This presentation summarizes Chapter 16 of Kolin' Successful Writing at Work.

1. CHAPTER 16
Making Successful
Presentations at
Work
Philip C. Kolin
University of Southern Mississippi

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Writing a Document Versus
Making a Presentation (slide 1 of 2)
 Both in writing a document and delivering a
presentation, you have to research, plan, and
choose wording and visuals carefully.
 But in making presentations, you also have to
focus on these additional items:
 Your appearance
 Your delivery
 The complexity of your subject

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Writing a Document Versus
Making a Presentation (slide 2 of 2)
 The amount of time for speaking
 Audience attention span
 The layout of the room
 The technical equipment needed for the presentation
 Your visuals
 Your interaction with the audience

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Types of Presentations
 Here are some common types of presentations
you can expect to make before different
audiences:
 For your customers and clients: sales appeals
stressing the strengths of your company’s products,
demonstrations of your products services.
 For your boss: progress reports, a justification of
your budget or your own position.
 For your co-workers: end-of-shift reports,
explanations of new or revised company policies,
training sessions on job safety.
 For community leaders or groups: appeals before
elected officials, tours of a company facility.

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Informal Briefings
 Informal briefings are a routine part of many
jobs. They usually last between ten and twenty
minutes and are given to a small group. Follow
these guidelines for informal briefings:
 Prepare. Never speak off-the-cuff.
 Decide what main points you want to cover.
 Watch out for information overload.
 Be highly focused.
 Be concise.
 Stay positive.
 Don’t overwhelm your listeners with visuals.
 End on time.

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Figure 16.1 An Outline of Speaking
Points for an Informal Briefing

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Formal Presentations
 Formal presentations are longer, less
conversational presentations for a wider
audience. Expect to spend several days
preparing a formal presentation. You will need
time to:
 Research the subject
 Interview key resource individuals
 Prepare, time, and sequence visuals
 Coordinate your talk with presentations by co-
workers and your boss
 Rehearse your presentation

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Guidelines for Analyzing Your
Audience
 Here are six key questions to ask when
analyzing your audience:
 How much do they know about your topic?
 What unites them as a group?
 What do they want to receive from your
presentation?
 What is their interest level or stake in your topic?
 What do you want them to do after hearing your
presentation?
 What questions are they likely to raise?
 What considerations should you give to a
multinational audience?

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The Parts of Formal Presentations
(slide 1 of 2)
 The introduction should indicate your
professional qualifications, give listeners a road
map, and capture audience attention. Answer
these questions:
 Who are you?
 What are your qualifications?
 What specific topic are you speaking about?
 How is the topic relevant to us?

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The Parts of Formal Presentations
(slide 2 of 2)
 The body should make up sixty to seventy
percent of your talk. Be persuasive and
relevant. In the body, give signals to show
where you are going or where you have been,
comment on your own material, provide internal
summaries, and anticipate any objections or
qualifications your audience may have.
 The conclusion should leave your audience
feeling that you and they have come full circle,
and it should include a fresh restatement of
your main points, a call to action (just as in a
sales letter), and a final emphasis on a key
statistic.

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Figure 16.2 A Sample PowerPoint
Presentation (slide 1 of 2)

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Figure 16.2 A Sample PowerPoint
Presentation (slide 2 of 2)

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Presentation Software (slide 1 of 2)
 Business presentations frequently rely on
PowerPoint and other software which allow you
to format and edit text, import visuals,
incorporate shapes and symbols, and reuse
and revise your presentation anytime.
 Organize your presentation using these tips:
 Identify the large topics you want to cover.
 Divide your presentation into major topics that best
serve your needs.
 Include only relevant supporting details.
 Don’t overwhelm audiences with too much
information.
 Choose your visuals carefully.

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Presentation Software (slide 2 of 2)
 Here are some tips to ensure the best design,
organization, and delivery of your presentation:
 Readability. Make sure each slide is easy to read.
 Text. Keep text short and simple. Use bulleted lists.
Use slide titles.
 Sequencing slides. Sequence your slides logically.
Spend two to three minutes per slide and allow
enough time for the audience to read them.
 Background/Color. Use consistent and pleasant
backgrounds and colors.
 Graphics. Use clear and simple graphics that
support your main points.
 Quality check. Check grammar, spelling, and math.

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Non-Computerized Presentations
 Even for non-computerized presentations,
always ensure that visuals are easy to see,
easy to understand, self-explanatory, relevant,
and accurate.
 Suggestions to get the most from your visuals:
 Do not set up your visuals before you begin
speaking.
 Firmly anchor any maps or illustrations.
 Never obstruct the audience’s view by standing in
front of your visuals.
 Avoid crowding too many images onto one visual.
 Do not put a lot of writing on a visual.

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Rehearsing Your Presentation (slide 1 of 2)
 Here are some strategies to use as you
rehearse your speech:
 Know your topic and the various parts of your talk.
 If possible, practice in the room where you will make
your presentation.
 Speak in front of a full-length mirror for at least one
rehearsal.
 Talk into an audio recorder to determine how you
sound.
 Time yourself so that you do not exceed the allotted
time.

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Rehearsing Your Presentation (slide 2 of 2)
 Practice with the presentation software, visuals,
equipment, or projector that you intend to use.
 Monitor the type of gestures you use.
 Check the room where you will present for
acoustics, lighting, seating and technical equipment.
 Videotape your final rehearsal and show it to a
colleague for feedback.

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Settling Your Nerves Before You
Speak
 Here are some ways you can calm yourself
before you deliver your presentation:
 Give yourself plenty of time to get there.
 Don ot bring anything with you that is likely to spill.
 Avoid caffeine if it makes you jittery.
 Take some deep breaths, and then hold your breath
while you count to ten.
 Remind yourself that you have spent hours
preparing.
 Try to chat with one or two members of the audience
ahead of time.

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Guidelines for Making Your
Presentation
 When making your presentation, remember to
do the following:
 Establish eye contact with your listeners.
 Respond to audience feedback.
 Use a friendly, confident tone.
 Vary the rate of your delivery.
 Adjust your volume appropriately.
 Watch your posture.
 Use appropriate body language.
 Dress professionally.

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Figure 16.3 An Evaluation Form for
a Presentation