what is presentation in business communication

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Business Jargons

A Business Encyclopedia

Presentation

Definition : A presentation is a form of communication in which the speaker conveys information to the audience. In an organization presentations are used in various scenarios like talking to a group, addressing a meeting, demonstrating or introducing a new product, or briefing a team. It involves presenting a particular subject or issue or new ideas/thoughts to a group of people.

It is considered as the most effective form of communication because of two main reasons:

• Use of non-verbal cues.
• Facilitates instant feedback.

Business Presentations are a tool to influence people toward an intended thought or action.

Parts of Presentation

• Introduction : It is meant to make the listeners ready to receive the message and draw their interest. For that, the speaker can narrate some story or a humorous piece of joke, an interesting fact, a question, stating a problem, and so forth. They can also use some surprising statistics.
• Body : It is the essence of the presentation. It requires the sequencing of facts in a logical order. This is the part where the speaker explains the topic and relevant information. It has to be critically arranged, as the audience must be able to grasp what the speaker presents.
• Conclusion : It needs to be short and precise. It should sum up or outline the key points that you have presented. It could also contain what the audience should have gained out of the presentation.

Purpose of Presentation

• To inform : Organizations can use presentations to inform the audience about new schemes, products or proposals. The aim is to inform the new entrant about the policies and procedures of the organization.
• To persuade : Presentations are also given to persuade the audience to take the intended action.
• To build goodwill : They can also help in building a good reputation

Factors Affecting Presentation

Audience Analysis

Communication environment, personal appearance, use of visuals, opening and closing presentation, organization of presentation, language and words, voice quality, body language, answering questions, a word from business jargons.

Presentation is a mode of conveying information to a selected group of people live. An ideal presentation is one that identifies and matches the needs, interests and understanding level of the audience. It also represents the facts, and figures in the form of tables, charts, and graphs and uses multiple colours.

Related terms:

• Verbal Communication
• Visual Communication
• Non-Verbal Communication
• Communication
• 7 C’s of Communication

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How to Make a “Good” Presentation “Great”

• Guy Kawasaki

Remember: Less is more.

A strong presentation is so much more than information pasted onto a series of slides with fancy backgrounds. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others. Here are some unique elements that make a presentation stand out.

• Fonts: Sans Serif fonts such as Helvetica or Arial are preferred for their clean lines, which make them easy to digest at various sizes and distances. Limit the number of font styles to two: one for headings and another for body text, to avoid visual confusion or distractions.
• Colors: Colors can evoke emotions and highlight critical points, but their overuse can lead to a cluttered and confusing presentation. A limited palette of two to three main colors, complemented by a simple background, can help you draw attention to key elements without overwhelming the audience.
• Pictures: Pictures can communicate complex ideas quickly and memorably but choosing the right images is key. Images or pictures should be big (perhaps 20-25% of the page), bold, and have a clear purpose that complements the slide’s text.
• Layout: Don’t overcrowd your slides with too much information. When in doubt, adhere to the principle of simplicity, and aim for a clean and uncluttered layout with plenty of white space around text and images. Think phrases and bullets, not sentences.

As an intern or early career professional, chances are that you’ll be tasked with making or giving a presentation in the near future. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others.

• Guy Kawasaki is the chief evangelist at Canva and was the former chief evangelist at Apple. Guy is the author of 16 books including Think Remarkable : 9 Paths to Transform Your Life and Make a Difference.

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Chapter 18: Business Presentations

Venecia Williams and Olds College

Learning Objectives

• Understand how to use effective interpersonal communication skills in professional presentations
• Learn how to organize a presentation
• Examine how to use visual aids effectively
• Discuss the effective integration of communication and presentation techniques in the delivery of professional presentations

Along with good writing skills, the ability to communicate verbally is vital to many employers today. It is an integral part of the modern business world. People in the workplace spend the majority of their time communicating. Verbal communication in the workplace takes many forms such as staff meetings, discussions, speeches, presentations, informal conversations, and telephone and video conferences. Communicating verbally is more personal and flexible than writing. It allows workers to exchange ideas, information, and feedback more quickly. Verbal communication tends to occur in person, making it easier to negotiate, express emotions, outline expectations, and build trust, all of which are important in today’s workplace. Communication can also occur between people who are not together in person. In these situations, unique skills are necessary to achieve success. Simple conversation skills are also valued in the workplace, but this does not mean using casual or informal language. Rather, what is prized by many employers is the ability to communicate important information professionally but in a meaningful and understandable way. This can be important when making spontaneous presentations as well as more elaborate formal group presentations, which are a part of many work roles today.

What Makes a Successful Speaker?

According to longtime Toastmasters member Bob Kienzle, there are a few key elements that tend to make a successful speaker:

• Voice : Can the person be easily understood?
• Body Language : Does their body support what they’re saying? Are they confident?
• Coherent Structure: Does what they’re presenting make sense? Is it logical?
• Enthusiasm : Do they care about what they’re presenting?
• Expertise: Do they know what they’re talking about? Are they credible?
• Practice : If they haven’t practised or sufficiently prepared, it will likely show up in one or more of the above.

A successful speaker can be inspired by other speeches or speakers but may fall flat if they try to copy someone else. Authenticity and passion can resonate so much with an audience that it can outweigh elements otherwise considered pitfalls. The techniques, tools, and best practices are a guideline, and it’s important to note there is no such thing as “perfection” in public speaking. “Failure” can happen in myriad ways, but it’s more helpful to see them as learning opportunities, or opportunities to make a stronger connection to your audience. The biggest failure, according to Kienzle, is to pass up opportunities to practise your skills in presenting or public speaking.

Preparing a Presentation

Develop your message while keeping in mind the format, audience, style , and tone . First, you’ll need to think about the format of your presentation. This is a choice between presentation types. In your professional life, you’ll encounter the verbal communication channels in Figure 18.1. The purpose column labels each channel with a purpose (I=Inform, P=Persuade, or E=Entertain) depending on that channel’s most likely purpose.

Figure 18.1 | Presentation Communication Channels

There are some other considerations to make when you are selecting a format. For example, the number of speakers may influence the format you choose. Panels and Presentations may have more than one speaker. In Meetings and Teleconferences, multiple people will converse. In a Workshop setting, one person will usually lead the event, but there is often a high-level of collaboration between participants. The location of participants will also influence your decision. For example, if participants cannot all be in the same room, you might choose a teleconference or webinar. If asynchronous delivery is important, you might record a podcast. When choosing a technology-reliant channel, such as a teleconference or webinar, be sure to test your equipment and make sure each participant has access to any materials they need before you begin.

Once you have chosen a format, make sure your message is right for your audience. You’ll need to think about issues such as the following:

• What expectations will the audience have?
• What is the context of your communication?
• What does the audience already know about the topic?
• How is the audience likely to react to you and your message?

Next, you’ll consider the style of your presentation. Analyze your specific presentation styles. Perhaps you prefer to present formally, limiting your interaction with the audience, or perhaps you prefer a more conversational, informal style, where discussion is a key element. You may prefer to cover serious subjects, or perhaps you enjoy delivering humorous speeches. Style is all about your personality!

Finally, you’ll select a tone for your presentation. Your voice, body language, level of self-confidence, dress, and use of space all contribute to the mood that your message takes on. Consider how you want your audience to feel when they leave your presentation and approach it with that mood in mind.

Presentation Purpose

Your presentation will have a general and specific purpose. Your general purpose may be to inform, persuade, or entertain. It’s likely that any speech you develop will have a combination of these goals. Most presentations have a little bit of entertainment value, even if they are primarily attempting to inform or persuade. For example, the speaker might begin with a joke or dramatic opening, even though their speech is primarily informational. Your specific purpose addresses what you are going to inform, persuade, or entertain your audience with the main topic of your speech.

Incorporating Backchannels

Technology has given speakers new ways to engage with an audience in real-time, and these can be particularly useful when it isn’t practical for the audience to share their thoughts verbally—for example, when the audience is very large, or when they are not all in the same location. These secondary or additional means of interacting with your audience are called backchannels, and you might decide to incorporate one into your presentation, depending on your aims. They can be helpful for engaging more introverted members of the audience who may not be comfortable speaking out verbally in a large group. Using publicly accessible social networks, such as a Facebook Page or Twitter feed, can also help to spread your message to a wider audience, as audience members share posts related to your speech with their networks. Because of this, backchannels are often incorporated into conferences; they are helpful in marketing the conference and its speakers both during and after the event.

Developing the Content

As with any type of messaging, it helps if you create an outline of your speech or presentation before you create it fully. This ensures that each element is in the right place and gives you a place to start to avoid the dreaded blank page. Figure 18.2 is an outline template that you can adapt for your purpose. Replace the placeholders in the Content column with your ideas or points.

Figure `18.2 | Presentation Outline

Introduction

The beginning of your speech needs an attention-grabber to get your audience interested right away. Choose your attention-grabbing device based on what works best for your topic. Your entire introduction should only be around 10 to 15 percent of your total speech, so be sure to keep this section short. Here are some devices that you could try:

After the attention-getter comes the rest of your introduction. It needs to do the following:

• Capture the audience’s interest
• State the purpose of your speech
• Establish credibility
• Give the audience a reason to listen
• Signpost the main ideas

Once you have identified an attention-getting, it is time to develop the body of your presentation or speech. In your body, you will focus on the specific points you would like to communicate to your audience.

Rhetoric and Argument:  Your audience will think to themselves, Why should I listen to this speech? What’s in it for me? One of the best things you can do as a speaker is to answer these questions early in your body, if you haven’t already done so in your introduction. This will serve to gain their support early and will fill in the blanks of who, what, when, where, why, and how in their minds.

Organization: An organized body helps your audience to follow your speech and recall your points later. When developing the body of your speech, recall the specific purpose you decided on, then choose main points to support it. Just two or three main points are usually sufficient, depending on the length of your speech. Anticipate one main point per two to three minutes of speaking.

Concluding on a High Note

You’ll need to keep your energy up until the very end of your speech. In your conclusion, your job is to let the audience know you are finished, help them remember what you’ve told them, and leave them with a final thought or call-to-action, depending on the general purpose of your message.

Presentation Aids

Presentations can be enhanced by the effective use of visual aids. These include handouts, overhead transparencies, drawings on the whiteboard, PowerPoint slides, and many other types of props. Once you have chosen a topic, consider how you are going to show your audience what you are talking about. Visuals can provide a reference, illustration, or image to help the audience to understand and remember your point.

Visual aids accomplish several goals:

• Make your speech more interesting
• Enhance your credibility as a speaker
• Guide transitions, helping the audience stay on track
• Communicate complex information in a short time
• Reinforce your message
• Encourage retention

Methods and Materials

There are many different presentation aids available. Before you decide on a presentation aid, think carefully about how you plan on using it and how it will enhance your presentation.

Using Visual Aids

Visual aids can be a powerful tool when used effectively but can run the risk of dominating your presentation. Consider your audience and how the portrayal of images, text, graphic, animated sequences, or sound files will contribute or detract from your presentation. Here are some tips to keep in mind as you prepare yours.

Designing Slide Decks

When you design your slide decks, you might be overwhelmed by the possibilities, and you might be tempted to use all the bells, whistles, and sounds, not to mention the flying, and animated graphics. If used wisely, a simple transition can be effective, but if used indiscriminately, it can annoy the audience to the point where they cringe in anticipation of the sound effect at the start of each slide.

Stick to one main idea per slide. The presentation is for the audience’s benefit, not yours. Pictures and images can be understood more quickly and easily than text, so you can use this to your advantage as you present.

If you develop a slide deck for your presentation, test these out in the location beforehand, not just on your own computer screen, as different computers and software versions can make your slides look different than you expected. Allow time for revision based on what you learn.

Your visual aids should meet the following criteria:

• Big: legible for everyone, even the back row
• Clear: easy for audience to understand
• Simple: simplify concepts rather than complicating them
• Consistent: use the same visual style throughout

In Figure 18.3 the slide deck on the left has a colour combination which makes the information difficult to understand. The list is not parallel and the slide contains a grammatical error. The slide deck on the right is an improved and more professional version.

Another consideration that you’ll need to make when designing your slide decks is font. As previously mentioned, think about the people at the back of the room when choosing the size of your text, to make sure it can be read by everyone. A common mistake that presenters make is to use decorative fonts or to incorporate many different fonts in their slides. This not only creates a mixed message for the audience but also makes your message difficult to read. Choose legible, common fonts that do not have thin elements that may be difficult to see.

When considering your choice of colours to use, legibility must be your priority. Contrast can help the audience read your key terms more easily. Make sure the background colour and the images you plan to use complement each other. Repeat colours, from your graphics to your text, to help unify each slide. To reduce visual noise, try not to use more than two or three colours. Blue-green colour blindness, and red-green colour blindness are fairly common, so avoid using these colour combinations if it is important for the audience to differentiate between them. If you are using a pie chart, for example, avoid putting a blue segment next to a green one. Use labelling so that even if someone is colour blind, they will be able to tell the relative sizes of the pie segments and what they signify.

Colour is also a matter of culture. Some colours may be perceived as formal or informal, or masculine or feminine. Certain colours have understood meanings; for example, red is usually associated with danger, while green signals “go.” Make sure the colours you use align with your message. If you are discussing climate change or the natural world, for example, you’d be more likely to use blues and greens rather than metallic colours to avoid confusing the audience.

Once you have prepared your visual aid, do not forget to revise. There is nothing more uncomfortable than seeing a typo or grammatical error on your screen in the middle of your presentation. These errors can create a bad impression and affect your credibility with the audience. You want your audience to focus on your message so be sure to revise to maintain the audience’s attention and keep your credibility.

Preparing to Present

You are almost ready to deliver your presentation. What are some final elements you can focus on to ensure a smooth delivery?

To deliver your presentation to the best of your ability, and to reduce your nerves once you take the stage, you need to practise by rehearsing. As you do, try to identify the weaknesses in your delivery to improve on them. For example, do you often misspeak the same words (e.g., pacific for specific; ax for ask) or do your hands or feet fidget? Use your practice time to focus on correcting these issues. These sessions should help you get comfortable and help you remember what you want to say without having to constantly refer to notes. Try practising in front of a mirror, or even recording yourself speaking to a camera and playing it back. It’s also helpful to get feedback from a supportive audience at this stage. Perhaps a few family members or friends could watch you give your presentation and provide some feedback.

Dress for Success

While there are no definitive guidelines for how you should dress for your presentation, your appearance is an important part of your audience’s first impression. If you want them to take you seriously, you’ll need to look the part. While you don’t have to wear a suit each time you present, there are some scenarios where this would be expected; for example, if you are presenting to a corporate audience who wear suits to work, you should do the same. You should dress one step above your audience. If your audience is going to be dressed casually in shorts and jeans, then wear nice casual clothing such as a pair of pressed slacks and a collared shirt or blouse. If your audience is going to be wearing business casual attire, then you should wear a dress or a suit. The general rule is to avoid any distractions in your appearance that can distract your audience’s attention from your message.

Set Up Your Environment

Depending on the circumstances of your speech or presentation, you may have some choices to make about the environment. Perhaps you have a choice of meeting rooms that you can use, or, perhaps you have only one option. If you have some flexibility, it is helpful to think about what sort of environment would best help you get your message across. For example, if you are running a workshop, you might want to assemble participants in a circle to encourage collaboration and discussion. If you are holding a webinar, you’ll need a quiet location with a strong Internet connection and a computer system. It is imperative that you think about what facilities you need well before the day of your presentation arrives. Arriving to find that the equipment you expected isn’t available is not a nice surprise for even the most experienced speaker!

If you have access to the location beforehand, you may need to move tables or chairs around to get things just the way you want them. You might choose to have a podium brought in, if you are aiming for a formal feel, for example, or you may need to position your flip chart. Double-check that you have all the equipment you need, from whiteboard markers to speakers. It is far better if you can get comfortable with the room before your audience arrives, as this will make you feel more prepared and less nervous.

If you are using technology to support your presentation (i.e., PowerPoint slides or a projector), test everything before you begin. Do a microphone check and test its volume, view your slides on the computer you will be using, check any weblinks, play videos to test their sound, or make a call to test the phone connection prior to your teleconference. Your audience will get restless quickly if they arrive and are expected to wait while you fix a technical problem. This will also make you seem disorganized and hurt your credibility as an authoritative speaker.

During the Presentation

You’ve organized your presentation with great visuals and you are ready to present. You now have to deliver your presentation. How do you effectively deliver your presentation calmly and clearly?

Managing Anxiety

Studies have been done to assess how nervous or stressful people typically get during presentations, by examining people’s physiological responses at three intervals: one minute before the presentation, the first minute of the speech, and the last minute of the speech. They discovered that nervousness usually peaked at the anticipation stage that occurs one minute before the presentation. They further found that as the speech progresses, nervousness tends to go down. Here are some things you can do to help you manage your anxiety before the presentation:

• Practice/rehearse in similar conditions/setting as your speech
• Be organized
• Think positively
• Analyze your audience
• Adapt your language to speaking style

During the presentation, there are four main areas where you can focus attention in order to manage your anxiety:

• Your body’s reaction
• Attention to the audience
• Keeping a sense of humour
• Common stress management techniques

Your Body’s Reaction

Physical movement helps to channel some of the excess energy that your body produces in response to anxiety. If at all possible, move around the front of the room rather than remaining behind the lectern or gripping it for dear life (avoid pacing nervously from side to side, however). Move closer to the audience and then stop for a moment. If you are afraid that moving away from the lectern will reveal your shaking hands, use note cards rather than a sheet of paper for your outline. Note cards do not quiver like paper, and they provide you with something to do with your hands. Other options include vocal warm-ups right before your speech, having water (preferably in a non-spillable bottle with a spout) nearby for dry mouth, and doing a few stretches before going on stage. Deep breathing will help to counteract the effects of excess adrenaline. You can place cues or symbols in your notes, such as “slow down” or “smile”, that remind you to pause and breathe during points in your speech. It is also a good idea to pause a moment before you get started to set an appropriate pace from the onset. Look at your audience and smile. It is a reflex for some of your audience members to smile back. Those smiles will reassure you that your audience members are friendly.

Attention to the Audience

During your speech, make a point of establishing direct eye contact with your audience members. By looking at individuals, you establish a series of one-to-one contacts similar to interpersonal communication. An audience becomes much less threatening when you think of them not as an anonymous mass but as a collection of individuals.

Keeping a Sense of Humour

No matter how well we plan, unexpected things happen. That fact is what makes the public speaking situation so interesting. If things go wrong, try to have a sense of humour and stay calm. The audience will respond better if you stay calm than if you get upset or have a breakdown.

Stress Management Techniques

Even when we use positive thinking and are well prepared, some of us still feel a great deal of anxiety about public speaking. When that is the case, it can be more helpful to use stress management than to try to make the anxiety go away. Here are two main tools that can help:

• Visualization: imagining the details of what a successful speech would look and sound like from beginning to end; a way of hypnotizing yourself into positive thinking by using your mind’s eye to make success real.
• Systematic desensitization: Gradual exposure to the thing that causes fear—in this case, giving a speech—can ultimately lead to decreased anxiety. Basically, the more practice you get speaking in front of people, the less fear and anxiety you’ll have about public speaking. Organizations like Toastmasters that help people confront their fears by providing a supportive environment to learn and practise is a good option if you have a true phobia around presenting or public speaking.

Focus on Verbal Communication Techniques

• Pitch : Use pitch inflections to make your delivery more interesting and emphatic. If you don’t change pitch at all, your delivery will be monotone, which gets boring for the audience very quickly.
• Volume : Adjust the volume of your voice to your environment and audience. If you’re in a large auditorium, speak up so that people in the back row can hear you. But if you’re in a small room with only a few people, you don’t want to alarm them by shouting!
• Emphasis : Stress certain words in your speech to add emphasis to them, that is, to indicate that they are particularly important.
• Pronunciation : Make sure that you know the appropriate pronunciation of the words you choose. If you mispronounce a word, it could hurt your credibility or confuse your audience. Your pronunciation is also influenced by your accent. If your accent is quite different from the accent you expect most members of your audience to have, practise your speech in front of someone with the same accent that your audience members will have, to ensure you are pronouncing words in a clear, understandable way.
• Fillers : Avoid the use of “fillers” as placeholders for actual words (like, er, um, uh, etc.). If you have a habit of using fillers, practise your speech thoroughly so that you remember what you want to say. This way, you are less likely to lose your place and let a filler word slip out.
• Rate : The pace that you speak at will influence how well the audience can understand you. Many people speak quickly when they are nervous. If this is a habit of yours, practice will help you here, too. Pause for breath naturally during your speech. Your speaking rate should be appropriate for your topic. A rapid, lively rate communicates enthusiasm, urgency, or humour. A slower, moderated rate conveys respect and seriousness.

Focus on Non-verbal Communication Techniques

• Gestures : You can use your hands or head to help you express an idea or meaning, or reinforce important points, but they can be distracting if overused. If the audience is busy watching your hands fly around, they will not be able to concentrate on your words.
• Facial Expression : Rehearse your speech in front of a mirror to see what facial expressions come across. If you are speaking about an upbeat topic, smile! Conversely, if your topic is serious or solemn, avoid facial expressions that are overtly cheerful, because the audience will be confused by the mixed message. In North American culture, the most important facial expression you can use is eye contact. Briefly catch the eye of audience members as you move through your speech. If you can’t look your audience members in the eye, they may view you as untrustworthy. You’ll want to avoid holding eye contact for too long with any one person, as too much can be unnerving.
• Posture : Try to stay conscious of your posture and stand up straight. This gives the audience the perception that you are authoritative and take your position seriously. If you are slouching, hunched over, or leaning on something, this gives the impression that you are anxious, lacking in credibility, or not serious about your message.
• Silence : Silence is a powerful technique if used well. Pauses are useful for emphasis and dramatic effect when you are speaking. Some speakers are reluctant to pause or use silence because they become uncomfortable with the dead air, but sometimes your audience needs a moment to process information and respond to you.
• Movement : You can use your body movements to communicate positively with the audience. Leaning in or moving closer to the audience helps to bridge the space of separation. Moving from one side of the room to the other in a purposeful way that supports your content is a useful way to keep your audience engaged; their eyes will track your movements. However, pacing rapidly with no purpose and no support to your message may quickly distract from your message.

Coping with Mistakes and Surprises

Even the most prepared speaker will encounter unexpected challenges from time to time. Here are a few strategies for combating the unexpected in your own presentations.

Speech Content Issues

What if a notecard goes missing or you skip important information from the beginning of your speech? Pause for a moment to think about what to do. Is it important to include the missing information, or can it be omitted without hindering the audience’s ability to understand your speech? If it needs to be included, does the information fit better now or in a later segment? If you can move on without the missing element, that is often the best choice, but pausing for a few seconds to decide will be less distracting to the audience than sputtering through a few “ums” and “uhs.” Situations like these demonstrate why it’s a good idea to have a glass of water with you when you speak. Pausing for a moment to take a sip of water is a perfectly natural movement, so the audience may not even notice that anything is amiss.

Technical Difficulties

Technology has become a very useful aid in public speaking, allowing us to use audio or video clips, presentation software, or direct links to websites. But it does break down occasionally! Web servers go offline, files will not download, or media contents are incompatible with the computer in the presentation room. Always have a backup plan in case of technical difficulties. As you develop your speech and visual aids, think through what you will do if you cannot show a particular graph or if your presentation slides are garbled. Your beautifully prepared chart may be superior to the verbal description you can provide. However, your ability to provide a succinct verbal description when technology fails will give your audience the information they need and keep your speech moving forward.

External Distractions

Unfortunately, one thing that you can’t control during your speech is audience etiquette, but you can decide how to react to it. Inevitably, an audience member will walk in late, a cell phone will ring, or a car alarm will go off outside. If you are interrupted by external events like these, it is often useful and sometimes necessary to pause and wait so that you can regain the audience’s attention. Whatever the event, maintain your composure. Do not get upset or angry about these glitches. If you keep your cool and quickly implement a “plan B” for moving forward, your audience will be impressed.

Reading Your Audience

Recognizing your audience’s mood by observing their body language can help you adjust your message and see who agrees with you, who doesn’t, and who is still deciding. With this information, you can direct your attention—including eye contact and questions—to the areas of the room where they can have the most impact. As the speaker, you are conscious that you are being observed. But your audience members probably don’t think of themselves as being observed, so their body language will be easy to read.

Handling Q&A

Question-and-answer sessions can be trickier to manage than the presentation itself. You can prepare for and rehearse the presentation, but audience members could ask a question you hadn’t considered or don’t know how to answer. There are three important elements to think about when incorporating Q&As as part of your presentation:

1. Audience Expectations

At the beginning of your speech, give the audience a little bit of information about who you are and what your expertise on the subject is. Once they know what you do (and what you know), it will be easier for the audience to align their questions with your area of expertise—and for you to bow out of answering questions that are outside of your area.

2. Timing of Q&As

Questions are easier to manage when you are expecting them. Unless you are part of a panel, meeting, or teleconference, it is probably easier to let the audience know that you will take questions at the end of your presentation. This way you can avoid interruptions to your speech that can distract you and cause you to lose time. If audience members interrupt during your talk, you can then ask them politely to hold on to their questions until the Q&A session at the end.

3. Knowing How to Respond

Never pretend that you know the answer to a question if you don’t. The audience will pick up on it! Instead, calmly apologize and say that the question is outside of the scope of your knowledge but that you’d be happy to find out after the presentation (or, suggest some resources where the person could find out for themselves). If you are uncertain about how to answer a question, say something like “That’s really interesting. Could you elaborate on that?” This will make the audience member feel good because they have asked an interesting question, and it will give you a moment to comprehend what they are asking. Sometimes presenters rush to answer a question because they are nervous or want to impress. Pause for a moment, before you begin your answer, to think about what you want to say. This will help you to avoid misinterpreting the question or taking offense to a question that is not intended that way.

A final tip is to be cautious about how you answer so that you don’t offend your audience. You are presenting on a topic because you are knowledgeable about it, but your audience is not. It is important not to make the audience feel inferior because there are things that they don’t know. Avoid comments such as “Oh, yes, it’s really easy to do that…” Instead, say something like “Yes, that can be tricky. I would recommend…” Also, avoid a bossy tone. For example, phrase your response with “What I find helpful is…” rather than “What you should do is…”

Good presentation skills are important to successfully communicate ideas in business. Make sure your presentation has a clear topic with relevant supporting details. Use verbal and non-verbal communication techniques to make your presentation engaging, and don’t forget to practice!

End of Chapter Activities

18a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

18b. Discussion Questions

Discussion Questions

• How can a speaker prepare a presentation for a diverse audience? Explain and give some specific examples.
• How can an audience’s prior knowledge affect a presentation?
• Think of someone you have met but do not know very well. What kinds of conversations have you had with this person? How might you expect your conversations to change if you have more opportunities to get better acquainted? Discuss your thoughts with a classmate.
• While managing a Q&A session following a presentation, if you find yourself unable to answer a question posed by one of the audience members which tactics can you use to maintain control of the session?

18c. Applying chapter concepts to a situation

Presenting for success

Akhil works at a software development company in White Rock called Blackball Technologies. It is a medium-sized company that allows its employees to dress casually and occasionally work from home. Akhil likes this because his preference is to wear t-shirts and jeans to the office or work from home in his pyjamas.

Blackball recently created a new software program that has the potential to make a huge profit. However, they need investors to fund their latest innovation. The new software was developed using one of Akhil’s ideas; therefore, the company chooses him to present their proposal to a diverse group of investors from several countries.

Some of the investors are not fluent in English as it is their second language. Additionally, they each have a busy day ahead as they have to listen to proposals from multiple companies. Akhil fears that the investors will not understand him. He is also nervous about the presentation due to its significance to his career. If he is successful, he will get the promotion that he has wanted for the past two years and a pay raise.

What are some of the things that Akhil should consider when presenting to the investors? 

18d. Writing Activity

Watch this video from TED.com on The Secret Structure of Great Talks . Summarize the video. What is the most interesting point made by Nancy Duarte in your opinion?

Attribution

Content attribution.

This chapter contains information from Professional Communications OER by the Olds College OER Development Team used under a CC-BY 4.0 international license.

This chapter contains information from Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative .

Media Attribution

Presentation icon made by Freepik from www.flaticon.com .

Whiteboard icon made by Phatplus from www.flaticon.com .

Handout icon made by Freepik from www.flaticon.com .

Demonstration icon made by Ultimatearm from www.flaticon.com .

Chapter 18: Business Presentations Copyright © 2020 by Venecia Williams and Olds College is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Business Presentation: Definition, Steps to Create & Tips to Remember!

At some point in your life, you must have given a presentation or at least done some sort of public speaking. If you haven’t, then at some point you will have to, especially if you’re an entrepreneur.

When it comes to giving presentations, it doesn’t matter that you are a seasoned speaker or an amateur as long as you are able to convey your message or achieve your goal in the most engaging way.

And truth be told, even though each presentation has its own subtle differences, there are a few universal guidelines or steps that make it effective.

But the fact of the matter is that giving presentations, especially business presentations, is not exactly a walk in the park and not everyone can easily pull it off.

But don’t worry, that’s why we have got your back! In this blog, we will provide you with the steps involved in creating a killer business presentation and making it stand out!

Before we get to the steps involved, let’s understand what a business presentation is and why it is important to create one!

Ready? Let’s go!

What is a Business Presentation? (Definition)

A presentation is simply an introduction, demonstration, or speech given by an individual or group of individuals to an audience in order to inform, inspire, convince, or motivate them.

So a business presentation can be defined as a formal introduction or information about new business products, ideas, or practices. It is usually carried out using audio-visual materials, such as projectors, documents, presentation software, whiteboards, charts, and more.

Business presentations are often done with the aim to educate or train the audience, sell a product or an idea to them or simply convey or share your vision with them.

Now that we have explained what business presentations are, let’s help you understand the importance of creating one!

Importance of Creating a Business Presentation

More often than not, a business presentation is the first document or introduction about your organization or your organization’s products and services that your clients get to see.

So when somebody sits through such a presentation, they expect to get gain some information from it without dozing off halfway through it. That’s why it is important that you have a well-crafted, visually appealing, and engaging business presentation .

A good business presentation offers many benefits, such as:

1. Helps Create Connections

A business presentation focuses on communication, interaction, and bonding between you and your audience. It allows you to build a good impression and brand image. This not only helps you convey messages and convince your audience but also establishes relationships and creates better connections.

2. Provides Information

A good presentation is highly informative and eye-opening. It’s a great opportunity to give out nuggets of details, facts, trivia, and statistics-backed data. It provides the listener with information in the most engaging way, which means that they walk out a better-informed and educated person.

Read more:  6 Awesome Video Presentation Software & Tips to Follow!

3. Offers Inspiration

The impact a good business presentation can have on an individual is far more than you can imagine. Since most business presentations involve the use of audio-visual materials, stories or anecdotes, handouts/pamphlets, or demonstrations, it tends to stick in the minds of the listeners. It keeps them engaged, offers inspiration, and helps influence their decisions.

Clearly, business presentations are an effective way to get across your message and build your brand. They are definitely rewarding and crucial for your business.

And since we don’t want to keep you waiting, let’s jump straight into the nitty-gritty of creating a business presentation!

How to Create a Business Presentation in 9 Simple Steps!

Step 1. create a plan.

The first step in creating an excellent business presentation is to make a plan about what you want to do and how exactly you want to do it. For this, it is always good to set a goal that you seek to achieve through your presentation and then create a roadmap of how you want to achieve it.

In a business presentation plan, you create an outline of your presentation and decide what message you want to convey and the main points and arguments you want to include.

Divide your presentation into an introduction, the main section, and a conclusion, and further incorporate sub-points within each section. This will allow you to easily split your content into a consumable format.

With a plan ready in hand, your presentation will sail through smoothly!

Step 2. Spend Some Time on Your Presentation Slides

Is your presentation even a presentation without visual slides projected in the background? It is a must-have in every business presentation and that’s why you need to invest a little time in how they look.

Choose a professional-looking slide deck that matches the tone of your presentation. Go for colors that suit your brand’s or product’s colors, and avoid too many flashy colors. Also, try to pick a font and font size that aligns with your brand or organization.

Make sure that you select your presentation slide decks based on the content that you are dealing with, such as using professional or neutral slide decks for financial data or research topics and colorful slide decks for informal topics.

Step 3. Establish Your Credibility with a Story

Whenever you start a presentation, it is extremely crucial that you establish your credibility right up front, because people are more likely to listen to you if they are convinced about your authenticity.

No, this doesn’t mean that your drone on about your career highlights, instead you lead your business presentation with a compelling story. This could be anything about the background of your topic, an experience, a relatable story, an anecdote, or any other references that support your subject and make it more interesting.

Here is where you can also add a little humor to get a laugh out of them and put them at ease by setting a positive tone.

Doing so will help you engage with the audience, build a personal connection, and serve as a memorable foundation for your presentation.

Step 4. Support Your Claims

You may have established your credibility with a story or an anecdote, but if you really want to create an authentic image, then you need to back up all your claims during your presentation.

So do not hesitate to use supporting materials liberally. This means that you provide statistics and numbers, reference research, or offer proof supporting your claims. This will cement your credibility and authenticity.

Read more:  15 Best Presentation Blogs and Websites to Follow!

Step 5. Use Visual Elements Liberally

Business presentations can get boring if your slides just have texts, numbers, and tables. Not just that it makes it difficult for your audience to simultaneously read and listen to your presentation. That’s why you need to use visual elements like images, charts, graphics, GIFs, and more.

Adding powerful quotes, full-screen images, and videos will stick in the mind of your audience and will help maintain their attention throughout. Not to mention, it simply makes your presentation visually appealing!

Step 6. Add Animations to Your Presentation Slides

Obviously your format and content matter more, and if they are the cake, then adding a little animation or cinematic style to your slides is like the cherry on top. It simply makes your presentation a little more appealing!

Include fun animation, add smooth transitions, move around your slides horizontally or vertically, and let your content appear on the screen creatively. This will allow you to tell your story effortlessly.

Just try not to go overboard with the animation and make sure to strike a balance while maintaining consistency throughout.

Step 7. Be Prepared for Questions

No presentation is ever complete with a round of question-and-answer sessions towards the end, so it’s always best to be prepared for any difficult question that might be asked.

Your job is to anticipate all the possible questions or concerns that your audience might have and consider all the possible objections and arguments that might arise during a discussion, and prepare answers for them.

You can even get a colleague to listen to your presentation and have a practice session for this.

Step 8. Prepare Questions

It’s crucial to remember that sometimes your audience might not have any questions for you. This can obviously create an awkward moment for you when you open the floor to questions.

For that reason, it is important that you prepare your own set of questions in advance. Here, you can incorporate audience interaction by asking questions to your audience, quizzing them, asking them to vote, making them participate in simple activities, and more.

Doing this will help you avoid awkward pauses and silences while also creating an open environment of active participation and discussion.

Step 9. Wrap Up with a Closing Statement

Once all the questions have been asked and when all the discussions come to an end, you need to include a short closing statement for your presentation. Be sure to prepare a summarized statement that includes your main message, key points, and final call to action.

Follow these steps and you will have prepared a fantastic business presentation for your audience! But the fact is that no matter how good you are at public speaking, there is always room for improvement.

What you need are some simple tips to make your killer presentation even better . And for that, we have compiled for you a list that you can follow!

Scroll down to find out!

Tips for Creating An Awesome Business Presentation

Here are some simple tips that you must follow during your business presentation:

• Keep your presentation crisp and try not to include too many slides for your presentation.
• Avoid using too many colors and fonts. Instead, stick to a color palette and font that matches your attire and your brand image.
• Do not hesitate to seek the help of presentation tools and software
• Focus on your narration and story-telling style.
• Ask rhetorical questions to reinforce your key points and primary message.
• Prepare some business-appropriate jokes, one-liners, and puns to make your presentation fun and engaging.
• Dress in formal business attire and groom yourself to look appealing and presentable.
• Maintain a defining tone and style for your presentation – be it formal, casual, or humorous – and try to be consistent with it throughout.
• Be enthusiastic, and expressive, focus on your body language, and most importantly, maintain eye contact throughout.

With that, we can guarantee that you will put on one heck of a presentation and give your audience a memorable and enriching experience!

Our team at  bit.ai  has created a few awesome business templates to make your business processes more efficient. Make sure to check them out before you go, y our team might need them!

• SWOT Analysis Template
• Business Proposal Template
• Business Plan Template
• Competitor Research Template
• Project Proposal Template
• Company Fact Sheet
• Executive Summary Template
• Operational Plan Template
• Pitch Deck Template

Presentations are all about communication. So it doesn’t matter if it is your first presentation or your hundredth one, if you’re not able to communicate information in an engaging way, then you end up wasting your time and your listeners’ time.

Whether you are trying to sell something to an audience or simply sharing your vision with them, create a business presentation that will not only educate your listeners but also squeeze a laugh out of them.

We only hope that the steps and tips we have provided you will help you along the way in creating a killer business presentation for your audience!

Adios and Happy presenting!

Further reads: 

9 Most Successful Business Models You Should Know About! (With Examples)

10 Business Drivers to Grow Your Business!

Business Markets: Definition, 5 Types (with Examples) & Characteristics!

13 Types of Plans Your Business Must Have!

9 Best Presentation Ideas and Tips You Must Explore!

Brand Voice: What is it & How to Define it for your Business!

Company Profile: What is it & How to Create it?

Sponsorship Proposal: What is it & How to Create it?

3 Project Proposal Examples You Must Check Out!

Related posts, sales prospecting: definition, techniques and steps, 15 free online notepads you need to check out this year, social media skills: a quick guide to improve them (types & examples), 10 best apps for writing a book, growth marketing: what is it & how to carry it out for your business.

About Bit.ai

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The smartest online Google Docs and Word alternative, Bit.ai is used in over 100 countries by professionals everywhere, from IT teams creating internal documentation and knowledge bases, to sales and marketing teams sharing client materials and client portals.

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Ideas and insights from Harvard Business Publishing Corporate Learning

Powerful and Effective Presentation Skills: More in Demand Now Than Ever

When we talk with our L&D colleagues from around the globe, we often hear that presentation skills training is one of the top opportunities they’re looking to provide their learners. And this holds true whether their learners are individual contributors, people managers, or senior leaders. This is not surprising.

Effective communications skills are a powerful career activator, and most of us are called upon to communicate in some type of formal presentation mode at some point along the way.

For instance, you might be asked to brief management on market research results, walk your team through a new process, lay out the new budget, or explain a new product to a client or prospect. Or you may want to build support for a new idea, bring a new employee into the fold, or even just present your achievements to your manager during your performance review.

And now, with so many employees working from home or in hybrid mode, and business travel in decline, there’s a growing need to find new ways to make effective presentations when the audience may be fully virtual or a combination of in person and remote attendees.

Whether you’re making a standup presentation to a large live audience, or a sit-down one-on-one, whether you’re delivering your presentation face to face or virtually, solid presentation skills matter.

Even the most seasoned and accomplished presenters may need to fine-tune or update their skills. Expectations have changed over the last decade or so. Yesterday’s PowerPoint which primarily relied on bulleted points, broken up by the occasional clip-art image, won’t cut it with today’s audience.

The digital revolution has revolutionized the way people want to receive information. People expect presentations that are more visually interesting. They expect to see data, metrics that support assertions. And now, with so many previously in-person meetings occurring virtually, there’s an entirely new level of technical preparedness required.

The leadership development tools and the individual learning opportunities you’re providing should include presentation skills training that covers both the evergreen fundamentals and the up-to-date capabilities that can make or break a presentation.

So, just what should be included in solid presentation skills training? Here’s what I think.

The fundamentals will always apply When it comes to making a powerful and effective presentation, the fundamentals will always apply. You need to understand your objective. Is it strictly to convey information, so that your audience’s knowledge is increased? Is it to persuade your audience to take some action? Is it to convince people to support your idea? Once you understand what your objective is, you need to define your central message. There may be a lot of things you want to share with your audience during your presentation, but find – and stick with – the core, the most important point you want them to walk away with. And make sure that your message is clear and compelling.

You also need to tailor your presentation to your audience. Who are they and what might they be expecting? Say you’re giving a product pitch to a client. A technical team may be interested in a lot of nitty-gritty product detail. The business side will no doubt be more interested in what returns they can expect on their investment.

Another consideration is the setting: is this a formal presentation to a large audience with questions reserved for the end, or a presentation in a smaller setting where there’s the possibility for conversation throughout? Is your presentation virtual or in-person? To be delivered individually or as a group? What time of the day will you be speaking? Will there be others speaking before you and might that impact how your message will be received?

Once these fundamentals are established, you’re in building mode. What are the specific points you want to share that will help you best meet your objective and get across your core message? Now figure out how to convey those points in the clearest, most straightforward, and succinct way. This doesn’t mean that your presentation has to be a series of clipped bullet points. No one wants to sit through a presentation in which the presenter reads through what’s on the slide. You can get your points across using stories, fact, diagrams, videos, props, and other types of media.

Visual design matters While you don’t want to clutter up your presentation with too many visual elements that don’t serve your objective and can be distracting, using a variety of visual formats to convey your core message will make your presentation more memorable than slides filled with text. A couple of tips: avoid images that are cliched and overdone. Be careful not to mix up too many different types of images. If you’re using photos, stick with photos. If you’re using drawn images, keep the style consistent. When data are presented, stay consistent with colors and fonts from one type of chart to the next. Keep things clear and simple, using data to support key points without overwhelming your audience with too much information. And don’t assume that your audience is composed of statisticians (unless, of course, it is).

When presenting qualitative data, brief videos provide a way to engage your audience and create emotional connection and impact. Word clouds are another way to get qualitative data across.

Practice makes perfect You’ve pulled together a perfect presentation. But it likely won’t be perfect unless it’s well delivered. So don’t forget to practice your presentation ahead of time. Pro tip: record yourself as you practice out loud. This will force you to think through what you’re going to say for each element of your presentation. And watching your recording will help you identify your mistakes—such as fidgeting, using too many fillers (such as “umm,” or “like”), or speaking too fast.

A key element of your preparation should involve anticipating any technical difficulties. If you’ve embedded videos, make sure they work. If you’re presenting virtually, make sure that the lighting is good, and that your speaker and camera are working. Whether presenting in person or virtually, get there early enough to work out any technical glitches before your presentation is scheduled to begin. Few things are a bigger audience turn-off than sitting there watching the presenter struggle with the delivery mechanisms!

Finally, be kind to yourself. Despite thorough preparation and practice, sometimes, things go wrong, and you need to recover in the moment, adapt, and carry on. It’s unlikely that you’ll have caused any lasting damage and the important thing is to learn from your experience, so your next presentation is stronger.

How are you providing presentation skills training for your learners?

Manika Gandhi is Senior Learning Design Manager at Harvard Business Publishing Corporate Learning. Email her at [email protected] .

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• PRESENTATION SKILLS

What is a Presentation?

Search SkillsYouNeed:

Presentation Skills:

• A - Z List of Presentation Skills
• Top Tips for Effective Presentations
• General Presentation Skills
• Preparing for a Presentation
• Organising the Material
• Writing Your Presentation
• Deciding the Presentation Method
• Managing your Presentation Notes
• Working with Visual Aids
• Presenting Data
• Managing the Event
• Coping with Presentation Nerves
• Dealing with Questions
• How to Build Presentations Like a Consultant
• 7 Qualities of Good Speakers That Can Help You Be More Successful
• Self-Presentation in Presentations
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• Remote Meetings and Presentations
• Giving a Speech
• Presentations in Interviews
• Presenting to Large Groups and Conferences
• Giving Lectures and Seminars
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• Attending Public Consultation Meetings
• Managing a Public Consultation Meeting
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• Elsewhere on Skills You Need:
• Communication Skills
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• Effective Speaking
• Question Types

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The formal presentation of information is divided into two broad categories: Presentation Skills and Personal Presentation .

These two aspects are interwoven and can be described as the preparation, presentation and practice of verbal and non-verbal communication. 

This article describes what a presentation is and defines some of the key terms associated with presentation skills.

Many people feel terrified when asked to make their first public talk.  Some of these initial fears can be reduced by good preparation that also lays the groundwork for making an effective presentation.

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered. 

A presentation requires you to get a message across to the listeners and will often contain a ' persuasive ' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

The Key Elements of a Presentation

Making a presentation is a way of communicating your thoughts and ideas to an audience and many of our articles on communication are also relevant here, see: What is Communication? for more.

Consider the following key components of a presentation:

Ask yourself the following questions to develop a full understanding of the context of the presentation.

When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.

Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.

Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.

Will the presentation be to a small group or a large crowd?

Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your side.

What equipment and technology will be available to you, and what will you be expected to use?

In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.

What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

All these aspects will change the presentation. For more on this, see our page on Deciding the Presentation Method .

The role of the presenter is to communicate with the audience and control the presentation.

Remember, though, that this may also include handing over the control to your audience, especially if you want some kind of interaction.

You may wish to have a look at our page on Facilitation Skills for more.

The audience receives the presenter’s message(s).

However, this reception will be filtered through and affected by such things as the listener’s own experience, knowledge and personal sense of values.

See our page: Barriers to Effective Communication to learn why communication can fail.

The message or messages are delivered by the presenter to the audience.

The message is delivered not just by the spoken word ( verbal communication ) but can be augmented by techniques such as voice projection, body language, gestures, eye contact ( non-verbal communication ), and visual aids.

The message will also be affected by the audience’s expectations. For example, if you have been billed as speaking on one particular topic, and you choose to speak on another, the audience is unlikely to take your message on board even if you present very well . They will judge your presentation a failure, because you have not met their expectations.

The audience’s reaction and therefore the success of the presentation will largely depend upon whether you, as presenter, effectively communicated your message, and whether it met their expectations.

As a presenter, you don’t control the audience’s expectations. What you can do is find out what they have been told about you by the conference organisers, and what they are expecting to hear. Only if you know that can you be confident of delivering something that will meet expectations.

See our page: Effective Speaking for more information.

How will the presentation be delivered?

Presentations are usually delivered direct to an audience.  However, there may be occasions where they are delivered from a distance over the Internet using video conferencing systems, such as Skype.

It is also important to remember that if your talk is recorded and posted on the internet, then people may be able to access it for several years. This will mean that your contemporaneous references should be kept to a minimum.

Impediments

Many factors can influence the effectiveness of how your message is communicated to the audience.

For example background noise or other distractions, an overly warm or cool room, or the time of day and state of audience alertness can all influence your audience’s level of concentration.

As presenter, you have to be prepared to cope with any such problems and try to keep your audience focussed on your message.   

Our page: Barriers to Communication explains these factors in more depth.

Continue to read through our Presentation Skills articles for an overview of how to prepare and structure a presentation, and how to manage notes and/or illustrations at any speaking event.

Continue to: Preparing for a Presentation Deciding the Presentation Method

See also: Writing Your Presentation | Working with Visual Aids Coping with Presentation Nerves | Dealing with Questions Learn Better Presentation Skills with TED Talks

• The Complete Guide to Mastering Business Presentations
• Introduction to Business Presentations

What is a Business Presentation?

Aayush Jain

Definition and components of a business presentation, unpacking the core: the what and why of business presentations.

Business presentations are pivotal in the corporate landscape, acting as a bridge between a company and its audience—be it clients, investors, or internal teams. This opening paragraph sets the stage for our exploration, highlighting the essence of a business presentation. It's not merely about presenting a company; it's about crafting a narrative that engages, informs, and compels action. Here, we delve into what makes up a business presentation, emphasizing its importance in achieving business objectives and how it fits into the broader context of corporate communication.

Building Blocks: Anatomy of an Effective Presentation

Diving deeper, we explore the structural components that constitute a business presentation. From the opening slide that sets the tone, through the compelling core where ideas and data intermingle, to the concluding call to action, every element plays a crucial role. This section breaks down the anatomy of a presentation, including the significance of a visually appealing design, the strategic use of visual representations like charts and graphs, and the art of balancing information density to maintain the attention spans of audience. The goal is to provide a comprehensive understanding of the components that, when combined, create a compelling business presentation.

From Theory to Practice: Stories of Impact

Here, we transition from the theoretical framework to the tangible impact of business presentations in the real world. By presenting examples from various industries, we illustrate how presenting a company effectively can pivot its market position, attract potential customers, or secure funding from potential investors. This narrative brings to life the power of a well-crafted presentation, showcasing real success stories and current trends that underline the importance of design, storytelling, and audience engagement.

Expert Insights and Quantitative Backing

In this part, we lean on expert opinions and quantitative data to underscore the value of professional presentation design. Highlighting insights from industry leaders like Aayush Jain of INK PPT , we discuss the undeniable impact of aesthetics and narrative in making a presentation not just seen but felt. This exploration is reinforced with statistics and research findings, validating the strategic importance of most presentations in business success and decision-making processes.

Vision for the Future: Evolving Presentation Landscapes

Concluding, we look forward to the evolving dynamics of business presentations, especially in the context of digital transformation and virtual engagement. This future outlook article is complemented by a YouTube video link that offers viewers a deeper dive into innovative presentation techniques and the emerging tools reshaping how we convey business narratives. This segment aims to leave readers with a sense of anticipation and readiness for the advancements in presentation strategies, encouraging them to think beyond traditional formats towards more interactive, engaging approaches.

[Explore Innovative Presentation Techniques]

Historical Evolution of Business Presentations

Business presentations have come a long way from the days of overhead professional company presentation has transformed into a sophisticated process that leverages advanced technology like PowerPoint to deliver powerful messages.

Imagine the evolution of business presentations as a journey from the simplicity of a hand-drawn road map to the complexity of a GPS system. For instance, in the 1980s, a company presentation might have been limited to paper handouts and verbal explanations, while today, it involves dynamic PowerPoint slides, videos, and interactive elements.

Research indicates that the use of visual aids in presentations has increased retention rates by up to 65%, highlighting the shift towards more visually oriented communication strategies.

"In the early days, we relied on our words and basic slides to convey our ideas. Now, we use a rich tapestry of visuals, animations, and interactive elements to tell our story," reflects Aayush Jain on the evolution of presentation techniques.

Common Types of Business Presentations

There are several types of business presentations , each designed to fulfill specific objectives. From informational to persuasive, and decision-making presentations, the goal is always to present the company in the best light possible.

Consider the difference between a documentary and a feature film. Both tell stories, but while the documentary aims to inform and educate, the feature film seeks to entertain and perhaps persuade. Similarly, an informational presentation aims to educate the audience about the company profile, while a sales pitch seeks to persuade potential clients to invest.

Statistics show that over 70% of businesses consider presentation skills crucial for career success, underscoring the variety and importance of these presentations in the professional landscape.

"Each type of business presentation requires a unique approach to storytelling and design. Understanding your audience's needs and expectations is key to delivering a successful presentation," advises Aayush Jain.

Purposes and Objectives of Business Presentations

The primary purpose of an organizational presentation varies from presenting a company's achievements to potential investors, to educating new employees about company policies. Each presentation is designed with specific objectives in mind, such as persuading clients or facilitating decision-making processes.

The purpose of a business presentation can be compared to a compass in a ship's navigation. Just as a compass guides the ship towards its destination, the objectives of a presentation guide the content and delivery to achieve the desired outcome. An example of this is using a company presentation to secure new clients by effectively communicating the value proposition.

Data from LinkedIn shows that presentations with clear objectives are 50% more likely to achieve their desired outcomes, highlighting the importance of having a focused message.

"Setting clear objectives at the inception of the presentation design process ensures that every separate slide, every visual element, and every word spoken is aligned with the goal of showcasing the company in the most effective manner," says Aayush Jain.

Understanding the purposes behind business presentations paves the way for exploring the role they play in decision-making, further demonstrating their importance in the corporate world.

The Role of Business Presentations in Decision-Making

Business presentations are pivotal in the decision-making process, providing a structured opportunity for presenting complex information and recommendations. They serve as a crucial touchpoint, influencing the opinions and actions of stakeholders, from internal team members to external partners and clients.

Imagine the idea of a company presentation as a compass guiding a ship through the treacherous waters of corporate decision-making. Just as a captain relies on a compass to navigate, so do leaders rely on presentations to guide their decisions.

For instance, a well-executed presentation that showcases a comprehensive market analysis and competitive advantages can significantly influence the strategic direction of a company.

Research from the Decision Management Association highlights that decks that effectively present relevant data and analysis can improve decision-making speed and accuracy by up to 40%. A study by the International Business Communication Council found that decision-makers cite clarity, conciseness, and relevance as the top three factors that make presentations impactful in their decision-making process. These insights underscore the importance of strategic focus and data-driven content in business decks.

Key Elements of a Successful Business Presentation in showcasing a company

A successful business presentation hinges on several key elements: clear objectives, audience understanding, powerful storytelling, effective visual aids, and confident delivery. These components work in concert to engage the audience, convey the message effectively, and achieve the presentation's intended outcomes.

For example, incorporating visual aids such as bar graphs and slides can help illustrate complex ideas, much like how a vivid solo can highlight a particular emotion in a musical piece.

A study by the Presentation Institute of America found that presentation decks incorporating visual aids are 67% more effective at maintaining the attention. Additionally, Gallup research indicates that presentations that include storytelling elements are twice as likely to result in a positive outcome.

These findings highlight the critical role of integrating multiple elements to craft a driving and successful presentation.

Company Presentation vs. Public Speech: Understanding the Distinctions

While often intertwined, company presentations and public speech serve distinct purposes and require different skill sets. A business presentation is typically more focused on delivering specific information or persuading an audience regarding an organization-related topic, utilizing visuals and structured content.

Public speech, on the other hand, might focus more broadly on inspiring, informing, or entertaining an audience, often without the support of graphics.

Imagine a business presentation as a guided tour through a museum, where the guide (presenter) points out and explains various artifacts (points of discussion) with the help of visual cues and structured narrative.

Public speech, in contrast, is like a storyteller weaving tales under the moonlight, where the power of voice and story alone captures the audience's imagination. For instance, while showcasing an organization to investors, the focus is on persuading through data and strategic insights, distinct from the broader motivational approach of speaking publicly.

According to a study by the Public Speaking Association, 80% of professionals believe that presentation skills are crucial to achieving business success, yet only 40% distinguish these from public speaking abilities.

A survey by Presentation Magazine found that incorporating elements of public speech into business presentations, such as storytelling and audience engagement techniques, can enhance the effectiveness of the presentation by up to 35%. These statistics highlight the importance of understanding and integrating the strengths of both disciplines to enhance communication impact.

Cultural Considerations in Business or Company Presentations

The global organizational environment demands sensitivity to cultural differences in business presentations. Factors such as communication styles, power distance, individualism versus collectivism, and uncertainty avoidance play significant roles in how decks are crafted and delivered.

Consider the analogy of a chef preparing a meal for an international audience. Just as the chef must understand and respect the dietary preferences and restrictions of their guests, so must a talk show presenter be cognizant of the cultural nuances of their audience.

For example, a company presentation in Japan might require a more formal approach and the use of subtle persuasion, in contrast to the more direct and assertive style preferred in the United States.

Research by Hofstede Insights reveals that decks tailored to the cultural expectations of the audience are up to 70% more effective in achieving their objectives. A study by the International Journal of Business Communication supports this, finding that presentation decks that acknowledge and adapt to cultural differences improve comprehension and engagement among international audiences.

These insights underscore the critical role of cultural awareness in the success of business presentations on a global scale.

Adapting Company Presentations for Virtual Platforms

The shift towards virtual meetings and conferences necessitates adaptations in how company presentations are designed and delivered. Virtual platforms offer unique opportunities and challenges, from technical considerations to maintaining audience engagement in a digital format.

Think of transitioning from a live concert to a virtual performance. While the essence of the performance remains, the dynamics change significantly. The artist must engage the audience without the immediate feedback of live interaction, relying more on the quality of the content and presentation. Similarly, when showcasing a company virtually, the presenter must leverage technology to maintain the attention, using visual and interactive elements effectively.

A survey by Zoom Video Communications indicates that 58% of professionals find virtual presentation decks more challenging to engage the audience than in-person events. However, a report by Microsoft found that presentations that are specifically designed for virtual delivery, incorporating interactive elements like polls and Q&A sessions, see a 40% increase in audience engagement.

These findings highlight the importance of adapting presentation strategies to suit the virtual environment, ensuring that the message is not only delivered but also received and acted upon effectively.

Incorporating Storytelling Techniques while presenting a company

Storytelling in business presentations is a powerful tool to engage and connect with the audience, making complex information more relatable and memorable. It involves weaving a narrative through the presentation, using real-life examples, anecdotes, and metaphors to illustrate points and evoke emotions.

Imagine a business presentation as a novel, where instead of chapters, you have sections of your presentation, each contributing to the overall narrative. Just like a compelling novel hooks the reader from the very start, a great presentation uses storytelling to capture the attention of target audience and keep them engaged throughout.

For instance, starting a presentation with a customer success story sets the stage for a narrative that the audience can follow and relate to, making the subsequent data and analysis more impactful.

According to a study by the Stanford Graduate School of Business, stories are 22 times more memorable than facts alone. Additionally, research by the Narrative Institute shows that decks using stories can increase audience persuasion by up to 30%.

These statistics validate the effectiveness of storytelling as a technique to enhance the communicative power of business presentations, making them not just informative but also transformative experiences for the audience.

Conclusion on how company presentation can be a game changer

A business presentation is more than just an act of presentation to an audience; it is a carefully crafted communication tool designed to inform, persuade, and connect. Through a combination of historical evolution, cultural sensitivity, storytelling, and adaptation to digital platforms, business presentations have become an essential component of professional success.

By understanding and implementing the key elements of effective decks, individuals and organizations can significantly enhance their ability to communicate ideas, influence decisions, and achieve their objectives.

Frequently asked questions

How do you introduce a company in a presentation.

To introduce a company in a presentation effectively, start with a compelling opening that grabs the audience's attention from the beginning. Provide a first impression and a brief overview of your company, emphasizing the uniqueness of your brand and the value you bring to clients.

Showcasing milestones can illustrate your company's growth and success, thereby building credibility. When presenting products or services to a client, think on how they address the needs and challenges of your target audience, supported by visuals and concise descriptions.

Incorporating a testimonial can lend authenticity and demonstrate real-world impact. Lastly, introducing your team personalizes your presentation, showing the faces behind the success. Throughout, ensure your presentation is visually appealing and avoid overwhelming your audience with too much information or industry jargon.

What should be in a company presentation?

A company presentation must include a clear visual representation of your company's name, brand identity, and the core products or services you offer, designed to convey feelings of trust and reliability to your client. It should give a brief overview of your company's history, mission, and vision, helping the audience understand who you are and what you stand for. Highlighting key milestones and achievements can demonstrate your company's growth and expertise.

Testimonials or case studies provide social proof and build confidence in your potential customers. Visual elements such as your company logo, color scheme, and visuals like bar graphs or slides should be used to make the presentation more engaging and to help convey complex ideas more effectively.

Remember, the goal is to create a lasting and positive first impression on your audience, making your presentation short and to the point, and ensuring it is visually appealing from start to creating a compelling narrative.

How do I present my company in a presentation?

To present your company effectively in a presentation, begin with a strong and engaging introduction that clearly states what your business is about and why it matters. Be concise throughout, focusing on your bullet points and delivering a clear and impactful message about your company's vision, mission, and what sets you apart from the competition. Use high-quality graphics to support your points, making your presentation more memorable and easier to understand.

Highlight your main products or services, emphasizing their benefits to your target or even test audience. Avoid industry slang and ensure that your presentation progresses smoothly without rushing, allowing your audience to fully absorb the information.

Engaging your audience with relevant examples and compelling storytelling can further enhance the impact of your presentation, making it a powerful tool for presenting your company.

What are the three general types of business presentations?

The three general types of business presentations are:

• Pitch Deck Presentation: This type focuses on showcasing to investors or partners, highlighting the business model, market opportunity, and financial projections to secure funding or strategic alliances.
• Sales Deck Presentation: Aimed at potential clients or customers, this type showcases the company's products or services, demonstrating their value proposition and how they solve specific problems or meet specific needs.
• Product Market Slide Deck: This presentation type is used to introduce a new product or service to the market, detailing its features, benefits, and competitive advantages to generate interest and drive adoption.

What are the three parts of a professional company presentation?

A professional business presentation is structured into three main parts:

• Introduction (10-15%): Start by capturing the audience's attention with an engaging opening, set the context, and briefly outline what the presentation will cover. This sets the tone and expectations from the very beginning.
• Body (75-80%): The core of your presentation, where you delve into the details of your company presentation, highlighting the company profile, showcasing your products or services, and discussing key points in further detail. Use this section to convey your main message, supported by visuals, examples, and data to enhance understanding and retention.
• Conclusion (10-15%): Summarize the key points made throughout the presentation, reinforce the main message, and provide a clear call to action or outline the next steps. The conclusion should leave a lasting impression, ensuring your company and its offerings remain top of mind for your audience.

What is the most important element in a powerpoint company presentation?

The most important element in a business presentation is clarity of message. Showing the company's goals, values, and objectives in a clear, concise manner ensures that the audience understands the company profile core message. Visuals, storytelling, and engaging content support this clarity by reinforcing the message and keeping the audience's attention focused.

How has technology impacted business presentations?

Technology has revolutionized business presentations by enabling more dynamic, interactive, and visually appealing presentation desks. Tools like PowerPoint, video conferencing software, and interactive polls have made it easier to engage with the audience, whether in-person or virtually. Technology also allows for broader reach, enabling slide decks to speak to global audiences through webinars and online meetings.

What are the key differences between business presentations and public speech?

Business presentations often focus on numerous aspects of a company, its products, or services to a specific audience with a clear objective, such as persuading, informing, or decision-making. Public speech, while it can share these goals, is broader and may not always involve creating a business context. It focuses more on the delivery, rhetoric, and engagement with the audience on various topics.

How can storytelling be incorporated into business presentations?

Storytelling can be incorporated by framing the presentation around a compelling narrative point that relates to the audience's experiences or challenges. Using real-life examples, customer testimonials, and a clear narrative arc can make the business presentation more engaging and memorable. Storytelling helps to humanize the company and makes complex information more relatable.

What are the best practices for designing a business presentation?

Best practices include keeping the design simple and professional, using a consistent color scheme and font, minimizing text on slides, and making good use of visuals and graphs. It's also important to tailor the presentation to the audience, focus on key messages, and practice delivery to ensure smooth flow and timing.

How can one adapt a business presentation for an international audience?

To adapt a presentation for an international audience, consider cultural sensitivities, use clear and simple language, avoid local jargon, and incorporate relevant global examples or case studies. It's also helpful to be mindful of time zone differences for live decks and to provide translations or subtitles if necessary.

What are the benefits of practicing a presentation before delivering it?

Practicing a presentation helps in refining the delivery, timing, and transitions between topics. It builds confidence, reduces anxiety, and allows the presenter to adjust pacing and emphasis based on the flow of the presentation. Practice also helps in identifying and correcting any potential issues with the content or delivery.

How can visuals enhance the effectiveness of a presentation?

Visuals, such as charts, graphs, images, and videos, can help illustrate and reinforce key aspects, making complex information easier to understand. They capture and retain the audience's attention, add interest to the presentation, and can evoke emotional responses that enhance persuasion and recall.

What role does the audience play in shaping the content of a presentation?

The audience's needs, interests, and level of knowledge significantly shape the content and delivery of a presentation. Understanding the audience allows the presenter to tailor the content to address their specific questions, concerns, and expectations, making the presentation more relevant, engaging, and effective.

How can feedback be used to improve future presentations?

Feedback provides valuable insights into what worked well and what could be improved in terms of content, delivery, and engagement strategies. Constructive criticism helps identify areas for improvement, while positive feedback can reinforce effective practices. Incorporating feedback into future decks ensures continuous improvement and better audience engagement.

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• Business Management & Operations
• Business Communications & Negotiation

Communicating Through Business Presentations

How to Create a Business Presentation

Written by Jason Gordon

Updated at April 15th, 2022

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Table of Contents

What is a business presentation.

A Business presentation is a means of exchanging info for decision-making and policy developing, relating the benefits of the services offered and sharing our goals, values, and visions.

• Formal Presentations Allow time and planning. Ex. Presentation during a scheduled meeting.
• Informal Presentations (Oral Briefings) Less formal presentations that entails a short update on a current project. Ex. Update requested during a meeting with little or no notices. Ex. Informal update in the boss's office.

Back to:  Negotiations & Communications

Identify Your Purpose

Understanding the purpose you hope to achieve and conceptualizing your audience will enable you to organize the content in a way that is understood and accepted. Technique 1: At the end of my presentation, the audience will ________. Technique 2: What is my Message? Develop a phrase, single thought, or conclusion you want the audience to take away from the presentation. Imagine your audience summarizing your message what do you want to hear them describe as your central purpose.

Know Your Audience

Don't presume you know the audience find out about them. The audience wants to know, Whats in it for me. Determine what motivates your audience, how they think, and how they make decisions. Who is the audience, and who requested the presentation? Why is the topic important to the audience? (What will they do with the information). 

Helpful Info: Age, gender, occupations, education level, attitude, values, broad and specific interests, needs. Keep in mind the occasion or location of the presentation. Environmental factors affecting presentation will reveal whether the environment is intimate or remote; the audience is receptive and alert or non-receptive and tired; whether you will need additional motivation or persuasion tactics:

• # of people in the audience.
• Are there any other presenters?
• Where and at what time does my presentation fit into the agenda?
• How much time will I have?
• How will the audience be seated? And what is the layout? (Podium, microphone, seated.)

Organizing the Content

The standard format is:

Introduction

The dominant technique is:

• Tell the audience what you will tell them.
• Tell them what you told them.

Goals of the Introduction:

• Capture attention and involve the audience.
• Establish rapport.
• Present the purpose statement and preview the points that you will develop.

Capture attention and involve the audience. Choose an attention-getter that is relevant to the subject and appropriate for the audience. Techniques:

• A shocking statement or startling statistic. Ex. Lack of personnel management costs companies $200 Billion in the US every year, and is among the most wasteful aspects of any business.
• Quotation by an expert. Ex. Attracting quality people to your business is the life of any business - Sir Richard Branson.
• A rhetorical or open-ended question that generates discussion from the audience. Ex. Do you want to spend time building your business, or worrying about payroll administration?
• An appropriate joke or humor. Used to break the ice. Self-denigrating is often the best.
• A demonstration of dramatic presentation aid. Ex. If youre pushing social media optimization, you may want to do a Google search of the company up front to show their poor page rank.
• An anecdote or timely story from a business periodical. Malcolm Gladwell says that there is no such thing as innate talent.
• Involve the audience. Ex. Ask for a show of hands regarding an example.

Establish Rapport

Show concern that they benefit from the presentation. Share a personal story or share a part of your background that relates to the topic. 

Present the purpose statement and preview the points that will be developed. Once you have captured attention for the topic, present your purpose statement directly. 

Then, preview the major points you will discuss in the order that you'll discuss. This helps the audience understand how the parts of the body are tied together to support the purpose statement. 

If the presentation is long, you may want to use a visual to show the points covered.

In a short presentation (ex. 20 mins) limit your presentation to a few major points. Promote audience attention and absorption.

• Provide support for your points in a manner that is easy to understand. Use simple vocabulary and short sentences that the listener can understand easily and that sounds conversational and interesting. Avoid jargon or technical terms that the listeners may not understand. Use a familiar frame of reference. Draw analogies between new ideas and familiar ones. Use comparisons to past events or relevant stories.
• Provide relevant statistics. Use specific, quantitative measures available to lend authority and credibility to your points. Use techniques to make the statistics easy to remember. Ex. 34.2% of the students work full-time vs. 1/3 of the students work full-time.
• Use Quotes from prominent people. This helps build credibility, particularly if the audience is familiar with the source.
• Use interesting anecdotes. Audiences like and remember anecdotes or interesting stories that tie into the presentation and make strong emotional connections with audiences.
• Use Jokes and humor appropriately. Jokes and humor can build rapport, ease an approach to sensitive subjects, disarm a non-receptive audience, or make your message easier to understand and remember.
• Use presentation visuals. Try to enhance the audiences ability to see, hear, feel, and understand your presentation.
• Encourage audience participation. Reflective questioning, role-playing, directive audience-centered activities, incorporating current events and periodicals into the activity.

The Close provides unity to your presentation by Telling the audience what you have already told them. 

The conclusion should be your best line, your most dramatic point, your most profound thought, your most memorable bit of information, or your best anecdote. 

Develop the close so that it supports and refocuses the audiences attention on your purpose statement. Tips:

• Commit the time and energy needed to develop a creative, memorable conclusion. In an analytical presentation, state your conclusion and support it with the highlight from your supporting evidence. In a persuasive presentation, the close is often an urgent plea for the members of the audience to take some action or to look on the subject from a new point of view.
• Tie the close to the introduction to strengthen the unity of the presentation. Ex. Take an anecdote from the introduction and answer or build on it as your conclusion.
• Use transition words that clearly indicate you are moving from the body to the close. Practice your close until you can remember it without stumbling.
• Smile and Stand back to accept any audience applause.
• Show eagerness to answer questions if that is part of the presentation.

Designing Compelling Presentation Visuals

Presenter who uses visuals is considered more prepared and interesting. Tell me, Ill forget. Show me, Ill remember. Involve me, and Ill understand. Advantages:

• Clarifies and emphasizes important points
• Increases retention from 14 to 38 percent.
• Reduces the time required to present a concept.
• Speaker achieves goals 34% more often when visuals used.
• Increases group consensus by 21% when presentation visuals used in a meeting.

Types of Presentation Materials

• Boards and Flipcharts,
• Overhead transparencies,
• Electronic Presentations,
• 35mm Slides,
• Objects & models.

Design of Presentation Visuals

The purpose of each visual aid should be clear, and almost speak for itself. A visual aid can provide emphasis, effectively highlighting keywords, ideas, or relationships for the audience. Visual aids can also provide the necessary support for your position. Visual aids accomplish several goals:

• Make your speech more interesting
• Enhance your credibility as a speaker
• Serve as guides to transitions, helping the audience stay on track
• Communicate complex or intriguing information in a short period of time
• Reinforce your verbal message
• Help the audience use and retain the information

Create an appealing, easy-to-read design that supports your main point without overwhelming the audience. Techniques:

• # of Visual Aids. Limit the number of visual aids used in a single presentation. The visuals should direct the audiences attention to major points and clarify or illustrate complex information.
• Slide Content . Limit slide content to key ideas presented in as few words as possible. Remember, you should enhance the audiences ability to grasp your message NOT state the entire message.
• Singular Idea . Develop only one major idea using targeted keywords that the audience can scan quickly, understand, and remember. Use words, not whole sentences. Eliminate (a, an, the , we, you, your, are, to). If you have to put text use no more than 7 words per line, 7 lines per slide.
• Use an effective template that enlivens boring content . Choose an effective color scheme. Limit color to no more than 3 per slide. Background color should reflect formality and tone. Cooler shades for more formal. Lighter shades for former. Use complementary foreground (text) colors that have high contrast the background to ensure readability.
• Use of Type : Use capital letters sparingly- only at begining of a sentence, important words, and property nouns. Choose an appealing font that can be read onscreen easily.

Types of Delivery

After you have organized your message, you must identify the appropriate delivery method, refine your vocal qualities, and practice your delivery. There are Four general business presentation methods:

• Memorized - Written out ahead of time, memorized, and recited verbatim. Benefits: Well planned in content and organization. Lends itself well to ceremonies. Negatives: Limited ability to react to feedback. Forgetting a point (mental block) can damage entire presentation. Can appear monotone.
• Manuscript or Scripted - Writing speech word for word and delivering to the audience. Benefits: Beneficial at technical conference presentations or when accuracy is absolutely critical. Beneficial when several presentations have to be given close together or you dont have as much time to prepare. Negatives: Limit speaker-audience rapport (particularly when the speaker fails to look up from the Manuscript). May use teleprompter to appear that you are speaking extemporaneously.
• Impromptu - Called on without prior notice (off-the-cuff). Benefits: It is a fundamental skill where you can demonstrate your knowledge at key or critical moments. If you can foresee the question arising, you may be able to prepare ahead of time and be very impressive in the presentation. Negatives: Often requires an experienced speak to analyze the request, organize supporting points from memory, and present a simple, logical response.
• Extemporaneous - Presentations are planned, prepared, and rehearsed but not written in detail. Brief words prompt the speaker on the next point, but words are chosen spontaneously as the speaker interacts with the audience and anticipates their needs. Includes body gestures, sounding conversational. Benefits: Can be delivered with great conviction, because the speaking is speaking with rather than to the audience. Negatives: Requires the most preparation. Most difficult type of presentation for teams difficult to coordinate for a uniform presentation style.

Preparation and Practice

Tips for effective preparation and practice include:

• Prepare Thoroughl. It is the best manner to control speech anxiety.
• Prepare Effective Presentation Support Tools . Follow the steps in the graphics chapter to develop a design that works for the presentation. Have a contingency plan in the event something goes wrong (technical glitches).
• Practice, Rather than Rehearse . You are working to deliver the presentation in a style that allows you to talk to the audience. Rehearsing can make the presentation sound mechanical, where practicing makes it more fluid.
• Spend additional time practicing the introduction and conclusion . Remember the conclusion is often the strongest and most memorable portion.
• Practice displaying the presentation visuals . This is very helpful and important in making certain the presentation is effortless and seamless. . Remember, these are just in support of your presentation they are not the presentation.
• Seek feedback from others . This will allow you to polish your performance and improve organization. You can also practice by presenting in front of a mirror.
• Arrive Early . This allows you to become familiar with the setup of the room and to check the equipment.
• Communicate confidence, warmth, and enthusiasm . Confident appearance with alert posture. Smile genuinely throughout the presentation. Maintain steady eye contact with the audience in random places throughout the room. Refine gestures to portray a relaxed, approachable appearance. Move from behind the lectern and toward the audience to reduce the barrier created between you and the audience.
• Exercise Strong Vocal Qualities - To maximize vocal strengths, focus on three important qualities of speech: Phonation, Articulation, and Pronunciation. Phonation The production and variation of the speakers vocal tone. (3 Primary Factors). Pitch The highness of lowness of the voice. The pitch should rise and fall to reflect emotions. Lower pitches are perceived to sound more authoritative. Higher pitches convey less confidence are can be perceived as whining. Volume Loudness of tones in your voice. Vary loudness to hold the audiences attention, emphasize words or idea, and create a desired atmosphere (energetic, excited, solemn, serious, etc.) Rate The Speed at which words are spoken. Vary the rate of speech with the demands of the situation. Speak at a lower rate when emphasizing an idea that is complex or a process. Use pauses to add emphasis to key points. Articulation Smooth, fluent, and pleasant speech resulting from the way a speak produces and joins sounds. Faulty articulation results from not carefully forming individual sounds. Dropping word endings, Running words together, Imprecise enunciation. This is not dialect (accent) which is a variation on pronunciation, usually of vowels. Techniques to improve clarity in your voice, educe strain and voice distortion, and increase your expressiveness with the following guidelines: Stand up straight, shoulders back, speak from diaphragm rather than head voice. Focus on completing the endings of all words, not running words together, and enunciating words correctly. Pronunciation - Use principles of phonetics to create accurate sounds, rhythm, stress, and intonation. A well-articulated word can still be mispronounced. There is often a preferable and acceptable pronunciation for lots of words. The key is choosing word pronunciation that is acceptable to the audience.
• Watch Your Audience - Read your audience to view the interest level.
• Use Your Visuals Effectively . Step to one side of the visual when you intend for the audience to see it. Paraphrase the visual rather than reading the text from it.
• Handle questions  form  the Audience . Be prepared to field questions that arise when you are giving the presentation. Keep Within the Time Limit. Be prepared for a question and answer period. Answer questions in a calm and non-combative manner. If you have a team, always have a moderator.
• Distribute handouts - Only when needed in the presentation. Try not to give out at beginning it distracts audience. Use to provide additional information at the end of the lecture.
• Culturally Diverse Audiences - Focus on the individual, rather than stereotyping a specific culture. Speak simply. Avoid words that trigger negative emotional responses. Enunciate each word precisely. Use jokes or humor cautiously. Learn cultures preference for a direct or indirect presentation. Adapt to subtle differences in nonverbal communication. Seek feedback to determine whether the audience is understanding our message.
• Team Presentations - Selecting your team members who are complimentary in skill and ability and have a social fit with other members. Agree on the Purpose and Schedule. Avoids lack of coordination. Submitting off-topic material. Practice ahead of time - Preparing an entire team is much for difficult than preparing oneself. Decide who will deliver what portion of the presentation. Work on transitions between segments of each presenter. Deliver as a team and field questions as a team.

Related Topics

• Communicating via Memoranda or Letter
• Electronic Communications
• Writing Business Reports
• Writing Business Proposals
• Business Presentations

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Presentation Definition: A Comprehensive Guide

Table of contents, unraveling the presentation definition.

Presentation – a word frequently used in English, Spanish, Latin, French, and Arabic contexts, but what does it exactly mean? In this article, we delve into the definition of presentation , exploring its various facets and applications in different fields.

The Essence of Presentation: A Definition

What is a presentation.

A presentation is the act of presenting information or ideas to a group of people in a structured and deliberate manner, often with the aid of visual aids like PowerPoint, Keynote, or multimedia tools.

Presentations are a ubiquitous part of the professional, educational, and social landscape. The act of presenting, essentially communicating information and ideas to a group of people, has evolved significantly over time. This article explores the definition of a presentation, its various formats, the skills required to make it effective, and the nuances of a great presentation, all while weaving in an eclectic mix of keywords.

Historical Roots: From Latin to Modern Day

The Evolution from ‘Praesentātiō’ to ‘Presentation’

In its essence, a presentation is the act of presenting or displaying information or ideas to an audience. The Oxford English Dictionary defines it as “the action or process of presenting something to someone.” In Latin, the term stems from ‘praesentātiō’, denoting the action of placing before or showing. This definition has broadened in modern English to encompass various methods of showcasing information, whether it’s a business pitch, an academic lecture, or introducing a new product.

The term has its origins in Latin (‘praesentātiō’), evolving through various languages like French and British English, symbolizing the act of presenting, displaying, or giving something to others.

Types and Formats of Presentations

Diverse Formats for Different Needs

Presentations can vary in formats – from formal PowerPoint presentations to informal Prez (an informal abbreviation of presentation) discussions, each tailored to suit specific requirements.

Enhancing Presentation Skills: A Guide

Mastering the Art of Presentation

Presentations come in various formats, from the traditional speech to more contemporary multimedia showcases. PowerPoint, a widely used tool, allows the integration of text, images, and graphs to create visually appealing slides. Similarly, Apple’s Keynote offers tools for creating impactful multimedia presentations. The inclusion of visual aids, like graphs and charts, enhances comprehension and retention. For those interested in learning Spanish, Arabic, or French, incorporating these languages in presentations can broaden audience reach.

Effective presentation skills involve a blend of clear communication, eye contact , engaging visual aids , and a confident delivery. These skills are crucial in both business and educational settings.

Presentation in the Digital Age: Multimedia and Keynote

Embracing Technology for Impactful Presentations

In the era of digital communication, tools like multimedia presentations and Apple’s Keynote software have become indispensable for creating dynamic and interactive presentations.

The Art of Visual Aids: Graphs and More

Using Graphs and Visuals Effectively

Effective presentations often include graphs and other visual aids to convey complex information in an easily digestible format, enhancing the audience’s understanding.

Presentation in Different Languages

A Multilingual Perspective

The concept of presentation transcends languages, from English to Arabic , each offering unique nuances in the art of presenting.

Presentation in Literature and Culture

Presentation Copy and Beyond

The term also appears in literary contexts, such as a “presentation copy” of a book, and in cultural scenarios like a “breech presentation” in childbirth, where the baby is positioned to exit the birth canal feet first.

Effective Presentation: Tips and Techniques

Crafting an Impactful Presentation

An effective presentation is more than just delivering facts; it involves engaging storytelling, structured key points , and the ability to connect with the audience.

To deliver an effective presentation, certain skills are paramount. English, being a global lingua franca, is often the preferred language for presentations. However, the ability to present in multiple languages, like Spanish or French, can be a significant advantage.

Eye contact is a crucial skill, establishing a connection with the audience and making the presentation more engaging. Additionally, the ability to read the room and adjust the presentation accordingly is vital.

Incorporating Quizzes and Group Activities

Interactive elements like quizzes can transform a presentation from a monologue into a dynamic group activity. They encourage participation and can be especially effective in educational settings. Quizzes can also be used in business presentations to gauge audience understanding or to introduce a new product.

Presentation in Educational Contexts

Learning Through Presentations

In educational settings, presentations are used as a tool for teaching and assessment, often involving quizzes and interactive sessions to enhance learning.

Synonyms and Related Terms

Exploring Synonyms and the Thesaurus

The thesaurus offers a range of synonyms for ‘presentation,’ such as exhibition, demonstration, and display, each with slightly different connotations.

The Thesaurus and Vocabulary Expansion

Utilizing a thesaurus can enrich presentation language, offering synonyms and example sentences to clarify points. The ‘word of the day’ concept, often found in English learning resources, can be an interesting addition to presentations, especially in multilingual contexts.

Historical and Specialized Types of Presentations

The term ‘presentation’ also has specialized meanings. In historical contexts, a ‘presentation copy’ refers to a book or manuscript gifted by the author. In obstetrics, ‘breech presentation’ denotes a situation where the baby is positioned to exit the birth canal feet or buttocks first. Understanding these specialized definitions enriches the overall grasp of the term.

Presentation in Business: Introducing a New Product

The Role of Presentation in Business

In business contexts, presentations are crucial for scenarios like introducing a new product , persuading investors, or communicating with stakeholders.

Word of the Day: Presentation

Expanding Vocabulary with ‘Presentation’

In language learning, ‘presentation’ can be a word of the day , helping learners understand its usage through example sentences and pronunciation (notated as /ˌprez.ənˈteɪ.ʃən/ in English).

Key Points and Summarization

An effective presentation distills complex information into key points, making it easier for the audience to remember the most important takeaways. Summarization skills are critical in achieving this clarity.

Cultural Influences and Adaptations

The concept of presentations varies across cultures. In Arabic-speaking countries, the style of presentation might differ significantly from that in English-speaking contexts. The benefice of understanding cultural nuances cannot be overstated, as it can significantly impact the effectiveness of a presentation.

The Role of Technology

Technology, particularly multimedia, plays a pivotal role in modern presentations. From PowerPoint slides to advanced software like Keynote, the use of technology has revolutionized the way information is presented. The integration of videos, sound, and interactive elements makes presentations more engaging and memorable.

Eye Contact and Body Language

In delivering a presentation, non-verbal cues like eye contact and body language are as important as the spoken content. Maintaining eye contact with the audience establishes a connection and keeps them engaged. Similarly, confident body language can convey authority and enthusiasm.

The Art of Storytelling

A great presentation often resembles storytelling. It’s not just about relaying facts; it’s about weaving a narrative that resonates with the audience. This involves understanding the audience’s needs and interests and tailoring the content accordingly.

Innovation and New Products

Presentations are often the first introduction of a new product to the market. The effectiveness of these presentations can make or break the product’s success. Highlighting the unique features and benefits in a clear, compelling manner is crucial.

The Power of Presentation

Presentations are a powerful tool for communication and education. Whether in a formal business setting or an informal educational environment, mastering the art of presentation can lead to more effective and impactful communication.

1. Oxford English Dictionary

2. Merriam-Webster Thesaurus

3. Apple Keynote User Guide

4. Presentation Techniques in Educational Literature

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## Frequently Asked Questions About Presentations

### What is in a presentation?

A presentation typically includes a combination of spoken words and visual aids such as PowerPoint slides, graphs, or multimedia elements. It’s an organized way to convey information or ideas to a group of people.

### What is meant by giving a presentation?

Giving a presentation refers to the act of presenting information or ideas to an audience. This act, known in various languages including English, Spanish, and French as ‘presentation’ (or ‘praesentātiō’ in Latin), involves communication skills, visual aids, and sometimes interactive elements like quizzes.

### What makes a good presentation?

A good presentation effectively communicates key points, engages the audience through eye contact and clear speech (often practiced as a ‘word of the day’ in English classes), uses visual aids like graphs, and is well-structured. Effective presentation skills are crucial for this.

### What are the types of presentation?

There are various types of presentations, including formal business presentations (often using PowerPoint or Keynote), educational lectures, sales pitches for a new product, and informal talks. Each type uses different formats and approaches.

### What are the 4 parts of a presentation?

The four main parts of a presentation are the introduction, the main body, the conclusion, and the Q&A session. Each part plays a vital role in delivering an effective presentation.

### What are the three things that a good presentation should do?

A good presentation should inform, engage, and persuade or inspire the audience. It’s about more than just delivering facts; it’s an act of communication that can change perspectives or encourage action.

### How is a presentation linked with multimedia?

Presentations often use multimedia elements like videos, audio clips, and animated graphs to enhance the viewer’s understanding and engagement. Multimedia tools like PowerPoint and Keynote are widely used in creating dynamic presentations.

### How long should a presentation be?

The length of a presentation can vary, but it’s typically between 15 to 30 minutes. The duration depends on the context and the amount of information to be covered. It’s important to keep presentations concise to maintain the audience’s attention.

These answers incorporate various aspects of presentations, including their definition, formats, and the skills required, in multiple languages and contexts, as seen in resources like Oxford dictionaries and thesaurus.

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Giving an oral presentation is a common part of any business, whether you’re talking to colleagues, clients, or partners. It’s your chance to persuade, inform, or update them. But rushing in unprepared can lead to less-than-stellar results. So, the key to achieving your objective, whatever it may be, depends on one thing: preparation.

This guide is here to help you dedicate the necessary time to make and rehearse your presentation. With the right approach, you’ll deliver an effective oral presentation PPT that leaves a lasting impression. Now, get ready to transform your next meeting into a confident and persuasive experience.

In this article

Part i: what is oral presentation in business communication, informative presentations, instructive presentations, persuasive presentations, sales deck presentations, product marketing presentations, training and development presentations, data-driven presentations, progress report presentations, pitch deck presentations, demonstrations, blackout unnecessary slides, speak slower to avoid filler words, use ai presentation generator, complement texts with visuals, engage your audience.

An oral presentation is a form of verbal communication delivered to an audience. It is a way to share information, persuade them of an idea, or keep them updated. Visual aids like slides, handouts, or demonstrations often support a speaking presentation.

Oral presentations in business communication have several purposes. These include explaining new projects, pitching client ideas, or delivering team updates. Depending on what works, you can do it solo or with a team and keep it short or long.

However, an effective oral presentation doesn’t just happen on its own.

When making oral presentations, ensure they are well-organized, informative, and engaging. They follow a clear structure, with an introduction, body, and conclusion. You should also be confident, enthusiastic, and able to connect with the audience on a personal level.

Now that we’ve laid the groundwork for business oral presentations, let’s dive into the different types you’ll come across. The next part will uncover a variety of business presentations, each with its own goal.

Part II: 10 Different Types of Presentations in Business

Not all speaking presentations are the same. Different business situations call for different styles. Before you think of what you’ll say, figure out which presentation type works best for your audience. Here are the common types of business presentations you can give:

Informative presentations aim to equip attendees with knowledge of a chosen theme. Imagine presenting industry trends to your team or explaining a new company policy. These business presentations focus on clear communication and factual accuracy.

The instructive presentation aims to equip the audience with skills or knowledge they can apply practically. Think of a training session on using a new software program or a workshop on effective negotiation. This business presentation focus shifts to step-by-step guidance and practical exercises.

In a persuasive oral presentation, the goal is to win people over to your viewpoint. Be it convincing investors or pitching a new marketing plan, the deal is to build a solid case. You want compelling arguments, strong data, and a clear call to action.

Designed for sealing the deal, using a sales deck for your oral presentation highlights the value of a product or service. It emphasizes features, benefits, and why it’s better, all while tackling possible concerns. Salespeople often pull these out in client meetings or when pitching to investors.

A product marketing presentation focuses on creating awareness and excitement about a product. It targets a broader audience, not just potential customers, and aims to generate interest and brand recognition. Think of product launches, industry conferences, or social media marketing campaigns.

Training presentations are crucial for giving employees the skills they need. Whether it’s welcoming new hires or boosting leadership skills, the format changes based on the context. Usually, there’s a mix of instruction, practice, and chances to ask questions. You can use this for your oral presentation to ensure everyone’s up to speed in a way that works.

In data-driven presentations, facts and stats take the spotlight. You can add visuals for research, market trends, or data-backed solutions when making oral presentations. The trick is turning complex info into a clear, punchy story with eye-catching charts.

A progress report presentation updates a project, initiative, or campaign. They often involve data and metrics to show progress toward goals and objectives. These business presentations are crucial for maintaining transparency and building trust among stakeholders.

The pitch deck presentation hustles to get funding for a fresh business idea. Picture quick pitches, like selling your vision to venture capitalists. They zoom in on the problem you’re solving, what makes you stand out, and the promise of success. It’s all about packing a punch quickly to make your oral presentation stick.

These oral presentations go beyond words – they show it in action. Whether it’s software, new gear, or tricky procedures, the focus is on demonstrating. It’s a powerful way for the audience to see exactly how things work and throw in questions for a clearer picture.

Knowing the types of business presentations available is crucial. The next section will empower you to deliver effective oral presentations, regardless of your chosen format.

Part III: Techniques for Giving an Effective Oral Presentation

So, you’ve crafted an amazing presentation deck that captures your vision. Or you are starting with an idea for the oral presentation. Now comes the real challenge: delivering it in a way that grabs attention and keeps everyone hooked. Let’s explore some oral presentation techniques to make it a captivating experience.

Imagine a screen packed with text. Boring. No one wants to read a novel on a slide. Instead, blackout slides that reiterate points you’ll cover verbally. Focus on primary points and leave the details for handouts.

Speaking and presenting too fast can sound rushed and nervous. Slow down your pace and articulate clearly. It allows the audience to absorb your message and creates a sense of confidence. Plus, it helps you avoid filler words like “um” and “uh” that can distract from your message.

We all know you’re passionate about your business idea. However, securing investment requires captivating investors and presenting a vision that resonates deeply. Making a compelling pitch deck traditionally meant long hours of wrestling with design software and agonizing over content.

But what if you could lessen the time to create an oral presentation PPT to a few minutes?

Tools like AI presentation generators can help with structure and flow and even suggest visuals. Wondershare Presentory is one of the best in the market that can help automatically create a starting point for your slides. It makes an initial outline for your review. Then, Presentory generates stunning presentations with text, formatting, and imagery in PPT format. All these are based on a keyword or your topic.

Presentory is valuable for busy professionals and people who need to save time without compromising quality. But it doesn’t stop boosting your work efficiency here. This tool also empowers you to customize the design and content of the AI-generated oral presentation PPT. Furthermore, Presentory offers several additional benefits:

• Online and desktop access: Work on the go. This app lets you access your presentations online or offline, allowing you to work from anywhere.
• Personalized design: Make it your own. This app gives you the tools to customize your slides with layouts and templates that feel fresh and engaging.
• Content optimization: Presentory not only generates content. It also provides suggestions for improvement, ensuring professionalism and persuasiveness.
• Ease of use: No design skills? No problem. This app is user-friendly, and anyone can create professional-looking presentations in no time.
• Integration of resources: Level up your PPT slides. The built-in AI helps you find high-quality images and graphics to make your presentation pop.
• One-click streaming: Reach your audience across platforms. Presentory allows you to stream your oral presentation on Teams, YouTube Live, Facebook Live, Google Meet, and more platforms.
• Enhanced visuals: Import pictures and videos or add animations for a more dynamic presentation.
• Recording: Get your presentation ready for the big day. Use the teleprompter to record yourself practicing and feeling confident.

How To Make an Effective Oral Presentation PPT Using AI?

Presentory empowers you to focus on the speaking and presentation aspects while the AI takes care of the rest. Follow these steps below to create an effective oral presentation PPT for free online:

Step 1: Open the Wondershare Presentory app dashboard in your web browser. Sign in with your Google Account or create a new one.

Step 2: Click Create Presentation AI from the Home page to start.

Step 3: Select Begin with a topic to use AI and generate an outline.

Step 4: Enter your topic in the text box, then click Continue to let AI create the content outline. You can also select from one of the suggested keywords to explore first.

Step 5: Review the AI-generated outline and click Continue if satisfied.

Step 6: Select a template you want to use for the presentation, then click Generating to apply.

Step 7: Tailor your presentation. Edit text, switch slides, add images, and experiment with different layouts and themes to personalize your presentation.

Step 8: Click Share from the upper navigation pane, choose the file format from the pop-up window, then click Export presentation to save the PPT.

Images, infographics, and videos are powerful tools to engage your audience and reinforce your message during oral presentations. But don’t just throw random visuals in there. They should complement your words, not replace them. Choose visuals that are clear, relevant, and support your points.

Giving oral presentations shouldn’t be one-sided lectures. Get your audience involved. Ask questions, encourage participation, and invite discussion. Maybe even throw in a poll or a quick activity to keep them on their toes. Remember, your goal is to present information, connect with your audience, and make them care about your message.

You’ve got the ideas, the passion, the drive. But when it comes to giving an oral presentation , the pressure’s on. Traditional presentation tools can be time-consuming. Relying solely on “best practices” might leave you blending into the background. You need an edge, a way to grab attention and captivate your audience from the get-go.

However, making a compelling oral presentation PPT often takes time and expertise. That’s why you need to incorporate AI tools into your workflow. Try Wondershare Presentory - it is your partner in business communication success. Start creating presentations that win today.

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Home Blog Business Presentation Structure Guidelines for Effective Communication

Presentation Structure Guidelines for Effective Communication

In the business world, a presentation is so much more than just a bunch of slides or points—it’s a golden opportunity. It can sway decisions, propel change, or bring people together. How you structure your presentation is absolutely critical in getting your ideas across clearly and compellingly. 

When you’ve got a structured presentation just right, it’s like you’re taking your audience by the hand and guiding them through your thoughts, making sure they pick up all the important bits along the way. Moreover, it speaks of your degree of professionalism and how much knowledge you bear on the topic in question. 

Therefore, nailing your presentation structure isn’t just helpful; it’s downright necessary to get the results you’re after. Whether you’re pitching a new concept to the investors, sharing the latest findings with your team, or taking the stage at a conference, how you lay out your content becomes the language you use to interact with your audience. Get to know all that’s required to create a powerful presentation structure that will guarantee success in business meetings, academic dissertations, or motivational talks .

Table of Contents

What is a Presentation Structure

Introduction, techniques to structure your presentation, common mistakes to avoid when designing a presentation structure, final words.

Let’s compare a presentation structure to a business plan . Just as a business plan is essential for guiding a company’s strategy and ensuring all aspects of the business are aligned toward common goals, a presentation structure is crucial for organizing the content and delivery of your talk. 

The presentation structure lays out a clear and logical sequence of information, akin to the sections of a business plan that outline the company’s mission , market analysis , and financial projections. This clear sequence ensures that your audience can easily follow and understand your message, maximizing the impact your speech can deliver and influencing your target audience. 

Key Elements of a Presentation Structure

The easiest way to study a presentation structure is to subdivide it into sections. Basically, every presentation has a structure that follows this formula: Introduction > Body > Conclusion.

The introduction is the first section of the presentation and sets the tone for the rest of the presentation. It should be attention-grabbing and make the audience want to listen to the rest of the presentation.

When defining how to start a presentation , these are the best tips we recommend you implement.

Start with a Hook

Kick off your introduction with a strong hook that grabs your audience’s attention. This could be an intriguing fact, a thought-provoking question, or a compelling story related to your topic. A captivating opening will make your audience want to listen and engage with your presentation.

Clearly State Your Topic

Be clear and concise when stating your topic. Your audience should immediately understand what your presentation is about and what they can expect to learn. A clear statement of your topic sets the stage and provides a roadmap for the rest of your presentation.

Establish Credibility

Take a moment to establish your credibility by briefly sharing your qualifications or experience related to the topic. This helps to build trust and rapport with your audience, and it shows that you are knowledgeable and well-prepared.

Engage Your Audience

Make your audience part of the presentation by engaging them from the start. Ask a question, encourage participation, or invite them to think about how the topic relates to their own experiences. Engagement helps to create a connection between you and your audience. Using a surprise factor is an alternative if you feel the topic you’re about to present may not fully resonate with the target audience.

Preview Main Points

End your introduction by briefly previewing the main points you will cover in your presentation. This provides a clear structure for your audience to follow and helps them understand what to expect in the body of your presentation. An agenda slide is the perfect tool for this purpose.

The body is the main part of the presentation and provides the content and information that the audience came to hear. It should feature the main points and details supporting your presentation’s objective. Depending on your topic, this could include data, arguments, case studies, examples, or demonstrations. Each main point should be clear and distinct, with evidence or examples substantiating it. The content should be tailored to your audience’s level of knowledge and interest.

Different presentations call for various structures. For example, a Product Presentation ’s structure should start by dividing the content into clear sections or headings. For instance, if presenting a new software tool, sections could include its features, benefits, and user feedback.

On the other hand, a Persuasive Presentation begins with stating the current situation or problem, followed by proposed solutions, evidence supporting those solutions, and the benefits of adopting your proposition.

Workshop or Training Presentations begin with an overview of what will be taught, followed by step-by-step instructions, examples, demonstrations, and summaries or quizzes after each major section.

One essential aspect is to plan the multimedia elements to include in your presentation, including audio, images, and video, depending on the presentation style you aim to deliver. Through our expertise, we want to share some tips on how to plan this kind of content:

• Using relevant content: Each image should be related to its accompanying content. Avoid using images just for decoration. If using videos, dedicate an entire slide to them rather than sticking them to a corner of your slide. Plan a powerful hook to connect your thoughts with these visual aids.
• Quality: Ensure all images are of high resolution and can be clearly viewed, even from a distance. Avoid pixelated or distorted images.
• Simplicity: Infographics and diagrams should be easy to understand. If presenting data, use simple charts or graphs instead of complex tables. Limit the amount of text on each slide to ensure clarity. This rule of simplicity also applies to written content and the structure of your speech. Use the Feynman Technique as a time-saver approach to simplify content to reach any knowledgeable audience.
• Consistency: A common cause of presentation failures is to distract the audience with an unprofessional look. Maintain a consistent style and color scheme for all images to give your presentation a polished and professional feel.

Along the path of creating these media elements, you can rethink your strategy for disclosing content. In general lines, you should present your points in a logical order, often from the most to least important or in a chronological sequence. This helps the audience follow along and build understanding step by step. Well-known practices like the storytelling technique follow this approach to maximize audience engagement. 

Transition smoothly between points. Phrases like “moving on,” “in addition,” or “on the other hand” can guide your audience through your narrative. Break up long sections of spoken content with anecdotes, questions, or short videos. Such an approach adds variety and keeps the audience engaged.

A well-structured conclusion is the linchpin that holds your presentation together, reinforcing your main points and leaving a lasting impression on your audience. It is your final opportunity to communicate your message and encourage audience engagement. So, before you consider how to end a presentation , here are some powerful tips to ensure you conclude your presentation with impact.

End with a Strong Statement or Quote

This technique is commonly used in motivational presentations, where the speaker leaves the audience with a slide containing a quote related to the topic of the presentation, something that evokes inner reflection about the topic discussed. 

Conclude your presentation with a strong, memorable statement or a powerful quote that ties back to your main message. This adds weight to your argument and leaves a lasting impression on your audience. If you aim to surprise your audience, silence can also be a strong statement if your presentation has to raise awareness about a problem.

Incorporate a Call-to-Action

Clearly communicate to your audience what you want them to do next. Whether it’s to adopt a new perspective, take specific action, or continue the conversation outside of the presentation, a clear call to action drives engagement and encourages your audience to act upon your message.

Ask Thought-Provoking Questions

Pose thought-provoking questions that stimulate reflection and discussion. This opens the door for audience participation and engagement and allows you to interact with the audience in a Q&A session, or reach after your presentation concluded to network.

Additional Resources and Contact Info

Offer resources such as articles, websites, or books for those interested in exploring your topic further. This not only adds value to your presentation but also encourages the audience to engage with the content beyond the presentation itself.

Consider the way you leave a communication channel open with your audience. This can be in the format of a deliverable, writing down your contact data in the “Thank You” slide , or simply via speech to inform where they can know more about you and your work.

We already discussed the basic Introduction-Body-Conclusion framework for a presentation, but there are alternative approaches that can help you structure your talk.

Problem-Solution Framework

The Problem-Solution Framework is a compelling method to structure presentations, particularly when aiming to persuade or inform an audience about addressing specific challenges. The framework operates on a simple yet impactful premise: initially, highlight a problem or challenge that needs addressing and subsequently propose a viable solution or set of solutions.

Starting with the problem establishes a context, engages the audience by highlighting pain points or challenges they may recognize, and creates a desire for resolution. It sets the stage for the solution to be perceived as necessary and valuable.

The solution phase offers that much-needed resolution. By presenting a clear, actionable solution or set of recommendations, the presenter provides a pathway to overcome the identified challenge. This structure is not only logical but also highly persuasive, as it appeals to the audience’s desire for resolution and improvement. In essence, the Problem-Solution Framework is both a guide for content organization and a psychological tool for persuasion.

Chronological Structure

The Chronological Structure is an intuitive and organized approach to presenting information based on a sequence of events or a progression in time. Whether recounting historical events, outlining the stages of a project, or narrating a personal story, this structure follows a clear beginning, middle, and end sequence. By presenting details in the order they occurred, the audience can easily follow the narrative, making connections between events and understanding causality.

This structure is especially effective when the timeline of events is crucial to the narrative or when showcasing developments, evolutions, or growth over time. It provides clarity and eliminates confusion that might arise from a non-linear presentation. Moreover, by anchoring information on a timeline, the Chronological Structure aids memory retention, as the audience can mentally “map out” the journey of events. In sum, this method offers clarity and a compelling narrative arc, ensuring audience engagement from start to finish.

Comparative Structure

The Comparative Structure is a strategic approach to presentations that hinges on juxtaposing two or more elements, ideas, or solutions side by side. By examining similarities and differences, this method illuminates unique qualities, advantages, or drawbacks inherent in each element. Often employed in business scenarios like product comparisons, market analysis, or debates, the comparative structure helps audiences critically analyze options and make informed decisions.

Presenters utilizing this structure typically start by introducing the elements for comparison. They then delve into detailed analysis, often using criteria or metrics to maintain objective evaluations. Visual aids like Venn diagrams or comparison charts can enhance clarity and visual appeal.

The strength of the Comparative Structure lies in its ability to foster critical thinking. By directly contrasting items, audiences are engaged, encouraged to weigh pros and cons, and ultimately arrive at a deeper understanding or more nuanced perspective on the subject matter.

Matrix Structure

The Matrix Structure offers an approach to organizing presentations by segmenting information into distinct categories or sections, akin to a grid or matrix. Instead of a linear flow, topics are grouped by themes, criteria, or any relevant classification, allowing for simultaneous exploration of multiple facets of a subject. Think of it as viewing a topic through various lenses concurrently.

For instance, in a business setting, a product might be examined in terms of design, functionality, market positioning, and customer feedback. Each of these constitutes a segment in the matrix.

Visually, the matrix can be represented using tables, grids, or quadrant charts, making the content easily digestible and engaging. A key advantage of this structure is its flexibility; presenters can delve deep into one segment or provide a broader overview of all areas, depending on the audience’s needs. Ultimately, the Matrix Structure ensures a comprehensive and multifaceted examination of a topic, providing depth and breadth in analysis.

Modular Structure

The final model we will study is the Modular Structure. It takes content and packs it into modules, which can be arranged at any other the presenter requires them to be. Each module addresses a specific topic or idea and is designed to be self-contained, ensuring clarity even if presented independently or in a different order. This adaptability makes the modular approach especially valuable in dynamic settings, such as workshops or conferences, where audience feedback or time constraints might necessitate adjustments on the fly.

For example, in a corporate training session, different modules could cover distinct skills or topics. Based on the attendees’ prior knowledge or the session’s time limit, the presenter can prioritize, omit, or rearrange modules without compromising the integrity of each segment.

By adopting the Modular Structure, presenters gain flexibility without sacrificing depth. This approach fosters a responsive presentation style, allowing speakers to tailor content in real-time, ensuring maximum relevance and engagement for their audience.

Even well-seasoned presenters can fall prey to these common mistakes in terms of presentation structure. Let’s learn how to prevent them.

Overloading with Information

It’s tempting to include every bit of knowledge you have on a topic. Still, information overload can quickly disengage an audience. Prioritize key points and leave out extraneous details. As famous architect, Mies van der Rohe famously coined, “Less is More.”

Weak Transitions

Jumping abruptly from one point to another can disrupt the flow and confuse listeners. Ensure smooth transitions between sections, signaling shifts in topics or ideas to keep the narrative cohesive.

Dull Design

While content is king, visual appeal matters. Relying solely on walls of text or bland slides can lose your audience’s interest. Incorporate engaging visuals, charts, and multimedia elements to enhance your message and retain attention.

Ignoring the Call to Action

Concluding your presentation without guiding the audience on the next steps or what’s expected of them can be a missed opportunity. Whether it’s seeking feedback, prompting a discussion, or encouraging an action, always have a clear call to action.

Good communication is all about making your point clear, especially in presentations. We’ve talked about how the right structure can keep your audience hooked. But there’s more to it. Think about your presentation. Is it telling your story the way you want? Is it reaching your audience? Take a step back and really look at how you’re laying it out. Don’t just go with the flow – choose your format wisely. Remember, every presentation tells a story, and how you set it up matters a lot.

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Presentation

• Written By Gregg Rosenzweig
• Updated: November 8, 2023

We’re here to help you choose the most appropriate content types to fulfill your content strategy. In this series, we’re breaking down the most popular content types to their most basic fundamentals — simple definitions, clarity on formats, and plenty of examples — so you can start with a solid foundation.

What is a Presentation?

A communication device that relays a topic to an audience in the form of a slide show, demonstration, lecture, or speech, where words and pictures complement each other.

Why should you think of presentations as content?

The beauty of content creation is that almost anything can become a compelling piece of content . Just depends on the creativity used to convert it and the story that brings it to life.

The long and short of it

Although the length of a presentation in terms of time can depend on the overall approach (Are you talking a lot? Are you referring to the screen in detail or not?), consider the number of informational content slides when tallying the overall presentation length. For instance, don’t include title slides in your tally when conveying length to a content creator.

A general guide to presentation length:

• Short Form (5 content slides)
• Standard Form (10 content slides)
• Long Form (20+ content slides)

Popular use cases for presentations…

Let’s consider TED Talks for a minute: one of the best examples (bar none) of how words, pictures, and a narrative can make people care about something they otherwise might not.

These “talks” pre-date podcasts and blend a compelling use of language and imagery in presentation format to spread ideas in unique ways.

TED Talks have been viewed a billion-plus times worldwide (and counting) and are worth considering when it comes to how you might use video-presentation content to connect with your customers in creative, cool, new ways.

Business types:

Any company that has a pitch deck, executive summary , sales presentation, or any kind of internal document that can be repurposed into external-facing content pieces — without pain.

Presentation Examples – Short Form

Presentation Examples – Standard Form

Presentation Examples – Long Form

Understanding Content Quality in Examples

Our team has rated content type examples in three degrees of quality ( Good, Better, Best ) to help you better gauge resources needed for your content plan. In general, the degrees of content quality correspond to our three content levels ( General, Qualified, Expert ) based on the criteria below. Please consider there are multiple variables that could determine the cost, completion time, or content level for any content piece with a perceived degree of quality.

Impress your clients, co-workers, and leadership team with exceptional content for your next presentation, product demonstration, and more. If you need help getting your message across in a succinct, attention-grabbing, and persuasive way, talk to one of our content specialists today.

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We will keep you up-to-date with all the content marketing news and resources. You will be a content expert in no time. Sign up for our free newsletter.

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18 Best Presentation Topics for Business Communication

Table of Contents

Delivering effective presentations is a vital component of successful business communication. Whether you are presenting to your team, clients, or stakeholders, choosing the right topic can make all the difference in the success of your presentation.

However, with so many potential topics to cover, it can be challenging to know where to start. In this blog post, we will provide you with 15 presentation topics for business communication that are relevant and engaging for a variety of audiences.

What is a business presentation in business communication?

A business presentation is a formal presentation given to a group of people in a business setting. Business presentations are commonly used to inform stakeholders, investors, employees, or customers about various aspects of a business such as company performance, products or services, and marketing strategies.

It is often delivered using visual aids such as slides, charts, and graphs to enhance the clarity and effectiveness of the message. Business presentations can take many forms, such as sales presentations, product demonstrations, project proposals , financial reports, or company overviews. They can be delivered in person, through video conferencing, or even in written form. 

A successful business presentation should be well-structured, clear, and engaging, with a clear focus on the audience’s needs and interests.

18 Best Topics for Business Communication Presentation 

1/ the importance of emotional intelligence in business communication.

Emotional intelligence, or the ability to recognize and manage one’s emotions, is a critical factor in effective communication. Having this ability is crucial for developing robust connections, handling disputes, and guiding groups effectively. This topic will explore the principles of emotional intelligence , as well as techniques for improving emotional intelligence in the workplace. Additionally, it can highlight the essentiality of emotional intelligence in business communication and how professionals can develop this skill.

2/ The Role of Nonverbal Communication in Business Communication

In a professional environment, nonverbal cues like gestures, facial expressions, and vocal intonation can carry significant weight in determining how messages are perceived. In this topic, you could explore the various types of nonverbal communication and how professionals can improve their ability to read and use these cues.

Related Reading: What are the pros and cons of non-verbal communication

3/ Workplace Health and Wellness In the Business Environment

Promoting workplace health and wellness is becoming increasingly important for businesses, as research shows that healthy employees are more productive , engaged, and less likely to take sick leave. In addition, a workplace that prioritizes health and wellness can attract and retain top talent, which can give the business a competitive edge.

One of the key topics to cover in a presentation on workplace health and wellness is stress management. Stress is a major contributor to employee burnout, which can lead to decreased productivity. Additionally, other topics that can be covered include workplace ergonomics, and creating a culture of wellness.

4/ The Art of Persuasion in Business Communication

Persuasion is a valuable skill in the business world, whether you are trying to sell a product, convince a colleague to support your idea or negotiate a deal. Persuasion involves understanding the needs and motivations of your audience and tailoring your message to their interests. This topic will explore the principles of persuasion and provide tips for crafting persuasive messages.

5/ Writing for Business- How to Create Effective Business Documents

Business writing requires a unique set of skills and techniques that differ from other forms of writing. In this topic, you could explore the elements of effective business writing, such as tone, structure, and formatting, and provide examples of best practices.

6/ Writing Effective Business Emails

An email is a critical tool for business communication , but many people struggle with crafting clear and effective messages. Effective business emails are professional, concise, and to the point, and they convey important information in a way that is easy to understand. This topic will provide tips and best practices for writing professional, concise, and effective business emails.

7/ Business Communication Ethics

To communicate effectively, it is not enough to simply convey your message. You must also take into account ethical principles such as integrity, transparency, and consideration for others. This topic will explore the ethical principles of business communication , as well as techniques for avoiding ethical pitfalls and building trust and credibility with stakeholders.

8/ How to Give and Receive Constructive Feedback

Constructive feedback is feedback that is framed in a positive, helpful way, with the goal of helping the recipient improve. Feedback is essential for growth and development in the workplace. However, it can be difficult to give and receive constructive feedback. This topic will cover the best practices for giving and receiving feedback, including how to frame feedback in a constructive and productive way along with the feedback communication process .

9/ Cross-Cultural Communication in Global Business

As businesses become more global, professionals must learn to navigate communication barriers in business that arise in multicultural settings. In this topic, you could explore the unique challenges of cross-cultural communication in a global business context and provide strategies for improving communication effectiveness.

10/ How to Manage Conflict in the Workplace

Although conflict is a normal occurrence in any workplace, managing it in an efficient manner can be quite difficult. Effective conflict management involves understanding the underlying causes of conflict, identifying potential solutions, and working with others to find a resolution that is mutually beneficial. This topic will cover strategies for identifying and addressing conflict, as well as techniques for resolving disputes and building stronger relationships.

11/ Building Strong Business Relationships

Strong relationships are the foundation of any successful business. Whether you are working with customers, employees, or partners, building trust and rapport is critical for long-term success. This topic will explore the key principles of relationship-building, including communication, trust, and mutual benefit.

12/ Using Data Visualization to Communicate Business Insights

Data visualization is a powerful tool for communicating complex business insights in a clear and compelling way. This topic will explore the principles of data visualization, including choosing the right charts and graphs, using color and typography effectively, and avoiding common visualization pitfalls.

13/ Managing Virtual Communication Challenges

Virtual communication can present unique challenges, including technical difficulties, lack of face-to-face interaction , and time zone differences. This topic will cover techniques for managing virtual communication challenges, including using virtual collaboration tools, establishing clear communication protocols, and building rapport with remote team members.

14/ The Art of Negotiation in Business

Negotiation is an essential skill for achieving successful outcomes in business, from closing deals to resolving conflicts. This topic will explore the principles of negotiation, including preparing for negotiations, identifying common negotiation tactics, and building win-win solutions.

15/ The Impact of Technology on Business Communication

Technology is changing the way we communicate in business, from email to social media to virtual collaboration tools like instant messaging or  online presentation makers . This topic will explore the impact of technology on business communication , including the benefits and challenges of different communication channels and the future of business communication.

16/ The Role of Communication in Change Management

Effective communication is essential for managing change in the workplace, from introducing new products or services to implementing organizational changes. This topic will explore the principles of change management communication, including identifying key stakeholders, creating messaging guidelines, and managing resistance to change.

17/ Communicating with Confidence-B uilding Assertiveness in Business Communication

Assertiveness is an essential skill for effective communication in the workplace, from managing conflicts to presenting ideas effectively. This topic will explore the principles of assertiveness, including identifying communication styles, using “I” statements effectively, and managing challenging conversations.

18/ Communicating During Times of Crisis

When a crisis occurs, effective communication is essential to manage the situation and mitigate any potential damage. In this topic, you could explore the elements of effective crisis communication, including transparency, empathy, and quick response time.

Usefull Insight: We chose these topics because they cover a wide range of communication skills and are relevant to today’s business environment. Each topic provides practical strategies for improving communication and achieving business success. Additionally, these topics are evergreen and can be adapted to a variety of industries and organizations.

General business topics for presentation

General business topics cover a broad range of subjects related to the world of business, including management, marketing, finance, economics, and entrepreneurship. These topics are essential for understanding how businesses operate and how they can be successful in their respective industries. Examples of general business topics include:  

• General business topics for presentation 
• Supply chain management and logistics
• Human resources management and talent development
• International trade and globalization
• Leadership and management development

Business communication skills topics for presentation 

Business communication skills topics refer to the skills and techniques necessary to effectively communicate within a business environment. These skills involve the ability to effectively and persuasively convey information, ideas, and messages in a business setting. Here are some examples of topics related to business communication skills:

• Sales Communication: Techniques for Persuasive and Effective Sales Communication
• Business Etiquette: Best Practices for Professional Behavior in the Workplace
• Networking: Building Professional Relationships through Effective Communication
• Effective Presentation Skills: Techniques for Engaging and Persuading Audiences
• Business Storytelling: Using Narrative to Communicate Business Messages Effectively

Must Read: Top 10 business communication skills

Management topics for presentation 

Management topics for presentation focus on the principles and practices of effective management in a business setting. They cover a wide range of topics, including leadership, team building, decision-making, organizational behavior, and performance management. Some examples of management topics for presentation include:

• Innovation Management: Strategies for Fostering Innovation in Organizations.
• Strategic Planning: Developing a Comprehensive Strategic Plan for Your Organization.
• Performance Management: Strategies for Managing Employee Performance and Engagement.
• Project Management: Best Practices for Successfully Managing Projects.

Business communication topics for college students

• Social Media and Business Communication: Best Practices for Using Social Media to Build Relationships and Brand Awareness.
• Leadership Communication: Strategies for Effective Leadership Communication.
• Virtual Communication: Best Practices for Communicating Effectively in a Remote Work Environment.
• What are the Methods of Communication in Business ? 

Presentation topics for professional communication 

• Effective public speaking for business and career success.
• Delivering effective feedback to colleagues and team members.
• Navigating difficult conversations in the workplace.
• Cultivating a positive company culture through effective communication.

5-minute business presentation topics

• How to create a successful business plan
• Creative methods for marketing and advertising.
• How to improve customer retention through effective customer service
• Tips for successful project management

What is a good business presentation? 

A good business presentation should be clear, concise, and engaging. It should effectively convey the main message or idea, and be structured in a logical and easy-to-follow manner. Here are some key elements that contribute to a good business presentation:

1/ Clear and concise message: A good business presentation should have a clear and concise message that is easy for the audience to understand. The presentation should stay focused on its main topic and avoid unnecessary details.

2/ Audience-focused: For a business presentation to be effective, it should be customized to suit the requirements and concerns of the audience. The presenter should use language and examples that are relevant to the audience and take into consideration their level of knowledge and understanding.

3/ Confident and professional delivery: A good business presentation should be delivered with confidence and professionalism. The presenter should maintain eye contact with the audience, use appropriate body language, and speak clearly and audibly.

4/ Engaging and visually appealing: A good business presentation should be visually appealing and use multimedia elements such as images, videos, and graphs to help convey information and keep the audience engaged.

What is the importance of business communication presentation and style

Business communication presentation and style are important because they can greatly impact the effectiveness of communication in a business setting. Here are some reasons why:

• Clarity: An effective presentation and communication style can help ensure that the message is clearly understood by the audience.
• Professionalism: A professional presentation and communication style can help to establish credibility and build trust with the audience. 
• Persuasion: A well-designed and well-delivered presentation can be a powerful tool for persuading an audience to take a particular course of action or to support a particular idea or proposal.
• Branding: A consistent presentation and communication style can help to reinforce a business’s brand identity and messaging. 

What are the 5 types of business presentations? 

The five commonly used business presentations are, sales presentations, financial presentations, training presentations, project proposal presentations, and company overview presentations. The type of presentation chosen will depend on the specific goals and objectives of the presenter and their audience.

1/ Sales presentation: A sales  presentation is used to convince prospective customers to buy a particular product or service. It usually includes information about the benefits of the product or service, the pricing, and any other relevant details.

2/ Financial presentation: This form of presentation is utilized to communicate financial data with stakeholders, such as investors. It may include financial statements, projections, and analysis of financial performance.

3/ Training presentation: A training presentation is designed to teach employees a new skill or provide them with important information. These presentations may include interactive elements such as quizzes or hands-on exercises.

4/ Project proposal presentation: This type of presentation is used to pitch a project or idea to stakeholders, such as investors or management. It typically includes information about the project’s goals, timeline, budget, and potential benefits.

5/ Company overview presentation: This type of presentation provides an overview of the company’s history, mission, values, and current operations. It may be used for onboarding new employees or introducing the company to potential partners or customers .  

What are the uses of PPT in business communication? 

Business communication is a crucial aspect of any business, and presentations are a key tool for conveying important information, ideas, and messages to an audience. It helps businesses communicate more effectively, both internally and externally, and it is an essential part of modern business communication. 

One of the primary uses of PPT is to create and deliver presentations that convey information to an audience. PPT allows presenters to create visually appealing slides with images, graphics, and text that help to reinforce key points and keep the audience engaged.

Organizations also facilitate collaboration through PPT as it can be used among team members for creating collaborative presentations where multiple team members can contribute content and ideas.  At the same time, management can also simplify complex ideas and pass clear instructions that can easily be understood by the employees.

Additionally, PPT can be used to enhance branding by creating presentations that are consistent with a company’s branding guidelines, including the use of logos, colors, and fonts.

Advantages and disadvantages of presentation in business communication

Advantages of presentation in  business communication.

• Clear and Concise Communication: Presentations are an effective way of conveying complex information to a large group of people. The use of visual aids, such as graphs and charts, can help to clarify complex data and concepts.
• Showcase expertise: Presentations allow business professionals to showcase their expertise on a particular topic. This can help to build credibility and establish the presenter as an authority in their field.
• Foster teamwork: Presentations can be a great way to foster teamwork among a group of individuals. It provides an opportunity for team members to collaborate on the presentation and work together towards a common goal.
• Professionalism: Presentations can enhance the professionalism of business communication. It shows that you have put effort and thought into your message, which can reflect positively on your business.

Disadvantages of presentation in  business communication

• Technical difficulties: Presentations often rely on technology, such as projectors or audio systems, which can sometimes fail. Technical difficulties can disrupt the flow of the presentation and cause frustration for both the presenter and the audience.
• Time-consuming: Preparing and delivering a presentation can be time-consuming. It may require a significant amount of research, planning, and practice to ensure that the presentation is effective.

Frequently Asked Questions 

Q1) what are the topics of business communication .

Ans: Some of the most common topics of business communication include business plans and strategies, sales and customer service, financial reports and analysis, corporate social responsibility, and crisis communication. The choice of topic largely depends on the context of the communication and the goals of the organization.

Q2) How to do presentations in business communication?

Ans: To create an effective presentation in business communication, you should:

• Define your objective and audience
• Plan your content and structure
• Choose appropriate visuals and media
• Practice your delivery and timing
• Engage your audience with interactive elements
• End with a strong call to action or conclusion

Q3) How do I start a business presentation? 

Ans: A good way to start a business presentation is by introducing yourself and your role in the company, stating the purpose and objective of the presentation, providing a brief overview of the content and structure, and previewing any key points or takeaways. 

Q4) What is the good rule of a business presentation? 

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Role of Communication in Presentation and Speech

What is a presentation in communication? Presentation in communication is the act of presenting a message or topic to an audience. It involves speaking, using visual aids, and engaging with the audience to convey a specific message. 

Being concise, using visual aids, speaking confidently, and engaging with the audience are all important aspects of delivering a successful presentation. Additionally, one should be prepared, practice extensively beforehand, and handle questions with ease.  

The Most Effective Communication Skills to Present Like a Pro

Do you want to present like a pro? The key to success is effective communication. It’s an essential skill for both personal and professional success. Fortunately, presentation skills in business communication can be developed and improved with practice. What is a presentation in communication? In this post, we will explore the 8 most effective communication skills to help you present like a pro. 

From understanding your audience to expressing yourself confidently, you’ll learn everything you need to know to make your presentations successful. Read on to discover how to become a masterful presenter.

Know your audience

Before you present, it is important to take the time to know your audience. Understand who they are and what their interests are. Knowing your audience will help you customize your presentation to appeal to them. 

Ask yourself questions like: Who are they? What is their level of knowledge on the topic? Are they primarily interested in the practical application of the topic or more theoretical aspects?

Answering these questions will help you tailor your presentation skills in business communication to make it more interesting and effective. When you have a good understanding of your audience, you can better  choose the communication techniques that are best for engaging them.

Make a connection

It is essential to make a connection with your audience when giving a presentation. Take time to get to know them and ask them questions to determine their needs and interests. Try to use examples and stories that will resonate with them and show that you understand their concerns. 

Use humour if appropriate and focus on engaging the audience as much as possible. When speaking, focus on being personable and making eye contact with people in the room. Show that you are passionate about what you are presenting and be sure to smile. 

Be sure to actively listen to feedback so that you can modify your presentation accordingly. If you make an effort to connect with your audience, you will be able to make your presentation more memorable and effective.

Tell a story

Stories can be powerful tools to help get your point across during a presentation. Not only do stories engage your audience, but they also help to personalize the topic and make it more interesting and memorable. Stories can be used to illustrate your points and give real-life examples of what you are talking about. 

When sharing a story, be sure to provide enough detail and keep it focused on the topic of your presentation. Focus on the key elements of the story and how it ties in with your message. 

Use the story as an example or analogy to help the audience better understand the information you are trying to present. Finally, be sure to use storytelling techniques like vivid descriptions, suspense, and a moral to bring the story to life and make a lasting impression on your audience.

Use strong words

Strong words can be a powerful tool for delivering an effective presentation. Not only do strong words help to capture your audience's attention, but they also convey your message with clarity and confidence. 

When preparing your  presentation skills in business communication , think about the kind of words you want to use. Use words that are relevant and make an impact on your audience. Avoid using too much jargon and complex language; this can be off-putting for some listeners. Instead, try to choose words that are interesting and engaging. Also, be sure to vary your word choice to keep your audience interested.

Moreover, don’t be afraid to emphasize certain words. This can help add weight to your point and create a sense of drama or urgency. Paying attention to your volume and pitch when you say certain words can also help create a more compelling presentation. 

Using strong words is an important way to communicate effectively in a presentation. It can help you engage your audience and make your message more memorable.

Use body language

Body language is a powerful tool for communication and can add emphasis to your presentation. Pay attention to how you stand, how you hold your arms and even the direction of your gaze. Positive body language conveys confidence and enthusiasm. 

Keep your arms open and away from your body. Speak with gestures and move around the room when appropriate. Eye contact is essential – make sure to look at the audience when you’re speaking and establish a connection with them. 

Don't be afraid to smile and pause for a few seconds while talking. Your body language should be congruent with what you are saying. Doing so will show that you are comfortable and competent in delivering your message.

Be aware of your voice

Your voice is a key factor in communicating effectively. It can be used to emphasize points and make your presentation memorable. When you're presenting, be conscious of the volume, tone, and pacing of your voice. 

Speak loud enough so that everyone can hear you, but not too loudly. Your tone should be confident and conversational. Speak clearly and pronounce each word correctly. Also, vary your speed and pitch to emphasize important points and keep your audience engaged. 

Taking pauses in the right places can help people better understand what you're saying. Lastly, don't rush through your presentation, and make sure to take your time. By being aware of how you use your voice, you can make a lasting impression on your audience.

Use visual aids

Using visuals in your presentation is a great way to engage your audience. Visual aids help break up the monotony of talking and can be used to explain complex concepts simply and concisely. 

There are various types of visual methods of effective communication ppt you can use, such as photographs, infographics, diagrams, slides, and videos. Make sure to choose visuals that are relevant to your presentation and that can be seen by everyone. 

When using visual aids, keep in mind that they should complement what you are saying, not overpower it. 

Be sure to practice with the visual aids before presenting so that you can be sure of their impact. By using visual aids in your presentation, you will be able to add depth and clarity to your message.

Practice, practice, practice!

The most important part of delivering an  effective communication skills , presentation is practice. It is the key to building your confidence and ensuring that you make the best possible impression on your audience. 

Start by writing out your presentation and practicing it alone, then practice in front of family and friends until you are comfortable with your delivery. 

Rehearse your presentation several times to familiarize yourself with it and to ensure that you don’t leave anything out. Familiarizing yourself with the material will help you present it confidently and make you appear more competent and professional. 

Practicing your methods of effective communication ppt will also help you identify any areas where you can improve, allowing you to make necessary changes and ensure that you are delivering the best presentation possible.

Presentation skills for engaged business communication

What is a presentation in communication? Successful business communication involves more than just knowing the right words to say. To truly engage your audience, you need to know how to effectively deliver your message. Presentation skills are an essential part of effective communication in the business world. 

In this post, we will explore 8 communication skills presentations that will help you engage your audience and ensure your message is delivered clearly and effectively. Whether you are presenting to a room full of colleagues or a single client, having strong presentation skills can make all the difference. Read on to learn more about the 8 presentation skills for engaged business communication.

1) The Art of Storytelling

Storytelling is an invaluable tool for making an impact with your business presentations. Telling stories helps to draw your audience in and create a connection with them while making complex concepts easier to understand. 

Through stories, you can capture their attention and share your message in a way that will stay with them long after the presentation has ended. When using methods of effective communication ppt stories, be sure to select relevant stories that illustrate the main points of your presentation, and keep them brief so you don't lose your audience's focus.

2) Be Concise

When presenting to an audience, it is important to be succinct. This means conveying your message in the most efficient manner possible. 

Avoid going off-topic and include only relevant information. Speak clearly, using language that everyone in the room can understand. Don't rely on jargon or slang to communicate your ideas. 

Focus on the main points and keep your presentation as concise as possible. Let your slides do some of the talking, too. Get to the point quickly and finish promptly. Being concise will help you keep your audience's attention and ensure they walk away with your key messages.

3) Use Visual Aids

Visual aids can be an effective way to engage with your audience and illustrate your points. Choose visuals that are easy to understand and keep the text to a minimum. Utilizing charts, graphs, or images can make complex ideas easier to digest. 

Use visual aids to bring life to your presentation, help break up the information, and maintain the audience’s attention. Make sure to practice using them so they are not distracting from your key message.

4) Speak with Confidence

When giving a presentation, it's important to speak with confidence. This doesn't mean you need to be overly loud or assertive; it simply means that you need to be sure of yourself and your topic. Projecting your voice and speaking clearly will help ensure that your message is communicated effectively. 

Additionally, use body language that indicates you are confident in what you are saying, like keeping eye contact with your audience and maintaining an open, upright posture. With practice, you'll find speaking confidently comes naturally.

5) Engage with Your Audience

When delivering a presentation, engaging your audience is essential for successful communication. Ask questions, make eye contact, and allow for interaction. Incorporating interactive activities like polls or brainstorming can help keep the audience engaged. 

Encourage feedback and discussion by using inclusive language like "we" and "us". Invite questions and address them thoughtfully, considering the interests and needs of your audience. Finally, create a dialogue with your audience, and don't be afraid to get creative!

6) Be Prepared

In business communication, it is vital to be prepared. Preparation includes researching your topic thoroughly and having an outline of what you would like to say. Make sure to have a few key points to emphasize and practice presenting them. 

Be organized and be able to defend any claims that you make. Finally, plan to ensure that you can accommodate any interruptions or questions. Having the right materials at hand will give you the confidence you need to engage your audience.

7) Practice, Practice, Practice

When it comes to mastering presentation skills in business communication, practice is essential. Not only should you practice out loud until you are confident in your delivery, but also practice different scenarios and answers to potential questions. 

Visualize yourself delivering the presentation and anticipate any challenges that could arise. Practicing will help you feel more prepared and confident during the actual presentation. With enough practice, you'll become a master of delivering engaging presentations that leave a lasting impact.

8) Handle Questions with Ease

An important part of any presentation is the Q&A session. Be prepared to answer questions from your audience effectively and confidently. Answer questions completely and honestly, and be sure to explain complex concepts. 

If you don’t know the answer to a question, take the time to research it and provide an informed response. By being prepared and providing honest answers, your audience will appreciate your transparency and respect your knowledge.

Communication is an essential tool for any presentation or speech. It helps to develop trust, gives you the ability to delegate tasks, encourages others to share their ideas, and allows you to have difficult conversations. By practicing effective  communication skills in presentation , you can improve your writing skills and get promoted in the process. Communication is a crucial skill that can be used to great effect in presentations and speeches.

Useful Resources:    What is an effective presentation |  What is written communication |  Types of communication formal and informal

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15 Useful Presentation Topics for Business Communication

By: Author Shrot Katewa

If you are on this page, we know that you are a change maker in your business! We know that you understand the role that business communication plays in any professional setup. So, we want to give our best to enable you to make this change happen. Today, we want to talk about 15 useful topics for Business Communication that you can present in your organisation and empower others.

But first, let’s start with What is business communication? Business communication, in rudimentary terms, can be defined as a form of formal communication among professionals who are working for a common business objective.

While communication, in general, is important for any business to survive and thrive, in order to achieve success in business and for its respective teams, business communication becomes absolutely critical as success can’t be achieved without interacting with each other and having a common goal and objective in mind.

It is important to keep in mind that business communication is not just between your subordinates or your boss, you need to consider all stakeholders associated with your business. It can be one to many, one on one or many to one. Furthermore, it can involve various forms for communication medium such as email, telephone, intranet, presentations, video, social media, magazines, meetings, interviews, discussions etc.

So, what are some of the topics for business communication that you can give a presentation for your team? Let’s have a look –

A Quick Note Before We Begin – if you want to make jaw-dropping presentations, I would recommend using one of these Presentation Designs . The best part is – it is only $16.5 a month, but you get to download and use as many presentation designs as you like! I personally use it from time-to-time, and it makes my task of making beautiful presentations really quick and easy!

1. How to communicate business decisions during a crisis

Crisis management is one of the key moments when clear and coherent communication is of utmost importance. Any lack of communication or miscommunication during a crisis can lead to tragic circumstances for the business. A great topic for teams and companies to debate and create guidelines and response mechanisms to combat such issues.

2. Importance of Intranet

Intranet is a perfect platform to communicate business news and updates. As an internal business communication tool, it provides opportunities for information to be shared with the employees. Its importance can not be doubted. Taking up a topic like this one can help your team and colleagues truly understand the purpose behind deploying and managing the intranet within organisations.

3. Townhall and its benefits

This is often a forgotten mode of communication in many organisations. In today’s modern day of social media and other platforms, it is easy to forget the impact that a townhall can have on the employees of an organisation. An interesting presentation topic for business communication.

4. How to give an effective feedback

Giving feedback to your colleagues or team members can constitute one of the most essential types of communication as it ensures that the team has a healthy work relationship and there is no hindrance on the journey of achieving the common goal of the organisation. The best part about such a topic is that it is applicable across divisions and teams and can be useful irrespective for the background of your audience.

5. How to crack a business deal

Every organisation needs clients. Converting a potential lead into a successful client needs a lot more than business communication. However, understanding the need of your audience and communicating the right message, product or service that fulfils the requirement plays a key role in cracking a deal. It serves as a great topic for discussion on the importance of business communication among the sales team.

6. Managing relationship with you boss

There are many among us who don’t like their boss. Trust me, it is not uncommon! 🙂 But, part of the reason for the failure of a healthy relationship with your boss is business communication or the lack of it. A topic like this may not only enable you to come across colleagues who may resonate with your ideas, but also help improve relationships of your colleagues with their respective bosses.

7. Email Etiquettes

Let’s face it – email is the most common mode of communication among all employees in an organisation. Thus, it is of utmost importance that messages sent over an email communicate what was intended and not anything else. It is a great business communication presentation topic especially for the new employees who have recently joined your office.

8. How to communicate with your peers

Another important topic for most business settings. It is important for the employees to really understand the company’s policy on the work environment and communication among the employees. Having a presentation session on this business topic can be really helpful in setting up a healthy work environment for your employees.

9. Role of millennials in your brand success

I view this as a very interesting presentation topic for business communication. Why? Because, the role of millennials in the success of a brand is often not completely understood. With the onset of social media, millennials are finding it more and more easy to voice their opinion and impact a brand. This topic could serve as an interesting business communication presentation. 

10. Is the newsletter dead?

In this modern age where more and more information is consumed over digital mediums and the attention span of your audience is only diminishing, the importance of newsletter can form a good topic for not just a business presentation, but also include an interesting debate as an activity post your presentation.

11. Tips for successful business relationships with customers

Having a successful business relationship with customers goes way beyond just converting a potential lead into a customer. This is often a part of the business that gets missed out. Thus, considering this topic for your business communication presentation can be really fruitful.

12. Role of influencers for building a brand –

Social media has played a pivotal role of distributing the power to influence others from celebrities to individuals known as influencers. The role of an influencer is often not completely understood even though there are several influencers who now have the authority to influence your brand both positively and negatively. The lack of this understanding can impact the communication strategy of your brand. Thus, a very carefully curated session with this presentation topic for business communication can be highly effective in reaching success and achieving the goals of your business.

13. Brand guidelines and its importance

When we are talking about business communication, brand guidelines is a perfect topic as it sets the method of ensuring that the messaging and communication is consistent irrespective of which employee is engaging with a stakeholder outside your organisation. It is also really important that all employees understand the importance of consistent messaging.

14. Impact of social media for employees

We’ve come across several organisations that are struggling with leveraging their own employees across social media to create an awesome brand image. Furthermore, the impact of identifying the opportunities to leverage your employees towards a focused campaign is barely understood. Thus, considering this topic for your business communication presentation can be an eye opener for many within your organisation including business leaders.

15. Significance of company blogs

If you are a business communicator, you surely understand that each medium of communication is important as it often has its own pros and cons. Many believe that a company blog is turning out to be irrelevant. However, if a company blog is created with a correct strategy that is specific to a business, it can not just be successful but also push across customers. Taking up this presentation topic for business communication can, again, be a very interesting one. It may lead to an open debate and also help to work around and build upon your company’s existing communication strategy.

So there you have it. There is a lot to talk about when we need to share something useful on business communication. I would like you to consider these topics only as a conversation starter and build up from the brief pointers that we have mentioned. I also hope that you find the above topics really something that you can use and is effective in your business setting. Do let us know your thoughts in the comments below.

Our goal on this blog is to create content that helps YOU create fantastic presentations; especially if you have never been a designer. We’ve started our blog with non-designers in mind, and we have got some amazing content on our site to help YOU design better.

If you have any topics in mind that you would want us to write about, be sure to drop us a comment below. In case you need us to work with you and improve the design of your presentation, write to us on [email protected] . Our team will be happy to help you with your requirements.

Lastly, your contribution can make this world a better place for presentations . All you have to do is simply share this blog in your network and help other fellow non-designers with their designs!

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