A presentation is a formal talk to one or more people that "presents" ideas or information in a clear, structured way. People are sometimes afraid of speaking in public, but if you follow a few simple rules, giving a presentation is actually very easy. This tutorial guides you through each stage of giving a presentation in English, from the initial preparation to the conclusion and questions and answers. This tutorial is itself set out like a mini-presentation. You can follow it logically by starting at the Introduction and then clicking on the link at the foot of each page, or you can jump direct to the section you want from the list of contents on each page.
"Well Done!!!! All the basics, in an easy to use, easy to follow format! Finally, my students have some high quality, free material to use!" John Herzig, Teacher, USA
1-Introduction
All presentations have a common objective. People give presentations because they want to communicate in order to:
- inform
- train
- persuade
- sell
A successful presentation is one of the most effective ways of communicating your message. And because English is so widely used in international business, a working knowledge of the vocabulary and techniques used in an English language presentation is a valuable asset.
We will start by exploring
the importance of preparation.
After that, we will consider
what equipment to use.
Then we will look at
how to "deliver" a presentation.
After delivery, we will examine
the language of presentations,
before moving on to
the presentation itself.
Finally, we will conclude with
a review of what we have covered.
Afterwards, you will be invited to
take a test and ask questions.
2-Preparation
Can you name the 3 most important things when giving any presentation?
3-Equipment
Easily your most important piece of equipment is...YOU! Make sure you're in full working order, and check your personal presentation carefully - if you don't, your audience will!
4-Delivery
'Delivery' refers to the way in which you actually deliver or perform or give your presentation. Delivery is a vital aspect of all presentations. Delivery is at least as important as content, especially in a multi-cultural context.
Nerves
Most speakers are a little nervous at the beginning of a presentation. So it is normal if you are nervous. The answer is to pay special attention to the beginning of your presentation. First impressions count. This is the time when you establish a rapport with your audience. During this time, try to speak slowly and calmly. You should perhaps learn your introduction by heart. After a few moments, you will relax and gain confidence.
Audience Rapport
You need to build a warm and friendly relationship with your audience. Enthusiasm is contagious. If you are enthusiastic your audience will be enthusiastic too. And be careful to establish eye contact with each member of your audience. Each person should feel that you are speaking directly to him or her. This means that you must look at each person in turn - in as natural a way as possible. This will also give you the opportunity to detect signs of boredom, disinterest or even disagreement, allowing you to modify your presentation as appropriate.
5-Language
 | Say what you are going to say, |
Simplicity and Clarity
If you want your audience to understand your message, your language must be simple and clear.
Use short words and short sentences.
Do not use jargon, unless you are certain that your audience understands it.
In general, talk about concrete facts rather than abstract ideas.
Use active verbs instead of passive verbs. Active verbs are much easier to understand. They are much more powerful. Consider these two sentences, which say the same thing:
- Toyota sold two million cars last year.
- Two million cars were sold by Toyota last year.
Which is easier to understand? Which is more immediate? Which is more powerful? #1 is active and #2 is passive.
6-The Presentation
| ...say it, |
Most presentations are divided into 3 main parts (+ questions):
| 1 | INTRODUCTION | (Questions) |
| 2 | BODY | |
| 3 | CONCLUSION | |
| Questions |
As a general rule in communication, repetition is valuable. In presentations, there is a golden rule about repetition:
- Say what you are going to say,
- say it,
- then say what you have just said.
In other words, use the three parts of your presentation to reinforce your message. In the introduction, you tell your audience what your message is going to be. In the body, you tell your audience your real message. In the conclusion, you summarize what your message was.
We will now consider each of these parts in more detail.
Introduction
The introduction is a very important - perhaps the most important - part of your presentation. This is the first impression that your audience have of you. You should concentrate on getting your introduction right. You should use the introduction to:
- welcome your audience
- introduce your subject
- outline the structure of your presentation
- give instructions about questions
The following table shows examples of language for each of these functions. You may need to modify the language as appropriate.
| Function | Possible language |
| 1 Welcoming your audience |
|
| 2 Introducing your subject |
|
| 3 Outlining your structure |
|
| 4 Giving instructions about questions |
|
Body
The body is the 'real' presentation. If the introduction was well prepared and delivered, you will now be 'in control'. You will be relaxed and confident.
The body should be well structured, divided up logically, with plenty of carefully spaced visuals.
Remember these key points while delivering the body of your presentation:
- do not hurry
- be enthusiastic
- give time on visuals
- maintain eye contact
- modulate your voice
- look friendly
- keep to your structure
- use your notes
- signpost throughout
- remain polite when dealing with difficult questions
Conclusion
Use the conclusion to:
- Sum up
- (Give recommendations if appropriate)
- Thank your audience
- Invite questions
The following table shows examples of language for each of these functions. You may need to modify the language as appropriate.
| Function | Possible language |
| 1 Summing up |
|
| 2 Giving recommendations |
|
| 3 Thanking your audience |
|
| 4 Inviting questions |
|
Questions
Questions are a good opportunity for you to interact with your audience. It may be helpful for you to try to predict what questions will be asked so that you can prepare your response in advance. You may wish to accept questions at any time during your presentation, or to keep a time for questions after your presentation. Normally, it's your decision, and you should make it clear during the introduction. Be polite with all questioners, even if they ask difficult questions. They are showing interest in what you have to say and they deserve attention. Sometimes you can reformulate a question. Or answer the question with another question. Or even ask for comment from the rest of the audience
7-Review
| ...then say what you have just said. |
In this seminar, you have learned:
- to allow plenty of time for preparation
- to ask the all-important question-words, why? who? where? when? how? and what?
- to structure your presentation into introduction, body, conclusion and questions
- to write notes based on keywords
- to rehearse your presentation several times and modify it as necessary
- to select the right equipment for the job
- to use equipment effectively
- to make use of clear, powerful visual aids that do not overload your audience
- to use clear, simple language, avoiding jargon
- to use active verbs and concrete facts
- to explain the structure of your presentation at the beginning so that your listeners know what to expect
- to link each section of your presentation
- to signpost your presentation from beginning to end so that your listeners know where they are
- to say what you are going to say, say it, and say what you have just said
- to overcome your nerves
- to establish audience rapport
- to be aware of your body language
- to understand cultural differences
- to control the quality of your voice
- to maintain interest by varying the speed, volume and pitch of your voice
- to deal with listeners' questions politely
- to respond to your audience positively
