Top tips for report presentation

Skill 1—be sure of your objectives

Have an objective in mind for your presentation and think about the objectives of your audience.

Make sure you know about the group, who they are and what their levels of knowledge/experience is, why the presentation is taking place, what the audience is hoping to gain from it.

Decide what style of presentation is appropriate.

Skill 2—be prepared

Preparation is key to success in any presentation.

Allow plenty of time for preparation.

Know who the audience are.

Speak to the event organisers before the event.

Know the roles of people in the audience in respect of influence, authority, and decision-making.

Know why individuals are at the presentation.

What do you know about the ‘agendas’ of those attending—why are they there?

Who supports you, and who is potentially against you?

What objections can you expect and what arguments or strategies have you got to rebut them?

If more than one of you is involved in making the presentation, who will lead on which areas and why?

202Presentation checklist:

phones off

someone on the door to welcome

is there a fire alarm test due!

room layout and seating/tables

no barriers—take control of the space

break times if a long presentation

lighting arrangements

timing

stand, lectern where appropriate

projector table positioning

test all audio media equipment

have spare handouts where appropriate

rehearse if you can

Skill 3—have structure

Keep it simple and straightforward

Strategies for eliciting:

Why?

– Universal truths

– Stories and metaphors

– Rhetorical questions

– Ask the audience

– Discussions

– Recap

What?

– What are the key points to be covered?

– What are the main elements of each point?

– What is the right level of detail for this audience?

– If selling (or an idea) what are the benefits of what you are proposing/selling?

– Focus on tangible results and softer intangible benefits.

– Repeat and emphasise key points.

How will it work?

– Examples.

– Using demonstrations, models, graphs, and figures.

– Getting them to do it—role play where appropriate.

– Doing an exercise, apply to real situations with examples.

– Getting them to talk about how they could use this—with others in the audience.

– Drawing, writing, and brainstorming.

203Questions.

– Always summarise the benefits.

– Focus on the core benefits.

– Call to action.

– Recommend future actions and agree on next steps where appropriate.

Skill 4—take notes with you

Never rely on the PowerPoint—it may not work!

Use brief notes of salient points.

Use mind mapping for planning presentations.

Skill 5—use engaging language

Do not be long-winded.

Use straightforward (not overcomplicated) words.

Create audience involvement.

Use signposts—let people know what’s coming.

Be positive.

Talk about benefits.

Avoid vague, wishy-washy words.

Avoid useless phrases.

Avoid being overly technical or complex.

Skill 6—use presentation aids appropriately

No one likes ‘death by PowerPoint’.

PowerPoint should only aid, illustrate, and serve to spice up; it should never be used as an aide-mémoire.

Use a variety of presentation slides, not just words.

Handouts.

– Must be ‘branded’ and must be clear they are presentation material.

– Should leave room for note taking.

– Should expand on the bullet points on the screen, not just reiterate them.

– Can be used actively during the presentation: ‘now, what I want you to do is ….

– Must be something they will want to keep.

Skill 7—engage your audience

Speak to some people early on as they arrive if you can.

Smile, make eye contact.

Learn some names if you have chance.

Bring people in—walk around, own the territory.

Use ‘fizzy’ exercises, ask questions, divide into groups, ask for volunteers, vote on something, give something away, or play a game.

Use ‘yes’ sets.

204Ask questions.

Look for energisers.

Watch your body language: symmetrical, upright, palms down, hands moving down and outward from chest level, open, asymmetrical, leaning forward.

Never turn your back to the audience to read from the screen!

Go there first, whenever possible go to the presentation room first, claim the area, and make it your own.

Skill 8—take questions and deal with challenges

Questions are a sign your audience is ‘still there’ and interested.

Ask questions yourself.

Listen and demonstrate that you are listening through your body language.

Ask individuals to repeat or elaborate.

Ask others their opinions.

Be honest.

Prepare answers to likely questions.

Skill 9—get the edge

Avoid monotonous pitch.

Consider the emotion behind key messages examples and sentences.

Be slow to drive home key points and benefits.

Use pauses for emphasis.

Seek feedback and listen to feedback non-judgmentally.

Enjoy! If you enjoy the presentation, your audience probably will, too.