presentation meeting meaning

• PRESENTATION SKILLS

What is a Presentation?

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Presentation Skills:

• A - Z List of Presentation Skills
• Top Tips for Effective Presentations
• General Presentation Skills
• Preparing for a Presentation
• Organising the Material
• Writing Your Presentation
• Deciding the Presentation Method
• Managing your Presentation Notes
• Working with Visual Aids
• Presenting Data
• Managing the Event
• Coping with Presentation Nerves
• Dealing with Questions
• How to Build Presentations Like a Consultant
• 7 Qualities of Good Speakers That Can Help You Be More Successful
• Self-Presentation in Presentations
• Specific Presentation Events
• Remote Meetings and Presentations
• Giving a Speech
• Presentations in Interviews
• Presenting to Large Groups and Conferences
• Giving Lectures and Seminars
• Managing a Press Conference
• Attending Public Consultation Meetings
• Managing a Public Consultation Meeting
• Crisis Communications
• Elsewhere on Skills You Need:
• Communication Skills
• Facilitation Skills
• Teams, Groups and Meetings
• Effective Speaking
• Question Types

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The formal presentation of information is divided into two broad categories: Presentation Skills and Personal Presentation .

These two aspects are interwoven and can be described as the preparation, presentation and practice of verbal and non-verbal communication. 

This article describes what a presentation is and defines some of the key terms associated with presentation skills.

Many people feel terrified when asked to make their first public talk.  Some of these initial fears can be reduced by good preparation that also lays the groundwork for making an effective presentation.

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered. 

A presentation requires you to get a message across to the listeners and will often contain a ' persuasive ' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

The Key Elements of a Presentation

Making a presentation is a way of communicating your thoughts and ideas to an audience and many of our articles on communication are also relevant here, see: What is Communication? for more.

Consider the following key components of a presentation:

Ask yourself the following questions to develop a full understanding of the context of the presentation.

When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.

Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.

Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.

Will the presentation be to a small group or a large crowd?

Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your side.

What equipment and technology will be available to you, and what will you be expected to use?

In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.

What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

All these aspects will change the presentation. For more on this, see our page on Deciding the Presentation Method .

The role of the presenter is to communicate with the audience and control the presentation.

Remember, though, that this may also include handing over the control to your audience, especially if you want some kind of interaction.

You may wish to have a look at our page on Facilitation Skills for more.

The audience receives the presenter’s message(s).

However, this reception will be filtered through and affected by such things as the listener’s own experience, knowledge and personal sense of values.

See our page: Barriers to Effective Communication to learn why communication can fail.

The message or messages are delivered by the presenter to the audience.

The message is delivered not just by the spoken word ( verbal communication ) but can be augmented by techniques such as voice projection, body language, gestures, eye contact ( non-verbal communication ), and visual aids.

The message will also be affected by the audience’s expectations. For example, if you have been billed as speaking on one particular topic, and you choose to speak on another, the audience is unlikely to take your message on board even if you present very well . They will judge your presentation a failure, because you have not met their expectations.

The audience’s reaction and therefore the success of the presentation will largely depend upon whether you, as presenter, effectively communicated your message, and whether it met their expectations.

As a presenter, you don’t control the audience’s expectations. What you can do is find out what they have been told about you by the conference organisers, and what they are expecting to hear. Only if you know that can you be confident of delivering something that will meet expectations.

See our page: Effective Speaking for more information.

How will the presentation be delivered?

Presentations are usually delivered direct to an audience.  However, there may be occasions where they are delivered from a distance over the Internet using video conferencing systems, such as Skype.

It is also important to remember that if your talk is recorded and posted on the internet, then people may be able to access it for several years. This will mean that your contemporaneous references should be kept to a minimum.

Impediments

Many factors can influence the effectiveness of how your message is communicated to the audience.

For example background noise or other distractions, an overly warm or cool room, or the time of day and state of audience alertness can all influence your audience’s level of concentration.

As presenter, you have to be prepared to cope with any such problems and try to keep your audience focussed on your message.   

Our page: Barriers to Communication explains these factors in more depth.

Continue to read through our Presentation Skills articles for an overview of how to prepare and structure a presentation, and how to manage notes and/or illustrations at any speaking event.

Continue to: Preparing for a Presentation Deciding the Presentation Method

See also: Writing Your Presentation | Working with Visual Aids Coping with Presentation Nerves | Dealing with Questions Learn Better Presentation Skills with TED Talks

How to Give a Presentation During a Meeting (Without Screwing Up)

Tips and tricks for being persuasive and keeping your audience engaged.

A methodology for amazing meetings. Say goodbye to boring, long, and unproductive meetings.

Giving a presentation during a meeting may seem easy on the surface, but many factors can get in the way of being effective.

You may be shy and stumble over your words. You may get nervous and rush through things too quickly in hopes of “getting it over with.”

You may even confuse your audience by sharing information in a scattered or illogical way.

It happens to the best of us.

The good news is, with thoughtful preparation, even the shiest among us can give killer presentations that captivate our coworkers.

Here’s how:

• How to start a presentation
• Effective presentation skills ‍
• When to use PowerPoint ‍
• Presentation tips and tricks

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1. How to start a presentation

The best presenters capture audience attention from the beginning. They know that a lackluster start to anything will immediately sow seeds of disengagement.

Whether or not you believe human attention spans are like goldfish , the fact is, a strong start to your presentation will fill the room with energy that perks people up, while a weak start paves the way for staring off into space and discretely checking email.

Here are a few tips to start your next meeting presentation right:

Ask a question

Everyone likes feeling heard. One of the easiest ways to hook an audience from the start is by inviting them to respond to a relevant prompt. If a VP of marketing were giving a presentation about the company’s upcoming brand refresh, they might start by asking something like “How many people here feel like they have a good sense of how we’re perceived as a company?”

Share a story

As humans, we’re wired to pay attention to stories. They’re especially useful when the subject matter at hand isn’t particularly interesting on its own. If a CEO were giving a presentation aimed at motivating the entire company, they might share a story about how many people it once took to operate a battleship.

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2. Effective presentation skills/techniques

Effective presentations are usually the result of careful preparation. Here are a few skills to refine during the preparation phase:

Knowing your audience

Giving an effective presentation means knowing your audience. To earn and sustain their attention, you need to assess what they already know about the subject and how much they care about it.

Use this information to calibrate your approach. You don’t want to assume they’re enthusiastic experts if they’re not, but you also want to respect their intelligence by meeting them where they are without lecturing them.

It’s a delicate balancing act, but when you get it right, you’ll leave them enough room to figure some things out on their own.

WHAT Ask questions that anyone in the audience could answer. ‍ WHY This allows you to engage the room and keep the audience energy level high.

Framing your story

If you’ve ever watched TEDTalks, you know firsthand that many of the best presentations unfold like a detective story. The speaker presents a problem, describes the quest for a solution, and leads the audience to a collective “aha” moment where their perspective shifts and they become even more engaged. 

Take the time to plot your points in a meaningful way so that your message is not only easy to follow, but also easy to remember. That means eliminating any diversions that don’t serve the story. 

When framed correctly, even the most serious and complex subjects can be riveting.

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3. When to use a PowerPoint and when not to

PowerPoints have become the de facto tool of choice for meeting presentations. You can share visuals, advance slides with the click of a mouse, and they don’t take a ton of technical or design chops to look pretty.

The problem is, people tend to hide behind them. While it’s undeniably handy, PowerPoint isn’t the best vehicle for every presentation.

You should use a PowerPoint when:

• You want to review team progress against metrics
• You need to share a revenue report
• You have a lot of technical and/or data-rich information to convey

You shouldn’t use a PowerPoint when:  

• You need to create a strong connection with your audience
• You have an important story to tell (e.g. why the company is pivoting)
• You want to motivate and inspire people

If you’re still on the fence about whether you should use a PowerPoint for your next presentation, consider the goal of the meeting.

When your meeting goal is something straightforward, like assigning action items or reviewing team performance, go for the PowerPoint. 

If you’re aiming to convey something less cerebral—and potentially more emotional—don’t distance yourself from the message. Leave PowerPoint (and all technology) out of the equation.

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4. Presentation tips and tricks

There are a few universal tips that will make your next presentation more effective no matter what it’s about:

Follow a logical structure ‍ Even if you can’t think of a relevant story, the information you present have a clear structure to keep people on track.

Slow down ‍ Speaking too fast breeds boredom and confusion. Even if you think you talk slow, talk slower.

Use questions as segues ‍ In addition to being great presentation starters, asking questions enables the presenter to shift from one topic to another without losing momentum.

Build your confidence ‍ Letting your personality shine through is a surefire way to convince people they should listen. Practice your presentation until it feels like you’re talking to a friend.

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How to Give a Killer Presentation

• Chris Anderson

For more than 30 years, the TED conference series has presented enlightening talks that people enjoy watching. In this article, Anderson, TED’s curator, shares five keys to great presentations:

• Frame your story (figure out where to start and where to end).
• Plan your delivery (decide whether to memorize your speech word for word or develop bullet points and then rehearse it—over and over).
• Work on stage presence (but remember that your story matters more than how you stand or whether you’re visibly nervous).
• Plan the multimedia (whatever you do, don’t read from PowerPoint slides).
• Put it together (play to your strengths and be authentic).

According to Anderson, presentations rise or fall on the quality of the idea, the narrative, and the passion of the speaker. It’s about substance—not style. In fact, it’s fairly easy to “coach out” the problems in a talk, but there’s no way to “coach in” the basic story—the presenter has to have the raw material. So if your thinking is not there yet, he advises, decline that invitation to speak. Instead, keep working until you have an idea that’s worth sharing.

Lessons from TED

A little more than a year ago, on a trip to Nairobi, Kenya, some colleagues and I met a 12-year-old Masai boy named Richard Turere, who told us a fascinating story. His family raises livestock on the edge of a vast national park, and one of the biggest challenges is protecting the animals from lions—especially at night. Richard had noticed that placing lamps in a field didn’t deter lion attacks, but when he walked the field with a torch, the lions stayed away. From a young age, he’d been interested in electronics, teaching himself by, for example, taking apart his parents’ radio. He used that experience to devise a system of lights that would turn on and off in sequence—using solar panels, a car battery, and a motorcycle indicator box—and thereby create a sense of movement that he hoped would scare off the lions. He installed the lights, and the lions stopped attacking. Soon villages elsewhere in Kenya began installing Richard’s “lion lights.”

• CA Chris Anderson is the curator of TED.

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How to Conduct Effective Meeting Presentations?

Learn the art of conducting effective meeting presentations with our comprehensive guide.

How to Present During a Meeting?

When presenting during a meeting, utilize a visually appealing presentation template to impress your audience. Whether it's a business update, proposal pitch, or board meeting, a customizable PowerPoint or Google Slides template can keep your presentation persuasive and your audience engaged. Download popular templates for an intuitive and bold visual impact.

Craft infographics, charts, and graphs to communicate data effectively. Introduce speakers, analyze key points, and address stakeholders with an eye-catching design.

Pro tips: keep your presentation concise, address department KPIs, and be ready to communicate action items. Make your next meeting visually compelling, fully customizable, and ready for success.

What are the essential components of a successful meeting presentation?

The essential components of a successful meeting presentation encompass a blend of visual appeal, concise communication, and strategic engagement. Begin with a well-designed presentation template, whether in PowerPoint, Google Slides, or Keynote, to set a visually impressive tone. Craft a compelling agenda that outlines key updates, proposals, or pitches, ensuring your meeting presentation aligns with the overall goal. Utilize charts, graphs, and infographics to present data clearly and persuasively. Keep your presentation customizable, allowing for adaptability to different audiences. 

Address stakeholders, introduce speakers, and analyze departmental insights with a persuasive narrative. Engage your audience with eye-catching graphics, bold visuals, and an intuitive flow. Edit lengthier content, appeal to the CEO or board of directors, and pay attention to key performance indicators (KPIs). Enable collective participation by outlining action items, hosting a productive meeting, and keeping your team updated with impactful visuals.

Key slides to include in your meeting presentation

In crafting a comprehensive meeting presentation, several key slides are essential to convey information effectively. Begin with a title slide that sets the tone and introduces the topic. Follow with an agenda slide outlining the meeting structure. Utilize an updated slide to present key information succinctly, keeping stakeholders informed. Incorporate charts and graphs for visual impact in a data slide, providing a clear representation of metrics or performance.

For proposals or pitches, a persuasive slide detailing the proposition and benefits is crucial. An interactive timeline slide can visually map out project progress or plans. Engage the audience with infographics, showcasing complex data in an accessible manner. Conclude with a summary slide, recapping key points and opening the floor for discussions or questions. These key slides collectively create a dynamic and informative presentation, ensuring your message resonates with the audience.

Tips for creating an engaging meeting presentation

Creating an engaging meeting presentation involves a strategic blend of content, visuals, and delivery. Begin by understanding your audience and tailoring your content to their interests and needs. Craft a compelling narrative that follows a logical flow, ensuring clarity and coherence. Utilize visually appealing slides with graphics, charts, and minimal text to maintain audience interest. Incorporate interactive elements like polls or Q&A sessions to actively involve participants.

Practice your delivery to ensure a confident and engaging presence during the presentation. Keep the content concise, focusing on key points to avoid overwhelming your audience. Utilize storytelling techniques to make your presentation memorable and relatable. Invite questions and discussions to foster participant engagement, turning your meeting presentation into a dynamic and interactive experience.

How to customize a meeting presentation template

Customizing a meeting presentation template allows you to tailor the content to your specific needs and style. Begin by choosing a template that aligns with the theme and purpose of your presentation. Update the title slide with your presentation's title, date, and any relevant branding. Modify the agenda slide to reflect the meeting structure and topics. Replace placeholder text and images with your content, ensuring clarity and relevance. Adjust the color scheme and fonts to match your brand or personal preferences. Add or remove slides as needed to suit the presentation's flow. Incorporate your logo and other branding elements for a professional touch.

Don't forget to review the template for consistency and coherence after customization. By personalizing each aspect, you transform a generic template into a unique and impactful meeting presentation that effectively communicates your message.

Why PowerPoint is a popular choice for meeting presentations

PowerPoint remains a popular choice for meeting presentations due to its user-friendly interface, versatility, and widespread accessibility. The software provides a straightforward platform for creating visually appealing slides, allowing presenters to integrate text, images, and multimedia seamlessly. With a plethora of built-in templates and design tools, PowerPoint enables users to craft professional-looking presentations without extensive design skills.

The compatibility of PowerPoint files across different devices and operating systems ensures easy sharing and collaboration. Its robust features, including animations, transitions, and speaker notes, enhance engagement and convey complex information effectively.

As a staple in business and educational settings, PowerPoint's familiarity and integration with various technologies make it a go-to tool for delivering impactful meeting presentations that captivate audiences and facilitate effective communication.

Pro tips for delivering an impactful presentation

Delivering an impactful presentation requires a combination of preparation, confidence, and audience engagement. Start by thoroughly understanding your content and audience. Craft a compelling narrative with a clear structure, focusing on key messages. Utilize visuals effectively, incorporating charts, graphs, and images to enhance understanding. Practice your delivery to ensure a confident and natural presentation style.

Consider the pacing of your speech and maintain eye contact to connect with your audience. Use gestures and body language to emphasize key points. Be prepared to adapt to audience reactions and questions, fostering interaction. Manage nervousness by focusing on your message and the value you bring. Lastly, seek feedback for continuous improvement. By incorporating these pro tips, you can deliver presentations that captivate and leave a lasting impact on your audience.

How can I create an effective meeting presentation template?

Creating an effective meeting presentation template involves thoughtful design and consideration of your audience and content. Begin with a clean layout that aligns with your brand or theme. Use a consistent color scheme and fonts for a professional look. Include placeholders for titles, text, and visuals, ensuring flexibility for various content types. Integrate your logo and branding elements to enhance recognition.

Prioritize simplicity, allowing for easy customization while maintaining visual appeal. Test the template's functionality and coherence, adjusting as needed. By focusing on clarity, consistency, and adaptability, you can craft a versatile meeting presentation template that streamlines the creation process and enhances overall visual impact.

Choosing the right template for your meeting

Choosing the right template for your meeting is crucial for creating a visually appealing and cohesive presentation. Consider the nature of your meeting, whether it's a formal business gathering, a creative workshop, or an educational session. Select a template that aligns with the overall theme and purpose of your presentation. Pay attention to color schemes, fonts, and layouts that complement your content and brand identity. Evaluate the template's structure, ensuring it accommodates your agenda and content flow.

Prioritize simplicity and clarity to enhance audience comprehension. Customizability is key, allowing you to adapt the template to your specific needs. By thoughtfully choosing a template that resonates with your meeting's objectives, you set the stage for a visually engaging and impactful presentation.

Customizing a meeting presentation template to fit your needs

Customizing a meeting presentation template is essential to tailor it to your specific needs and enhance its effectiveness. Begin by replacing the default content with relevant information, ensuring clarity and alignment with your presentation goals. Adjust the color scheme and fonts to match your brand or personal preferences, fostering a cohesive and professional look. Add or remove slides as necessary to accommodate your agenda and content structure. Incorporate your organization's logo and branding elements for a personalized touch. 

Fine-tune the layout to optimize visual appeal and maintain consistency throughout the presentation. Pay attention to spacing, imagery, and the overall flow to create a polished and engaging template. By adapting each element to your requirements, you transform a generic template into a powerful tool that effectively communicates your message and resonates with your audience.

Utilizing PowerPoint or other presentation software for your meeting

Leveraging presentation software like PowerPoint for your meeting provides a dynamic platform to convey information effectively. With user-friendly interfaces, these tools allow you to craft visually engaging slides that incorporate text, images, charts, and multimedia elements. PowerPoint, in particular, offers a vast array of templates, design tools, and animation features, streamlining the creation process.

The ability to customize layouts, fonts, and colors ensures alignment with your branding or theme. Presentation software enhances audience engagement through visual aids, facilitating clearer communication of complex ideas. Additionally, compatibility across devices and easy sharing options contribute to seamless collaboration.

Whether it's PowerPoint or alternative software, utilizing these tools empowers presenters to deliver polished, professional, and impactful meetings that resonate with participants.

Tip for incorporating visual aids into your meeting presentation

Incorporating visual aids into your meeting presentation enhances engagement and reinforces key messages. Begin by aligning visuals with your content, ensuring they complement rather than distract. Use high-quality images, charts, and graphs to convey complex information. Maintain a consistent design theme for a polished look. Limit text on each slide, emphasizing concise, impactful points. Integrate animations sparingly to enhance transitions and maintain audience focus. Ensure readability by selecting appropriate fonts and font sizes. Practice your presentation with visuals to refine timing and delivery. 

Be prepared to explain each visual, providing context for better comprehension. Utilizing well-designed visual aids not only reinforces your message but also captivates your audience, making your meeting presentation more memorable and impactful.

Popular templates for meeting presentations

Popular templates for meeting presentations cater to diverse needs, providing versatile options for various occasions. Business professionals often opt for clean and professional templates with minimalist designs, featuring sections for agenda, key points, and data visualization. Creative templates are favored in brainstorming or design-oriented meetings, offering dynamic layouts and space for innovative ideas.

Educational templates include interactive elements and areas for instructional content. Board meetings benefit from structured templates with designated sections for reports, updates, and discussions. Google Slides, PowerPoint, and Keynote offer an extensive array of popular templates that users can customize.

Regardless of the theme, the best templates facilitate a seamless flow, maintain visual appeal, and contribute to a cohesive and impactful meeting presentation.

What are the best practices for presenting during a meeting?

Best practices for presenting during a meeting involve thorough preparation, starting with a clear understanding of your audience and content. Craft a compelling narrative with a structured outline. Utilize visuals judiciously for clarity, and practice your delivery to enhance confidence and fluency. Maintain eye contact, use gestures purposefully, and adapt to audience reactions. Manage time effectively, allowing for Q&A.

Seek feedback for continuous improvement and always stay attuned to the needs and dynamics of the meeting. Engaging, clear, and well-organized presentations contribute to a successful meeting experience for both presenters and attendees.

Tips for keeping your audience engaged during a meeting presentation

Keeping your audience engaged during a meeting presentation is crucial for effective communication. Begin with a compelling introduction that captures attention and establishes relevance. Utilize visuals, such as slides, infographics, or videos, to convey information in a dynamic and accessible manner. Incorporate interactive elements like polls, questions, or discussions to involve participants actively. Maintain a conversational tone, avoiding monotonous delivery. Vary your presentation pace and employ gestures to emphasize key points.

Encourage audience participation through Q&A sessions or interactive activities. Break longer presentations into digestible segments to sustain interest. Lastly, be responsive to audience cues, adapting your approach based on their reactions. By employing these tips, you can create a more engaging and memorable meeting presentation experience for your audience.

How to structure your meeting presentation for maximum impact

Structuring your meeting presentation for maximum impact involves careful planning and a strategic approach.

Begin with a compelling introduction, clearly stating the purpose and relevance of your presentation. Develop a well-organized outline, dividing content into logical sections. Create a narrative flow that guides the audience through your key points seamlessly. Use visuals strategically to enhance understanding and retention. Incorporate interactive elements or discussions to maintain engagement. Ensure a smooth transition between sections, building anticipation for each segment. 

Conclude with a strong summary and a call to action if applicable. Practice your delivery to refine timing and clarity. A structured presentation not only facilitates comprehension but also captivates your audience, leaving a lasting impact.

Ways to effectively convey your message during a meeting presentation

Effectively conveying your message during a meeting presentation requires a thoughtful and strategic approach.

Begin by understanding your audience and tailoring your content to their needs and interests. Clearly define your key message and structure your presentation to emphasize these points. Use engaging visuals, such as slides or infographics, to support and enhance your verbal communication. Practice a confident and clear delivery, paying attention to tone and body language. Incorporate real-life examples or anecdotes to make your message relatable. Encourage audience interaction through questions or discussions, fostering a dynamic exchange. 

Be mindful of time management to avoid information overload. Lastly, seek feedback and be open to adjusting your approach based on the audience's response. By employing these strategies, you can ensure that your message is not only heard but also understood and remembered by your audience.

Utilizing graphs and charts in your meeting presentation

Incorporating graphs and charts into your meeting presentation is a powerful way to convey complex information visually, keeping your audience engaged and enhancing overall comprehension.

Utilize popular meeting presentation templates available in PowerPoint, Google Slides, or Keynote for a customizable and professional layout. Graphs and charts, when strategically placed, make your presentation visually appealing and persuasive, catering to diverse learning styles. Craft infographics that provide a snapshot of key data, making it easy for your audience to grasp important insights. This visual approach adds an element of creativity to your business presentation, making it more compelling and memorable for stakeholders, including board members, corporate teams, and department heads.

Strategies for adapting your presentation to different types of meetings

Adapting your presentation to different types of meetings involves strategic planning and customization.

Begin by selecting a suitable meeting presentation template, ensuring it aligns with the specific nature and formality of the gathering, be it a board meeting, corporate event, or departmental briefing. Tailor your content to address the unique interests and expectations of your audience, incorporating persuasive elements such as graphs and charts to engage stakeholders effectively. Adjust your tone, language, and level of detail based on the formality of the meeting and the familiarity of the audience with the topic. 

Proactively address potential questions and concerns to enhance clarity. Employing these adaptive strategies ensures that your presentation resonates with various audiences, making it a valuable tool for communication in diverse meeting settings.

How to impress your audience with a meeting presentation?

Impressing your audience with a meeting presentation involves a combination of strategic planning, engaging content, and confident delivery.

Begin by selecting an eye-catching meeting presentation template that aligns with the tone of your message. Craft a compelling introduction to capture attention, clearly stating the purpose and relevance of your presentation. Utilize visually appealing elements such as graphs and charts to convey information in a digestible format. Ensure a well-organized structure that guides the audience seamlessly through key points. Practice your delivery to enhance confidence, maintaining a conversational tone and incorporating expressive gestures. Foster audience engagement through interactive elements or discussions.

Conclude with a strong and memorable summary. By combining these elements, you can leave a lasting impression on your audience, making your meeting presentation both impactful and memorable.

Creating a visually appealing meeting presentation

Creating a visually appealing meeting presentation is essential for capturing and maintaining your audience's attention.

Begin with a visually pleasing meeting presentation template, ensuring it aligns with the theme and formality of your presentation. Use a cohesive color scheme and professional fonts to enhance readability. Incorporate high-quality images, graphics, and icons to add visual interest and support key points. Utilize spacing and layout effectively to avoid clutter and maintain a clean, organized look. Consistency in design elements throughout the presentation enhances its professional appearance. Incorporating visually engaging elements not only makes your content more accessible but also contributes to a positive and memorable audience experience.

By combining these design principles, you can create a visually appealing meeting presentation that effectively conveys your message and resonates with your audience.

Delivering a persuasive pitch during a meeting presentation

Delivering a persuasive pitch during a meeting presentation requires a strategic blend of compelling content, confident delivery, and audience engagement.

Begin by clearly defining your key message and aligning it with the needs and interests of your audience. Craft a compelling narrative that includes relevant data, anecdotes, and persuasive elements. Utilize a visually appealing meeting presentation template to enhance professionalism. Practice your delivery to ensure a confident and dynamic presentation, paying attention to tone, pace, and body language. Foster audience engagement through interactive elements, questions, or discussions. Address potential concerns proactively and provide solutions.

Conclude with a strong call to action, prompting your audience to take the desired next steps. By combining these elements, you can deliver a persuasive pitch that not only captivates your audience but also motivates them to act on your proposed ideas or recommendations.

Tips for using PowerPoint to make an impactful meeting presentation

Leveraging PowerPoint effectively can significantly enhance the impact of your meeting presentation.

Begin by selecting a visually appealing meeting presentation template that aligns with your content and audience. Maintain a clean and organized layout, avoiding clutter to enhance visual clarity. Use bullet points, graphics, and charts to convey information concisely and memorably. Employ consistent fonts and color schemes for a professional look. Utilize animations and transitions judiciously to add dynamism without distracting from your message. Practice your delivery to ensure seamless integration with your slides. Incorporate impactful visuals, such as images and infographics, to support key points.

Remember that PowerPoint is a tool to complement your presentation, not overshadow it. By following these tips, you can harness the power of PowerPoint to create an impactful meeting presentation that effectively communicates your message.

Engaging your audience during a business meeting presentation

Engaging your audience during a business meeting presentation is crucial for a successful delivery.

Begin by capturing attention with a compelling introduction, clearly outlining the purpose and relevance of your presentation. Foster interaction through strategically placed questions, discussions, or audience participation activities. Utilize a visually appealing meeting presentation template to enhance engagement and maintain a professional appearance. Incorporate relatable anecdotes or case studies to make your content more accessible.

Keep your delivery dynamic by varying your tone, pace, and gestures. Address potential concerns proactively and encourage questions throughout the presentation. Emphasize the benefits or solutions your content offers to maintain audience interest. By creating an interactive and engaging atmosphere, you can ensure that your business meeting presentation resonates with your audience and effectively conveys your message.

How to make your meeting presentation memorable and effective

To make your meeting presentation memorable and effective, focus on creating a lasting impact on your audience.

Begin with a compelling story or anecdote to captivate attention from the start. Structure your content logically, emphasizing key messages and supporting them with visuals. Use a visually appealing meeting presentation template that aligns with your brand and enhances the overall experience. Incorporate memorable quotes, relevant statistics, or relatable examples to reinforce key points. Ensure a dynamic delivery by varying your tone and pace. Encourage audience interaction through questions or discussions.

Conclude with a strong and concise summary, leaving a lasting impression. Follow up with a well-designed handout or supplementary materials for reinforcement. By combining these elements, you can make your meeting presentation both memorable and effective, ensuring that your message resonates with your audience long after the presentation concludes.

Why is it important to tailor your presentation to the specific meeting?

Tailoring your presentation to the specific meeting is essential for effective communication and audience engagement. Understanding the context, goals, and expectations of the meeting allows you to customize your content, making it more relevant and impactful. This tailored approach demonstrates a commitment to meeting participants and enhances the likelihood that your message will resonate.

By aligning your presentation with the unique needs of the audience, you create a connection that fosters interest, comprehension, and retention. It also showcases adaptability and consideration, contributing to a more positive and productive meeting experience for all involved.

Adapting your meeting presentation to the audience and purpose

Adapting your meeting presentation to the audience and purpose is pivotal for a successful communication strategy. Tailor your content to suit the knowledge level, interests, and expectations of your audience.

Consider their background, industry, and specific needs to ensure relevance. Align your language and examples with their familiarity to enhance understanding. Catering to the purpose of the meeting involves clarifying whether the goal is to inform, persuade, or collaborate, and adjusting your tone and content accordingly.

A clear understanding of your audience and purpose allows you to deliver a presentation that resonates, captivates, and effectively conveys your message, fostering engagement and achieving your desired outcomes.

Addressing the specific needs and goals of the meeting in your presentation

Addressing the specific needs and goals of the meeting in your presentation is paramount for success.

Begin by understanding the objectives and expectations of the gathering. Tailor your content to directly align with these goals, ensuring that your presentation provides valuable insights, solutions, or information. Consider the unique needs of the audience and adapt your messaging to resonate with their concerns or interests. Clearly articulate how your presentation contributes to meeting objectives, whether it's to inform, persuade, or collaborate.

By directly addressing the specific needs and goals of the meeting, your presentation becomes more focused, relevant, and impactful, leading to a more meaningful and productive engagement with your audience.

Utilizing speaker notes and cues for a tailored meeting presentation

Utilizing speaker notes and cues is an effective strategy for delivering a tailored meeting presentation. Speaker notes allow you to include additional context, key points, and reminders to ensure that your message aligns with the specific needs of the audience and the goals of the meeting. These notes provide a roadmap for your delivery, helping you maintain a focused and tailored approach. Cues can include prompts for engaging the audience, emphasizing crucial points, or adjusting your tone to suit the atmosphere.

By leveraging speaker notes and cues, you enhance your ability to customize content on the fly, respond to audience reactions, and address unexpected questions, ensuring that your meeting presentation remains adaptable, relevant, and finely tuned to the unique context of each engagement.

Key strategies for customizing your meeting presentation content

Customizing your meeting presentation content involves several key strategies to ensure relevance and engagement.

Begin by understanding your audience's background, interests, and expectations. Tailor your messaging to align with their knowledge level, using language and examples they can relate to. Incorporate relevant data and insights that directly address the specific needs and challenges of your audience. Structure your presentation to match the goals of the meeting, whether it's to inform, persuade, or collaborate. Use visual aids and graphics that resonate with the audience and enhance comprehension.

Be adaptable, and ready to adjust your content based on real-time audience reactions or questions. By employing these strategies, you can create a meeting presentation that is not only customized but also impactful, fostering meaningful connections with your audience.

Why a personalized approach enhances the impact of your meeting presentation

A personalized approach significantly enhances the impact of your meeting presentation, turning it into a memorable and engaging experience.

By customizing your content using a meeting presentation template, you ensure that your message aligns with the specific needs and preferences of your audience. Tailoring your presentation to address their concerns and interests makes it more relatable and persuasive. Utilizing customizable features, such as graphs, visuals, and infographics, adds a professional touch and keeps your audience engaged. 

A personalized presentation also demonstrates your commitment to understanding the unique challenges and goals of your stakeholders, fostering a stronger connection. This approach, coupled with pro tips for impactful delivery, transforms your meeting presentation into a powerful tool for effective communication and collaboration.

Introducing Dive: The Perfect AI Companion for 2023

Dive is your ultimate AI assistant for supercharging your meetings. Dive seamlessly integrates with popular video conferencing platforms, revolutionizing your meeting experience. 

With automated task allocation, real-time transcription , and insightful analytics, Dive ensures your meetings are efficient, engaging, and result-driven. Elevate collaboration and productivity with Dive and make every meeting count.

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Giving a meeting presentation might seem daunting, but taking time to prepare and practice can take your confidence to new heights. Try out these tips!

Nothing induces a yawn quite like someone monotonously reading information from slides. If this is you, then you might be dragging your team through meeting presentations that just don’t get points across in impactful ways. There’s a better way — or more accurately, ways — to do it. This article is your guide to confidently giving a powerful presentation that gets the point across while engaging your team.

What are the different types of presentations?

How to prepare for a meeting presentation, how should you begin a meeting presentation.

• What you should do during your presentation

Ways to wrap up your presentation

• 7 tips to have the best meeting presentation

Think about the reasons why you might call a meeting. You could be sharing project updates, encouraging your team after an exhausting project, or sharing important information about new company policies. Each of these meetings calls for a different type of presentation, but here’s the catch: The best practices for meeting presentations remain the same. We’ll get to those in a moment, but first, below are some presentation types you should get to know.

1 Informative

Informative presentations educate, update, or advise your team. You’re basically laying a foundation upon which your team can do the best possible job. Some potential occasions for informative presentations include introducing a new time tracking system or explaining how to use a new software platform.

During an informative meeting, you might display examples, comparisons, or graphs. But that’s not always the most fun (okay, maybe it’s never the most fun). Simplify complex information by playing games, including a video, or pursuing other ways to add some excitement to your presentation. 

Use a meeting management tool like Fellow to prepare for your presentation and have all your notes in one place.

2 Instructive

During instructive presentations, you get to play teacher. You’ll give your team detailed directions on how to reach collective and company goals. Think of them like a manual: They should tell your team how to use their tools to get the job done. But be sure to make them more exciting than manuals! Interactive, hands-on lessons can help make a cut and dry subject more engaging for your team.

3 Persuasive

Persuasive presentations convince attendees to adopt a viewpoint or agree with a proposed action plan. When you lead a persuasive meeting, you’ll typically provide anecdotes and rich details to engage listeners’ emotions. There’s really no better way to connect people with an argument – everyone loves a story. Persuasion is a particularly effective tactic in investor meetings .

4 Motivational

Inspiration and encouragement are the bread and butter of motivational presentations, which get your team excited to take the next steps toward success. These presentations appeal to your team’s emotions and encourage behavioral changes. After a successful motivational meeting , you should feel the energy in the room crank way up as everyone gets on board with your team goals.

5 Decision-making

Decision-making presentations help your team arrive at a decision or solve a problem. They help you make smart choices and prepare alternatives if something goes wrong. And even though making decisions can be tough, preparing your presentation can be easy. Just describe the situation at hand and specify the criteria influencing the decision, then use that all to plot a course of action. And then, act on it!

A progress presentation is all about giving updates. This presentation gets your team up to speed on the status of a project and details your remaining tasks and deadlines. A progress presentation is also a great opportunity to tell your team members how well they’re performing and celebrate their recent wins and accomplishments. Seriously, meetings don’t have to be all business – you do want your team to look forward to them!

Preparing for your presentation is just as important as actually presenting. Showing up to your meeting unprepared shows that you’re not prioritizing the meeting – and, more annoyingly, its attendees. A disorganized, repetitive presentation can also quickly lose your listeners’ attention. The below tips counter these challenges and make sure your team walks away educated, inspired, and well-equipped to do amazing things.

• Understand your team. Each team member is responsible for a different task or set of tasks. When you know who’s in the room, you can skip over the “101” of your strategy. This way, you don’t bore (or maybe even insult) your attendees by overexplaining what they already know. 
• Prepare in advance. Having a plan keeps your meeting thorough and well-organized. To plan your meeting, gather key information, organize your thoughts, and place those in the presentation. Tailor this important visual aid based on whether you’re meeting in-person, via phone, or by videoconference. You could use a PowerPoint template to create the most beautiful graph is all good and dandy, but you can’t show it on the phone. 
• Practice. This advice is age-old, but it’s been proven effective : Practice makes perfect. Seriously – running through your presentation ahead of time helps you memorize the key points you’ll share. This way, you can spend less time going through your memory Rolodex and more time connecting with your team. Practice also boosts your speaking confidence so your delivery is clear.

Eight seconds. That’s how much time you have to grab your team members’ attention . That’s it. That’s all. So clearly, your presentation’s introduction needs to spark your listeners’ interest. These ideas can quickly captivate your team’s attention.

• Tell a story. The human brain is wired to enjoy stories. Vibrant, compelling storytelling draws your team’s attention and helps listeners relate to your ideas. Start your presentation by captivating your team members’ emotions to set the tone for your presentation.
• Ask a question. Asking your team an open-ended question immediately invites them to participate in your presentation. Your team members’ answers can shed light on their viewpoints, and then, you can tailor your presentation accordingly.
• Use a short icebreaker activity. Icebreakers are a tried-and-true way to get your team engaged and encourage their participation. Whether in the form of questions or a quick game, icebreakers can get everyone pumped and ready to go.

What you should do during your meeting presentation

Once you’ve finished preparing, approach your presentation as a listener. If you don’t find your presentation interesting, neither will your team members.

Your presentation should do more than… well, present . Instead, show your listeners why they should care about your topic, and convey the information in ways that will get their attention. Consider the following tips.

• Engage your team. Appealing to the senses is a great start. Doing so both tugs at your listeners’ heartstrings and helps them retain key information. For example, use visual aids and colorful charts to appeal to sight. Engage listeners’ sense of touch by using props. Auditory examples include speaking enthusiastically and telling thought-provoking stories.
• Make eye contact. Reading directly from your notes or presentation can distance you from your listeners. Use your notes as a reference, and instead, focus on connecting with your listeners as you would during a normal conversation.
• Do quick check-ups. Checking in with your team throughout your presentation lets you gauge your team members’ attention and interest. Ask a quick question or solicit feedback about something you just discussed. If you don’t get much of a response, you’ll know attention and interest are low. And then, it’s on you to change things up and get all eyes back on you.
• Create space for questions. Don’t spend your entire presentation going through information. Instead, allow time for your listeners to ask questions. This way, you can further discuss points they don’t understand or address any concerns.

You had an exciting start and a thorough, engaging, presentation. Now, it’s time to seal the deal. Close things out with a brief summary and list some key takeaways. To give your presentation a memorable closing:

• End on a positive note. Thank your team for listening and participating. Use a call to action to further motivate your team. Giving your presentation a positive ending can hint at what you’ve set up your team members to achieve. And that prospect is always exciting.
• Talk about what’s next.  Don’t let the momentum end when your presentation does. Use meeting action items to show your listeners how to follow through on everything you’ve discussed. Assign your team members specific responsibilities, and explain any workflow or task changes stemming from your meeting.

7 tips and tricks to have the best meeting presentation

You now have the tools and knowledge to prepare an engaging presentation! But before it’s time to get on the podium (or just in front of the conference table), keep these tips in mind.

• Have a logical structure.
• Make it interactive.
• Glance at the clock.
• Create natural segues.
• Build your confidence.
• Let your personality shine through.

1 Have a logical structure.

A scattered presentation can easily lose your team’s attention. Facts and demonstrations should be a part of the structure where they won’t interrupt the natural flow of your presentation. Exclude examples or points that don’t directly contribute to your presentation.

2 Slow down.

Speakers tend to talk faster when they’re presenting – public speaking can be nerve-wracking! But rushing through your presentation can cause your team to miss key points and feel confused. Talk slower than normal – what seems slow to you is likely a perfect speed for your listeners.

3 Make it interactive.

Use questions, activities, and discussions to encourage team participation . You’ll keep listeners engaged and more receptive to your ideas.

4 Glance at the clock.

Occasionally checking the time can prevent you from lingering on certain points too long. This way, you can get through your full presentation without rushing or going too long.

5 Create natural segues.

Organize your presentation in a way that links ideas together and creates a smooth flow between points. Think of your presentation like a movie: There should be a transition from one “scene” to the next. This way, your team members can more easily follow along.

6 Build your confidence.

Practice, practice, practice. Imagine your living room is your meeting space, and practice giving your presentation aloud with no one present. The more you practice and present, the more confident you’ll become. And sure, it’s understandable to feel nervous before a presentation. But just trust yourself! You’ll do great.

7 Let your personality shine through.

Leave room for you in your presentation. If quirky jokes are your specialty, don’t hesitate to add them (where appropriate, and with discretion) into your presentation. If a personal story might perfectly explain a concept, there’s room for that too.

Presenting like a pro

Giving a meeting presentation might seem daunting, but taking time to prepare and practice can take your confidence to new heights. The tips in this article can help you level up your presentation skills and keep your listeners participating the entire time. And for every type of meeting presentation, Fellow has many resources to help you create meeting agendas, improve team engagement, and receive useful feedback from your employees.

Cross-Functional Meetings: Best Practices to Get Them Right 6 min read

Staff Meeting Agenda Blueprint: Best Practices and Checklist 8 min read

Hybrid Meetings: 10 Best Practices for Leaders 9 min read

See how leaders in 100+ countries are making meetings more productive and delightful.

Say goodbye to unproductive meetings. Fellow helps your team build great meeting habits through collaborative agendas, real-time notetaking, and time-saving templates.

End every meeting knowing who is doing what by when. Assign, organize, and prioritize all your meeting action items in one place.

Give and get feedback as work happens. Request and track real-time feedback on meetings, recent projects, and performance.

• Presentation

Glossary of Meeting Terms

• General Term

What is a Meeting Presentation?

A presentation is when a person communicates an idea to others. The term can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

• Skills You Need: What is a Presentation?
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Module 13: Public Speaking on the Job

Making a presentation for a meeting, learning objectives.

Create a presentation intended for a business meeting.

What’s considered an effective (that is, persuasive) presentation structure hasn’t changed fundamentally over the centuries. In his analysis of dramatic structure in the  Poetics , Aristotle identified a play as having three parts: a beginning, a middle, and an end. The story begins with a “complication” (problem), ends with an “unraveling” (resolution), and follows a logical sequence of events from beginning to end. Hollywood screenwriters use the same structure and dynamics. Screenwriter, producer, and author Syd Field, whom CNN called “the guru of all screen writers,” translated this simple, three-step structure into numerous books and workbooks, including the bestsellers  Screenplay: The Foundations of Screenwriting  and  The Screenwriter’s Workbook .

In a business context, a good presentation is an effective presentation. That is, a good presentation achieves its intended outcome. Clearly, in order to achieve a specific outcome or objective, you need to know what it is. So, prior to crafting the drama (in word or slide), you need to hone in on three things:

• The purpose of your presentation
• Your audience
• Your (one) message

For a review of these elements, refer to  What’s My Presentation About . Once you’re clear on those points, let’s proceed.

To build our presentation, we’ll use presentation expert Nancy Duarte’s interpretation of the classic three-part story structure illustrated in Figure 1. For additional perspective on this structure, watch her TED Talk, “ The Secret Structure of Great Talks ,” or read her Harvard Business Review article, “ Structure Your Presentation Like a Story .”

Persuasive story structure (Duarte, “Structure Your Presentation Like a Story,” 2012).

To Watch: Nancy Duarte, “How to tell a story”

In this short video, presentation expert Nancy Duarte talks about the importance of storytelling in a business context.

You can view the transcript for “Nancy Duarte: How to Tell a Story” here (opens in new window) .

The Beginning

The story starts with “What is”—the current state. Describe this baseline state in a way that is recognizable to the audience, allowing you and the audience to get in sync. With this base level of agreement, your audience will be more receptive to your proposed change.

The second step is to introduce “What could be.” The gap between what is and what could be adds tension and drama to your story and largely determines the significance of your presentation. If there’s no conflict, no proposed change, what’s the point of the presentation?

Let’s say you’re an analyst on the new product development team of a retailer known for exclusive, trend-forward “house” branded products. Your company’s reputation and revenue depend on consistent introduction of new consumer-product goods. Marketing and distribution are key strengths, but new-product performance is off, revenue is below expectations, and the company’s stock price recently fell 30 percent. Within your company, R&D (research & development) is strictly an insider’s game; any ideas or innovations that weren’t developed in-house are blocked. The problem is, you can’t innovate fast enough—or with enough market demand accuracy—to meet financial and stock market expectations. You and the other analysts on your team have been tracking innovation trends and successes and you think the answer is opening the R&D works to outside ideas and innovations. Here’s how you might lay out your presentation:

• What Is:  We missed our quarterly earnings numbers, largely due to a failure to meet our innovation success targets over the last six months.
• What Could Be:  Initial data suggests we could get back on track by modifying our R&D model to incorporate external innovations.

The bulk of your the presentation is developing the contrast between what is and what could be in order to set up your proposed resolution of the conflict or challenge. The objective is also to establish the validity of your arguments so your proposed call to action is perceived as a logical, ideally inevitable, conclusion of the conflict.

• What Is:  We currently bear the full cost and risk of developing new products and our innovation success rate—the percentage of new products that meet financial objectives—is running 25 percent below target.
• What Could Be:  Sourcing promising innovations from outside the company could reduce R&D costs and risk while also increasing our innovation success rate.
• What Is:  Our R&D process is taking so long that we’re missing trends and losing our market-leading brand reputation.
• What Could Be:  We could license or buy promising innovations for a fraction of the cost it would take to develop them from scratch and leverage our marketing and distribution strengths to claim shelf and market share.
• What Is:  Our below-plan performance and new-product pipeline is costing us political capital with executive management, and we’re at risk of losing budget and/or layoffs.
• What Could Be:  Adopting an open innovation culture would allow us to create partnerships that leverage our strengths and drive revenue, regaining a position of value within the company.

To craft a powerful close, heed Duarte’s advice and avoid a list of bullet point to-dos. Your objective here is to achieve resolution of the conflict introduced at the beginning, to issue a call to action that inspires your audience to support your vision of what could be a state Duarte refers to as the “new bliss.”

Call to Action

To recover our position of a source of revenue and brand value, we need to start working to build a culture and networks that support open innovation and accelerate the development of new products, regardless of the source of the idea.

Our ability to drive value secures our position and reputations in the company and in the marketplace and pays off in employee stock value and profit sharing.

The new bliss articulates the proposed and desired future state—incorporating the WIIFM, what’s in it for me—that motivates your audience to buy into and work to support the required change.

Practice Question

• Nancy Duarte: How to Tell a Story. Authored by : Stanford Graduate School of Business. Located at : https://youtu.be/9JrRQ1oQWQk . License : Other . License Terms : Standard YouTube License

How To Prepare a Meeting Presentation - 10 Practical Tips

Many of us will likely be required to give a presentation in a meeting at some point in our careers. And while it may be intimidating to stand in front of a group of people at 9 am and plainly state your thoughts, if done well, it can help skyrocket your confidence, credibility, and of course, career.

December 1, 2022

What's Inside?

But meeting presentations are just so easy to screw up. After all, compressing complicated business topics into a short series of slides is a challenge in itself. But then you also have to go and present those ideas to a group of people in such a way that they will understand and get on board with your ideas.

However, when delivered successfully, presentations may be a powerful tool for spreading your ideas. But not just that. A powerhouse presentation will also instill within the audience a fresh perspective on the presenter's authority and credibility.

And for that very purpose, here at Decktopus, we have put together a list of some of the most effective strategies you can use to plan, deliver, and follow up on your meeting presentation, so the next time you feel a bit overwhelmed, you can still get out there and captivate the audience!

You might also like:

• 50+ Best Presentation Ideas, Tips & Templates
• About Me Powerpoint Template: A Simple, Easy To Use Template
• Top 5 Great Public Speakers and What We Can Learn From The m

Know Your Audience

Before you put pen to paper, you first need to know to whom you will be presenting your ideas. And this means much more than knowing the names and credentials of each audience member.

A successful presenter must know her audience in excruciating detail. This includes their level of grasp on the subject, education, sense of humor, what they ate last night, and all other idiosyncrasies you can use to increase their immersion in the presentation.

Think of yourself as a second-hand car dealer. If a client came in wearing a Prada suit, you wouldn’t show them the Reliant Robin that’s been lying around for the last twenty years with rust patterns beginning to resemble famous prophets. No, you would direct them to the shiny new Mercedes that just came in yesterday.

This is because, even though you might want to sell a particular car, the client may not be interested in that specific design. And as a successful dealer, you must consider what your customer may be interested in beforehand and offer them the exact car or, in this case, presentation they want.

Use the information you have on your audience to structure your approach. For instance, you don’t want to use strings of big words if the audience isn’t as knowledgeable on the subject as you.

And similarly, decide on how much conversation grease you need to use depending on how much you think they will be invested in the presentation. For example, if you catch someone yawning, it might be just the opportunity to break the fourth wall and joke with them about the time they passed out on the copy machine.

It’s a complex recipe to make, but when you get it right, you’ll not only secure your audience’s attention but also make your message all the more memorable.

Do Your Research

A successful meeting begins before it even begins. The better your meeting preparation, the more effective your meeting will be.

When you arrive unprepared for a meeting, it shows that you aren't giving the meeting — or, more frustratingly, its audience — priority.

The good news is that everyone can deliver captivating presentations to their audience with careful research.

To be ready for queries, you must be knowledgeable in your subject. However, you also need to know how to mold it to convey the message you want the audience to take away.

Know the presentation's goals inside and out, and try to determine what the audience will find most interesting rather than what you are most eager to share with them.

Share the statistics that will have the biggest influence on your audience and that best support your arguments. To help make your point, use graphs, charts, or other visual materials.

Also, don’t forget to prepare a list of questions in advance. You'd be surprised at how impressed the audience would be to learn that you have done your research before the meeting.

Outline Your Presentation

As we mentioned in ‘Top Presentation Statistics for 2022’ most people consider ‘the story’ the most important and memorable part of a presentation. This means that your meeting presentation has to follow a well-structured narrative.

For most purposes, a modified version of the simple three-step presentation structure will be a suitable foundation to deliver a message successfully. Let’s go into more detail on how to make good use of each step.

Introduction

In any presentation, the primary objective of the introduction is to present the topic of discussion and the key message of the presentation itself. Some phrases you can use in this section are:

• 'Today I would like to talk about a very critical issue with our...'
• 'It is vital to understand that...'
• 'I believe this can be solved by...'

This section of your presentation supports your primary message. Each of your main points should be discussed in a clear and logical order. As you go, be sure to explain how these points relate to one another and to your main point. Phrases like the following may be beneficial:

• ‘Firstly, we must consider…’
• ‘As I mentioned before, this will enable us to…’
• ‘We must keep in mind the effects of…’

The ending of your presentation is an excellent chance to go over your key messages and their significance. In this section, you may benefit from a heavier use of literary techniques if the context is suitable to do so. Some typical phrases from the conclusion sections are:

• ‘Having seen the data, I am sure that you will agree with me when I say…’
• ‘And remember…’

This simple template should provide a suitable basis for you to expand according to the specificities of your presentation.

For example, it is common to see some meeting presentations require a much larger introduction section if the topics explained include many complex components. On the other hand, some may find it more beneficial to keep it short and punctual to evoke emotion in the audience.

Create a First Draft

“It doesn’t matter if it’s good right now, it just needs to exist.” — Austin Kleon

Most of us who are not in the antiques and collectibles industry can probably agree that the first version of something is usually not the best. The same principle goes for preparing meeting presentations as well.

The great thing about first drafts is that they give you the chance to visualize all the material you have developed thus far. Once you can see all your ideas in one place, you can start building off them, making additions where they may be helpful or omissions where necessary.

It will also serve as a creative playground. A solid practice among writers is to write down everything that comes to your mind and then pick and choose the sections that you think will be the best for the slide.

Design Your Presentation Slides

To most of us, a presentation’s graphic design side may seem a bit of a hassle. And according to Northern Illinois University , ‘Poorly designed presentation materials’ is one of the areas that students struggle with the most.

This is an important aspect of any successful presentation. Because, no matter how interesting your message is, if your audience is unable to keep up with the presentation, they are unlikely to be immersed in the content. The key to a successful presentation design is to structure it in such a way that it supports the message with eye-catching imagery while remaining simplistic.

There are several tried and tested tactics you can use to calibrate your visuals for this exact purpose:

• Avoid huge blocks of text
• Present one key point per slide
• Use quotes, images, and infographics
• Choose a font size that is visible when projected
• Keep the number of fonts to a minimum

Rehearse a Lot, Rehearse Aloud!

Rehearsal is critical for delivering an effective presentation. Rehearsing boosts your confidence, ensures you fully understand your material, and allows you to hone your presentation skills before the big meet.

It is critical to practice delivering your speech as well as using your visual aids, as many bits of hardware have a nasty tendency to malfunction right in the middle of a presentation.

This way, you will be better prepared for the actual presentation and get specific insights about its current state that you can use to tweak certain areas. For example, if the presentation takes a bit too long in your rehearsal, you will know, and be able to shorten it before actually getting in front of the audience.

Also, you might want to take this chance to choose and refine your mimics and gestures too, as these also play a prominent role in successfully conveying the desired message.

Prepare Written Notes

Generally, most people tend to believe that if they are delivering a presentation or a speech, they must be able to do so entirely from memory, without the use of notes. They seem to believe notes are cheating or make them appear unsure of their material. But it could not be further from the truth!

As a matter of fact, many public figures oftentimes make use of small notes in their speeches or presentations. This shows that they know the importance of sticking to your predetermined flow structure, and are aware that without a little reminder, it is entirely possible to lose track in the moment.

And what better way to remind yourself of your next topic of discussion than a small note?

Below we listed two of the most common types of notes used in speeches and presentations.

A4 Sheets of Paper

For more complex or longer topics, placing your notes on sheets of paper may work much better than other types of notes, simply because it allows you to write down so much more information. Just imagine trying to fit a 40-slide presentation into cue cards!

Advantages:

• Much more room for more detailed notes
• Can read verbatim in the worst-case scenario
• Can serve as a script if the presentation format allows it

Disadvantages:

• Looks very unprofessional if the presenter is standing
• Much larger and easy to drop

These little cards are an absolute wonder for many public speakers, but can also be used very effectively when doing a meeting presentation.

There are different ways to use cue cards, but the most effective way seems to be to note down the topic of discussion for that duration of the presentation and a sentence transition to move on to the next topic. Cue cards are also notoriously slippery. So don’t forget to number them just in case.

• Much smaller and easy to carry
• Barely visible, and doesn’t hurt your credibility
• Very limited space to write notes
• Can cause confusion if numbered/ordered incorrectly

Engage The Audience

According to the University of Minnesota Extension , "Tasks and processes that engage group members will help create more effective meetings and good results." Now, this should not come as a huge shock. Because if you think about it, the more you manage to engage your audience with the content, the more immersive and memorable it will be for them.

By giving your audience a chance to go beyond listening, and interact with your content, you will be establishing a basis for discussion around the topics in your presentation. This will not only make people more interested and invested in what you have to say but also work actively to find points of discussion within it.

Also, if you've ever been nervous in front of an audience, you'll understand how much of a difference it makes in terms of atmosphere when you can get the audience engaged right away. It not only helps you to gain confidence and calm your nerves, but it can also significantly improve the impact of your words.

Start Your Presentation Right

8 seconds. You have that much time to capture the interest of your audience. Between 2000 and 2015, decreased by about a quarter, and our ability to focus has since fallen behind that of the notoriously ill-focused goldfish, who are able to focus on a task or object for 9 seconds.

So clearly, the opening of your presentation has to pique the interest of your audience. Here are some ways to do that:

• Tell a story: You must engage your audience if you want to ace a presentation. The easiest approach to achieve this is to include a little story that relates to your presentation and the reason you are discussing that subject. If appropriate, you can draw the audience's attention by sharing brief, memorable anecdotes from your own experiences.

We are more likely to listen and remember information when it is presented in this way because the human brain enjoys a good story. Additionally, we are more responsive and less skeptical to the information that is about to be conveyed.

• Ask a question: Questions are one of the most interactive ways to start a presentation. You can pose a question and ask for a show of hands to maximize audience engagement.

Questions trigger a mental reflex known as “ instinctive elaboration .” When asked, they take over the mind and that may be a strong starting point for a meeting.

Typically, rhetorical questions are designed to grab the audience's attention and nudge them toward forming an opinion. Just make sure the inquiry leads them to concur with the main point of your presentation.

• Use a short icebreaker activity: Icebreakers are a creditworthy method of engaging your audience.

Our brain is very sociable and loves to engage with others. So, prepare a little icebreaker to get everyone chatting. Although they might not be crucial in terms of content, they play a crucial role in engagement.

Leave nothing to chance and be sure you thoroughly prepare your opening because it could set the tone for the rest of the meeting. A strong start to your presentation will rouse the interest of the audience while a lackluster opening invites blank stares.

Encourage Questions and Discussions

There might not always be time for questions but you should always be prepared to be broiled just in case. No matter how bad it sounds, receiving questions means that your audience is listening.

What’s more, questions allow you to clarify anything that was unclear and to expand on a specific topic that your audience is interested in or that you forgot to cover.

Try to not go through the facts in your presentation in its entirety. Instead, give your audience ample opportunity to ask questions. You can then address any issues or further explore any concepts they don't comprehend in this way.

Since the audience typically asks questions out of genuine interest rather than to trip you up, think of it as a great opportunity to consider how you may expand your work.

Making the audience active participants by encouraging questions and discussions also makes it simpler for them to remember what they've learned.

And here's something that might help if you're anxious about answering questions: If there's someone in the audience you know and trust, ask them to ask you a question. Even better, give them the question they’ll be asking. That way, you can get things started and boost your confidence.

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Blog Beginner Guides 8 Types of Presentations You Should Know [+Examples & Tips]

8 Types of Presentations You Should Know [+Examples & Tips]

Written by: Krystle Wong Aug 11, 2023

From persuasive pitches that influence opinions to instructional demonstrations that teach skills, the different types of presentations serve a unique purpose, tailored to specific objectives and audiences.

Presentations that are tailored to its objectives and audiences are more engaging and memorable. They capture attention, maintain interest and leave a lasting impression. 

Don’t worry if you’re no designer —  Whether you need data-driven visuals, persuasive graphics or engaging design elements, Venngage can empower you to craft presentations that stand out and effectively convey your message.

Venngage’s intuitive drag-and-drop interface, extensive presentation template library and customizable design options make it a valuable tool for creating slides that align with your specific goals and target audience. 

Click to jump ahead:

8 Different types of presentations every presenter must know

How do i choose the right type of presentation for my topic or audience, types of presentation faq, 5 steps to create a presentation with venngage .

When it comes to presentations, versatility is the name of the game. Having a variety of presentation styles up your sleeve can make a world of difference in keeping your audience engaged. Here are 8 essential presentation types that every presenter should be well-acquainted with:

1. Informative presentation

Ever sat through a presentation that left you feeling enlightened? That’s the power of an informative presentation. 

This presentation style is all about sharing knowledge and shedding light on a particular topic. Whether you’re diving into the depths of quantum physics or explaining the intricacies of the latest social media trends, informative presentations aim to increase the audience’s understanding.

When delivering an informative presentation, simplify complex topics with clear visuals and relatable examples. Organize your content logically, starting with the basics and gradually delving deeper and always remember to keep jargon to a minimum and encourage questions for clarity.

Academic presentations and research presentations are great examples of informative presentations. An effective academic presentation involves having clear structure, credible evidence, engaging delivery and supporting visuals. Provide context to emphasize the topic’s significance, practice to perfect timing, and be ready to address anticipated questions. 

2. Persuasive presentation

If you’ve ever been swayed by a passionate speaker armed with compelling arguments, you’ve experienced a persuasive presentation . 

This type of presentation is like a verbal tug-of-war, aiming to convince the audience to see things from a specific perspective. Expect to encounter solid evidence, logical reasoning and a dash of emotional appeal.

With persuasive presentations, it’s important to know your audience inside out and tailor your message to their interests and concerns. Craft a compelling narrative with a strong opening, a solid argument and a memorable closing. Additionally, use visuals strategically to enhance your points.

Examples of persuasive presentations include presentations for environmental conservations, policy change, social issues and more. Here are some engaging presentation templates you can use to get started with: 

3. Demonstration or how-to presentation

A Demonstration or How-To Presentation is a type of presentation where the speaker showcases a process, technique, or procedure step by step, providing the audience with clear instructions on how to replicate the demonstrated action. 

A demonstrative presentation is particularly useful when teaching practical skills or showing how something is done in a hands-on manner.

These presentations are commonly used in various settings, including educational workshops, training sessions, cooking classes, DIY tutorials, technology demonstrations and more. Designing creative slides for your how-to presentations can heighten engagement and foster better information retention. 

Speakers can also consider breaking down the process into manageable steps, using visual aids, props and sometimes even live demonstrations to illustrate each step. The key is to provide clear and concise instructions, engage the audience with interactive elements and address any questions that may arise during the presentation.

4. Training or instructional presentation

Training presentations are geared towards imparting practical skills, procedures or concepts — think of this as the more focused cousin of the demonstration presentation. 

Whether you’re teaching a group of new employees the ins and outs of a software or enlightening budding chefs on the art of soufflé-making, training presentations are all about turning novices into experts.

To maximize the impact of your training or instructional presentation, break down complex concepts into digestible segments. Consider using real-life examples to illustrate each point and create a connection. 

You can also create an interactive presentation by incorporating elements like quizzes or group activities to reinforce understanding.

5. Sales presentation

Sales presentations are one of the many types of business presentations and the bread and butter of businesses looking to woo potential clients or customers. With a sprinkle of charm and a dash of persuasion, these presentations showcase products, services or ideas with one end goal in mind: sealing the deal.

A successful sales presentation often has key characteristics such as a clear value proposition, strong storytelling, confidence and a compelling call to action. Hence, when presenting to your clients or stakeholders, focus on benefits rather than just features. 

Anticipate and address potential objections before they arise and use storytelling to showcase how your offering solves a specific problem for your audience. Utilizing visual aids is also a great way to make your points stand out and stay memorable.

A sales presentation can be used to promote service offerings, product launches or even consultancy proposals that outline the expertise and industry experience of a business. Here are some template examples you can use for your next sales presentation:

6. Pitch presentation

Pitch presentations are your ticket to garnering the interest and support of potential investors, partners or stakeholders. Think of your pitch deck as your chance to paint a vivid picture of your business idea or proposal and secure the resources you need to bring it to life. 

Business presentations aside, individuals can also create a portfolio presentation to showcase their skills, experience and achievements to potential clients, employers or investors. 

Craft a concise and compelling narrative. Clearly define the problem your idea solves and how it stands out in the market. Anticipate questions and practice your answers. Project confidence and passion for your idea.

7. Motivational or inspirational presentation

Feeling the need for a morale boost? That’s where motivational presentations step in. These talks are designed to uplift and inspire, often featuring personal anecdotes, heartwarming stories and a generous serving of encouragement.

Form a connection with your audience by sharing personal stories that resonate with your message. Use a storytelling style with relatable anecdotes and powerful metaphors to create an emotional connection. Keep the energy high and wrap up your inspirational presentations with a clear call to action.

Inspirational talks and leadership presentations aside, a motivational or inspirational presentation can also be a simple presentation aimed at boosting confidence, a motivational speech focused on embracing change and more.

8. Status or progress report presentation

Projects and businesses are like living organisms, constantly evolving and changing. Status or progress report presentations keep everyone in the loop by providing updates on achievements, challenges and future plans. It’s like a GPS for your team, ensuring everyone stays on track.

Be transparent about achievements, challenges and future plans. Utilize infographics, charts and diagrams to present your data visually and simplify information. By visually representing data, it becomes easier to identify trends, make predictions and strategize based on evidence.

Now that you’ve learned about the different types of presentation methods and how to use them, you’re on the right track to creating a good presentation that can boost your confidence and enhance your presentation skills . 

Selecting the most suitable presentation style is akin to choosing the right outfit for an occasion – it greatly influences how your message is perceived. Here’s a more detailed guide to help you make that crucial decision:

1. Define your objectives

Begin by clarifying your presentation’s goals. Are you aiming to educate, persuade, motivate, train or perhaps sell a concept? Your objectives will guide you to the most suitable presentation type. 

For instance, if you’re aiming to inform, an informative presentation would be a natural fit. On the other hand, a persuasive presentation suits the goal of swaying opinions.

2. Know your audience

Regardless if you’re giving an in-person or a virtual presentation — delve into the characteristics of your audience. Consider factors like their expertise level, familiarity with the topic, interests and expectations. 

If your audience consists of professionals in your field, a more technical presentation might be suitable. However, if your audience is diverse and includes newcomers, an approachable and engaging style might work better.

3. Analyze your content

Reflect on the content you intend to present. Is it data-heavy, rich in personal stories or focused on practical skills? Different presentation styles serve different content types. 

For data-driven content, an informative or instructional presentation might work best. For emotional stories, a motivational presentation could be a compelling choice.

4. Consider time constraints

Evaluate the time you have at your disposal. If your presentation needs to be concise due to time limitations, opt for a presentation style that allows you to convey your key points effectively within the available timeframe. A pitch presentation, for example, often requires delivering impactful information within a short span.

5. Leverage visuals

Visual aids are powerful tools in presentations. Consider whether your content would benefit from visual representation. If your PowerPoint presentations involve step-by-step instructions or demonstrations, a how-to presentation with clear visuals would be advantageous. Conversely, if your content is more conceptual, a motivational presentation could rely more on spoken words.

6. Align with the setting

Take the presentation environment into account. Are you presenting in a formal business setting, a casual workshop or a conference? Your setting can influence the level of formality and interactivity in your presentation. For instance, a demonstration presentation might be ideal for a hands-on workshop, while a persuasive presentation is great for conferences.

7. Gauge audience interaction

Determine the level of audience engagement you want. Interactive presentations work well for training sessions, workshops and small group settings, while informative or persuasive presentations might be more one-sided.

8. Flexibility

Stay open to adjusting your presentation style on the fly. Sometimes, unexpected factors might require a change of presentation style. Be prepared to adjust on the spot if audience engagement or reactions indicate that a different approach would be more effective.

Remember that there is no one-size-fits-all approach, and the best type of presentation may vary depending on the specific situation and your unique communication goals. By carefully considering these factors, you can choose the most effective presentation type to successfully engage and communicate with your audience.

To save time, use a presentation software or check out these presentation design and presentation background guides to create a presentation that stands out.    

What are some effective ways to begin and end a presentation?

Capture your audience’s attention from the start of your presentation by using a surprising statistic, a compelling story or a thought-provoking question related to your topic. 

To conclude your presentation , summarize your main points, reinforce your key message and leave a lasting impression with a powerful call to action or a memorable quote that resonates with your presentation’s theme.

How can I make my presentation more engaging and interactive?

To create an engaging and interactive presentation for your audience, incorporate visual elements such as images, graphs and videos to illustrate your points visually. Share relatable anecdotes or real-life examples to create a connection with your audience. 

You can also integrate interactive elements like live polls, open-ended questions or small group discussions to encourage participation and keep your audience actively engaged throughout your presentation.

Which types of presentations require special markings

Some presentation types require special markings such as how sales presentations require persuasive techniques like emphasizing benefits, addressing objections and using compelling visuals to showcase products or services. 

Demonstrations and how-to presentations on the other hand require clear markings for each step, ensuring the audience can follow along seamlessly. 

That aside, pitch presentations require highlighting unique selling points, market potential and the competitive edge of your idea, making it stand out to potential investors or partners.

Need some inspiration on how to make a presentation that will captivate an audience? Here are 120+ presentation ideas to help you get started. 

Creating a stunning and impactful presentation with Venngage is a breeze. Whether you’re crafting a business pitch, a training presentation or any other type of presentation, follow these five steps to create a professional presentation that stands out:

• Sign up and log in to Venngage to access the editor.
• Choose a presentation template that matches your topic or style.
• Customize content, colors, fonts, and background to personalize your presentation.
• Add images, icons, and charts to enhancevisual style and clarity.
• Save, export, and share your presentation as PDF or PNG files, or use Venngage’s Presentation Mode for online showcasing.

In the realm of presentations, understanding the different types of presentation formats is like having a versatile set of tools that empower you to craft compelling narratives for every occasion.

Remember, the key to a successful presentation lies not only in the content you deliver but also in the way you connect with your audience. Whether you’re informing, persuading or entertaining, tailoring your approach to the specific type of presentation you’re delivering can make all the difference.

Presentations are a powerful tool, and with practice and dedication (and a little help from Venngage), you’ll find yourself becoming a presentation pro in no time. Now, let’s get started and customize your next presentation!

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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

For many people the thought of delivering a presentation is a daunting task and brings about a  great deal of nerves . However, if you take some time to understand how effective presentations are structured and then apply this structure to your own presentation, you’ll appear much more confident and relaxed.

Here is our complete guide for structuring your presentation, with examples at the end of the article to demonstrate these points.

Why is structuring a presentation so important?

If you’ve ever sat through a great presentation, you’ll have left feeling either inspired or informed on a given topic. This isn’t because the speaker was the most knowledgeable or motivating person in the world. Instead, it’s because they know how to structure presentations – they have crafted their message in a logical and simple way that has allowed the audience can keep up with them and take away key messages.

Research has supported this, with studies showing that audiences retain structured information  40% more accurately  than unstructured information.

In fact, not only is structuring a presentation important for the benefit of the audience’s understanding, it’s also important for you as the speaker. A good structure helps you remain calm, stay on topic, and avoid any awkward silences.

What will affect your presentation structure?

Generally speaking, there is a natural flow that any decent presentation will follow which we will go into shortly. However, you should be aware that all presentation structures will be different in their own unique way and this will be due to a number of factors, including:

• Whether you need to deliver any demonstrations
• How  knowledgeable the audience  already is on the given subject
• How much interaction you want from the audience
• Any time constraints there are for your talk
• What setting you are in
• Your ability to use any kinds of visual assistance

Before choosing the presentation’s structure answer these questions first:

• What is your presentation’s aim?
• Who are the audience?
• What are the main points your audience should remember afterwards?

When reading the points below, think critically about what things may cause your presentation structure to be slightly different. You can add in certain elements and add more focus to certain moments if that works better for your speech.

What is the typical presentation structure?

This is the usual flow of a presentation, which covers all the vital sections and is a good starting point for yours. It allows your audience to easily follow along and sets out a solid structure you can add your content to.

1. Greet the audience and introduce yourself

Before you start delivering your talk, introduce yourself to the audience and clarify who you are and your relevant expertise. This does not need to be long or incredibly detailed, but will help build an immediate relationship between you and the audience. It gives you the chance to briefly clarify your expertise and why you are worth listening to. This will help establish your ethos so the audience will trust you more and think you’re credible.

Read our tips on  How to Start a Presentation Effectively

2. Introduction

In the introduction you need to explain the subject and purpose of your presentation whilst gaining the audience’s interest and confidence. It’s sometimes helpful to think of your introduction as funnel-shaped to help filter down your topic:

• Introduce your general topic
• Explain your topic area
• State the issues/challenges in this area you will be exploring
• State your presentation’s purpose – this is the basis of your presentation so ensure that you provide a statement explaining how the topic will be treated, for example, “I will argue that…” or maybe you will “compare”, “analyse”, “evaluate”, “describe” etc.
• Provide a statement of what you’re hoping the outcome of the presentation will be, for example, “I’m hoping this will be provide you with…”
• Show a preview of the organisation of your presentation

In this section also explain:

• The length of the talk.
• Signal whether you want audience interaction – some presenters prefer the audience to ask questions throughout whereas others allocate a specific section for this.
• If it applies, inform the audience whether to take notes or whether you will be providing handouts.

The way you structure your introduction can depend on the amount of time you have been given to present: a  sales pitch  may consist of a quick presentation so you may begin with your conclusion and then provide the evidence. Conversely, a speaker presenting their idea for change in the world would be better suited to start with the evidence and then conclude what this means for the audience.

Keep in mind that the main aim of the introduction is to grab the audience’s attention and connect with them.

3. The main body of your talk

The main body of your talk needs to meet the promises you made in the introduction. Depending on the nature of your presentation, clearly segment the different topics you will be discussing, and then work your way through them one at a time – it’s important for everything to be organised logically for the audience to fully understand. There are many different ways to organise your main points, such as, by priority, theme, chronologically etc.

• Main points should be addressed one by one with supporting evidence and examples.
• Before moving on to the next point you should provide a mini-summary.
• Links should be clearly stated between ideas and you must make it clear when you’re moving onto the next point.
• Allow time for people to take relevant notes and stick to the topics you have prepared beforehand rather than straying too far off topic.

When planning your presentation write a list of main points you want to make and ask yourself “What I am telling the audience? What should they understand from this?” refining your answers this way will help you produce clear messages.

4. Conclusion

In presentations the conclusion is frequently underdeveloped and lacks purpose which is a shame as it’s the best place to reinforce your messages. Typically, your presentation has a specific goal – that could be to convert a number of the audience members into customers, lead to a certain number of enquiries to make people knowledgeable on specific key points, or to motivate them towards a shared goal.

Regardless of what that goal is, be sure to summarise your main points and their implications. This clarifies the overall purpose of your talk and reinforces your reason for being there.

Follow these steps:

• Signal that it’s nearly the end of your presentation, for example, “As we wrap up/as we wind down the talk…”
• Restate the topic and purpose of your presentation – “In this speech I wanted to compare…”
• Summarise the main points, including their implications and conclusions
• Indicate what is next/a call to action/a thought-provoking takeaway
• Move on to the last section

5. Thank the audience and invite questions

Conclude your talk by thanking the audience for their time and invite them to  ask any questions  they may have. As mentioned earlier, personal circumstances will affect the structure of your presentation.

Many presenters prefer to make the Q&A session the key part of their talk and try to speed through the main body of the presentation. This is totally fine, but it is still best to focus on delivering some sort of initial presentation to set the tone and topics for discussion in the Q&A.

Other common presentation structures

The above was a description of a basic presentation, here are some more specific presentation layouts:

Demonstration

Use the demonstration structure when you have something useful to show. This is usually used when you want to show how a product works. Steve Jobs frequently used this technique in his presentations.

• Explain why the product is valuable.
• Describe why the product is necessary.
• Explain what problems it can solve for the audience.
• Demonstrate the product  to support what you’ve been saying.
• Make suggestions of other things it can do to make the audience curious.

Problem-solution

This structure is particularly useful in persuading the audience.

• Briefly frame the issue.
• Go into the issue in detail showing why it ‘s such a problem. Use logos and pathos for this – the logical and emotional appeals.
• Provide the solution and explain why this would also help the audience.
• Call to action – something you want the audience to do which is straightforward and pertinent to the solution.

Storytelling

As well as incorporating  stories in your presentation , you can organise your whole presentation as a story. There are lots of different type of story structures you can use – a popular choice is the monomyth – the hero’s journey. In a monomyth, a hero goes on a difficult journey or takes on a challenge – they move from the familiar into the unknown. After facing obstacles and ultimately succeeding the hero returns home, transformed and with newfound wisdom.

Storytelling for Business Success  webinar , where well-know storyteller Javier Bernad shares strategies for crafting compelling narratives.

Another popular choice for using a story to structure your presentation is in media ras (in the middle of thing). In this type of story you launch right into the action by providing a snippet/teaser of what’s happening and then you start explaining the events that led to that event. This is engaging because you’re starting your story at the most exciting part which will make the audience curious – they’ll want to know how you got there.

• Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

The remaining method structure is good for situations where you’re presenting your perspective on a controversial topic which has split people’s opinions.

• Go into the issue in detail showing why it’s such a problem – use logos and pathos.
• Rebut your opponents’ solutions  – explain why their solutions could be useful because the audience will see this as fair and will therefore think you’re trustworthy, and then explain why you think these solutions are not valid.
• After you’ve presented all the alternatives provide your solution, the remaining solution. This is very persuasive because it looks like the winning idea, especially with the audience believing that you’re fair and trustworthy.

Transitions

When delivering presentations it’s important for your words and ideas to flow so your audience can understand how everything links together and why it’s all relevant. This can be done  using speech transitions  which are words and phrases that allow you to smoothly move from one point to another so that your speech flows and your presentation is unified.

Transitions can be one word, a phrase or a full sentence – there are many different forms, here are some examples:

Moving from the introduction to the first point

Signify to the audience that you will now begin discussing the first main point:

• Now that you’re aware of the overview, let’s begin with…
• First, let’s begin with…
• I will first cover…
• My first point covers…
• To get started, let’s look at…

Shifting between similar points

Move from one point to a similar one:

• In the same way…
• Likewise…
• Equally…
• This is similar to…
• Similarly…

Internal summaries

Internal summarising consists of summarising before moving on to the next point. You must inform the audience:

• What part of the presentation you covered – “In the first part of this speech we’ve covered…”
• What the key points were – “Precisely how…”
• How this links in with the overall presentation – “So that’s the context…”
• What you’re moving on to – “Now I’d like to move on to the second part of presentation which looks at…”

Physical movement

You can move your body and your standing location when you transition to another point. The audience find it easier to follow your presentation and movement will increase their interest.

A common technique for incorporating movement into your presentation is to:

• Start your introduction by standing in the centre of the stage.
• For your first point you stand on the left side of the stage.
• You discuss your second point from the centre again.
• You stand on the right side of the stage for your third point.
• The conclusion occurs in the centre.

Key slides for your presentation

Slides are a useful tool for most presentations: they can greatly assist in the delivery of your message and help the audience follow along with what you are saying. Key slides include:

• An intro slide outlining your ideas
• A  summary slide  with core points to remember
• High quality image slides to supplement what you are saying

There are some presenters who choose not to use slides at all, though this is more of a rarity. Slides can be a powerful tool if used properly, but the problem is that many fail to do just that. Here are some golden rules to follow when using slides in a presentation:

• Don’t over fill them  – your slides are there to assist your speech, rather than be the focal point. They should have as little information as possible, to avoid distracting people from your talk.
• A picture says a thousand words  – instead of filling a slide with text, instead, focus on one or two images or diagrams to help support and explain the point you are discussing at that time.
• Make them readable  – depending on the size of your audience, some may not be able to see small text or images, so make everything large enough to fill the space.
• Don’t rush through slides  – give the audience enough time to digest each slide.

Guy Kawasaki, an entrepreneur and author, suggests that slideshows should follow a  10-20-30 rule :

• There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
• The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
• The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

Here are some additional resources for slide design:

• 7 design tips for effective, beautiful PowerPoint presentations
• 11 design tips for beautiful presentations
• 10 tips on how to make slides that communicate your idea

Group Presentations

Group presentations are structured in the same way as presentations with one speaker but usually require more rehearsal and practices.  Clean transitioning between speakers  is very important in producing a presentation that flows well. One way of doing this consists of:

• Briefly recap on what you covered in your section: “So that was a brief introduction on what health anxiety is and how it can affect somebody”
• Introduce the next speaker in the team and explain what they will discuss: “Now Elnaz will talk about the prevalence of health anxiety.”
• Then end by looking at the next speaker, gesturing towards them and saying their name: “Elnaz”.
• The next speaker should acknowledge this with a quick: “Thank you Joe.”

From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.

Example of great presentation structure and delivery

Having examples of great presentations will help inspire your own structures, here are a few such examples, each unique and inspiring in their own way.

How Google Works – by Eric Schmidt

This presentation by ex-Google CEO  Eric Schmidt  demonstrates some of the most important lessons he and his team have learnt with regards to working with some of the most talented individuals they hired. The simplistic yet cohesive style of all of the slides is something to be appreciated. They are relatively straightforward, yet add power and clarity to the narrative of the presentation.

Start with why – by Simon Sinek

Since being released in 2009, this presentation has been viewed almost four million times all around the world. The message itself is very powerful, however, it’s not an idea that hasn’t been heard before. What makes this presentation so powerful is the simple message he is getting across, and the straightforward and understandable manner in which he delivers it. Also note that he doesn’t use any slides, just a whiteboard where he creates a simple diagram of his opinion.

The Wisdom of a Third Grade Dropout – by Rick Rigsby

Here’s an example of a presentation given by a relatively unknown individual looking to inspire the next generation of graduates. Rick’s presentation is unique in many ways compared to the two above. Notably, he uses no visual prompts and includes a great deal of humour.

However, what is similar is the structure he uses. He first introduces his message that the wisest man he knew was a third-grade dropout. He then proceeds to deliver his main body of argument, and in the end, concludes with his message. This powerful speech keeps the viewer engaged throughout, through a mixture of heart-warming sentiment, powerful life advice and engaging humour.

As you can see from the examples above, and as it has been expressed throughout, a great presentation structure means analysing the core message of your presentation. Decide on a key message you want to impart the audience with, and then craft an engaging way of delivering it.

By preparing a solid structure, and  practising your talk  beforehand, you can walk into the presentation with confidence and deliver a meaningful message to an interested audience.

It’s important for a presentation to be well-structured so it can have the most impact on your audience. An unstructured presentation can be difficult to follow and even frustrating to listen to. The heart of your speech are your main points supported by evidence and your transitions should assist the movement between points and clarify how everything is linked.

Research suggests that the audience remember the first and last things you say so your introduction and conclusion are vital for reinforcing your points. Essentially, ensure you spend the time structuring your presentation and addressing all of the sections.

Staff meeting presentation: A comprehensive guide

Learn how to write staff meeting presentations that engage and inform your team, with this comprehensive guide.

Raja Bothra

Building presentations

Hello fellow presenter!

Welcome to the world of staff meetings and presentations!

In today's fast-paced business environment, effective communication and collaboration are paramount.

One of the essential tools in your arsenal for achieving this is a staff meeting presentation.

But what exactly is a staff meeting presentation, and why is it so important?

What is a staff meeting?

A staff meeting is a regular gathering of team members, stakeholders, or coworkers within an organization to discuss, update, and collaborate on various topics. These meetings play a crucial role in keeping everyone on the same page and moving towards common goals.

Why is a staff meeting presentation important?

Think of a staff meeting presentation as the secret ingredient that elevates your gathering from the mundane to the extraordinary. It's the moment when you seize the stage to captivate your audience, disseminate vital information, and ignite the spark of action. A well-structured presentation has the magical power to transform an ordinary meeting into a powerhouse of productivity and engagement.

But why is it so crucial? Here's the scoop: A staff meeting presentation is your compass for steering your team in the right direction. It aligns everyone on those paramount goals and objectives, ensuring that every team member knows precisely what they should be working toward. Picture it as the lighthouse guiding the ship through the stormy seas of tasks and projects, showing how each individual's efforts fit into the grand scheme of things.

Moreover, staff meeting presentations are your megaphone for sharing the latest news, vital updates, and key announcements. It's like having a front-row seat to the latest developments in your organization. And remember, a well-informed team is an empowered team.

But it doesn't stop there. These presentations are also your tool for gathering invaluable feedback and insights from your team. Ever had a brilliant idea for a new policy or product development but needed a second opinion? A presentation can open the floor for discussions, allowing you to harness the collective genius of your team.

Now, let's not forget about the fun side. Staff meeting presentations aren't just about business; they're also an opportunity to build team morale and camaraderie. Imagine it as the team's water cooler chat – but with a purpose. Celebrating successes, acknowledging achievements, and fostering connections are all part of the presentation game.

In a nutshell, a staff meeting presentation is a Swiss Army knife of team dynamics. It's a versatile tool that can significantly enhance communication and collaboration within your team, propelling everyone toward common goals and dreams.

But let's get real and talk specifics. Here are some examples of how a staff meeting presentation can work its magic:

• Sales goals unveiled: Picture a sales manager wielding a presentation to unveil the team's sales goals for the quarter. It's not just numbers and figures; it's the roadmap to success. The presentation also doubles as a strategy brainstorming session, igniting innovative ideas and collaborative spirits.
• Product updates and feedback: In the realm of product management, a presentation is the canvas on which a product manager showcases the latest developments in a new project. But it's not a one-sided show. The team's input on design and features becomes an integral part of the journey, making the final product a collective masterpiece.
• Company vision shared: A CEO, the captain of the ship, can use a presentation to share the company's financial performance, future goals, and grand plans. It's the moment when the entire team gets a panoramic view of where they're headed and how they contribute to the voyage.

Different types of staff meeting presentation

Staff meetings are a commonplace occurrence in the workplace, serving as a vital platform for communication, collaboration, and decision-making among team members and management. These meetings are a crucial element of any organization, allowing teams to synchronize their efforts and work towards common goals. One pivotal component of these meetings is presentations, which play a pivotal role in conveying information, facilitating discussions, and driving progress.

In this guide post, we will delve into various types of staff meeting presentations, each tailored to specific objectives, with the potential to enhance engagement, productivity, and the overall effectiveness of your team gatherings.

• Informational presentations: Informational presentations are the cornerstone of many staff meetings. They are used to convey facts, updates, or data essential for team members to stay informed. Typically, these presentations are straightforward and objective, focusing on providing vital information. Examples include financial reports, project updates, and key performance metrics. To ensure the information is easily understood by all team members, employ clear visuals and concise language.
• Training and development presentations: Training and development presentations are designed to boost the skills and knowledge of your staff. These presentations often cover a wide range of topics, from new software tools to industry trends and best practices. To engage your team and encourage active learning, consider incorporating interactive elements, such as quizzes or hands-on demonstrations.
• Problem-solving presentations: When the team encounters a specific challenge or issue, problem-solving presentations become invaluable. During these meetings, presenters define the problem, gather input from team members, and collaboratively brainstorm potential solutions. The primary goal is to find effective resolutions or strategies to address the issue at hand, fostering problem-solving skills and team cohesion.
• Project status updates: For teams engaged in various projects, project status updates are a must. These presentations offer a comprehensive view of the project's progress, highlighting milestones achieved, potential roadblocks, and upcoming tasks. Visual aids like Gantt charts and timelines can make project updates more engaging and informative, enabling teams to align their efforts effectively.
• Team building and motivational presentations: Team building and motivational presentations aim to boost team morale, enhance collaboration, and promote a positive work culture. These presentations often feature success stories, team accomplishments, and the recognition of outstanding employees. Encouraging participation and feedback can make team members feel valued, appreciated, and inspired to excel.
• Innovation and ideation sessions: Innovation and ideation sessions stimulate creative thinking and problem-solving. These presentations may involve brainstorming sessions or design thinking activities, encouraging team members to think beyond the conventional boundaries, propose novel ideas, and explore potential innovations within the organization.
• Departmental showcases: In larger organizations, departmental showcases provide individual teams or departments with the opportunity to shine a spotlight on their achievements, share best practices, and discuss their goals and challenges. These presentations promote transparency, cross-departmental understanding, and the sharing of valuable insights.

There are various types of staff meeting presentations, each tailored to specific objectives and designed to maximize the impact of your team meetings. The key to success lies in selecting the most appropriate presentation format for your specific meeting's purpose and ensuring that it is well-organized, informative, and engaging. Additionally, it's crucial to customize the presentation to suit the needs and preferences of the audience, ensuring that your staff meetings remain productive and impactful.

How to structure an effective staff meeting presentation

Creating an effective staff meeting presentation involves more than just throwing together a few slides. It's about crafting a compelling narrative that captures your audience's attention and conveys your message effectively. Here's a step-by-step guide to help you structure your presentation:

Step 1: Define your objective: Before you start crafting your presentation, ask yourself, "What is the goal of this meeting?" Your objective will guide the entire presentation, ensuring that every slide and word contributes to the bigger picture.

Step 2: Choose the right meeting template: Selecting the right template is the foundation of your presentation. It determines the layout, format, and overall look and feel of your slides. Whether you prefer powerpoint, google slides, or another format, choose a template that aligns with your message.

Step 3: Create an engaging introduction: Your presentation's introduction is your opportunity to grab your audience's attention. You might use a powerful quote, an intriguing question, or a surprising fact. Remember, the first impression matters.

Step 4: Outline your agenda: Start by providing a clear agenda for the meeting. Use a meeting agenda template to ensure that you cover all the important topics and stay on track.

Step 5: Break it down into stages: For complex topics, consider breaking your presentation into stages or sections. This makes it easier for your audience to digest the information.

Step 6: Visualize your data: Use graphics, icons, and visual aids to make your presentation more engaging and easier to understand. A well-placed graphic can often convey a message more effectively than words alone.

Step 7: Keep it concise: Avoid overwhelming your audience with too much information. Keep your slides and speaking points concise and to the point.

Step 8: Engage your audience: Encourage participation by asking questions, soliciting feedback, and involving your team members. Engaged attendees are more likely to retain and act upon the information presented.

Step 9: Summarize key takeaways: End your presentation with a clear summary of key takeaways and action items. This ensures that everyone leaves the meeting on the same page.

Do's and don'ts of a staff meeting presentation

While knowing what to do is important, it's equally vital to be aware of what to avoid during your staff meeting presentation. Let's explore some do's and don'ts:

• Be prepared : Familiarize yourself with the material and rehearse your presentation.
• Use a meeting template : powerpoint templates make your job easier and ensure a professional look.
• Encourage interaction : Engage your audience by asking questions and involving them in the discussion.
• Stick to the agenda : Stay on topic and respect everyone's time.

Don'ts

• Overwhelm with information : Avoid information overload by keeping your slides concise.
• Go off on tangents : Stick to the agenda and avoid unrelated topics.
• Rush : Speak clearly and at a comfortable pace. Rushing through your presentation can lead to misunderstandings.
• Forget the summary : Always conclude with a summary and action items to provide closure.

Summarizing key takeaways

• Importance of staff meetings and presentations: Staff meetings are essential for team alignment and productivity. Staff meeting presentations drive engagement and information sharing.
• Types of staff meeting presentations: Informational, training, problem-solving, project status, team building, innovation, departmental showcases.
• Creating effective presentations: Define objectives, choose templates, engage with an exciting intro, outline the agenda, use visuals, be concise, encourage participation, summarize key takeaways.
• Do's: Do prepare, use templates, engage the audience, stick to the agenda.
• Don'ts: Don't overwhelm with data, go off-topic, rush, or forget the summary.

Creating a successful staff meeting presentation is an art. It requires careful planning, the right tools, and the ability to engage your audience effectively. Whether you're using powerpoint, google slides, or another format, the key to success is in the details. Remember to choose a suitable template, structure your presentation well, and keep your audience engaged.

1. How can I prepare a staff meeting presentation without starting from scratch?

If you want to avoid the time-consuming task of creating a powerpoint presentation ppt from scratch, consider using a meeting powerpoint template. These templates are pre-designed, editable, and customizable, which makes it easier for you to refine the results. You can download a free team meeting powerpoint template to get started.

2. What elements should I include in my staff meeting presentation to make it a great presentation?

To create a great presentation, ensure that your meeting powerpoint includes an agenda slide, agenda items, and clear sections or stages to make your message flow smoothly. You can also add graphic elements in the slide to enhance visibility and engage your audience effectively.

3. How can I keep track of our weekly staff meetings and the information discussed during them?

One way to keep track of your weekly staff meetings is by creating meeting minutes. These documents help you record all the important details and decisions made during the meeting. You can use a powerpoint presentation to create meeting slides and include placeholders for meeting minutes.

4. Where can I find powerpoint templates specifically designed for team meetings?

If you're looking for team meeting powerpoint templates, you can try searching for them on Microsoft's website or use free google slides templates available online. These templates are categorized according to the number of divisions or graphic elements you want in your slides. You can select a 4 piece puzzle slide or any other graphic that suits your needs.

5. How can I efficiently plan my monthly staff meeting presentation and make it more engaging for my team?

To efficiently plan your monthly staff meeting presentation, you can start by using a meeting presentation template. This template includes everything you need, such as editable slides and graphics, to make your meetings more interactive. By using a template, you can easily customize your presentation for each monthly meeting and ensure your next presentation runs smoothly.

Create your staff meeting presentation with prezent

Prezent offers a comprehensive solution for creating staff meeting presentations that can greatly enhance your communication within the company. Here are some ways in which Prezent can help you in this regard:

• Brand consistency : Prezent ensures that your staff meeting presentations are always on-brand. With brand-approved design templates and guidelines, you can maintain a consistent and professional image throughout your presentations, reinforcing your corporate identity.
• Time efficiency : With Prezent's AI presentation tool, you can save valuable time. It streamlines the presentation creation process, reducing the time and effort required to prepare engaging content for your staff meetings.
• Audience personalization : Prezent's personalized fingerprints allow you to tailor your staff meeting presentations to the preferences of your audience. This ensures that the content is relevant and engaging for your specific team, enhancing their understanding and retention.
• Collaboration and real-time sharing : Prezent offers real-time collaboration features, enabling your team to work together on the presentation, even if they are located remotely. This fosters a sense of unity and ensures that all team members contribute their insights.
• Cost savings : By using Prezent, you can cut down on communication costs significantly. This means you can allocate resources more effectively within your organization, potentially reinvesting the saved funds into other essential areas.
• Security : Prezent places a high emphasis on data security. Your sensitive information is protected through enterprise-grade security measures, ensuring the confidentiality and integrity of your staff meeting presentations.
• Professional services : If you're looking for a personal touch, Prezent offers professional services, such as Overnight Services and Presentation Specialists. These services can help you further refine and enhance your staff meeting presentations to make a lasting impact.

In summary, Prezent is a valuable platform for creating staff meeting presentations that not only save time and money but also enhance the overall quality and impact of your communication within your organization.

Sign up for our free trial or book a demo today!

Now, go ahead and create compelling staff meeting presentations that leave a lasting impact.

Happy presenting!

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How to Prepare for a Meeting: Step by Step (With Examples)

It’s a good idea to make sure that all bases are covered if you’re planning a meeting ahead of time, so that you know it’ll go smoothly.

But there’s plenty more to do than just getting your slides and talking points ready while you’re in preparation for the meeting.

From working out a clear structure to getting your team prepped and ready, there’s a lot to consider.

Let us walk you step-by-step through the meeting preparation process that works for us at Slido and share some of the best practices that were game-changing for us.

1. Set purpose and goals

First, define the meeting purpose, or the ‘ Why ’ behind your meeting. Why are you meeting? Is it to brainstorm? Is it to have a discussion or plan the next steps? If you set one clear objective, it’ll be much easier for you to design an agenda for your meeting.

Second, specify the main goal, or the ‘ What ’ of the meeting. What should come out of the meeting? What is the main deliverable? Set a tangible meeting outcome and stick to it. If it’s to make a decision about X, don’t leave the meeting without seeing it through.

These will be the guideposts that will help you set the right expectations and steer the meeting in the right direction.

2. Create & share an agenda

Now that you’ve set your meeting objectives and goals, it’s time to create a bulletproof agenda.

A meeting agenda is an outline of all the activities and discussion points to cover during a meeting in order to reach the meeting goal/s. In short, a structure that your meeting will follow.

While there isn’t a one-size-fits-all meeting agenda template, there are several best practices to keep in mind when designing an agenda for a) recurring and b) one-time/first-time meetings.

Recurring meetings

With meetings that you run regularly – e.g. team syncs – it is tempting to think there’s no need for an agenda. Your colleagues already know the format, so what’s there to design? Well, there are still things to consider.

The main keyword here is simplicity . A simple agenda goes a long way and will hold your meeting together like a skeleton. All you need is a list of action points to go through.

Write down the main discussion points that you want to touch on during the meeting. You can even assign owners that will drive the discussion around each point.

Here’s an example from one of our meetings:

💡 Don’t forget to share the agenda with your team members ahead of the meeting (1-3 days) via your internal comms channels, such as Slack, Webex, or Microsoft Teams.

One-time meetings/First-time meetings

With new meetings for which you don’t have an already established format, you need to go deeper. In these instances, you need to design the whole meeting agenda from scratch.

The main keyword here is alignment . Given that your team members don’t know the format, it’s crucial to:

• Communicate clearly the purpose, expectations and goals of the meeting
• Describe the structure and length
• Explain what needs to be prepared and what the responsibilities of each member are
• Crowdsource any questions or discussion points in advance of the meeting

If there are multiple speakers who will present at the meeting, align with them prior to the meeting. Set a time frame for each of the meeting sections. Be as specific as possible.

Get inspired by our first-ever ‘Cross-team alignment’ meeting, for which we set a very bold objective — to bring together 3 teams (20+ people) and get them aligned .

A lot also depends on the size of the meeting. If you’re preparing an all-company meeting, there’s a whole different strategy to employ. Read more about how to design an all-hands meeting agenda here .

3. Send out meeting invites

Send meeting invites to everyone involved in the meeting at least two weeks in advance so your colleagues have enough time to work it into their schedules.

Add all the important details in the meeting invite description. Share the meeting goals and the agenda (regardless of whether you already shared it or plan to share it later – make it available in the invite as well).

In case you’re meeting online or in a hybrid setup , also include the link to the video conference call so that nobody can miss it, and can easily access it via their calendars.

Here’s an example of a meeting invite for our summer brainstorming session:

💡 For even better invites, add links to Slido so you can start collecting people’s input , like questions or ideas before the meeting. Learn more in the next point.

4. Collect questions and ideas from your team

Gathering input from the team members before the meeting works well with some meeting formats.

Brainstorming & planning

For example, if you’re having a brainstorming session or a planning meeting, start collecting your team members’ ideas beforehand. Attach a link to Slido to the meeting agenda or to the meeting invite and ask your colleagues to type their ideas into the app.

This gives your colleagues a safe space for submitting their ideas and levels the playing field – everyone can contribute equally , even the ones who fear speaking up in the meeting. They can even do so anonymously if they wish.

Plus, it’s more efficient than brainstorming during the meeting. It allows you to review all the submissions before the meeting and then spend the meeting time discussing and prioritizing.

In preparation for our meetings at Slido we use this technique a lot:

Retrospective meetings

A team retrospective is another meeting type where you can benefit greatly from collecting insights beforehand.

Send a stop-start-continue survey for your participants to fill out in advance.

Go through people’s submissions and look for patterns, items mentioned repeatedly, or any other important feedback. This way, you can identify the most burning issues which you can then use to create an agenda, and drive discussions during the meeting.

Create your own poll or survey in Slido and hear from everyone. Sign up below and try it for yourself.

Sign up for free

All company meetings/All team meetings

Larger meetings such as all-hands, town halls, or strategic team meetings provide an opportunity to address questions or concerns that your team members might have. Give your team a chance to post their questions into Slido even before the meeting.

You can then address them during the meeting – either in a dedicated Q&A session , or address them continuously throughout.

We start collecting questions from our employees about a week before every company all-hands meeting .

This way, our executive team has time to prepare their answers and our colleagues have a chance to go through the submitted questions and upvote the ones they identify with. We also give our colleagues a chance to ask anonymously which means our leadership gets more honest questions.

You can find more tips and ideas for all-hands meetings at our all-hands hub .

Read also: How to Host More Effective Meetings by Collecting Input in Advance

5. Distribute supporting materials

If there’s material that you want your meeting participants to review before the meeting, or if there’s something that you want your team to prepare, communicate it well in advance. You may, for instance, add it as an attachment to your meeting invite or share it in your internal comms channel.

It’s good for getting everyone aligned and familiar with the forthcoming discussion.

However, it’s good practice to clarify expectations and make a clear distinction between what’s a must  and what’s nice to have . Perhaps not everyone needs to read through a 50-slides-long presentation. Sometimes, it’s enough to get a gist of what will be discussed.

6. Prepare your slides

Getting the slide deck ready is a drill you surely know very well, but here are a few tips that can make your life a little easier.

• Apply a minimalistic approach to your slides. Keep them simple – one idea/one number/one sentence per slide. People don’t want to read huge bodies of text on slides. Plus, it’s more visually appealing.
• Use the ‘Rule of three’ method – three bullet points, three columns, etc. It’s easier for people to process
• Cut the number of slides too. Spend the meeting time on a fruitful discussion rather than going through an 80-slides-long presentation.
• Use visuals like images, graphs, tables, etc. Preferable to making people read, apply the ‘show & tell’ approach – show something visual and describe what people are looking at.
• If there will be multiple presenters at your meeting, have one master deck. Share it with all the contributors before the meeting and ask them to add their slides there. It’s much smoother than switching presentation decks.
• As you prepare slides for your meeting, think of all the points of interaction with your meeting participants (see the next point). For instance, you can insert live polls directly into your slide deck with Slido for Google Slides and Slido for PowerPoint .

7. Create opportunities for interaction

When designing a meeting, create multiple ‘ interaction points ’ – the spots on the agenda where you purposefully create a space for your meeting participants to actively contribute.

This is important for creating meaningful engagement throughout your meeting. If you let your participants sit passively through the meeting, you will eventually lose their attention.

Forbes reports that the average person loses focus within 10 minutes.

If, on the other hand, you give them space to be actively involved in the meeting, you will engage them.

So, how do you create these interaction points?

Go through your meeting agenda and think about at which point it would make sense to hear from your participants.

For example, after you’ve brainstormed some ideas for projects, ask your teammates: “Which of these projects do you think we should prioritize in the next quarter?”

Turn it into an interactive poll . Add your project ideas as options in a multiple choice or a ranking poll and let your teammates vote.

It’s a way to make your meetings more democratic – you’ll give everyone a voice – and engaging – you’ll involve everyone in co-creating the meeting and influencing its outcomes.

Learn more about how to create interaction spots in your presentation here .

💡 You can add a Slido poll, quiz, or Q&A directly into your slide deck with Slido’s integration with PowerPoint and Google Slides – it will be added as a separate interactive slide. You can manage every interaction as you click through the slides.

8. Prepare the opening

How you kick off the meeting may lay the foundations for the rest of the meeting, so leave nothing to chance and make sure to prepare your opening well.

Welcome everyone; if your meeting includes remote participants, give them a special greeting to make them feel included from the start.

To loosen people up, prepare a little icebreaker, using our selection of icebreaker questions , or, if you need a quick interactive activity that will get people talking, fire up a fun poll question .

For example, check the mood in the room and ask your colleagues how they feel in a word cloud poll . You can even let them express their feelings in emojis.

Use the poll results to trigger a small chit-chat at the start – it’s good to start the meeting with a bit of socializing, and make sure to ask open-ended questions if you want to get people really talking.

Once you kick off the official part, provide a quick context for why you’re meeting up today and briefly run people through the agenda once again.

9. Set up the meeting

Lastly, make sure you have the meeting room arrangements figured out – whether you’re meeting in an actual room or in a virtual one.

Meeting room: Face-to-face meeting

• Book a meeting room and add the room number in the meeting invite or write it in your team’s internal comms channel so everyone knows where it is you’ll be meeting.
• Consider the number of participants;  make sure everyone will have a place to sit. Arrange some extra chairs just to be safe – more is better than less.
• Make sure the seating doesn’t favor anyone – everyone should feel equal and able to contribute. Ensure everyone can hear each other well. If it’s a large meeting, ensure there’s a microphone at people’s disposal.
• Arrange for refreshments; at least supply water, so people don’t need to leave the room to get a drink.

Meeting room: Hybrid meeting

• Book a room with a large screen and a tech setup that allows for a conference call with good audio and video.
• Good audio is key . Make sure that all participants – both on-site and remote – can see and hear each other well. If your online colleagues can’t hear what’s happening in the room, they’ll have trouble joining the discussion. Ensure all your meeting rooms are equipped with quality external speakers.
• Have microphones available in the meeting room to make sure everybody online can hear their on-site colleagues if they speak up. This is important especially for meetings with a larger number of participants.
• Check if people online can hear you well . Everybody has to hear everything – and feel like they’re heard.

Online room: Fully remote meeting

• Make sure everyone has easy access to the video conferencing link where the meeting will happen. Share the link in your team’s internal comms channel or in a calendar invite (see point #3).
• Send a meeting reminder via your team’s internal comms channel some 5 minutes before the meeting.
• Start the video conference a couple of minutes early , to avoid any delays. Test the audio and troubleshoot any potential tech issues.
• Ensure every participant can hear you well as people start joining the call. You can do a little ‘thumbs up’ check – just ask your participants to put their thumbs up if they hear you well.
• Encourage people to turn on their cameras so your meeting feels more personal.

Ready to kick off your meeting?

The quality of pre-meeting preparation can make or break your meeting. You can never be over-prepared. But fail to prepare at your own peril.

With the tips that we’ve shared above, you will be 9 steps closer to a stellar meeting . We wish you good luck.

And in the meantime, go ahead and try Slido for free. Start by adding one or two polls to your meeting presentation to keep your team members actively engaged . You can always add more later.

Here’s to better meetings! 🥂

Try Slido at your meeting

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presentation

Definition of presentation

• fairing [ British ]
• freebee
• largess

Examples of presentation in a Sentence

These examples are programmatically compiled from various online sources to illustrate current usage of the word 'presentation.' Any opinions expressed in the examples do not represent those of Merriam-Webster or its editors. Send us feedback about these examples.

Word History

15th century, in the meaning defined at sense 1a

Phrases Containing presentation

• breech presentation

Dictionary Entries Near presentation

present arms

presentation copy

Cite this Entry

“Presentation.” Merriam-Webster.com Dictionary , Merriam-Webster, https://www.merriam-webster.com/dictionary/presentation. Accessed 31 Aug. 2024.

Kids Definition

Kids definition of presentation, medical definition, medical definition of presentation, more from merriam-webster on presentation.

Nglish: Translation of presentation for Spanish Speakers

Britannica English: Translation of presentation for Arabic Speakers

Britannica.com: Encyclopedia article about presentation

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What’s an Agenda Slide & Why You Should Add It To Your Next Presentation

Written by: Gijs Ooijen

Agenda slides are powerful presentation roadmaps. It provides an overview of what to expect and the order in which topics will be presented or discussed.

A well-written agenda slide lends structure to your presentation and ensures it doesn’t veer off track.

But how do you put together an agenda slide that keeps your presentations focused? What should you include and what should you leave out?

In this article, we'll dive into everything you need to know about agenda slides. We'll even provide templates to help you create your own agenda slide!

Table of Contents

What is an agenda slide, what’s the purpose of an agenda slide, what should be included in an agenda slide, 3 tips to write an agenda slide, 10 agenda slide templates for your next presentation, how to make an agenda slide in visme.

• An agenda slide is like a roadmap that brings structure and organization to your presentation, outlining the main sections and logical flow.
• It provides more clarity for both the presenter and the audience.
• A well-designed agenda slide includes main sections or topics, time allocation, slide numbers and visual elements.
• To create an organized agenda slide, make sure it aligns with your presentation's theme, use clear labels and ensure visual consistency.
• Visme can give you a unique headstart in creating agenda slides that set you apart with its intuitive editor, professionally designed templates, collaborative features and extensive design assets.

An agenda slide provides a clear overview of what topics you'll be addressing and in what order.

Think of it as a roadmap for your presentation. It helps your audience understand the presentation structure and flow and what to expect.

Incorporating an agenda slide helps you maintain focus and ensures that your message is effectively communicated. With an agenda slide in place, both you and your audience will be on the same page, ready for a cohesive and engaging presentation.

An agenda slide is a perfect start to a great presentation.

But why do we need an agenda slide?

Imagine attending a sales pitch where the presenter jumps from one topic to another without any clear direction. It would be confusing and difficult to follow.

Having an agenda slide in your presentation provides structure and organization. It outlines the main sections or topics you will cover and helps your audience understand the logical flow of your presentation.

During a lengthy presentation, an agenda slide acts as a navigation tool and reference point for both the presenter and the audience.

Additionally, it helps individuals who join the presentation late to catch up quickly. Without an agenda slide, attendees might struggle to understand where they are in the presentation and may feel lost or disconnected.

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Now that we know why we need an agenda slide. Let’s dive deeper into what should be included in your agenda slide.

Main Sections or Topics

The first and most important thing you should include in your agenda slide is the different sections or topics in your presentation.

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Keep them short and clear. For example, your agenda slide can have the following content.

• Introduction
• The Problem
• The Solution

Time Allocation

Then, the time allocation. This is not a must, but it can be a great way to prepare the audience for what’s to come.

Here, you would include how much time you plan to spend on each section or topic.

Here's an example:

• Introduction (3 minutes)
• The Problem (5 minutes)
• The Solution (10 minutes)
• Unique Features (15 minutes)
• Case Studies (8 minutes)
• Conclusion (3 minutes)

Slide Numbers

As well as the time allocation, you could also choose to include the slide numbers.

 This helps the audience keep track of where they are in the presentation, even when they drift off for a few minutes. For example:

• Introduction (3 minutes - slide 1)
• The Problem (5 minutes - slides 2 to 4)
• The Solution (10 minutes - slides 4 to 8)
• Unique Features (15 minutes - slides 8 to 12)
• Case Studies (8 minutes - slides 12 to 15)
• Conclusion (3 minutes - slide 16)

Visual Help

Show, don’t tell. That’s the number one lesson you'll learn in a storytelling class. People reason with visuals better than they resonate with words, so use this to your advantage.

Let's say you're creating a presentation on sustainable energy solutions for a business conference. Here’s how you could include visual elements:

• Introduction - [Icon of a lightbulb symbolizing innovation]
• Current Challenges - [Icon of a globe with pollution or emissions]
• Renewable Energy Sources - [Icon of wind turbines or solar panels]
• Benefits of Sustainable Energy - [Icons depicting a dollar sign and a leaf]
• Conclusion - [Icon representing teamwork]

And that’s just one of the many examples. A great way to do this is by using Visme’s free icon finder . Just browse and pick from one of the 10,000+ icons available for you, all within Visme.

When crafting an agenda slide for your presentation, consider the following tips to ensure it effectively communicates the structure and flow of your content.

Keep It Concise

Aim for brevity and clarity when describing each main section or topic on your agenda slide. Use short, simple phrases or labels to provide a clear overview. For example, instead of "In-Depth Analysis of Market Trends and Competitive Landscape", simply say "Market Analysis".

Use a Hierarchical Structure

Organize your agenda slide using a hierarchical structure to depict the relationship between different sections. Use headings and subheadings to visually indicate the main topics and their subtopics. This helps your audience comprehend the overall structure of your presentation. This is what that could look like:

• Market Size
• How Does It Work?
• Case Study 1
• Case Study 2

Align With Your Presentation's Theme

Make sure that the style of your agenda slide aligns with the overall theme and branding of your presentation. Use consistent fonts, colors and icons to create a cohesive visual experience for your audience.

Remember, an effective agenda slide provides a clear and organized overview of your presentation, enabling your audience to follow along and anticipate what's to come. The visual style is a part of this.

RELATED: How to Write an Effective Presentation Outline

Visme provides a variety of templates that are readily available for you to quickly start creating your agenda slide.

Let’s take a look at 10 of these templates and see how you can modify them to fit your own presentation goals.

Employee Handbook Interactive Presentation Template

This template was made as an employee handbook, but it can be adapted for various other purposes.

The agenda slide takes center stage. And the vibrant colors and engaging icons make it visually appealing while keeping the content concise and straightforward.

A great way to make this template your own is by using Visme’s Brand Wizard . Simply enter your business website URL in Visme and it will import your brand style. You can then simply apply it to any document you’re working on, including the agenda slide in this template.

Meeting Agenda Presentation Template

Designed with prominent boxes, this template effectively separates agenda elements for easy organization. It strategically divides the elements based on time, ensuring a clear chronological flow.

Notice how it also leaves a lot of space for contextual information, which helps your audience understand what will be discussed in each part of the presentation.

When working on a meeting agenda, multiple team members may want to change things to the document. Visme’s collaboration tools are perfect for team communication!

Anyone on the team can work on the document at the same time, leave and resolve comments and much more.

Women Empowerment Presentation Template

This template was made for a women empowerment presentation. The agenda slide features a minimalist design, enhanced by a prominent image. The large image adds visual impact and reinforces the theme of the presentation.

If you want to change this image by making it fit the theme of your presentation better, you can easily do this in Visme. Visme’s stock photo library features over 1,000,000 images. At least one of those must fit your presentation, right?

Psychology Research Presentation Template

This template offers a unique approach with two agenda slides.

The first slide serves as an introduction to the agenda, while the second slide functions as the actual agenda. Both slides embody simplicity and cleanliness, providing a clear and organized structure for your presentation.

When working with a lot of data, as you do in research, using data visualizations is a game-changer. Visme’s data visualization tools make this really easy. It takes your data and turns it into beautiful and comprehensive visuals, with many different options available.

Customer Service Training Template

This template showcases an industrial vibe with its sleek gray color palette , embodying a minimalist aesthetic. The agenda slide maintains simplicity while exuding a modern and professional look. It offers a clean and straightforward layout, ensuring an organized and visually appealing presentation.

Once you get familiar with Visme, using shortcuts can be a straightforward way to make the process even more seamless.

Just use the forward slash (/) on your keyboard and a search bar will appear to help you find anything you need within the editor. By using shortcuts, you can change this customer service training template to fit anything you like in just seconds.

Adult Education Training Course Template

This versatile template can adapt to any training session, while it was originally designed for adult education training. Its simplicity lies in outlining the key elements of the presentation, with each "title" allowing for bullet points to provide brief insights into the topics to be discussed.

As this agenda slide offers room for more text, there are also increased chances for spelling errors. But don’t worry! Visme has an integrated spell checker to ensure you never misspell a word.

Marketing Training Course Template

This template incorporates modern fonts and design elements, making it a compelling tool for marketers, though it can be customized for various purposes. It emphasizes visual impact by providing ample space for an image, allowing you to convey your message effectively.

If you want to make this image fit your presentation even better, you could consider generating your unique images using Visme’s AI image generator . Just input a prompt of what you want it to look like, and you’ll have the result within seconds!

50 Years After the Moon Landing - Presentation Template

This template, initially designed for a "50 Years After the Moon Landing" theme, can be repurposed for various topics. The modern design elements, along with captivating icons, create a visually appealing and interactive experience for the audience.

To make the template even more lively and fun, you could consider adding some animations . You could have objects move into or out of the screen. Or you could have text appear or disappear, all of it within a few clicks.

Enterprise Resource Planning ERP Presentation Template

Looking for a template that is fitting for a tech startup? This next-level modern template stands out with its stunning features. It incorporates eye-catching gradients, 3D icons and other captivating design elements.

Despite its visually striking nature, the agenda slide remains clean and simple, allowing for an organized presentation.

The template features a 3D bar chart, a 3D pie chart, a 3D hand and more. It could also feature a 3D rocketship or a 3D hamburger–whatever you want! Visme offers many 3D graphics to make your agenda slide even more compelling. You can implement them in just a few clicks.

Effective Study Techniques Presentation Template

This template adds a lively touch to your presentation, as it is saturated with vibrant colors. It enables you to include the page numbers for each element, ensuring easy navigation and reference. While exuding a dynamic visual appeal, the template maintains a simple and concise format.

If you don’t like the vibrant colors in this template, you can easily create your own color palette right within Visme and then apply it to any template or document you are working on.

RELATED: How To Outline a Case Study: 15 Examples & Templates

We now know what an agenda slide is, why we need one, what it looks like and we’ve even seen a list of great examples.

But the reason you’re here is probably to create an agenda slide yourself. The following steps will help you do that.

Step 1: Go to Visme

To get started, go to the Visme website. This is where all the next steps will take place–it’s truly the one-stop hub for all your design and document needs.

Step 2: Login to Your Account

Now, click "Login" in the top right corner or "Sign Up Free" if you don't have an account yet. From there, follow the step-by-step instructions provided. Everything is explained in a user-friendly and straightforward way.

Step 3: Open a Blank Template or Use Predesigned Templates

Once you're logged in, you'll have access to a wide range of templates to choose from. You can either select a pre-designed template or start with a blank template to create your slide. The choice is yours.

Step 4: Get to Work

Now that you're in the editor, you'll find a variety of options on the left side for different actions you can take.

Simply use the drag-and-drop functionality to add elements and make edits as you progress. The process is intuitive and allows for easy customization as you work on your design.

If you want a full tutorial on how to get started in the Visme editor, see this blog post .

Easily Create & Manage Your Agendas with Visme

An agenda slide is a visual overview of the main sections or topics in a presentation, providing structure and guiding the audience through the content.

Creating an agenda slide in Visme is a breeze, even when tackling complex presentations.

With a wide range of templates, an intuitive editor and advanced features, Visme empowers you to effortlessly design visually captivating agenda slides that effectively guide your audience and yourself, keeping them motivated and on track throughout the presentation.

Click here if you never want a boring agenda slide again. Welcome beautiful design, seamless collaboration and simple editing–start with Visme today.

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Presentation Deck Meaning: What is a PPT deck?

The easiest way to understand the presentation deck meaning is that it is a set of slides put together in the form of a presentation, usually for business purposes but also often used in other areas like academic environments or public speaking events. The term “deck” derives from the old analog technology by which a physical set of semitransparent slides (the deck) was placed inside a projector that shone light throw them. That is the root of the slide deck meaning.

These old projectors were later replaced by presentation software and digital projectors, but the term stuck. Microsoft PowerPoint has been one of the most widely known presentation deck tools since its release in 1987. Since then, a deck presentation has almost been a synonym for a PowerPoint deck.

A PPT deck quickly became the industry standard to present information due to Microsoft’s mainstream commercial success in the following decades. Apple products were still considered to target a niche in the market then, and their slide deck software, Keynote, would never harness the massive popularity of PowerPoint decks.

A Power Point deck is one of the most effective ways to navigate different topics, from all-hands meetings to investor presentations. The human brain struggles to remember a lengthy or complicated topic when you are presenting. In equal measure, your audience needs smaller bites of information they can process more easily and effectively.

A slide deck is also one of the most popular ways to introduce a business in a fundraising process in what’s commonly known as a pitch deck, or investor deck. These 15-20 slide decks help tell the story of startups and small businesses, what their value proposition is, and what their companies expect to achieve by raising money.

You can check out our pitch deck templates gallery here.

Regardless of the topic for which it is used, a deck presentation should follow storytelling best practices:

• It should tell a story in a way that makes it easy for the audience to understand and follow
• A good presentation deck typically builds momentum toward the last third of the slides, usually called the climax of your presentation
• Slides on your deck should not tell everything you wish to communicate. The focus should always be on you and the valuable information outside the presentation you possess
• The best decks are the ones that help guide the speaker but don’t get in the way of their message. One could argue that the slides are mainly for the sake of the presenter
• When it comes to slide deck presentations, less is definitely more. The more visual and concise the slides are, the better

Hopefully, this short guide will help you understand the deck presentation meaning and will work as a starting point to build your next presentation.

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What is an effective meeting?

“This meeting should have been an email.” Emblazoned on coffee mugs, endless memes, and your colleagues’ faces on their ninth video call of the day, this sentence may end up being a catchphrase of the modern era.

As the pandemic rewrote the rule book for coworking and office culture, new processes and untested systems allowed inefficiencies to creep in —inefficiencies that included meetings scheduled for the sake of unstructured discussion or even basic human interaction rather than for productivity. While interacting might be easier than ever, value-creating collaboration isn’t—and its quality seems to be deteriorating .

Effective meetings aren’t just about keeping ourselves from going around the bend. When meetings aren’t run well—or when there are too many of them— decision  making becomes slower and the quality of decisions suffers. According to one McKinsey survey , 61 percent of executives said that at least half the time they spent making decisions—much of it surely spent in meetings—was ineffective. Just 37 percent of respondents said their organizations’ decisions were both timely and high quality. And, in a different survey , 80 percent of executives were considering or already implementing changes in meeting structure and cadence in response to the evolution of how people worked during the pandemic.

What’s more, when leaders try to solve for inefficient decision making, they too often look to organizational charts and vertical-command relationships. Rarely, in McKinsey’s experience, do they see the real issue at hand: poor design and execution of collaborative interactions. In other words, you guessed it, ineffective meetings.

It doesn’t have to be this way. When meetings are run well, they not only foster better decisions but also leave attendees feeling energized and motivated to carry the momentum forward independently. For tips on how to put a stop to video call fatigue and restart your team’s productivity, read on.

Learn more about McKinsey’s People & Organizational Performance Practice .

What does time management have to do with effective meetings?

“The only thing on Earth that never lies to you is your calendar ,” says renowned business author and McKinsey alum Tom Peters. “That’s why I’m a fanatic on the topic of time management. But when you use that term, people think, ‘Here’s an adult with a brain. And he’s teaching time management. Find something more important, please.’ But something more important doesn’t exist.”

Endless, diffuse meetings, according to Peters, take up far too much of executives’ precious working time. Half of leaders’ time, he says, citing an idea from the Israeli executive Dov Frohman, should be unscheduled. What should they do with all that unstructured time? One typically cheeky suggestion from Peters is to read more.

The reality is that effective meetings and good time management exist in a virtuous circle. Good time management means you feel empowered to turn down unnecessary meetings—and better meetings mean you spend the rest of your time feeling more purposeful in carrying out your work.

How can leaders address the problem of time scarcity?

McKinsey’s experience shows that leaders may want to stop thinking about time management as primarily an individual problem and start addressing it institutionally. Increasingly, time management is an organizational issue with roots deeply embedded in corporate cultures.

Unsurprisingly, the solution seems to be balance. Executives in one McKinsey survey  who reported being satisfied with the way their time is allocated spent 34 percent of their working time interacting with external stakeholders (including boards, customers, and investors), 39 percent in internal meetings (including one-on-ones with direct reports, leadership team meetings, and other employee gatherings), and 24 percent working alone.

Here are five ways to achieve optimal balance in allocating time :

• Have a ‘time leadership’ budget—and a process for allocating it. When adding a project or initiative, companies should analyze how much leadership attention, guidance, and intervention each will need. In our experience, this is the best way to move toward the goal of treating leaders’ time as a finite resource—one that is as precious as a company’s financial capital.
• Consider time when you introduce organizational change. Understanding the time required to achieve goals is critical to the long-term success of any organizational change. The hours needed to manage, lead, or supervise an employee can leave managers with little time left over. Getting this balance right can be tough—having too few managers could lead them to feel overwhelmed, with more direct reports than they can manage. But having too many managers can cause redundancies and unnecessary complexity.
• Ensure that individuals routinely measure and manage their time. Time analysis exercises can yield surprising results—and can inspire time management that more closely aligns with organizational priorities. Including time-related metrics in performance reviews is another driver of behavioral change.
• Refine the principal calendar. Revisit all standing meetings and make an honest assessment of which ones are being held out of habit and which ones are genuinely useful.
• Provide high-quality administrative support. In a survey of executives on how they allocate their time , 85 percent of those who considered themselves effective time managers reported that they received strong support in scheduling and allocating time. Only 7 percent of ineffective time allocators said the same. In the case of one global chemical company, the administrative assistant of the CEO considers it her responsibility to ensure that the organization’s strategic objectives are reflected in the way she allocates the CEO’s time.

Learn more about McKinsey’s  People & Organizational Performance Practice .

What are three questions you should ask yourself before scheduling a meeting?

Good meetings nurture better decision making . On the flip side, inefficient meetings not only waste time but also create distraction and confusion even when people are working independently. Here are three questions you can ask when scheduling a meeting  that can help create the clarity needed for efficient decision making.

Should this even be a meeting at all? Recurring meetings are particularly susceptible to migration from the original purpose toward something more diffuse. Check in with stakeholders to ensure that the frequency is right (weekly meetings could be changed to monthly, perhaps), or think about whether decisions could be best made by an individual—with, of course, guidance from others.

Then go deeper. Examine whether your company’s culture is to encourage meetings rather than individual decision making. To remedy this, if you’re a leader, think twice before reflexively accepting any meeting invitation as it appears in your inbox. The goal should be to treat leadership capacity as a finite resource— just like your company’s financial capital .

What is this meeting for? A meeting’s title and its purpose are not the same. When the latter isn’t clear, meetings can seem frustrating at best and futile at worst. To help avoid this, companies can appoint a “chief of staff” for certain efforts or products. This person collates materials before meetings, ensures that they are distributed ahead of time, and verifies that the due diligence has been done to necessitate a meeting in the first place. This can lead to better-informed participants, which in turn can lead to more effective time spent in meetings—and, ultimately, better decisions.

What is everyone’s role? Even if a meeting has a clear purpose, it’s of little use if there is no one present deputized to make a decision . Equally, even if it’s clear who the decider is, it’s a mistake to hold a meeting when people are unsure of participants’ roles. McKinsey analysts have seen poor role clarity stymie productivity and cause frustration, especially when decisions involve complicated business activities that cut across organizational boundaries. Blurry accountability is especially costly in an era where speed and agility confer a competitive advantage .

Meeting participants can be divided into four roles:

• Decision makers should be the only participants with a vote, and the ones with the responsibility to decide as they see fit. Sometimes decision makers will need to “disagree and commit,” to use a phrase coined by Jeff Bezos in a 2017 letter to Amazon shareholders.
• Advisers give input and shape the decision. They typically have a big stake in the decision’s outcome.
• Recommenders conduct analyses, explore alternatives, illuminate pros and cons, and ultimately recommend a course of action to the advisers and decision makers. The more recommenders the better—for the process, not the decision meeting itself.
• Execution partners don’t give input in making the decision but are deeply involved in implementation. For optimal speed and clarity, execution partners should be in the room when the decision is made so that they can envision how the implementation will evolve from the decision.

OK, I’ve eliminated all unnecessary meetings and assigned specific purposes to each one. Now what?

Great work. Now you can assign each meeting to one of the following three categories , and make specific shifts to improve the outcomes.

• Decision-making meetings. This category includes routine decisions, like quarterly business reviews, as well as complex or uncertain decisions, like decisions about investments. In order to make high-quality decisions quickly, it’s critical to clarify exactly who is going to make them. Some of these meetings can be held virtually, but complex decision-making meetings are better in person. These meetings should result in a final decision (even if not everyone agrees).
• Creative solutions and coordination meetings. These include innovation sessions—for instance, in support of a new product—as well as routine working sessions, like daily check-ins. Rather than telling people what to do, leaders should work to empower employees to make their own (supported) decisions and to spend more time on high-quality coaching sessions. As with decision-making meetings, creative solutions and coordinating meetings can be virtual—but most innovation sessions should be in person. Innovation sessions should result in potential solutions and prepare for a decision meeting, whereas routine working meetings can result in next steps.
• Information-sharing meetings. Live interaction can be useful for information sharing, especially when an interpretive lens is required or if the information is sensitive. But information-sharing meetings are often regarded as having limited value. Many organizations have recently moved to drastically improve meeting efficiency. Netflix, for example, has limited the duration of meetings to a maximum of 30 minutes  and requires that meetings involving one-way information sharing be canceled in favor of other mechanisms like a memo, podcast, or vlog. Early data from Netflix shows that the company has reduced meetings by more than 65 percent and that more than 85 percent of employees favor the approach. The goal of these meetings should be to increase awareness of the new information shared in the meeting.

What are some best practices for video meetings?

Establishing best practices for meetings might seem like common sense—but they are not commonly practiced. Here are some helpful tips from Karin M. Reed , author of the 2021 book Suddenly Virtual: Making Remote Meetings Work :

• Time: The most effective meetings are short meetings. Rather than scheduling a two-hour call with ten agenda items, cut it down to a 20-minute meeting with two agenda items. There are limits to people’s endurance and attention spans in the virtual environment.
• Participants: When determining the number of attendees for decision-making meetings, the sweet spot is five to seven. More than seven attendees in any meeting can result in an unwieldy discussion.
• Appearance: Pay attention to your appearance when hosting a videoconference. It’s not a matter of vanity—it shows respect for your conversation partner and can help you get your message across. Light your face properly: facial expressions are critical to conveying a message. And anything that takes attention away from you, whether it’s a crackly audio connection or a silly picture of Uncle Rupert in the background, will distract from your message.
• Eye contact: Look at your camera lens when you’re talking, not at your screen. This goes against our natural impulses, but eye contact is critical when you’re having a conversation. And to maintain eye contact on a video call, you need to look at your camera.
• Inclusion: Leaders should engage in proactive facilitation to ensure that everyone has the chance to say their piece. Cold calling on people—gently, and with good intention—lets people know that it’s their time to speak. Even if someone doesn’t have anything to add, they will have felt included.

For more in-depth exploration of these topics, see McKinsey’s People & Organizational Performance Practice . Also check out organizational structure–related job opportunities if you’re interested in working at McKinsey.

Articles referenced:

• “ If we’re all so busy, why isn’t anything getting done? ,” January 10, 2022, Aaron De Smet , Caitlin Hewes, Mengwei Luo, J. R. Maxwell , and Patrick Simon  
• “ Author Talks: Karin M. Reed on virtual meetings ,” April 20, 2021
• “ To unlock better decision making, plan better meetings ,” November 9, 2020, Aaron De Smet  and Leigh Weiss
• “ Want a better decision? Plan a better meeting ,” McKinsey Quarterly , May 8, 2019, Aaron De Smet , Gregor Jost , and Leigh Weiss  
• “ Tom Peters on leading the 21st-century organization ,” McKinsey Quarterly , September 1, 2014, Aaron De Smet  and Suzanne Heywood
• “ Making time management the organization’s priority ,” McKinsey Quarterly , January 1, 2013, Frankki Bevins  and Aaron De Smet

Want to know more about effective meetings?

Related articles.

If we’re all so busy, why isn’t anything getting done?

To unlock better decision making, plan better meetings

Author Talks: Karin M. Reed on virtual meetings

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Meaning of presentation in English

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presentation noun ( EVENT )

• talk She will give a talk on keeping kids safe on the internet.
• lecture The lecture is entitled "War and the Modern American Presidency".
• presentation We were given a presentation of progress made to date.
• speech You might have to make a speech when you accept the award.
• address He took the oath of office then delivered his inaugural address.
• oration It was to become one of the most famous orations in American history.
• The presentation was a collaborative effort by all the children in the class .
• The charity invited the press to a presentation of its plans for the future .
• The magazine asked its readers to send in their comments about the new style of presentation.
• Jenny's retiring and I think there's going to be a small presentation this afternoon .
• Graduates must be in full academic dress at the presentation of certificates .
• call for papers
• deliver a speech
• maiden speech
• public speaking
• talk at someone

You can also find related words, phrases, and synonyms in the topics:

presentation noun ( APPEARANCE )

• adverse conditions
• good/bad karma idiom
• have it in you idiom
• unaffiliated
• undercurrent

presentation | American Dictionary

Presentation | business english, examples of presentation, collocations with presentation, presentation.

These are words often used in combination with presentation .

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Translations of presentation

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Word of the Day

skip out on something

to avoid doing something that you should do; to leave someone when they need your help

It’s not really my thing (How to say you don’t like something)

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