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Many of us use PowerPoint to convey a message to both small and large groups. Too often we see “death by powerpoint” in the corporate environment where people don’t use it effectively. Get clever when using your PowerPoint – this article has 20 tips for becoming a more engaging presenter when you use this tool.

Only use a maximum of six (6) words on each line. Too many words is too much clutter and hard for your audience to read.

Only use a maximum of six (6) lines of text on each slide. If you have too many lines of text your audience will spend their time reading your slides and not listening to you speak.

Keep slides clear and uncluttered. Avoid using many graphics or too busy with information – make your message clear.

Use animation where relevant but don’t overdo it. This feature can really highlight a key message… or distract your audience if not done correctly.

Use sound effects and movie clips to enhance your presentation. This is a great technique when it works! Be sure to test your presentation in the live environment before you show your audience. Just because it worked at home or your office… doesn’t always mean it will work when your audience appears.

Don’t talk to your Powerpoint … remember you have an audience that can read. Don’t insult the intelligence of your audience and assume they can’t read your slides. Use different words to the ones on your slides.

Keep your slides to a minimum - people want to hear your message not be distracted by too many slides. They have come to hear a real person, not an electronic presenter. Only use slides to enhance and reinforce your message.

Don’t use dark coloured backgrounds – this makes it hard to read from the back of the room. Be aware of the effects of different background colours.

Use large font only as small font is too hard to read from a distance.

Change the font size of words on the same slide to emphasize key words. Don’t make every word the same font – if you want to make words stand out, use different colours and fonts.

Don’t rely on your PowerPoint – technology can sometimes fail us – know your content and also have a hard copy of your presentation with you at all times.

Get creative with photos and images Don’t use Italic font – it is too hard to read.

Avoid using all capital letters as it is also difficult to read. In email etiquette this is seen as shouting, PowerPoint could be interpreted the same way.

Test the colours on a large screen as some may change from your laptop to the large projection.

Create a master slide – this might include your logo and in your corporate colours to reinforce your brand.

Use a remote controlled mouse or plan your movement and slide design so that you are not bound to your keyboard location.

Know how to navigate Powerpoint – in the event you press your mouse incorrectly or your system falters it is important to look like you know how to use this tool.

Learn how to insert tables, graphs, graphics and photos to enhance your presentation – rather than just using text.

Attend a course to increase your Powerpoint skills and learn creative ways to use this tool.

Don’t kill your audience with ‘death by PowerPoint’ – find creative ways to use this tool and you will become a more engaging and on-purpose presenter.

So what is the difference between public speaking & a presentation?

Nobody seems to have a clear answer. Even the Oxford English Dictionary does not clear up the confusion. If you look at the OED definition of the word “presentation” it says “a demonstration or display of materials, information etc; a lecture” So if you are giving information about the life of Abraham Lincoln it would seem you are giving a presentation. If you are telling a customer about a new product similarly you are giving a presentation. So what the heck is public speaking, because most people I come into contact with would reckon that the two previous examples could be classified as public speaking?

I mean do you need to have great presentation skills AND public speaking skills? Or can you get away with just one of them? Or are they the same blinking thing?

In my travels the phrase “public speaking” is more widely used in the USA to cover the whole spectrum of speaking to an audience than in Britain. In Britain, public speaking is something politicians & lawyers do (along with the father of the bride, the after dinner speaker, the captain of a sports club at their annual meeting… oh dear it is getting confusing again)whilst any form of speaking to an audience in a business context seems to be called “a presentation”. My American friends will still call this sort of communication “Public Speaking”! Grrr it all gets very confusing.

Maybe we should dwell on the common British usage of the word “presentation” as when we speak to an audience in a business setting. Could there be something in this neat division. Upon reflection, there are some unique demands placed upon a speaker or speech writer when making a business speech aka “Business Presentation.”

An intimate audience.

You won’t be speaking to the masses. Often a business presentation will be less than a dozen, it might even be just to one person. This can lead to willingness for members of the audience to interrupt and to challenge mid way through your presentation.

You are on away turf

Rather than a conference hall where all speakers, chairmen, mc’s and the audience are on neutral territory, many presentations are held in a clients or your boss’s office. Not only do they feel very at home (& you feel very much ill at ease) but it is often harder to set the room up as you might prefer.

Facts and Figures are important

In a smaller business presentation (to people for whom facts and figures are critical to financial and organisational results) your facts and figures are likely to be challenged. It is essential that you are 100% sure of the accuracy of the content in a presentation.

Seniority of Audience

Very often the audience at a business presentation are likely to be in a more powerful organisational position than you (they are your CEO; they are your client etc). This can be intimidating.

Time is Money

At a conference, the audience have chosen to attend. With a business presentation there is more a feeling that you, as the presenter, are interrupting them. The challenge is to help your audience think that you have not wasted their time; that you have given them something valuable.

The need to get a Decision

The purpose of most business presentations is to get a decision. Rather like a contestant on a show like “Britain’s Got Talent” or “The X-Factor” you are mentally trying to impress the audience and nervous that the buzzer may sound!

“Death by PowerPoint”

Many people automatically think they need PowerPoint slides in a presentation. In fact when I have heard people talk about “putting a presentation together” what they mean is putting a slideshow together. Far too often the production of the slides becomes more important than the construction or the delivery of the message.

But after all this fundamentally presentation skills are very similar to effective public speaking skills.

And I still cant work out if speaking on behalf of your company at a major conference is public speaking or a business presentation.

Both are powerful business communication skills – I can’t remember ever coming across a business leader who cannot deliver both a speech and a presentation with equal confidence, clarity & style.

They rely on the same three core components:

· Understanding & speaking to your audience

· A clear & compelling message

· Engaging delivery

These are the Holy Trinity of Public Speaking.

If you understand these key components, know how to apply them & practise them you can deliver engaging, powerful, and successful presentations and speeches alike.

So at the end of all that it seems rather academic as to whether you call it a presentation or public speaking. The crucial thing is that you want to get a message across to an audience (however big) and get them to take some sort of action.

How do you actually do that?
Ah well, I will tell you that story soon.

As a speaker or company leader you will, at some time, be asked to appear on the radio. It may be the taping of a panel discussion. It may be a one-on-one interview about a topic for which you have expertise. It may be to answer some questions that have been asked about your business and/or one of your products. For whatever reason you are going to be heard over the air, you will want to sound polished, professional and knowledgeable. In this article, I discuss some of the ways to make it happen.

Remember that the radio audience can’t see you, so your voice, pacing, and words are all important. When we are presenting to an audience or leading a meeting, we have the benefit of our physiology — our breathing, eye contact, physical appearance, and movement. Recently, I listened to the taping of a panel discussion that had been presented by several of the leaders of IT (Information Technology) in our region. It was disappointing. The speakers, even though all are intelligent men, spoke so quickly and without any tonal variety, they were difficult to follow. It took all of my energy to stay focused on what they were saying.

Be prepared. The more prepared you are for any presentation, the more smoothly it will progress and the more professional you will appear. If you are going to be interviewed about a topic or happening, type out a list of questions that you feel your interviewer will ask, or you would like him or her to ask. When I have appeared on the radio, I have handed the person interviewing me a sheet of questions I would like to be asked, for which they are usually quite thankful. Then, there are few or no surprises for either of you. Of course, you are prepared with answers to those questions.

What if I am asked difficult or uncomfortable questions? It is necessary to be honest with our answers, but if someone asks a question that is damaging or confrontational, you don’t have to be so honest that your answer harms you and/or your business. If some of the questions are political and/or confrontational, avoid saying anything harmful to others or yourself.

If at all possible, try to inject some humor and lightness. Even if your topic is serious, make an effort to lighten up. This will help give you a “human” quality. A program is made palatable and more interesting to listeners by the addition of some light banter and laughter.

Avoid rambling. In an unfamiliar situation it is easy to be nervous and when we are nervous, we have a tendency to ramble. Remember to stick to the point, say what you have to say as succinctly as possible, and stop talking. Make sure, however, that you do get a chance to say the words that you feel are relative to the interview and/or presentation.

Know what your most important points are and be sure that you state them. I suggest having those answers that you feel are the most important written down on a 3 X 5 card, and even if you are not directly asked the questions you want to be asked, work those points into the conversation. Otherwise, the interview may be over without your achieving your reason for being on the radio in the first place.

Even though this can be serious business, it can also be fun and offer a big boost to you, your business, and your career. Enjoy it!