Presentation Planning
– The Essential 10 Steps

PowerPoint presentation planning is the important preparation steps before you go to the stage. Follow the 10-step guides here can lead you to deliver the presentation just like the pros.

Step 1: Identifying Audience and Purpose

To start your presentation planning, think of your audience and ask yourself these questions:

  • How many people will be attending the presentation? And the average age?
  • Does the audience care or already know the topic?
  • Are the audiences in a hurry?

    Step 2: Choosing Presentation Method

  • Speaker-led presentations – the speaker is the main attraction, the slide and handout are the add-on
  • Self-running presentations – the slides carry the entire burden as there is no live speaker and handouts
  • User-interactive presentations – the audience chooses when to advance slides and what to see next.

    Step 3: Choosing Delivery Method

  • Computer show through PowerPoint (recommended)
  • Computer show through a website
  • Computer show on CD
  • Overhead transparencies
  • Paper/handout

    Step 4: Choosing Appropriate Template and Design

    PowerPoint includes 2 kinds of templates: Design templates and AutoContent Wizard. Some suggestions here:

  • Blues and greens backgrounds make audience feel good and relaxed
  • Reds and yellows make audience happy and excited
  • Slides projected on screen, use high contrast color
  • Print/handout, dark on white is better.

    It’s best if all slides use the same design and color scheme. Use the appropriate fonts color and size.

    Step 5: Developing the Content

    Type the text to the PowerPoint slides. Your content may include charts, graphics, linking, video, and other necessary elements.

    You also can enhance your slide elements with visual image. This can be achieve by changing the font size, reposition the slide element (e.g. logo), etc.

    Step 6: Adding Multimedia Effects

    The multimedia effects are important for developing the audience interest:

  • Adding flashy or short video and soundtracks whenever appropriate
  • Slide transitions – how to proceeds/moving from slide to slide
  • Animation effect – simple movement of the objects on a slide

    Step 7: Creating Handouts and Notes

    This step is only applicable only for speaker-led presentations. It can be printed either in black and white or color. You can print from one to nine slides per page.

    Step 8: Rehearsing Presentation

    The goals for rehearsing are different for each type of presentation:

  • Speaker-led presentations: Check the presentation slides to ensure they are complete, accurate and in the correct order.
  • Self-running presentations: Ensure the content is correct, audience able to read the text on each slide (even the slow reader can catch it) and the voice matches the slide description.
  • User-interactive presentations: Ensure the link accuracy. Each button link or hyperlink to the web site is working fine.

    Also, the main purpose here is you can completely deliver your presentation within the given time frame.

    Step 9: Giving Presentation

    Enough preparation is the key to deliver your presentation with full confidence. Speak as loud as needed with proper eyes-contact and body language.

    Step 10: Refining Your Work

    Immediately after the presentation, jot down your responses to these questions:

  • Could the audience read the slides easily?
  • Did the audience look mostly on you, at the screen or handouts? Was that what you intended?
  • Did the audience take notes while your were speaking?
  • Was the length of the presentation appropriate? Did audience get bored?
  • Were there any slides that you wish to add to omit?
  • Did the slide transitions and animations add the entertainment value or distracting?
  • Did the sound and video clips play with adequate quality, appropriate and useful?

    Note: This step is very important in the entire of presentation planning process, make sure you fine-tune it, correct the mistakes and you will be on the way towards excellence.

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