How to Deliver a Powerful Presentation

Formal presentation skills training is included in most developmental management training programmes as part of the core curriculum. The reason for this is because managers at all levels are increasingly likely to have to speak in public. Surveys again and again come to the conclusion that speaking in public is still one of peoples’ biggest fears. But with the right training this need not be the case. Indeed many managers, who start off as what can only be described as nervous wrecks, quickly develop into competent and engaging presenters given the right level of training and support. The following article condenses the wisdom of our expert tutors into some key tips that if followed will make you a better public speaker.

It has often been said that the three golden rules of a powerful presentation are preparation, preparation, and preparation. You really cannot afford to leave anything chance. Of the total time devoted a given presentation, 80% should be allocated to preparation and 20% to delivery - it really is that important.

A very good place to start is to consider two points. Firstly, who will be in your audience? To use an example, a sales person selling a pension scheme to the company directors of a large corporation would deliver a very different presentation when selling the same scheme to the shop floor.  The subject is exactly the same - but the two audiences involved would be interested in different aspects of the product.  Secondly, you must consider what your objective is. It could be to simply inform; or to persuade; or to sell; or to get commitment to a particular project. The answer to this question of objectives will then shape the entire presentation so you must make sure it’s as specific as possible. Write it down – this will force you to think clearly.

Another factor to consider during your preparation is the subject of notes to guide you through your presentation.  Putting it bluntly, scripts are out! If a presenter simply reads from a script, they may as well email their presentation to their audience, and save everyone the time and trouble of attending.  

It is far better to use post cards or index cards, with key words on them to act as a reminder system for you. These cards should have a single hole punched in the corner and be numbered. You can then simply feed through a treasury tag, and you have your presentation prompts in handy sized format. By using a treasury tag if you do drop them then they are kept together – this avoids the horror of having to shuffle them all back into order in front of an amused audience!

The next important point to address is the structure of the presentation itself.  Structure - or a lack of it - can make or break any presentation, even by the most accomplished public speakers among us. The audience likes to know what’s coming up, so the presentation needs three sections: an introduction, a main body and a conclusion.

Contained in these main component sections should be some smaller ingredients that heighten the impact of the presenter. Your audience’s attention is at its highest at the start, and the end, of your presentation – as anyone involved in presenting management training will tell you! Some speakers simply outline their agenda or objectives. But doing so at this point doesn’t capitalise on the opportunity. Instead, try a power opener. A power opener consists of a few sentences or phrases that are deliberately designed to sound dramatic. For real impact don not use any visual aids or props at this stage. After all you want all of their attention on you. Do stand still, speak slowly and emphasise the key words. Only then should you move into your objectives, or agenda, with the appropriate visual aids. By this time, your audience will be on the edge of their seats!

There is one last factor to consider - and it’s a vital one. Remember nearly all presentations carry a time limit, and it’s critical not to overrun. Whilst it’s bad to finish early – because you’ve probably not done as good a job as you could have - it’s far worse to finish late. Your audience will switch off and become restless if you miss your deadline. So make sure you time your sessions during your practice run-throughs.  You should also remember to leave enough time for questions – and consider whether they will be asked at the end, or as you go along.

These days, presenters are faced with a wide choice of visual aids to support them. The two most common in use are PowerPoint and a simple flipchart. Each has certain benefits which the other doesn’t offer.  We’ll look at PowerPoint first.

LCD projectors, which are needed to project your PowerPoint slides onto a screen, are reasonably portable and the visuals that you produce for your presentation can be used again. Using the animation function can mask any details that the presenter doesn’t want the audience to see until a certain point, which helps keeps their attention. A PowerPoint slide is much easier to produce than a flipchart - and often easier to read. Flipcharts require larger than normal handwriting and so can look messy or “wobbly” unless prepared in advance. Remember, though, that you will need a power supply - maybe even an extension lead as well - and we recommend that you have a back up plan just in case the power or the equipment fails at a vital point.

A flipchart is best used for spontaneity. For example, the presenter may want to explain the answer to a question from the audience, and for this, the flipchart is ideal. The sheets can be torn off, and stuck to the wall with blue tac.  One tip though, try not to use red and green on the same flip chart sheet, as they look the same to someone who is colour blind. Also, get hold of marker pens with a wide tip if you can as this makes them easier to read.

Rememeber, any visual aids you use should be there to help the audience understand the topic.  Whilst estimates vary, we all take in around 75% of the information that bombards our senses via the visual channel. The old saying is true - a picture really does paint a thousand words.  So whenever you can, use graphics, rather than words. Also keep your visuals uncluttered - a few key points per slide or flipchart is more than enough.

Vocally, you should try and eliminate repetition of certain words like “Okay?” and “Right!” from your presentation. These can annoy your audience and they may start to count them.  Gestures can be helpful in explaining certain things, for example a circular wave of a finger depicts the structure of a spiral staircase instantly. In contrast trying simply to describe the same thing could easily burn up precious minutes. However, do be aware of any annoying mannerisms, like jangling coins in a pocket or speaking with your hand over your mouth, that you have. 

Humour is difficult and you should only use it if you’re completely confident it will work. Also, never use it early on. Above everything else, be aware of maintaining eye contact with your audience. Ensuring that you Look at each person for a couple of seconds regularly is enough to keep them with you, and also conveys that you believe in what you’re talking about.

Lastly, consider how you will finish. Many a good presentation has fallen flat because the end hasn’t been well planned. A simple solution is to summarise your main points, ask for a final question and then move into your power close. Construct a few well-chosen phrases, and commit them to your memory. Our management training experts often recommend using the following technique: when you are ready to finish, turn off the LCD, or ensure the flipchart is displaying a blank sheet of paper, and then move towards your audience (this tells them that something important is going to happen). Then look them in the eye and deliver your power close finishing with “Thank You”... then step back and bask in the applause!

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