Presentation Skills Workbook

Presentation Skills Workbook

This e-book is published by Mind Tools Ltd.

Copyright © Mind Tools Ltd, 2007-2014. All rights reserved.

Version 1.0.

This e-book is protected by international copyright law.

You may only use it if you have downloaded it directly from
MindTools.com, or if you have been provided with it under
a corporate license.

If you have received this from any other source please

contact [email protected].

Cover image © iStockphoto/bobbieo.

Contents

Introduction
1

1. Planning 2
2. Developing Your Content 10
3. Preparing for Your Presentation 26
4. Presenting With Style 34
5. Taking Your Skills to the Next Level 44
6. Moving On... 49

Appendices and Templates

Presentation Planning Template 50

Equipment Checklist 62
Presentation Planning Checklist 63
Exercises Reminder Sheet 66
Presentation Tip Sheet 68
Presentation Feedback Questionnaire 69

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Presentation Skills Workbook
Introduced by Mind Tools CEO James Manktelow

G
reat presenters make speaking in front of a crowd look effortless and
enjoyable. They have confidence and charisma, and they know how to
engage people’s hearts and minds. As a result, they deliver compelling
presentations that motivate others to take action, and leave audiences
wanting more.
Although these people make speaking look easy, they put a lot of planning and
preparation into their presentations. They might spend days, weeks or even
months considering the wants and needs of the audience, preparing content,
planning visual aids, and practicing their delivery.
As such, the ability to deliver an exceptional presentation isn’t something that
you’re born with: it’s a skill that you can learn and develop.
But where should you start?
The good news is that you’ve already taken the first step by using this workbook.
With it, we guide you through a framework that you can use to develop your skills,
so that you can deliver exceptional presentations.

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First, we discuss how to choose your subject and define the purpose of your
presentation. We then look at how to structure it, and how to develop content and
visual aids.
In the next module, we show you how to prepare for your presentation. We review
how to develop notes and cue cards and how to get to know the venue, so that
you’re well-set for presentation day. We also learn what you can do to answer your
audience’s questions with confidence.
Then, we see how to deliver your presentation with style by speaking clearly and
using your body language to make the impact you want. And, we explore how you
can use presentation-day nerves to your advantage.
In the final module, we look at how to take your presentation skills to the next level
by finding opportunities to speak, asking for feedback, and connecting with your
audience off-stage.
When you put what you learn in this workbook into action, you’ll be able to use
presentations to sell your ideas effectively, share your expertise, and influence
others. This will enhance your reputation and provide countless opportunities in
your career.
It can make a major difference to your career when you put in the time and effort
to become a great presenter, and the strategies we outline in this workbook will
give you a great start in developing your skills in this area.
Enjoy using it!

James Manktelow
CEO
MindTools.com

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Introduction

N
o matter what you do, you’ve probably had to speak in front of a crowd at
least once (and chances are high that you’ll have to do so again).
Whether you have to talk about your latest project in a team meeting
or deliver the keynote address at your industry’s trade conference, the
ability to speak and present with confidence and conviction is a valuable skill that
can lead to great opportunities in your career.
However, while good presentation skills can open doors, poor presentation skills
can close them.
For example, your boss might decide against promoting you after sitting through
a poorly delivered presentation. You might lose a valuable new contract by
failing to connect with a prospect during a sales pitch. Or, you could make a poor
impression with your new team members, because you trip over your words and
don’t look people in the eye when you present them with your new ideas.
This workbook guides you through five key skill areas that you need to develop to
deliver exceptional presentations:
1. Planning your presentation.
2. Developing content.
3. Preparing for your presentation.
4. Delivering your presentation with style.
5. Taking your skills to the next level.
Once you have completed this workbook, you’ll have the tools you need to feel
comfortable “on stage” and deliver an engaging and successful presentation.

How to use This Workbook

This workbook will take a few hours to complete. You can either type your answers
directly into this PDF or print the workbook out and work though it on paper.
Either way, use it as the place to record your answers to each of the exercises. (If
you type your answers directly into the PDF, you’ll be able to save them and come
back to them easily in the future.)
Like all learning opportunities, the effort you put in will determine how much you
get out of the process. Try to schedule plenty of time to work on the material, and
set yourself up in an environment where others won’t disturb you.

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1.  Planning

S
ometimes, the thought of preparing and delivering a presentation can feel
overwhelming. And although it might be tempting to dive right in and
start creating slides, it’s important to spend some time thinking about your
message and your objectives.
A presentation is a reflection of you and your work. It’s your opportunity to
showcase your expertise, demonstrate your professionalism, and communicate
information that will make a positive impact on your audience. There’s a lot at
stake here, and the time you spend up-front, organizing your thoughts and
creating a plan, will pay big dividends later on.
This first module of the workbook shows you how to develop a clear plan for your
presentation. This ensures that you meet your objectives and that you deliver a
presentation that is meaningful for your audience.
To do this, we’ll look at three key areas:
1. Choosing the subject of your presentation.
2. Understanding your audience.
3. Understanding the purpose of your presentation.
The work you do in this first module will build a strong foundation for your
presentation. So, let’s get started!

1.1.  Choosing Your Subject

When planning a presentation, it’s useful to start with a wide focus and then drill
down to specific details that define your purpose and objectives. Otherwise,
you won’t know what areas to focus on, and you’ll end up with a “watered-down”
presentation that tries to achieve too much.
Therefore, your first step is to identify the subject of your presentation. Your aim
is to be able to explain this in one concise sentence. For example, your subject
could be:
• Improving processes in the sales department.
• How executives can manage stress.
• Recruiting customer service staff.
At this stage, don’t be too concerned if your subject is quite broad, as you’ll refine
it later.

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 Action:
Think about a presentation that you may have to give (or one that you could
give to develop and practice your presentation skills) and write the subject in
the box below.

The subject of my presentation is...

Tip:
If you’re not sure what to do a presentation on, think about a project that
you’ve worked on recently, or consider the work-related subjects that you’re
competent in. Would any of these make a good presentation topic?

1.2.  Understanding Your Audience

You now know the subject of your presentation. Next, it's time to think about the
people who will watch and hear it: your audience.
Why is this so important?
Imagine that you haven't thought about what your audience wants to see and
hear in your presentation. Several minutes into your speech, you start to notice
people looking bored. Halfway through, some people start playing with their
smartphones and reading other documents. Your self-confidence drops, and you
decide to wind up your presentation early just to get out of the room.
No presenter wants to experience this! You can avoid similar situations by thinking
about who your audience members are, why they have shown up to hear you
speak, and what they want to learn from you.
Remember, each audience is different, which is why you can't take a "one size fits
all" approach to your presentations. The more you tailor your presentation to fit
the wants, needs and expectations of your audience, the more successful you'll be.

Action:
Answer the following questions to get a better understanding of your
audience. (If you don’t know your audience yet, choose a group who you
can gear your presentation towards, such as your team, senior managers or
members of your community.)

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Who are your audience members?

What is the common element that unites everyone in your audience? For instance, do people all do
the same job, or do they need the same information?

What is the knowledge level of your audience members? Are they familiar with your topic, or will it
be entirely new to them? Will some know as much or more than you about this topic?

Are there any cultural differences between you and your audience? How might this affect the
delivery and scope of your presentation?

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What are the unique needs of your audience members? Why is this topic important to them? What do
they need to know after they’ve watched your presentation?

Will your audience members be skeptical about this information, or will they be open-minded
and accepting of what you have to say? How might their attitudes and beliefs influence how you
communicate with them?

How do you think your audience members would like to receive information? For instance,
would they appreciate graphs and statistics, images and inspirational quotes, slides, a hands-on
demonstration, or cartoons and amusing stories?

Do your audience members know that you’re competent to speak about your topic? Will you need to
explain who you are and why you’re an authority on the subject?

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How can you appeal to your audience’s emotions? How do you think your message will affect your
audience? What new emotions might it instill?

What are your audience’s expectations in terms of content and length? Is it important that you stick
to a particular time frame?

Will there be an opportunity for the audience to ask questions at the end of your presentation? How
does that affect the timing of your presentation?

Tip:
Keep in mind that it’s always easier to talk about topics that excite and
interest you.
If you’re not very interested in your topic, think about how your presentation
will enrich or benefit your audience. Or, use a tool such as the 5 Whys
technique to discover the deeper meaning behind the subject.

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1.3.  Identifying the General and Specific Purpose
Once you’ve identified your subject and better understand your audience, you
can determine the purpose of your presentation. What do you want to achieve
and why?
Every presentation needs a purpose. You decided to give it for a reason, and
it’s important to understand what this reason is. After all, if you’re unsure why
you need to talk to your audience, your presentation won’t be as effective and
informative as it could be.
Here, it’s best first to identify the general purpose of your presentation. From
there, you can develop a specific purpose that narrows down your objectives.
Common general purposes include the following:
• To motivate.
• To inform.
• To persuade.
• To demonstrate.
• To teach.
• To entertain.
For example, imagine that someone asked you to open your organization’s town
hall meeting. Your general purpose might be to inform the audience members
about the program for the day so that they know what to expect and when.
Or, maybe you have planned a presentation to your team about a new process.
Here, your general purpose might be to demonstrate how the system works.

Tip:
It might seem as though some presentations have more than one purpose.
For instance, a motivational speaker might also use humor to entertain
her audience. This doesn’t mean that she had two general purposes (to
motivate and to entertain); she simply used humor to make her presentation
more engaging.

Action:
Write the general purpose of your presentation in the box below:

My general purpose is to:

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Now, you need to identify the specific purpose of your presentation. This explains
precisely what you want your audience to get from it. You need to word it from the
audience’s perspective. It also needs to be specific and realistic.
For instance, if the subject of your presentation is how workers can manage stress,
and your general purpose is to teach, it wouldn’t be helpful to have the following
specific purpose:
After seeing my presentation, workers in my organization will know how to manage
all the stress in their life.
That’s too general to be of any use. Here is a more specific and realistic purpose:
After seeing my presentation, workers in my organization will know how to use three
time-management strategies to manage stress more effectively.
Other specific purposes could include the following:
After seeing my presentation, the board will approve my project proposal.
After seeing my presentation, team members will feel excited about the
organization’s strategy.

Action:
Write the specific purpose for your presentation in the box below. Use these
questions to guide you:
• What do you want your audience members to learn or do?
• What behaviors or attitudes do you want them to adopt?
• How do you want your audience to feel by the end of
your presentation?
• What are the next steps once you’ve finished the presentation?

After seeing my presentation...

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1.4.  Concluding This Module
You now have a thorough understanding of your audience, and you know the
general and specific purposes of your presentation. This puts you in a great place
to develop content that makes the greatest possible impact on your audience.
We’ll look at how you can do this in the next module.

Action:
Look back at your answers to the exercises you have completed so far, and
identify the main points that you need to consider as you develop your
content in the next module. Note these in the box below.

Action:
How long will your presentation be (including audience questions)? Write
these details in the box below.

Presentation time:

Time allocated for audience questions:

Total time:

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2.  Developing Your Content

H
ave you ever sat through a presentation where the speaker
covered so much information, and showed so many slides, that you
felt overwhelmed?
Or, have you sat through a speech where the presenter took so long to
get to his main point that you lost interest in what he had to say?
When you give a presentation, the only way to satisfy your audience’s wants and
expectations is to deliver the content people need, in a way that’s easy to understand.
If you give the right information in the wrong sequence, you might leave the
audience confused, frustrated or bored.
Similarly, if you give people too much information, or present it in a way that
makes it difficult for them to understand your main points, you’ll fail to deliver
your message effectively.
Once you’ve worked through this module of the workbook, you’ll be well-
equipped to avoid issues like these.
We start by looking at how you can structure your presentation. We then explore
a useful process for developing the specific sections of it, including how you can
come up with a powerful introduction and a memorable conclusion.
Importantly, we also look at how to develop effective visual aids – an area where
many presenters fail miserably.

2.1.  Structuring Your Presentation

Your first step when you develop your content is to think about how to structure
your presentation.
When you provide information in a well-structured format, and you use
appropriate techniques to keep audience members engaged and interested, then
they’ll remember what you said and they’ll remember you – for the right reasons.
There is no “best” structure to use, as this will depend on the type of presentation
that you need to give, and your level of experience.
That said, it’s often most effective to structure a presentation in three distinct but
simple stages:
1. Introduction.
2. Body.
3. Conclusion.

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This structure gives you the opportunity to tell a simple story with a defined
beginning and ending. It also allows you to reinforce the main points of your
presentation at each stage, so that people go away having heard the most
important parts of your message three times.
As such, people often call this the “tell ‘em” approach, because you do
the following:
• Tell them what you plan to tell them (introduction).
• Tell them (body).
• Tell them what you told them (conclusion).
Let’s look at each stage in more detail (starting with the “body” section, as the
introduction and conclusion are based on this).

Body
The body consists of the key points that you will make. It is the main part of
your presentation.
Clearly, the body comes after the introduction. However, it’s useful to plan it first,
so that you can summarize your main points in your introduction.
When you plan the body of your presentation, it’s important to remember that the
more points you make, the less information your audience is likely to remember.
Therefore, it’s best to cover just three to five main ideas or points, if possible. This
concept stems from the Chunking principle, which says that information is easier
to understand when you present it in small, well-organized units.
It’s important to present your points in a logical order so that you don’t confuse
your audience.
How you structure the body depends on what you want to achieve. If the purpose
of your presentation is to persuade or motivate, it’s useful to structure the body of
your presentations so that you convince your audience members that they need
to deal with a problem, before you tell them about the solution.
For instance, if your specific purpose is to excite team members about your
organization’s new strategy, your main points might be as follows:
• Problems with current strategy (current problem).
• Description of the new strategy (solution).
• Advantages
• Disadvantages.
• Next actions.

Tip:
For more on creating persuasive communications, see our article on
Monroe’s Motivated Sequence.

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 Action:
Using your answers from the exercises in the previous module, identify up
to five main points that you want to make in your presentation. Write these
points in the box below.

1.

2.

3.

4.

5.

Introduction
Now that you’ve identified what you want to cover in your presentation, you can
develop your introduction.
Your introduction establishes the overall mood of your speech. This impression
stays with the audience throughout your presentation.
Ways to create a strong first impression with your introduction include
the following:
• Asking a rhetorical question (a question that you ask to make a point rather
than to solicit an answer).
• Making a very strong, startling or unexpected statement.
• Using a quote.
• Telling a story.
• Using an example or illustration.
• Issuing a challenge or appeal.
• Requesting a specific action.
• Referring to a recent incident.
• Using suspense.
• Appealing to the audience’s self-interest.
Your introduction should give an overview or a short summary of your
presentation. You can also explain what the topic is and why you want to cover it,
and you can highlight what you hope to accomplish with your presentation.

Tip:
If you intend to allow your audience members to ask questions at the end
of your presentation, it’s worth mentioning this in your introduction so that
people aren’t tempted to ask questions while you deliver your content.

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 Action:
Write an introduction for your presentation in the box below. Again, use
your answers from the exercises in the last module, so that you create an
introduction that appeals to your audience.

Conclusion
Along with a strong introduction, you also need to end your presentation on a
high note, with a powerful conclusion that sums up what you’ve said.
In your conclusion, you should summarize your main points one last time.
Research suggests that people only remember about 25 percent of what they hear
or read, so you increase the chance of people retaining information when you
highlight the key message again at the end of your presentation.
Your conclusion should also make it clear to your audience members what they
should do next, regardless of whether this is a specific action or a change in
their outlook.

Tip:
It’s sometimes useful to think about your conclusion before you begin
planning your presentation. When you start with your final message in mind,
you can ensure that everything else flows to the natural conclusion that
you want.

To come up with a strong conclusion, you can use the same methods that you use
to create a strong introduction. For instance, it can be very effective to end your
presentation with a quote, an example or an amusing story.

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 Action:
To prepare your conclusion, answer the following questions:

If you want to convince your audience to do something, what will your call to action be?

How could you use your conclusion to inspire your audience?

It can be effective to end your presentation with an inspiring quote or thought-provoking rhetorical
question that relates to your main topic. What quote or question might work well in your conclusion?

What are the advantages or benefits for your audience members when they adopt your point of
view? How could you highlight these in your conclusion?

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 Action:
Now, write the conclusion for your presentation in the box below. Remember
to summarize your main points. As before, your answers to the exercises in
the previous module will allow you to craft a conclusion that resonates with
your audience.

2.2.  Supporting Your Main Points

You now have an introduction and a conclusion for your presentation, as well as an
outline of what you want to cover.
Next, you need to develop the body of your presentation so that your main points
are clear, compelling and convincing – you can’t just list your points and hope that
the audience will understand your point of view.
This means that you must back up each of your main points with further
information that explains, highlights or supports it.
This can include the following:
• Data, facts and statistics.
• Images, charts, objects, and diagrams.
• Testimony or quotes from experts or industry leaders.
• Stories and examples. (These can be reality-based, or you can create your
own stories to support your point.)

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 Tip:
Remember, the quality of your presentation is only as good as your
supporting material. Always cite your research, and make sure that your
information comes from reputable sources.

Action:
For three main points that you wrote down in the exercise in section 2.1, think
about the information and material you should use to support each one.
Write your thoughts in the appropriate spaces below.

Main Point Possible Supporting Information

1.

2.

3.

2.3.  Anticipating Resistance

Depending on the topic of your presentation, you might have a lot of skeptics
in your audience, or just a few. Therefore, it's important to think about the
objections your audience might have, so that you can address them with your
supporting material.

Action:
Choose three of your main points and identify the possible objections – such
as the risks, disadvantages or areas of difficulty – associated with each one.
Then determine how you’ll address them.

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 How to Address
Main Point Possible Objections
Possible Objections
1.

2.

3.

2.4.  Developing Effective Visuals

The old adage "a picture's worth a thousand words" has stuck around for a reason.
Images and objects can stir our hearts and emotions quickly and powerfully. They
can tell us stories, inspire us to take action, and convince us to change our minds
before anyone speaks a word. This means that when you use simple visual aids,
your audience can better grasp your presentation.
However, many presenters use too many visual aids, or build presentations around
slides that are word-heavy or excessively complex. Worse still, some presenters use
their slides as a script: they look at the projector screen instead of their audience
and read their slides word for word.
Now think about what happens when a presenter uses simple and engaging
visuals. Instead of generating confusion or exhaustion, her slides create a positive
connection with her audience. People might not remember everything that the
presenter has said, but they will remember the powerful images the presenter
used, and recall the positive emotions that they experienced.

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 Action:
Think back to some presentations you’ve watched where the presenters used
slides or other visual aids badly. How could they have improved the way in
which they used their slides? Write your thoughts in the box below.

Action:
Now think about presentations that you’ve seen where the presenters
used slides or visual aids well. How did this make their presentations more
effective? Write your observations below.

So, how can you create effective slides for your presentation? Follow
these guidelines.

Keep Things Simple

Your visual aids should support your presentation, not be your presentation.
Focus each slide on one idea or concept. This allows your audience to grasp
quickly what you want to communicate.

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According to Nancy Duarte, author of “slide:ology: The Art and Science of Creating
Great Presentations,” each slide should take no more than three seconds for the
audience to process. If it takes longer, the slide is probably too complex.

Use Text Sparingly

Keep your text to a bare minimum (10 words or fewer if possible), and, where you
can, use an image to convey a message rather than words. For example, consider
using a graph instead of a list to show changing trends.

Avoid Bulleted Lists

Avoid bulleted lists whenever possible; they make it too easy to put several ideas
on one slide, which can overwhelm your audience.
If you do need to use bullets, don't use sentences; instead, simply list the fact,
statistic or idea that you want to communicate. Then, use your narrative to educate
the audience about what the bullets mean.

Use a Plain Background

Aim to use a plain background and plenty of blank space: this will focus audience
members' eyes on your message. Avoid decorating slides with background
pictures, logos or patterns that could distract attention.
Consider using blank slides when you need the audience's complete focus; they are
equivalent to a pause, and this will add drama, tension and focus to your words.

Use Colors Intelligently

Presenters often make the mistake of using different colors and fonts for each
slide. This can confuse the audience and divert attention from the main message.
Stay consistent with your slides, so that they form part of a seamless whole.
First, choose colors carefully, as they will affect your presentation’s mood and tone.
Also, think about the space that you’ll present in. If the room will be dark (with
lights off ), choose a darker background color, such as dark blue, black or gray, with
white or light-colored text. If the room will be light (with lights on or plenty of
ambient light), choose a white or light-colored background, with black or dark-
colored text.
You also need to match color with the tone and message of your presentation.
Bright colors convey energy and excitement, while darker colors may seem more
conservative and serious. Align your color palette with your subject matter.

Tip:
Consider using similar slide designs to reinforce your main points. For
instance, you could use a specific text size or a similar image each time you
introduce a main point. Your audience will then find it easier to remember
what these points are.

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Consider Culture
Before you create your visuals, think about your audience. This is especially true if
you plan to present to a culturally diverse group.
For example, not everyone reads from left to right, and people from some cultures
may consider a particular color offensive or bad luck in business settings.
When you design your visuals, use images and photographs that reflect the
culture of your audience. If your audience is culturally diverse, use pictures and
images that reflect this diversity.
And keep graphics and phrases simple. Whenever possible, use images to replace
bullet points and sentences.

Use Images Intelligently

Your audience has probably seen plenty of bad clip-art, and we’ve all seen too
many stock pictures of business people in suits.
Brainstorm creative, clever approaches with your imagery, and look for
photographs or illustrations that tell a story in a less obvious way. Thoughtful
images will keep your audience engaged, reinforce your professionalism, and
make a lasting impression.

Tip:
Bear in mind that, while you can source free images from sites like Photopin,
you may need to buy them from an image library such as iStockphoto
or Shutterstock.
Whichever method you use, be sure to read the licensing terms carefully, as
you may need to give credit to photographers.

Break Down Complex Data

When you have to communicate complex data or large chunks of information,
avoid putting it all on one slide, as your audience may struggle to take in all of the
details. Instead, either summarize the information or split it up over several slides.
You can also use handouts to communicate complex information. Handouts allow
your audience to look at data in more depth. This is especially important when
you must present to analytical people, such as engineers, scientists or finance
professionals. They are trained to be skeptical about data, and a handout will give
them a closer look. Once again, this attention to the needs of your audience will
highlight your professionalism, and support your message.

Other Visual Aids

Don’t forget that slides aren’t the only option when using visual aids in
a presentation.

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Flip charts and whiteboards are useful when you need to display lists, diagrams
and other simple information. You can prepare them in advance, or write on them
as you make each point.
Props can also be effective. They can be any objects that allow you to make your
point. For example, for a presentation about saving money in your department,
you could use real money to show how much cash your department will save
every minute, once your boss accepts your idea.
Videos are another option if they support your message, and they can provide a
welcome rest from speaking in longer presentations. Make sure that the audience
can see and hear videos clearly, if you go down this route.

Action:
Think of some ways that you could use slides and other visual aids to
complement two of the main points from the body of your presentation. Write
your thoughts and ideas below.
Remember, you can use more than one visual per point, as long as you follow
the guidelines above.

Main Point Ideas

1.

2.

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 Action:
Now, on the templates below, think about how two of your slides could look.
Write in any text that’s required, and describe the images that you could use.
(If you’re completing this workbook on your computer, you may need to print
this page out to do this.)

Slide Template 1

Slide Template 2

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 Tip:
Avoid using jargon in your presentation, including complicated terms,
industry-specific acronyms, or confusing metaphors that can stop your
audience understanding your message.
Jargon can creep into your presentation for a number of reasons. You might
want to impress your audience, or you might not think about the problems
it could cause. Jargon does have its place, but your audience will probably
understand more about your subject if you avoid it.

2.5.  Concluding This Module

In this module, we have looked at how to structure your presentation, how to craft
a compelling introduction and conclusion, and how to anticipate any resistance
to your message from your audience. We’ve also looked at how you can use visual
aids to support your message.
The next module guides you through a process for preparing for your
presentation. We look at how to use notes and cue cards, and how to prepare
effectively for questions from your audience. We also see how to get to know the
venue where you will speak, and how to prepare for things that could go wrong on
the day.

Action:
Choose two of your main points and write down what you will say for each
point in the boxes on the next page.
Remember to use appropriate supporting material to back up your points and
to identify and address possible objections.

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 Main Point 1

Main Point 2

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 Action:
You’ve now drafted your introduction, conclusion and two of your
main points.
Schedule a time and date to develop the rest of the content for your
presentation. Use our Presentation Planning Template on page 50 to guide
you with this.

Date:

Time:

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3.  Preparing for Your Presentation

O
nce you’ve developed your content, it’s time to prepare for your
presentation, so that you can deliver it with confidence.
Part of this involves planning for the little emergencies that often
manifest themselves on presentation day: you forget your USB drive
with your slides, you lose your cue cards, or the venue doesn’t have an essential
connector cord, making it impossible to link your laptop with the digital projector.
Although you can’t plan for every emergency, the time you spend analyzing risks
and coming up with contingency plans can make it likely that the setbacks you do
experience on presentation day won’t catch you off-guard.
Let’s begin this module by looking at how you can use notes and cue cards to
deliver a presentation effectively.

3.1.  Notes and Cue Cards

So now comes the big question: should you use notes or cue cards, or should you
memorize your presentation?
Ideally, you’d memorize your entire presentation and deliver it without any notes. But
this takes a lot of preparation and practice, even if you’re an experienced presenter.
A better option is to memorize the opening and closing lines of your speech so
that you can start and finish strongly, and then use notes or cue cards to guide you
through the rest of your presentation. With enough practice, you may then find
that you’re able to do the whole thing from memory.
Keep in mind that it can be easy to use notes and cue cards as a crutch. Giving too
much time and attention to them will make your presentation sound flat, and it
can disconnect you from your audience.
Therefore, it’s important that you think of them as tools – their purpose is to give
you cues about your material. You shouldn’t read them word for word!
Some presenters like to use cue cards, because they’re small and easy to flip
through as the presentation progresses. Others like to keep their notes easily
accessible on a lectern or table, so that they can glance at them discreetly. If you
use small cards, stick to one main point per card, and only write out the key words
or phrases you need to keep yourself on track.

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 Action:
Look back at what you wrote for each of the main points at the end of the
last module. For each main point, write the key words and phrases in the
boxes below.
Then, practice delivering that part of your presentation using only what
you’ve written.

Main Point 1

Main Point 2

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 Action:
Now, look back at your introduction from section 2.1 in module 2. Write some
notes in the box below that will help you as you memorize the opening lines.
Then, look away from your notes and practice saying it from memory. See if
you can recite the first few sentences without any notes.

3.2.  Preparing for Questions

If you plan to give your audience members the opportunity to ask questions at
the end of your presentation, you must be prepared to answer their questions and
address their concerns intelligently and in a timely manner.
The best way to do this is to try to predict the most common questions that your
audience will ask, and the most common issues that they will raise, so that you can
prepare for them.
In section 2.3, you identified your audience’s possible objections to your points,
so you may have already dealt with some of the issues that they may raise within
your presentation.
However, it’s unlikely that you’ll be able to deal with every possible objection. Your
audience may have other, more general questions about your presentation, too.
Here are some tips that you can use to anticipate your audience’s questions:
• Research background information thoroughly.
• Ask yourself, “What is the flip side of this statement or argument?”
• Ask colleagues to assess your material.
• Try to identify questioners who may have personal agendas, and prepare
for these.

Action:
In the following table, identify three questions or issues that you should
prepare for. Then write down how you’ll address each one.

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 Possible Question/Issue Response

1.

2.

3.

3.3.  Getting to Know the Venue

Imagine walking into your venue for the first time on the day of your presentation.
To your horror, you discover that there's no electrical outlet near the stage, and
you don't have an extension cord (making it impossible to use your laptop and
digital projector). The room also doesn’t seat enough people, and no one is on
hand to find extra chairs.
The lesson here is easy: get to know the presentation area or venue well in
advance of the event.

Action:
Think about the venue where you’ll deliver your presentation. (If you don’t
know the location yet, think of a room in your office building or a venue in
your town or city.) Then answer the following questions.

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Are there electrical outlets near the stage or area where you will present? If not, will you need an
extension cord?

Is there a blank wall or a screen that you can use for your slides?

How many people will the venue seat? Can you move the chairs? Will everyone be able to see you and
your slides?

Will the windows let in too much light, or not enough? How can you deal with this?

Will the host or venue provide you with equipment, such as a computer, remote/pointer,
whiteboard, or flip chart with paper? What equipment will you need to supply?

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 Is the room large enough to require a microphone and speakers? If so, where will you get
this equipment?

Could any security restrictions or requirements in the venue delay attendees?

How is the temperature? Can you adjust it? If so, where is the thermostat?

Will refreshments be available, or will you need to supply your own?

3.4.  When Things go Wrong

Despite your best preparations, things can go wrong before and during
a presentation. A quick online search can bring up horror stories that no
presenter would ever want to suffer. You might even have experienced similar
situations yourself!
Although you can't anticipate every emergency, you can go a long way toward
avoiding disaster with a little planning and preparedness. Consider these tips:

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 • Check that your presentation makes sense without your slides, just in case
you have a problem with equipment.
• Make sure that your laptop is fully charged and that you've packed your
power cord, and if necessary, a power adapter for the country that you’re
presenting in.
• Carry a backup of your slides on a USB drive, so that you can use a different
device if necessary.
• Bring along an extra set of batteries if you plan to use a remote to
change slides.
It can also be beneficial to talk to experienced presenters in your organization.
What strategies do they use to prepare for risks and emergencies?

Tip:
If your presentation is very important or highly technical, consider using a
technical support professional to help you on the day. This person can also
manage any technical emergencies during the presentation.

3.5.  Rehearsing
You’ve prepared your content and your notes, and familiarized yourself with the
venue. Now it’s time to practice your presentation, so that you deliver it with
confidence and conviction.
Great presenters make giving a speech look effortless. On stage, they seem to be
having an easy, engaging conversation with their audience.
Although they look as if they were born with the ability to talk to an audience, it
takes a lot of work to appear this effortless. If you want to project confidence, grace
and power on stage, you will have to practice your presentation – a lot!
How much practice you need varies – everyone is different! You want to practice
enough so that you feel very comfortable with your material, but not so much that
you lose heart and passion in your performance.
Also, try to re-create the environment where you will deliver the presentation.
For example, you could set the room up in the same way, and use the same
equipment. (You might be able to get permission to do some run-throughs at the
venue itself.)
Remember to keep an eye on timing when you practice. Make sure that you can
deliver your presentation within the allotted time. If in doubt, aim to finish early
rather than late; you’ll likely find that it takes longer when you do the real thing.

3.6.  Concluding This Module

American philosopher Wayne Burgraff once said, "It takes one hour of preparation
for each minute of presentation time."
If you subscribe to this point of view, a 20-minute presentation will require
20 hours of prep and practice.

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Content development will take up much of this time. But you’ll need to put in
ample preparation and practice to ensure that your presentation looks polished
and professional, and that you're well equipped to handle any last-minute
emergencies that may crop up.
Next, we’ll focus on how you can deliver your presentation with style, and manage
your nerves.

Action:
If you know where you will deliver your presentation, schedule a date and
time to visit the venue so that you can get to know it. Write this information in
the box below.

Date:

Time:

Action:
Schedule a date and time to write your notes/cue cards and to prepare for
questions that your audience may ask at the end of your presentation. Use our
Presentation Planning Template on page 50 to guide you.

Date:

Time:

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4.  Presenting With Style

S
top and think about some of the great speeches and presentations you’ve
experienced in your life. Chances are, these speeches were memorable not
only because of what the speaker said, but also because of how the speaker
said it. The speaker’s charisma, confidence and speaking style greatly
influenced the audience’s experience.
Great delivery can turn an ordinary speech into a rich, stimulating event. Likewise,
great content delivered poorly won’t make for a memorable speech.
Delivery encompasses many elements: your appearance, body language and
speaking style, as well as less tangible elements that are more difficult to develop,
such as charisma and self-confidence. You need to practice or strengthen these
elements before your performance, if you want to impress your audience.
Let’s begin this module by looking at how you can speak clearly in
your presentation.

4.1.  Speaking Clearly

When people feel stressed or nervous, they can mumble or speak too quickly,
which can spell disaster for a presentation. Your audience needs to be able to
understand what you say. This is why it’s important that you speak slowly and
clearly during your speech. Each word needs to have a beginning and an end!
You also need to pay attention to the beginning and ending of your sentences,
while you practice your presentation. Many people “fade away” at the end of a
sentence, like they’ve run out of gas. Finish each sentence strongly!

Action:
Use the following common tongue-twisters to practice speaking slowly
and clearly.
Say each line five times, and do not focus on speed. Instead, focus on speaking
each word properly.
It can help to practice in front of a mirror. Make sure that, as you speak, your
lips, tongue and jaw all move. You can exaggerate these movements when
you practice.

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 1. Can I cook a proper cup of coffee in a copper coffee pot?

2. Xylophones exist, or so existentialists insist.

3. Six shimmering sharks swam sharply striking shins.

4. Wild west winter winds waned while we waited wistfully wanting warmth.

5. Around the rugged rocks the ragged rascal ran.

6. Some shun sunshine. Do you shun sunshine? Six stick shifts stuck shut.

7. Three thick thistle sticks. The 33 thieves thought that they thrilled the throne
throughout Thursday.

Tip:
You can also use this exercise to warm up your vocal cords before a
presentation or speech.

4.2.  The Power of Silence

“Nothing strengthens authority so much as silence.”

– Leonardo da Vinci.

Silence can be a powerful tool during presentations.

However, many presenters are afraid of silence, and they plow ahead to make sure
that there is no "dead air" in their speech.
A thoughtful, measured pause can give your audience an important opportunity
to reflect on a meaningful passage, or a significant statistic. This time facilitates
learning, retention and awareness.
As you practice your elocution and pacing, pause at intervals where you've made
a significant point or want the audience to think about something you've just
said. Use silence each time you practice, so that you become comfortable with
this technique.

Tip:
You can also control your use of “filler words” such as “like,”“um,” and “you
know” by embracing silence. We often use these words to fill pauses.

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 Action:
How could you use the power of silence in your presentation? At what stages of
your presentation could you use silence to reinforce your message? Write your
thoughts below.

4.3.  Making a Great Impression

Human beings are hardwired to make instant judgments about the people we
meet; after all, thousands of years ago, our ability to judge quickly who was safe
and who was a threat may have meant the difference between life and death.
When you give a presentation, you have a mere fraction of a second to make a great
first impression with your audience. And, like it or not, your audience members will
likely never forget the impact you make on them during those first crucial moments.
You have to strike a fine balance when making a first impression. Although it's
something you want to pay careful attention to, you also need to be authentic.
Trying too hard to impress or trying to be someone you're not will make a poor
first impression.
Use the following tips to make a great first impression:
• Stay healthy: good health not only allows you to look fit and strong, but it
also increases your energy and confidence levels.
• Smile: an authentic smile puts others at ease.
• Be on time: you won’t make a good impression if you’re late!
• Be interested: show an interest in other people before and after the
presentation, and show passion for your subject matter.
• Present yourself well: dress and groom yourself appropriately for the
audience and for the environment where you will present.

Tip:
Your self-confidence also has a major influence on the impression you make
with others. When your confidence is high, you believe in yourself, and your
audience will immediately pick up on that.

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 Action:
Answer the questions below to evaluate how you’ll present yourself at
your presentation.

Think about what you’ll wear to your presentation. What do these clothes say about your
professionalism and personality? How could you enhance your clothing choices to make a
better impression with your audience?

Make a list of the accessories (watch, jewelry, shoes, briefcase, handbag, and so on) you’ll wear or bring
on presentation day. What do these items say about you? Are they appropriate for your audience?

Think about your hairstyle, makeup and nails. Do you need to get a haircut or manicure before
your presentation?

4.4.  Using Your Body

Nonverbal signals, such as posture, gestures and vocal tone, influence your
audience and the success of your presentation in a big way.
For example, imagine a presenter who stands still with his hands in his pockets
and his head down as he speaks. It might look as though he doesn’t care about his
subject, so why should you?
Now imagine a speaker who uses hand gestures to emphasize her points. She
makes eye contact with people in the audience, and she walks around the stage
as she speaks. Chances are, she’d come across as more credible than the presenter
who stood still.
Your body language influences how you feel about yourself as well. Think about
how you feel when your head is down and your shoulders and back are slumped.
You might feel slightly lethargic or even uninspired. But when you straighten your
spine, throw your shoulders back, and lift your head, you likely feel confident and
more energized.

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You can use your body language to enhance your presentation in several ways.

Eye Contact
Eye contact is an important part of your presentation. In most cultures, eye contact
engages the audience and builds trust.
When you make eye contact with your audience, single out one person and speak
only to that person for two to three seconds. Then, move your eyes to someone
else, and give that person two to three seconds of your time. You can also look one
person in the eye until you finish expressing an idea.
Making eye contact with your audience not only pulls people into your
presentation, but it can also serve as an important reminder that your audience
consists of individuals. As you talk, pretend to talk to each person alone, and try
to forget about the audience as a whole. This can lower stress and improve your
connection with the people you’re speaking to.

Gestures
Gestures are body movements that add emphasis to what you say. Gestures with
your hands and arms are especially effective in presentations.
For instance, as you explain the similarities between two ideas, you could move
both of your hands in unison. Similarly, you could use an upward arm movement
to emphasize an increase in turnover or sales.
However, they must complement what you say. Avoid using forced gestures that
don’t look natural.

Action:
Identify a section of your presentation where you could use gestures to
emphasize your points. Write down how you’ll do this in the table below.

Section Gestures

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Movement
When you move around during your presentation, you provide variety for the
people in the audience. You also encourage them to get more involved, as they
have to move their heads and eyes to see you.
You can use movement to emphasize your points too. For instance, as you
highlight the pros and cons of an idea, you could use one side of the stage to speak
about the positives and then move to the other side to talk about the negatives.

Action:
Identify a section of your speech where you could use movement to emphasize
your points. Write down how you’ll do this in the table below.

Section Movement

Stance
Even though it can be useful to move around during your presentation, you’ll likely
stand in one spot for large parts of it. Show confidence and authority by standing
straight with your head up and eyes forward.
Also, watch out for mannerisms and habits that could detract from your message:
for example, swaying or rocking on the spot, putting your hands in your pockets,
or leaning on a table or the lectern.

Action:
Think back to the last time you spoke in front of a group. Identify three ways
that you could have used your body language better, and write them in the
table on the next page.

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 1.

2.

3.

Tip:
Different cultures have different attitudes about eye contact, gestures and
body language in general.
For instance, some cultures can view prolonged eye contact as a threat. Some
hand gestures, such as a “thumbs up,” also have different meanings in different
cultures – this is a warm gesture in some cultures but very rude in others.
Our “Managing Around the World” series of articles has strategies and tips
that you can use when you communicate with people from specific cultures.

4.5.  Calming Your Nerves and Staying Positive

“Speaking in front of a crowd is considered the number one fear of the

average person. I found that amazing – number two was death! That means
to the average person, if you have to be at a funeral, you would rather be in a
casket than doing the eulogy.”
– Jerry Seinfeld, comedian.

It doesn't matter if you've given hundreds of presentations or never spoken in

front of a group: chances are, you’ll feel nervous before you step out in front of
an audience.
The fear of public speaking is common and understandable. But the good news is
that it's entirely possible to overcome much of the stress and nervousness that can
go along with giving a presentation.
However, keep in mind that some nervousness is actually beneficial. You can use
the energy from the adrenaline pumping through your body to communicate
enthusiastically, convincingly and passionately. The key is to decrease your level
of nervousness so that you can use your energy on these positive activities, not on
trying to control your nerves.

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Fortunately, you’ve already taken several steps that can make you feel less nervous
about your presentation. For example, you already know your audience well,
you’ve thought about how much practice you need to do, and you’ve rehearsed
thoroughly. You’ve also learned how to use body language to your advantage, and
this is a great way to expend nervous energy.
Let’s look at two further techniques that you can use to think positively, feel
confident and put on a great performance: use of affirmations, and centering.

Using Affirmations
Affirmations are positive, specific statements that can overcome self-sabotaging,
negative thoughts. They allow you to visualize and believe in what you affirm to
yourself, encouraging you to make positive changes to your life and career.
Don't permit yourself to think negative thoughts like "I'm going to mess up" or "I
have nothing valuable to say." They just diminish your confidence and lower your
energy levels.
Instead, use positive affirmations to build your confidence, such as "I'm going to
give a great performance," “I know my presentation inside out,” or "My presentation
can really help my audience."

Action:
Below, list the negative, self-defeating thoughts you commonly have before a
performance or big event. Then write a positive affirmation for each thought
to counter your negative feelings.
Then, remind yourself about these positive affirmations before you deliver
your presentation.

Negative Thought Positive Affirmation

1.

2.

3.

4.

5.

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Centering
Another technique you can use before the start of a performance to control your
nerves is centering. This originated in Aikido, one of the Japanese martial arts.
(Aikido literally means "the way of unifying life energy.")

Action:
Go through the Centering exercise below to learn how to use this technique.

Step 1:
First, focus on your breathing. Breathe in deeply using your abdomen, and exhale slowly.
Step 2:
Next, find your “center.” Your center is your physical center of gravity, usually just below your waist. This area
stabilizes you. When you start to feel stressed, focusing on your center helps you feel that you’re grounded,
balanced and in control.
When you’ve found your center, breathe deeply at least five times. Experience feeling grounded
and stabilized.
Step 3:
Imagine collecting all of your negative energy and thoughts in a ball in your center.
Visualize this energy moving up from your center toward your eyes.
Step 4:
As you inhale, say “let.” As you exhale, say “go.”
Then, imagine throwing your “ball” of negative energy across the room away from you.
Let go of everything that is causing you stress. Imagine your center filling with calm.

Action:
After you complete the exercise above, take a moment to think about how you
feel. Did it help you relax and de-stress? Write your thoughts below.

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Other Ways to Control Nerves
Here are some more ways that you can control your nerves before and during
a presentation:
• Drink water. Adrenaline can cause a dry mouth, which can lead you
to becoming tongue-tied. Have a glass of water handy, and take
sips occasionally.
• Smile: this natural relaxant sends positive chemicals through your body.
(Try it – it really does work!)
• Pause, make eye contact and smile before you begin speaking. This last
moment of peace is relaxing, and it gives you time to adjust to being the
center of attention.
• Speak more slowly than you would in a conversation, and leave longer
pauses between sentences. This slower pace will calm you down and make
it easier for people to hear you, especially from the back of a large room.
• Use the affirmation, “It’s all about them” just before you start speaking to
remind yourself that you should be focusing on conveying information to
your audience, not on your own nerves.

4.6.  Concluding the Module

Poor delivery can ruin a great presentation. The time you spend practicing your
elocution, thinking about your body language, and learning to control your nerves
will pay off tenfold when you step on stage. You'll appear confident, empowered
and excited to talk to your audience!

Action:
In the table below, describe five techniques to practice, so that you can deliver
your presentation with style.

1.

2.

3.

4.

5.

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5.  Taking Your Skills to the Next Level

S
o far in this workbook, we’ve looked at the key principles that you need to
work on to deliver a great presentation.
However, there’s still a lot more that you can do to build your skills and
expertise and become a truly engaging speaker.
In this last module, we’ll look at some ways to take your presentation skills to the
next level.

5.1.  Looking for Opportunities to Speak

“Take advantage of every opportunity to practice your communication skills

so that when important occasions arise, you will have the gift, the style, the
sharpness, the clarity, and the emotions to affect other people.”
– Jim Rohn, U.S. entrepreneur and motivational speaker.

The best way to strengthen your skills as a public speaker is to look for
opportunities to practice. After all, you can't master a musical instrument without
practice, and the same holds true for public speaking. The more you speak in front
of others, the more comfortable you'll be, and the more confidence and charisma
you’ll have.
There are many organizations that can help you develop your public-speaking
skills. One of the most widely known is Toastmasters International. Toastmasters
has clubs in 122 countries. Its aim is to improve members’ public-speaking skills
through regular workshops.
You could also volunteer for public-speaking opportunities within your
organization or offer to present at conferences and other events. It doesn't matter
whether you speak in front of your team during a meeting or deliver your budget
report to the board of directors: any opportunity to present in front of others will
make you a better speaker.

Action:
Identify two potential opportunities to present or speak in front of a group,
then write down what you’ll do next to explore each of them.

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 Potential Opportunity Next Steps

1.

2.

5.2.  Developing Impromptu Speaking Skills

Often you'll have plenty of time to prepare for a public-speaking event. However,
there might be some opportunities that are last-minute, when you'll have little or
no time to prepare.
For example, imagine that a key speaker at an industry trade conference falls ill
a few hours before her presentation. Since you are also an expert on the topic,
someone asks you to take her place. While this might sound like a terrifying
experience, the opportunities it could open up for your career are tremendous!
This is why it's important to build the skills you'll need to deliver unplanned
speeches. These skills will also help you navigate other situations successfully,
such as interviewing for a job or delivering an elevator pitch.
You can learn more about impromptu speaking in this article.

5.3.  Getting Feedback

Feedback is an important part of becoming a better public speaker, and you likely
won't get any unless you ask for it.
Constructive criticism from a trusted friend or colleague, or feedback from your
audience, can be invaluable to your improvement.
We’ve created a short questionnaire on page 69 that you can print and give to
people to get their feedback on your presentations.

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 Action:
Schedule a date and time to practice your presentation in front of a trusted
colleague or friend, and write this information in the box below.
Then, use our questionnaire to get feedback on your performance.

Name of Friend or Colleague:

Date:

Time:

5.4.  Connecting With Your Audience

Many presenters only think about the presentation itself. However, great
presenters know how to connect with their audience before, during and after
their presentation.
Use these tips to connect with your audience:
• Get to know the audience: show up early and chat with audience
members as they arrive. Then, whenever possible, work this "inside"
information into your presentation. Refer to audience members by name.
Mention their questions and personal stories, and make eye contact with
them when you do so.
• Listen to others: if you're one among many speakers, arrive early to hear
their presentations. Then refer to them positively in your own presentation.
This is a great way to build relationships with other speakers.
• Stay late: don't rush to pack up your materials after your question and
answer session. Stick around and answer questions one-on-one, and ask
people for feedback on your speech. This extra attention will again allow
you to connect with audience members on an individual level. If you have
to leave the stage for another speaker, let your audience members know
that you can meet them in the lobby or other public area.
• Stay in touch: if someone has a question that you cannot answer, offer
to get back to him or her later (and make sure that you follow through).
You can also stay in touch by giving people your contact details or
business card.

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 Action:
Brainstorm ways to connect with your audience before and after your next
presentation. Use the strategies above and tailor them to your unique
situation. Try to come up with some creative ideas of your own, as well!

5.5.  Concluding the Module

By now, you have probably realized that your presentation involves a lot more
than just how you perform when you're on stage.
Great presenters understand that the time before and after the presentation is a
valuable opportunity to connect with the audience and reinforce their message.
They also look for opportunities to speak, so that they can continue to develop
their skills, and they ask for feedback. Make sure that you do the same!

Action:
List five actions below that you’ll take to continue developing your
presentation skills, once you’ve completed this workbook.

1.

2.

3.

4.

5.

Presentation Skills Workbook | Mind Tools 47

 Action:
Give yourself a deadline to finish creating and preparing for your presentation.
Use the Presentation Planning Template on page 50 and the Presentation
Planning Checklist on page 63 to guide you.

Deadline Date:

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6.  Moving On

C
ongratulations! If you’ve done the exercises in this workbook, you’re now
well on your way to becoming an exceptional presenter and speaker.
However, it’s important that you continue to develop these skills in the
weeks and months to come. The only way to be the best you can be is to
practice them regularly.
At Mind Tools, we’ve worked hard to make this workbook as informative, practical
and easy to use as possible. If you have any suggestions on how we can improve it
for the future, then please let us know at [email protected].
We hope that you enjoy using what you’ve learned in this workbook and that
the skills you’ve developed here will continue to serve you well throughout
your career.
Enjoy using them, and enjoy being “an exceptional presenter.”

James Manktelow
CEO
MindTools.com
Mind Tools – Essential skills for an excellent career!

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Presentation Planning Template
Planning (Module 1)
Audience Profile (see Section 1.2)

Who are your audience members?

What common element unites your audience members?

What is their knowledge level?

Are there any cultural differences between you and your audience members?

What are their unique needs?

What do they need to know after the presentation?

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Will they be skeptical or open-minded about your message?

How would they like to receive information (graphs, data, statistics, and so on)?

Do they know that you’re competent enough to speak about the topic?

How can you appeal to your audience members’ emotions?

What are their expectations on content?

What are their expectations for the length of your presentation?

General and Specific Purpose (see Section 1.3)

General purpose:

Specific purpose:

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Timings (see sections 1.2 and 1.4)

Presentation time:

Time allocated for audience questions:

Total time:

Content Development (Module 2)

Presentation Structure (see Sections 2.1 to 2.4)

Introduction

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Point 1:

Supporting information:

Possible objections and how to address them:

Description of visual aids:

Full outline:

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Point 2:

Supporting information:

Possible objections and how to address them:

Description of visual aids:

Full outline:

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Point 3:

Supporting information:

Possible objections and how to address them:

Description of visual aids:

Full outline:

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Point 4:

Supporting information:

Possible objections and how to address them:

Description of visual aids:

Full outline:

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Point 5:

Supporting information:

Possible objections and how to address them:

Description of visual aids:

Full outline:

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Slide Planning (see Section 2.4)
Draft/sketch your slides below. (Print as many templates as you need.)

Slide number: Section:

Slide number: Section:

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Slide number: Section:

Slide number: Section:

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Slide number: Section:

Slide number: Section:

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Audience Questions (see Section 3.2)

Possible Question/issue Response

1.

2.

3.

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Equipment Checklist
Check the equipment and other supplies that you need to provide below:

Projector

Projector Screen

Laptop/Tablet/Smartphone

Remote/Pointer (and Spare Batteries)

Flip Chart

Flip Chart Paper

Flip Chart Pens

Whiteboard Pens

Microphone

Speakers

Refreshments

Power Supply/Extension Cord

Power Adapter (if Presenting in Another Country)

USB Drive for Slides

Additional Connectors (for Example, Mini DisplayPort to VGA)

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Presentation Planning Checklist

Content and Structure

Do you understand who your audience members are?

Does your presentation have a clear introduction, body

and conclusion?
Does your introduction grab the audience’s attention and
explain your objectives?
Do you follow this by clearly defining the points of
the presentation?

Are these main points in logical sequence?

Does appropriate supporting material strengthen all

main points?

Have you cited all of your sources of information?

Does your presentation address people’s possible objections?

Does your conclusion summarize the presentation clearly

and concisely?

Is the conclusion strong?

Have you tied the conclusion to the introduction?

Does your conclusion have a clear call to action (if appropriate)?

Visual Aids

Are your slides simple?

Have you used consistent fonts and colors for all slides?

Do the colors, fonts and images match the overall tone of

your presentation?

Have you used images appropriately?

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 Have you credited photographers (if required)?

Does your presentation make sense without visual aids?

Do you have a backup of your slides on a USB drive?

Notes and Cue Cards

Have you prepared appropriate notes or cue cards to

guide you?

Have you memorized your opening and closing lines?

The Venue and Equipment

Do you have access to the electrical outlets you need for any
equipment you have?

Is there a blank wall or screen that you can use for your slides?

Will everyone be able to see you and your slides?

Will the lighting levels be appropriate?

Will the temperature be appropriate?

Have you checked whether any factors could prevent attendees

from showing up on time?

Is your equipment fully charged?

Do you have a spare set of batteries for your equipment

(if appropriate)?
Do you have a bottle or glass of water available during
your presentation?

Rehearsal

Have you rehearsed your presentation appropriately so that

you’re comfortable with your material?
Have you rehearsed your presentation at the venue or in
an environment similar to the one where you will deliver
the presentation?

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 Does your presentation fit within the allotted time frame?

Have you left enough time for audience questions

(if applicable)?

Making a Good Impression

Are your clothes and accessories appropriate for your audience

and situation?

Are your hairstyle, makeup and nails appropriate?

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Exercises Reminder Sheet
Enunciation Exercises (see Section 4.1)
Use the common tongue-twisters below to practice speaking slowly and clearly.
Say each line five times, and do not focus on speed. Instead, focus on speaking
each word properly.
It can be useful to practice in front of a mirror. Make sure that, as you speak,
your lips, tongue and jaw all move. You can exaggerate these movements when
you practice.

Can I cook a proper cup of coffee in a copper coffee pot?

Xylophones exist, or so existentialists insist.

Six shimmering sharks swam sharply striking shins.

Wild west winter winds waned while we waited wistfully wanting warmth.

Around the rugged rocks the ragged rascal ran.

Some shun sunshine. Do you shun sunshine? Six stick shifts stuck shut.

Three thick thistle sticks. The 33 thieves thought that they thrilled the throne throughout Thursday.

Affirmations (see Section 4.5)

Negative Thought Positive Affirmation

1.

2.

3.

4.

5.

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Centering Exercise (see Section 4.5)

Step 1:
First, focus on your breathing. Breathe in deeply using your abdomen, and exhale slowly.
Step 2:
Next, find your “center.” Your center is your physical center of gravity, usually just below your waist. This area
stabilizes you. When you start to feel stressed, focusing on your center helps you feel that you’re grounded,
balanced and in control.
When you’ve found your center, breathe deeply at least five times. Experience feeling grounded
and stabilized.
Step 3:
Imagine collecting all of your negative energy and thoughts in a ball in your center.
Visualize this energy moving up from your center toward your eyes.
Step 4:
As you inhale, say “let.” As you exhale, say “go.”
Then, imagine throwing your “ball” of negative energy across the room away from you.
Let go of everything that is causing you stress. Imagine your center filling with calm.

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Presentation Tip Sheet
Keep these tips in mind as you prepare and deliver your presentation:
• Speak clearly and slowly.
• Embrace silence.
• Smile.
• Make eye contact.
• Use gestures to add emphasis to what you say.
• Move around the stage, when appropriate.
• Stand up straight, with your head up and your eyes forward.
• Use affirmations to overcome self-sabotaging, negative thoughts.
• Use Centering to control your nerves.
• Pause, make eye contact and smile before you begin speaking.
• Take a sip of water regularly.
• Use the affirmation, “It’s about them.”

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Presentation Feedback Questionnaire
(see Section 5.3)

1. How effective was my introduction? Did you understand the purpose or main point of
the presentation?

2. Did I look prepared and excited to give the presentation? If not, please explain.

3. Was the audience engaged and listening to the presentation?

4. Did the presentation flow smoothly, in a logical order? Was it easy to follow the narrative? If
not, please explain.

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 5. Did I use my visuals effectively? Were they clear and easy to understand? How could I have
made these visuals more effective? Please explain.

6. What did you like about this presentation? What didn’t you like?

7. How could I improve my performance for next time? If the performance was good, how could
I make it great?

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