Presentations are part of everyday life for every businessperson in 2023. However, it's not always easy to make a presentation effective and engaging. It all starts with proper preparation and structuring.
A professional presentation paves the way to your clients by giving them the opportunity to present your message or topic. Prepare for this opportunity, as thorough preparation accounts for 50% of your success . We've compiled 11 tips to help you deliver a professional presentation and make a great impression.
Preparing presentations: Why this is so important for a successful presentation
For any successful presentation, thorough preparation is essential. With the best possible preparation, you'll be faster, more efficient, and ultimately more successful in creating your presentation. A good structure is paramount. It's the foundation of your presentation.
A well-structured presentation will help you deliver a professional and thoroughly thought-out presentation that will convince your audience . A good structure is also helpful for you, as it provides a clear narrative thread that guides you through your presentation.
Therefore, focus on the best possible preparation so that you do not appear unprofessional and unprepared in front of the audience.
Preparing presentations: How much time should you plan for?
You know you're giving a presentation in a few weeks. But when should you start preparing? Unfortunately, we have to give you a disappointing answer: there's no one-size-fits-all answer. Your preparation time depends on the topic of your presentation, your PowerPoint skills, and your presentation experience.
However, you can roughly follow a rule of thumb from Wayne Burgraff ( 18th-century American philosopher) : "It takes one hour of preparation for every minute of presentation time."
So start your preparations early enough . It's better to finish your preparations a little too early than to start too late and no longer be able to achieve your goals.
Preparing presentations: These are the questions you should answer beforehand.
For every presentation, there is a selection of basic questions that apply regardless of the topic. You should answer these questions for yourself as part of your preparation . We have listed the questions for you in this paragraph:
- What is the goal of your presentation? (You can find help defining goals in this article .)
- Who is the target group ? (Age, profession, level of knowledge, expectations)
- How large is the audience?
- What is /are the topic(s) ? What are your key messages?
- How much time do you have for your presentation?
- What are the spatial conditions ? What media (projector, laptop, microphone) can you use there?
- Where can you find information about your topic?
- Have you planned a good structure ? (Tips here )
- How do you make your slides visually appealing ? (Images, videos, design, font size)
- How do you make the presentation engaging? ( Humor , anecdotes, etc.)
- Have you rehearsed your presentation (especially regarding its length and impact on the audience)? Where can you shorten it if necessary?
- Which speaking techniques would you like to use in your presentation? (Tips here )
- How do you use gestures and facial expressions, and what clothing do you wear to support your performance? (Tips here )
- How do you deal with breakdowns ? (Tips can be found here )
- Are you prepared for questions ? Is there enough time for questions? (Tips here )
Below, we'll show you 11 tips and tricks on how to answer these questions to create a professional presentation and convince your audience!
Preparing presentations: 11 tips for a guaranteed successful presentation
1. Structure is everything
A well-structured presentation is essential. It provides a clear narrative for both you and your audience. With the right structure, your presentation will appear thoughtful and professional. So, what should you pay attention to?
In general, you can follow this outline when preparing presentations:
- Introduction
- Topic 1
- Topic 2
- Topic 3
- Conclusion
Afterwards, you should allow time for questions and remain available to your audience. This is especially helpful if you want to network . More information about networking can be found here .
Further detailed information on the topic of presentation structure and organization can be found in this article .
2. Define the core message
It's important for both you and your audience to convey a key message . Take enough time beforehand to formulate this message, as it should be concise yet easily understandable .
Tip: Develop your core message using a mind map: What aspects are important in your presentation? What points form the basis of your arguments and create a common thread throughout your presentation? By the end of this process, you should have a mind map-like sketch on your paper, which will allow you to identify a central, key word – your core message.
You can find more tips for developing a key message in this article . How to convey your key message with an action title in the headline is explained here .
3. Prepare a good beginning and a good ending
An important part of preparing a presentation is thinking about a good opening and a convincing ending . Both parts are essential for a well-rounded and coherent presentation.
Right from the start, you should capture your audience's attention . If you lose that, the rest of your presentation might not be perceived as interesting. This article will show you how to create an engaging opening that doesn't begin with boring, familiar phrases.
Invest sufficient preparation time in the presentation's conclusion as well. Avoid common clichés at the end and instead impress your audience with an effective and purposeful conclusion. You might even be able to include a call to action to suit your needs. You can find out how to do that here .
This article contains 20 ideas for an effective ending.
4. Convince with the right layout and design
While preparing your presentations, put yourself in your audience's shoes: What would you like to see? What should your slides look like to be compelling rather than boring? Which designs and layouts are appealing?
Take the time to answer all these questions in advance when preparing your presentation so that you can impress your audience with the right delivery. Because : Your presentation can be incredibly well-thought-out and professionally delivered, but if your presentation slides aren't equally professional, it will appear poorly coordinated. Your presentation should support your talk with visual stimuli for the audience to convince them.
Therefore, develop a good design and layout for your slides that visually supports your purposes and your presentation.
Feel free to use a variety of slides , but they should still be coordinated. For example, use meaningful images or illustrative tables . You can also experiment with animations .
Read this article for 7 design ideas for your presentations.
5. Prepare a handout
Don't forget to prepare a handout when preparing your presentation. While handouts might initially sound like something for school or university presentations, they are also helpful for business presentations when used correctly.
A handout should provide added value . So don't just mindlessly jot down random sentences from your presentation. Instead, a handout should contain a concise summary of the presentation that the audience can understand even without the presentation itself .
When preparing your presentation, also consider when you want to distribute your handout. Depending on when you plan to hand it out, you need to take certain factors into account, which we have compiled here along with further information on creating handouts.
6. Does the technology work?
Often, an important aspect is forgotten when preparing presentations: the technology. Without functioning technology, your talk and presentation can be perfectly polished, but if you can't project it or other technical problems arise, it's all for nothing.
If possible, you should visit your presentation venue beforehand . Familiarize yourself with the local conditions. This will allow you to prepare for any potential problems or missing technical equipment in advance.
For your presentation: Save it at least twice , once on your computer and once on a USB stick or similar media. This way, nothing can be lost on the day of the presentation.
You should also bring a spare battery or your charging cable. Nothing is worse than your battery dying mid-presentation and your screen suddenly going black.
7. Prepare for a Q&A session and remain available even after the presentation.
Normally, an interested audience interacts with you during your presentation by asking questions. Consider in advance when you want to include time for questions , whether during the presentation or at the end. The amount of time you allocate for Q&A sessions is not a general rule, but depends entirely on your topic.
Take enough time to answer all questions, as the goal of your presentation is to convince your audience. Therefore, address all questions politely and as thoroughly as possible. Read here how to design and plan engaging Q&A sessions.
For further questions or suggestions that didn't fit into the Q&A session, you should also plan some time after your presentation to be available to interested listeners. Especially if you intend to use your presentation for networking or to sell a product, this allows you to demonstrate your presence and convince potential customers.
8. Prepare the presentation
Of course – as part of your presentation preparation, you should also plan for preparing the presentation itself. One of the most important presentation techniques is speaking freely . This often sounds easier than it actually is and requires a lot of practice.
One helpful tool is to use index cards with bullet points in case you lose your train of thought. However, avoid reading your entire presentation from index cards.
Another helpful feature you should use is PowerPoint's Presenter View . This setting in Microsoft PowerPoint allows you to follow your presentation on the screen in front of you, see the next slide, and view any notes you've added during preparation. You can find more information about Presenter View in this article .
Generally, speaking freely is easier if you are very familiar with your topic and have practiced your presentation more than once beforehand. Feel free to consult a test audience again to recreate the situation as authentically as possible.
To make your presentation as relaxed as possible, feel free to incorporate humor sparingly and at appropriate points. For example, start with an anecdote. You can find more ways to include humor in this article .
Furthermore, you should pay attention to certain speaking techniques . Skillfully employ stylistic elements such as exaggeration or other rhetorical devices. Practice using your voice effectively, working with the correct pitch and emphasis. You can find many more speaking technique tips to help you succeed in your presentation here .
If, despite thorough preparation, you happen to make a mistake during your presentation, that's no problem. It makes you human. For example, skillfully use humor or employ the techniques we've compiled in this article to handle the mishap with composure.
9. Not to be underestimated: your clothing and charisma, gestures and facial expressions
Have you already prepared your presentation and followed our tips from tip 8? Very good, then don't forget to use your body language, gestures and facial expressions to appropriately enhance your presentation.
Your appearance is the first thing your audience notices. If you dress inappropriately for the occasion, it can quickly appear unprofessional or even ridiculous . Consider carefully what you wear to suit the setting. Generally speaking, avoid overly bright or colorful clothing, as this can be distracting and detract from your presentation. You can find tips on choosing the right outfit here andhere .
Standing lifelessly with your arms hanging limply in front of your audience looks unprofessional and makes you appear unenthusiastic. Underline important points with your body language or a smile . You can find tips on body language and gestures/facial expressions in this article .
10. Extra tip: Prepare presentations if they are taking place online.
Is your presentation taking place online rather than in person? Fundamentally, this makes no difference to the presentation preparation. However, there are a few minor differences you should consider when preparing your presentation.
PowerPoint offers a simplified online version of its service for creating presentations directly and then sharing them live with your audience. You can find more information here . Of course, you can also use the familiar desktop version.
Online presentations change the way you interact with your audience . Since you're not in the same room, you need to interact with your listeners differently and adapt your presentation accordingly . Furthermore , your content is more prominently displayed on screen due to the live presentation. You can find more informationhere .
Furthermore , technology plays an even greater role here than in person. Consider which platform you want to use to share your presentation and what options you want that platform to offer. You can find tips on various online presentation tools here .
11. Extra Tip 2: Preparing presentations: Use the AIDA and SMART methods as a guide.
Depending on your intentions with your presentation, you can use two methods as a guide during presentation preparation: the AIDA and the SMART methods.
If your presentation is intended to sell products, the AIDA method is perfect for you. The AIDA model (also known as the AIDA principle) is a stage-based model developed by Elmo Lewis in 1898 to describe the effectiveness of advertising in marketing.
It consists of four consecutive phases before you finally complete the purchase of a product or service.
AIDA is an acronym for the terms :
A = Attention: Show the audience that it's worth following the presentation. Make your presentation engaging and stand out from the crowd.
I = Interest : Generate interest in the product.
D = Desire : Awaken the desire to own the product. Focus primarily on the emotional and cognitive levels to further enhance the product's appeal.
A = Action : Get the audience to buy the product. Use, for example, calls to action .
Why not use our professionally designed templates from PresentationLoad for the AIDA model?
If your presentation is primarily about conveying information, then the SMART principle is recommended . This will help you set specific presentation goals:
S = specific: Make your presentation as concrete as possible. Vague statements are counterproductive to the success of your presentation. State your goal in a single sentence if possible and build your presentation around it.
M = measurable: The achievement of your goals should be assessable at certain points.
A = action-oriented/attractive: Interact with the audience (e.g., through questions or opinion polls). You will only achieve your goals through attractive presentations, lectures, and interactions with the audience.
R = realistic: Make sure that everything you plan is also feasible.
T = scheduled : How much time do you plan for each point?
These five steps will help you create a targeted and engaging presentation. Feel free to use templates from PresentationLoad here as well:
Conclusion: Preparing presentations: Quickly, easily and effectively with our tips!
Preparing successful presentations? No problem. Follow our tips and tricks to create a successful presentation that will help you achieve your presentation goals .
Take sufficient time to prepare thoroughly and meticulously. Good preparation accounts for 50% of your success.
Do you have questions about this article or other questions related to presentations or PowerPoint? Contact us by email at becker@presentationload.de . We're happy to help!
Are you looking for visually appealing and professionally designed slide templates ? Feel free to browse our shop. We have numerous slides on a wide variety of (business) topics available for download. Visit us today! ► To the shop
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