11.2: Planning Your Presentation
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This page is a draft and is under active development.
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Know how to plan an effective presentation
Crafting Your Presentation--Where to Begin?
Perhaps you have been assigned a goal for your presentation, such as to convince a client to purchase your latest product. You may have to spend time brainstorming topics and clarifying outcomes. What do you expect from your audience? What will they know or do after listening to you? Many of the same steps discussed in the previous sections devoted to writing can be used to develop a clear, concise goal.
Figure 11.2.1: 5 Steps to a Powerful Presentation: Focus on Step 1: PlanDefine Your Purpose
What do you want to achieve? Keep your goal brief and focused. Do you want:
- To inform my team about a new process
- To motivate employees to contribute to a 401K plan
- To persuade clients to upgrade their service
If you have trouble defining your purpose, complete this sentence:
At the end of my presentation, my audience will __________________.
They may know something, do something, or be persuaded or motivated to act.
Identify Your Audience
The more you know about your audience, the better you can tailor your message to meet their needs. Start by asking, "Why should the audience know this? How does this information benefit or impact them?" After gathering data about your listeners, you'll tailor your talk to engage and connect with them on their level.
Do you know the audience's...?
- Demographic characteristics: Age, gender, education, occupation, culture, and language
- Expectations: Why are they here?
- Experience and background: How much do they already know about the topic? Are the majority experts, technicians, or newbies?
- Attitude toward the topic: Will the audience be open, unsure, or wary about your topic? Will they likely appear friendly, neutral, or hostile? Is the audience mixed?
Be cautious when assuming audience characteristics based on limited information or your perceptions. Remember the humans in the room and use techniques to connect with all types of listeners. These general guidelines will help you connect with a broad range of audiences.
How Will You Connect with Your Audience?
Find common ground
- Highlight common values such as right and wrong, fair or unfair, justice or injustice
- Include common goals such as a desire to be a better human, the ability to develop and maintain strong relationships, mental, physical, and financial security, etc.
- Add stories about common experiences that shape most people's lives, e.g., being part of a group, navigating through beautiful or difficult times, or feeling typical emotions
Connect Non-Verbally
Your delivery, such as making and maintaining eye contact, appearing relaxed, gesturing appropriately, and using vocal variety, will help you appear more authentic. When your audience trusts you, they are more likely to connect with your message. We'll dive deeper into body language later in this chapter.
Bring Your Key Message to Life
In “TED’s Secret to Great Public Speaking,” TED's conference curator Chris Anderson notes that there’s “no single formula” for a compelling talk, but there is one common denominator: Great speakers build an idea inside the minds of their audience. Take, for instance, Chimamanda Adichie’s idea, which Anderson summarizes as “people are more than a single identity.”[1] As Adichie expresses it: “The problem with stereotypes [of a single story or identity] is not that they are untrue, but that they are incomplete.”[2] Ideas matter because they’re capable of changing our perceptions, our actions and our world. Anderson says: “Ideas are the most powerful force shaping human culture.”[3] He adds, “Pick one idea, and make it the through-line running through your entire talk.”[4] Choose one message, and bring it vividly and relevantly to life.
Gather Information About the Event
While many presentations are delivered virtually or in an office setting, you might be asked to present in other locations, such as at a company conference or client event. Before you develop your talk, learn as much as possible about the venue and timeline. Many factors can influence the attention span of listeners. You'll want to consider these factors:
- When will you deliver the presentation? Time of day? First or last speaker? How focused will the audience be at this time?
- How much time will you be allocated? Could the time be shortened or increased depending on circumstances? (Be prepared. Your time can change!)
- Where will you be presenting (size of room, on a stage, in front of a screen or TV, etc.)? How will you adapt for a small or large group?
- Where will the listeners be seated--auditorium style, in small groups, around a conference table, in individual chairs, or other?
- What will listeners be doing before or after your talk? Does this matter? For instance, if listeners have just had a heavy meal, how focused will they be?
Consider Logistics and Technical Details
Beyond content, logistical factors influence presentation success. Ensure that
- Room layout facilitates visibility and engagement
- Lighting is appropriate for slides and speaker visibility
- Temperature controls ensure a comfortable setting
- WiFi and electrical outlets are available for digital tools
- Restroom access is clear and convenient
The more you know about your setting, the less likely you are to have a speaking disaster.
Solid preparation is crucial because it will enable you to communicate effectively with your audience. You'll appear more relaxed and confident, and will be more likely to gain and hold your listeners' attention.
Contributions and Attributions
CC licensed content, Original
- What's my Presentation About? Authored by: Nina Burokas. Provided by: Lumen Learning. License: CC BY: Attribution
- Planning Your Presentation. Authored by: Rae Ann Ianniello. Provided by: Lumen Learning. License: CC BY: Attribution
Figure 1: Plan. Authored by Rae Ann Ianniello.
- Anderson, Chris. “TED’s Secret to Great Public Speaking.” TED, March 2016. ↵
- Adichie, Chimamanda Ngozi. “The danger of a single story.” TED, July 2009. ↵
- Anderson, TED↵
- Anderson, TED↵