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It’s vital to know why you are giving your presentation. It is important that you define the purpose of what you are presenting in one sentence. This will clarify what you should include – and what you can safely leave out. Having a concise, clearly expressed aim in front of you in all your preparation will help guide your thoughts.

Think why you have been asked to give a presentation. It may even be that a presentation is not the only way (and possibly not even the best way) of communicating a message.

See your presentation as one part of an aspect of the communications of your company or organization. Other ways of giving a message include email, the company intranet, a memo or report, posters, group discussion, one-to-one meetings, managers and bosses

one minute wonder In preparing a presentation, it can be very helpful to think of one typical person in the audience. Will he or she understand what you are saying and be persuaded by its message? Imagine you are talking to a personal friend.

“If you don’t know where you are going, you will probably end up somewhere else”

Dr Laurence J. Peter and Raymond Hull, authors of The Peter Principle

who model certain behaviour to build trust. Ask the following questions about your presentation:

• Who is in the audience? What are they like? What do they already know about the subject? You can then make sure that what you are saying is suitable for their level.

• What are the main messages? Are you clear about the essential information and ideas you want to communicate?

• What do you want to achieve? This is what you want people to do or think, understand or accept as a result of your presentation. Do you want colleagues to accept future sales forecasts? Or be persuaded to adopt a new product? How will you measure people’s reactions to know whether you have fulfilled your aim?

• How are you going to make your presentation? For example, how formal is it? Will you stand or sit? What visual aids will you use?

• How long will you speak for? Will there be time for questions? What is the room like? How will the audience be seated?

• What’s the big picture? Where does your presentation fit into the overall picture of communications in your organization?

Work out exactly what you want to achieve with your presentation.