How to do presentations

Sometimes, as part of the selection process for a job or for a promoted post, managers might ask you to do a presentation. If you are not used to public speaking, this might seem scary. Don’t worry. You will usually get plenty of warning, and, as with so many tasks, the golden rule is: prepare your talk well. Remember that failing to prepare is the same as preparing to fail!

Work out what you want to say

• Prepare well. Research the subject. If you end up with more material than you can fit into the talk, this might come in useful if there are questions.
• Start the talk with something to catch the audience's attention: a story, a surprising fact or a question.
• Form a bond with the people in your audience. If you have the same work background as they have, use a little trade jargon. If you are a visitor, refer to local places or issues.
• Put abstract ideas over by use of concrete examples.  If your examples are dramatic, all the better. For instance: “The population is growing at such a rate that today there are more people alive in the world than ever died in it.”
• Finish the talk the way you began it, with a strong point of interest - a story, a fact or a question.

Delivery

• Practise your talk. Read it aloud a few times, alone or to a friend. Trim it to the right length. Watch out for words you might trip over.
• Your own notes should only list the main sections you want to cover. Do not read from the full text of your talk when you’re on the floor. Reading aloud without looking up bores your audience. Also, if you do look up you might lose your place. Learn your talk so that the name of each section calls to mind what you want to say.
• If you think you might forget the order of things, write the name of each section on a card and number the cards. Put each card to the bottom of the pile as you finish that section.
• Make eye contact with some of the people in front of you.
• Speak clearly and not too quickly.
• Wear a watch in case there is no clock in the room.

Visual Aids

Over 80% of the data we get is visual. Visual aids:

• catch and hold people's attention
• explain points clearly
• look professional
• act as notes to remind you of the order of things
• draw attention away from you, which can help if you are nervous.

Kinds of visual aid:

•  Computer: This holds people's attention best. Use animated effects with  a program such as Powerpoint.
• Video: set your tape to the place you want to begin. Time the clips you are using to be sure they fit in.
• Overhead projector (OHP): Write on the slides with special pens, or type them on a computer. Use colour to stress key points.
• Flipchart/Chalkboard/Whiteboard: Use these for feedback from the audience. Write down points as people make them. Check that they can read your writing from the back of the room.
• Objects: for example: gadgets or photographs. Don’t pass around fragile or valuable items unless you know the audience well or you only have a few objects.
• Handouts: A quiz or some puzzles - something to do with the topic - breaks the ice. Other ideas are “would you believe it?” facts or apt quotes. Give out printed notes during the talk with key points or statistics that people might find it hard to remember.

If you are borrowing equipment for your presentation:

• book it in advance
• check on the day that it is still there and in order
• set it up and practise using it before the audience arrive.

Thinking on your feet

This part might scare you most, but practice and preparation should give you confidence.

At the end, if you ask for questions, what if somebody asks you something you don’t know?

Don’t worry about it. If you have prepared well, you are likely to know the answers.

Anyway, nobody knows all there is to know on any subject. If you are stuck, don't make up an answer. Admit ignorance on this point. Ask if anybody else knows the answer. Turn it to your advantage, say something like: “That’s a very good question. It’s worth looking into. I’ll see if I can find out.”