Do you need to give a presentation and are you looking for help preparing? This guide provides step-by-step instructions to help you structure and deliver it effectively.
The basis: solid content and structure
The core of any presentation is its content. Start by formulating your key message: what is the single most important thing the audience should remember? Then, build your story logically around it.
- Structure: An introduction, body and conclusion is a proven method. Use the introduction to capture attention, develop your message with relevant information and examples in the body and finish with a clear summary.
- Relevance: Tailor the content to your audience. Consider what they already know and what information will be new or interesting to them. Avoid jargon or be sure to explain it.
- Focus: Do not provide too much information. Concentrate on the essentials and support them with carefully chosen examples. A clear, concise message is more memorable.
Visual aids that work
A PowerPoint presentation should support your story, not replace it. Good visual aids enhance attention and clarify your message.
- Readability: Keep slides clean and uncluttered. A good guideline is the 5x5 rule: a maximum of five lines of text with about five words per line. Alternate text with relevant visuals like charts, photos or diagrams.
- House style: Use the Leiden University house style templates for a professional and consistent look and feel.
- Handout: Consider providing the audience with a handout afterwards. It can include your slides, additional information, links and your contact details. This allows people to focus fully on your story.
The delivery: Verbal and non-verbal communication
How you present has a major impact on the effectiveness of your message.
- Verbal: Speak calmly and articulate clearly. Vary your pace and volume to keep your story engaging. Appropriate humour can help you connect with the audience.
- Non-verbal: Your posture, gestures and eye contact are important. Adopt an open posture, make eye contact with people in the room, and let your body language show your engagement with the topic.
- Interaction: Involve the audience in your presentation. Allow time for questions, invite comments and be open to discussion. Interaction increases engagement and helps the audience absorb the information.
Preparation and timing
A smooth delivery starts with good preparation.
- Tech check: Test the equipment in advance: check the projector, your laptop and the internet connection. Bring a backup of your presentation (e.g., on a USB drive) just in case. Ask about the availability of a remote control, as it allows for more freedom of movement.
- Timing: Respect your audience's time. Start and end at the agreed times. Plan time for questions.
Final Checklist
Use this list for a final check just before your presentation:
✓ What is my key message?
✓ Is my story tailored to the audience?
✓ Do I have a clear opening and a distinct conclusion?
✓ Is my presentation concise and understandable?
✓ Are my slides professional and supportive (in the house style)?
✓ Is all the equipment working?
✓ Am I well-prepared and ready to start?
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