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Omnibus Writing
Professional Writing Services
Professional Writing Services
Putting on an Effective Presentation
The key to an effective presentation is preparation. The three basic principles you must keep in mind
when preparing your presentation. The first is the totality of the entire presentation. The second is
the nature of the presentation, and the third is the physical space in which the presentation will
take place.
The first component, the totality of the presentation, is of utmost importance. It will account for
how much information you may present. You may be constricted by a time allotment, or in
wavering audience interest. You may have to confine your presentation to a particular area of
interest left uncovered by other presenters, if any, that will be presenting with you, as in a group
presentation.
The last thing that you want to do is regurgitate to the audience what they have just spent 15
minutes to an hour listening to. A simple phone call or email to the contact person at the event or
the event coordinator will give you this information. If you are coming before or after another
presenter, try to find out the topics they are covering. When you know there will be other
presenters involved, contacting them on a friendly basis to structure all presentations so they flow
creates audience appreciation.
Whether you know each presenter or not, contact him or her to get specifics on what they will be covering
and for what length of time. Will they be using handouts, or simply a Power Point or audio presentation? Do
they have products or books to sell afterwards, or
brochures and handouts during the presentation? Is their presentation compatible with yours?
If they are competitors of yours in the same line of business, are they agreeable to putting on a
consumer-friendly, informative, presentation? No matter what attitude you encounter, you want
to study their products or services, to find out what markets, consumers, or benefits differentiate
your product from theirs, or what present or future applications your product or service may
offer that theirs currently does not.
In any event, do not attack their product or service. Treat the presentation as an informative one
and the audience will be more appreciative and are more likely to remember your name and
company more positively. After contacting the presenter(s), determine what would flow from
your presentation into theirs, or vice-versa. If your presentation materials are compatible, a
simple transition, such as, “Next, here is Mr. or Ms. So and so to talk about how X impacts Y for
in your business” will do.
Courtesy and professionalism is always appreciated and expected by the audience. If you must
change from one presentation format to another, consider inserting some type of intermission at
this point. The audience members may stretch their legs, get some refreshments or promotional material
(from your company), or take care of personal business. If you are the sole presenter, however,
you will still need to know how much allotted time remains for you to cover your key points.
Also, find time within your own presentation to insert breaks, in consideration of your audience.
An outline covering key topics ensures you identify key points and
suggests the most suitable format in which to present your material. A
PowerPoint presentation may be the best and easiest way to convey your information. Not only is
this format visually appealing and accessible, it allows you to highlight your points, and insert
personal experiences during your narration to demonstrate relevant, personal impact points that may be vital
to the topic.
Humor always breaks tension and is appreciated, when it is on point and consistent with the
presentation’s message and delivered well. A handout for the participants to follow along with
and take notes on is a nice complement to the visual presentation.
If the presentation is structured as an in-house teleconference, an outline is mandatory to stay on
point, being concise and straightforward so those listening in who then can take quick notes, and
so your conference can be wrapped up as quickly as possible. Most likely, a teleconference will
include other presenters, so an audience will appreciate your concise, straight, to the point,
presentation.
Keeping the audience focused and interested in the topic at hand when presenters work for the
same corporation and are speaking to an employee audience, may be trickier. There may be a
tendency for more laughing and joking to be going on among employees or more chatter, but
there are many things you can do to keep the audience interested and on topic. Presenters can
coordinate the background colors of Power Point backgrounds and lengths of presentation, or
discuss where an intermission or break may be appropriate.
Consider what immediate impact the presented subjects have on the audience. Will there be
further staff education needed by a management audience? If so, consider how management will acquire
additional educational materials. If it is necessary to supply binders of the information to take with them as
they leave, you need materials prepared beforehand and ready to take as they leave. It will be helpful to
have this audience follow along in prepared handouts during the presentation. The handouts will reinforce
what the speaker is covering, as a binder may wind up in the hands of a subordinate.
An annual benefits explanation to an employee audience, an introduction of new personnel to a
department or a complete re-structuring of the department, is one that will require a thorough
knowledge of exactly how this change will affect your audience. The costs and benefits of change, as well as
anticipated questions and answers, must be formulated, prior to the presentation. This may be covered
efficiently and effectively via a PowerPoint
presentation, combined with handouts.
You most likely will be handing out booklets of benefits packages with this sort of presentation.
With any introductions of new personnel or department re-structuring, it is up to you to decide
what impact, if any, this has on your particular audience and the company as a whole. It is
advisable, as well, to know whether the person you may be introducing has prepared a few words
so you do not blunder and put him or her on the spot.
Try to anticipate questions from the audience for any other type of presentation. Ask for
questions at the end of any presentation, and if you are not sure of the answer, say so. Get the
person’s name who asked the question, and get the answer to them as soon as possible. Don’t
ever guess at the answer. Your credibility is at stake.
No matter the nature of the presentation, you must keep in mind the time, length, and any other
participants who may be involved during your time to speak.
The second component of a successful presentation is the nature of the presentation. Some
seemingly informative presentations are really marketing presentations in disguise.
We all have seen ‘Infomercials” on television. Car shows, exhibitions in grand hallways, are all to
introduce the latest, greatest creations for sale. Taken to the next level, even events scheduled to
educate emotionally scarred parents about a child’s lifelong disability includes some form of
background sponsor, such as pharmaceutical companies, there to market their products and
services, as well as to “inform” the consumer they are serving.
Therefore, you have to know your presentation’s intent. Is it an informative presentation, such as
a how-to demonstration, strictly a "how to garden with perennials", or are you there to represent,
demonstrate, and sell a landscape company's products or services?
A presenter to an audience of students who need required continuing educational credits may be
emotionally tricky. Some may resent being there, there only to sit and be counted; others may
truly have an interest in the subject matter presented and the presenter.
In either case, take it at face value, and give it your best. Your name and credentials will follow
you wherever you go, and you can gain credibility by teaching others in your area of expertise.
The previous and following components will apply, but usually you will be the sole presenter.
You must be clear on the points you want to cover, decide on the best way to convey the
information, and you will probably be required to have the students complete a proficiency exam
at the end of the course. The materials you cover, or your group covers, should adequately
educate the audience in order to meet grading requirements.
Sharing your knowledge is a joy that knows no bounds. Teaching others carries a future benefit
that no one can ever measure. I keep this in mind when creating any presentation. You are the
expert. Be professional, courteous, on time, prepared, and interesting. Be ready to learn from your
audience, as well. I have never left a room without learning something from someone. You never
know if that someone or something will one day impact your own future.
The third and last component you must consider is the physical space in which the presentation
will take place. Again, if you are unfamiliar with the event venue, a few calls to the event
coordinator, or to the venue itself, may clue you in, if you are unable to visit it yourself.
Will you be in front of the audience, at a podium, behind a microphone, or will you be in the
middle of a circle of chairs, on your feet, with a moving microphone? How large will the space
be? Will the acoustics be a problem? Will the audience be able to understand what you are saying?
Will they be able to see any visual material presented in addition to your speaking part of the
presentation? Will you be wearing a microphone? Will you require a pointer? Will they have the
electronics set up prior to your arrival, or will you have to configure the set-up yourself?
You can’t anticipate all of the answers, but, by asking most of these questions, you may avoid a
lot of the pitfalls many presenters encounter. If anyone is sponsoring your event, do they have a
direct contact that you can meet with, prior to your presentation, to make sure the bugs are all
worked out? This will give you the confidence and self-assurance you need beforehand.
If it is a small space, such as meeting rooms in a hotel, divided by pullout walls in massive
ballrooms, it creates a more intimate setting, where you can interact with your audience.
However, keeping them on topic via use of visuals, and a commanding, authoritative presence is
also key. However, do not be overbearing. Text with clipart or photos will hold their interest, as
well as informative handouts to take with them as they leave. If you have products to sell at the
end; be sure to be around for informal questions and autographs, if requested. Also, have quality
business cards to offer, if asked. If not, have them within handouts, or printed on the handouts,
themselves.
Adjusting your presentation to the space will make your audience more comfortable and at ease
with you and your subject, as well as more receptive. It is your audience’s last impression of you, and,
moreover, your last chance to make an impression, so make it a great one.
We have covered the key presentation elements: totality, nature, and space, and how considering
these elements beforehand can supercharge the impact of a presentation, and maintain your
audience’s interest to create their own enthusiasm for your product or service.
Putting on a well-crafted presentation with a confident demeanor, a ton of enthusiasm, and first-rate product
knowledge will increase your bottom line!
The key to an effective presentation is preparation. The three basic principles you must keep in mind
when preparing your presentation. The first is the totality of the entire presentation. The second is
the nature of the presentation, and the third is the physical space in which the presentation will
take place.
The first component, the totality of the presentation, is of utmost importance. It will account for
how much information you may present. You may be constricted by a time allotment, or in
wavering audience interest. You may have to confine your presentation to a particular area of
interest left uncovered by other presenters, if any, that will be presenting with you, as in a group
presentation.
The last thing that you want to do is regurgitate to the audience what they have just spent 15
minutes to an hour listening to. A simple phone call or email to the contact person at the event or
the event coordinator will give you this information. If you are coming before or after another
presenter, try to find out the topics they are covering. When you know there will be other
presenters involved, contacting them on a friendly basis to structure all presentations so they flow
creates audience appreciation.
Whether you know each presenter or not, contact him or her to get specifics on what they will be covering
and for what length of time. Will they be using handouts, or simply a Power Point or audio presentation? Do
they have products or books to sell afterwards, or
brochures and handouts during the presentation? Is their presentation compatible with yours?
If they are competitors of yours in the same line of business, are they agreeable to putting on a
consumer-friendly, informative, presentation? No matter what attitude you encounter, you want
to study their products or services, to find out what markets, consumers, or benefits differentiate
your product from theirs, or what present or future applications your product or service may
offer that theirs currently does not.
In any event, do not attack their product or service. Treat the presentation as an informative one
and the audience will be more appreciative and are more likely to remember your name and
company more positively. After contacting the presenter(s), determine what would flow from
your presentation into theirs, or vice-versa. If your presentation materials are compatible, a
simple transition, such as, “Next, here is Mr. or Ms. So and so to talk about how X impacts Y for
in your business” will do.
Courtesy and professionalism is always appreciated and expected by the audience. If you must
change from one presentation format to another, consider inserting some type of intermission at
this point. The audience members may stretch their legs, get some refreshments or promotional material
(from your company), or take care of personal business. If you are the sole presenter, however,
you will still need to know how much allotted time remains for you to cover your key points.
Also, find time within your own presentation to insert breaks, in consideration of your audience.
An outline covering key topics ensures you identify key points and
suggests the most suitable format in which to present your material. A
PowerPoint presentation may be the best and easiest way to convey your information. Not only is
this format visually appealing and accessible, it allows you to highlight your points, and insert
personal experiences during your narration to demonstrate relevant, personal impact points that may be vital
to the topic.
Humor always breaks tension and is appreciated, when it is on point and consistent with the
presentation’s message and delivered well. A handout for the participants to follow along with
and take notes on is a nice complement to the visual presentation.
If the presentation is structured as an in-house teleconference, an outline is mandatory to stay on
point, being concise and straightforward so those listening in who then can take quick notes, and
so your conference can be wrapped up as quickly as possible. Most likely, a teleconference will
include other presenters, so an audience will appreciate your concise, straight, to the point,
presentation.
Keeping the audience focused and interested in the topic at hand when presenters work for the
same corporation and are speaking to an employee audience, may be trickier. There may be a
tendency for more laughing and joking to be going on among employees or more chatter, but
there are many things you can do to keep the audience interested and on topic. Presenters can
coordinate the background colors of Power Point backgrounds and lengths of presentation, or
discuss where an intermission or break may be appropriate.
Consider what immediate impact the presented subjects have on the audience. Will there be
further staff education needed by a management audience? If so, consider how management will acquire
additional educational materials. If it is necessary to supply binders of the information to take with them as
they leave, you need materials prepared beforehand and ready to take as they leave. It will be helpful to
have this audience follow along in prepared handouts during the presentation. The handouts will reinforce
what the speaker is covering, as a binder may wind up in the hands of a subordinate.
An annual benefits explanation to an employee audience, an introduction of new personnel to a
department or a complete re-structuring of the department, is one that will require a thorough
knowledge of exactly how this change will affect your audience. The costs and benefits of change, as well as
anticipated questions and answers, must be formulated, prior to the presentation. This may be covered
efficiently and effectively via a PowerPoint
presentation, combined with handouts.
You most likely will be handing out booklets of benefits packages with this sort of presentation.
With any introductions of new personnel or department re-structuring, it is up to you to decide
what impact, if any, this has on your particular audience and the company as a whole. It is
advisable, as well, to know whether the person you may be introducing has prepared a few words
so you do not blunder and put him or her on the spot.
Try to anticipate questions from the audience for any other type of presentation. Ask for
questions at the end of any presentation, and if you are not sure of the answer, say so. Get the
person’s name who asked the question, and get the answer to them as soon as possible. Don’t
ever guess at the answer. Your credibility is at stake.
No matter the nature of the presentation, you must keep in mind the time, length, and any other
participants who may be involved during your time to speak.
The second component of a successful presentation is the nature of the presentation. Some
seemingly informative presentations are really marketing presentations in disguise.
We all have seen ‘Infomercials” on television. Car shows, exhibitions in grand hallways, are all to
introduce the latest, greatest creations for sale. Taken to the next level, even events scheduled to
educate emotionally scarred parents about a child’s lifelong disability includes some form of
background sponsor, such as pharmaceutical companies, there to market their products and
services, as well as to “inform” the consumer they are serving.
Therefore, you have to know your presentation’s intent. Is it an informative presentation, such as
a how-to demonstration, strictly a "how to garden with perennials", or are you there to represent,
demonstrate, and sell a landscape company's products or services?
A presenter to an audience of students who need required continuing educational credits may be
emotionally tricky. Some may resent being there, there only to sit and be counted; others may
truly have an interest in the subject matter presented and the presenter.
In either case, take it at face value, and give it your best. Your name and credentials will follow
you wherever you go, and you can gain credibility by teaching others in your area of expertise.
The previous and following components will apply, but usually you will be the sole presenter.
You must be clear on the points you want to cover, decide on the best way to convey the
information, and you will probably be required to have the students complete a proficiency exam
at the end of the course. The materials you cover, or your group covers, should adequately
educate the audience in order to meet grading requirements.
Sharing your knowledge is a joy that knows no bounds. Teaching others carries a future benefit
that no one can ever measure. I keep this in mind when creating any presentation. You are the
expert. Be professional, courteous, on time, prepared, and interesting. Be ready to learn from your
audience, as well. I have never left a room without learning something from someone. You never
know if that someone or something will one day impact your own future.
The third and last component you must consider is the physical space in which the presentation
will take place. Again, if you are unfamiliar with the event venue, a few calls to the event
coordinator, or to the venue itself, may clue you in, if you are unable to visit it yourself.
Will you be in front of the audience, at a podium, behind a microphone, or will you be in the
middle of a circle of chairs, on your feet, with a moving microphone? How large will the space
be? Will the acoustics be a problem? Will the audience be able to understand what you are saying?
Will they be able to see any visual material presented in addition to your speaking part of the
presentation? Will you be wearing a microphone? Will you require a pointer? Will they have the
electronics set up prior to your arrival, or will you have to configure the set-up yourself?
You can’t anticipate all of the answers, but, by asking most of these questions, you may avoid a
lot of the pitfalls many presenters encounter. If anyone is sponsoring your event, do they have a
direct contact that you can meet with, prior to your presentation, to make sure the bugs are all
worked out? This will give you the confidence and self-assurance you need beforehand.
If it is a small space, such as meeting rooms in a hotel, divided by pullout walls in massive
ballrooms, it creates a more intimate setting, where you can interact with your audience.
However, keeping them on topic via use of visuals, and a commanding, authoritative presence is
also key. However, do not be overbearing. Text with clipart or photos will hold their interest, as
well as informative handouts to take with them as they leave. If you have products to sell at the
end; be sure to be around for informal questions and autographs, if requested. Also, have quality
business cards to offer, if asked. If not, have them within handouts, or printed on the handouts,
themselves.
Adjusting your presentation to the space will make your audience more comfortable and at ease
with you and your subject, as well as more receptive. It is your audience’s last impression of you, and,
moreover, your last chance to make an impression, so make it a great one.
We have covered the key presentation elements: totality, nature, and space, and how considering
these elements beforehand can supercharge the impact of a presentation, and maintain your
audience’s interest to create their own enthusiasm for your product or service.
Putting on a well-crafted presentation with a confident demeanor, a ton of enthusiasm, and first-rate product
knowledge will increase your bottom line!