Most people working in business, indeed in most organisations, are all too familiar with presentations. Making presentations is an activity almost completely divorced from the real purpose of the organisation. Doing good ones is a skill unrelated to any other business activity. But if you really have to make a presentation, here are some thoughts on how to do it.
First, think carefully about the expectations of the group you will be talking to. Why is the presentation happening at all, why are you making it, what information do you want the group to go away with? Design the presentation to convey only that part of the information that can best be passed on verbally. Most detailed information is far better transmitted in writing, so make a paper handout, and give it to your group after the presentation.
Secondly, think about the role of visual aids. If you really believe that your spoken words will be enhanced or clarified by use of visuals, then build them in. But always remember that they are secondary to the spoken word. One very popular system for creating visuals is Microsoft PowerPoint.
More presentations have been ruined using PowerPoint wrongly, than by any other cause. We humans are good at understanding a picture very quickly. We are not so quick at reading words. The more words we have to read, the longer it takes, and the more our reading interferes with our understanding of what is being said. Now, think about the physical size and shape of your audience. Imagine the person at the back. How big does a word have to be for it to be read easily from the back of the room? Never put yourself in the position of having to say “I’m sorry that some of you may not be able to read this….”
Thirdly, practise what you intend to say. Time yourself, and make sure the time you take is a bit less than the slot allocated to you. When you deliver the presentation, you’ll go more slowly, and take longer than your practise runs-through.
Fourthly, write out your final script, make a bullet-point summary of it, and practise delivering it from the bullets. If you feel that visuals will increase impact or understanding, practise using them now. Never, ever speak when looking at the visuals. Always look at your listeners when speaking. Have the confidence never to look at the visuals.
Fifthly, remember to start your presentation with a summary of what you are going to say, and to end it with a summary of what you have said. If they hear it three times, the audience may remember some of it!
Sixthly, and finally, if you need to deliver a presentation in a language other than the one you grew up with, you really must get a native-speaker to listen to you in private and to help make sure the language, tone, and register are correct. If you are going to have to use English, and you are lucky enough to live in Jakarta, why not let the Aim Team help you?