeners will turn their attention elsewhere and you'll have a difficult time getting it back. Strategies that you can use include the following:

• Make the introduction relevant to the listeners' goals, values, and needs
• Ask questions to stimulate thinking
• Share a personal experience
• Begin with a joke or humorous story
• Project a cartoon or colorful visual
• Make a stimulating or inspirational statement
• Give a unique demonstration

During the opening you want to clearly present your topic and the purpose of your presentation. Clearly articulating the topic and purpose will help the listeners focus on and easily follow your main ideas.

During the  conclusion  of your presentation, reinforce the main ideas you communicated. Remember that listeners won't remember your entire presentation, only the main ideas. By reinforcing and reviewing the main ideas, you help the audience remember them.

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Most people spend hours preparing a presentation but very little time practicing it. When you practice your presentation, you can reduce the number of times you utter words and phrases like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You can also fine-tune your content to be sure you make your most important points in the time alloted.

In addition to planning the content of your presentation, you need to give advanced thought to how you want to deliver it. Do you want to commit your presentation to memory, use cards to guide you, or read from a script? Or, you might want to use a combination of methods. To help you decide, read the advantages and disadvantages of the four delivery methods described below.

Speaking from Memory

A distinct advantage of speaking from memory is your ability to speak to the audience without relying on notes or a script. This allows you the flexibility to move away from the podium and to maintain eye contact with the audience. However, speaking from memory has disadvantages, too. Presentations from memory often sound rehearsed and the possibility exists that you'll forget an important point, present information that's inaccurate, or completely lose your train of thought. If you decide to deliver your presentation from memory, have notes handy to jog your memory just in case!

Speaking from Notes

Many people like to speak from notes. Typically these notes are either on cards or paper in outline form and contain key ideas and information. If you are using an electronic presentation tool, you may be able to include your notes in the presentation itself. The benefit of delivering a presentation from notes is that you sound natural rather than rehearsed and you can still maintain relatively good eye contact with the audience. The down side is that you might not express your key ideas and thoughts as well as you may have liked had you planned your exact words in advance.

Speaking from Text

Speaking from text involves writing your speech out, word for word, then basically reading from the text. As with speaking from memory, an advantage of this method is that you plan, in advance, exactly what you're going to say and how you're going to say it. A disadvantage is that you might appear to the audience to be stiff or rehearsed. You will need to make frequent eye contact and speak with expression to maintain the audience's interest.

Using a Combination of Methods

You may find the best method to be a combination of all three. For instance, experts suggest you memorize the first and last ten minutes of your talk so that you can speak flawlessly and without notes. Notes may be suitable for segments of your presentation that you know very well, for example, relating a personal story. Finally, speaking from a text might be appropriate when you have quotes or other important points that you want to make sure you communicate accurately and completely. You can make a smooth segue to written text by saying something like: "I want to read this quote to you verbatim, to ensure that I don't distort the original intent."

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