Achieving the perfect presentation - here are the tools and skills you need

19 Mar 2019 by Claire Schembri

4 minuttes

Are you giving a presentation and need it to be perfect? Here are some must-have tools and skills you should master to achieve a successful presentation.

Read this post in Danish

 

You're surely familiar with this — you are in a meeting and one of your colleagues is making a presentation. You spend the first 10 minutes being bored because the video equipment doesn’t work. You barely even remember the rest of the meeting because the presentation was boring and so was your colleague. This is not how meetings should be. They should be exciting and full of energy so you can remember them. But what do you do when it's your turn to make a presentation at the company? Do you know how to make the best possible presentation? How are you going to stand? What are you going to say? How will you present your information?
If you are in doubt or need some good advice, this article will help you make the perfect presentation!

Download our 5 top tips to acing your next presentation

 

How to make a perfect presentation

 

You need to make a presentation. "Great!" you think, or your forehead starts beading with sweat. Whether you're completely comfortable presenting, or you're more reticent, fear not. This is where you get advice on how to become a superstar at your company meeting.

First of all, you need to be aware of what you should be presenting. Will you be using numbers? Do you need to clarify a new company policy or are you going to be doing something completely different? Whatever you need to do, you'll have to have a good grasp of your topic, and you will need to be able to communicate this in the best possible way. You will also need to consider how to present your material. The choice of assistive devices is therefore important, and you can read more about this further down in the article.

First, you have to decide on two things: who you are and who your audience is. There is a reason you are presenting your material and you can, therefore, use your company background and your skills to impart your knowledge to your audience. If you are well qualified to present your material, you will also seem more convincing, and your audience is more likely to believe in you and your material. You will also need to think about who you're presenting to. Are the participants familiar with the industry jargon? Or are they rookies in the profession who need a more pedagogical approach? You should decide which language to use and how to present your information so that it is understandable.

Then plan your presentation. You'll have a much better presentation if you cross your "t"s and dot your "i"s. Think carefully about how your material should be presented. Make sure there is a comprehensive flow to your material so that you do not jump around different information. Take your audience on a logical and easily understandable journey through your information, so it all makes much more sense. Be sure to cover all the most important information. It is better to be too thorough than to leave anything out.

Then choose a specific message or point that you want your audience to remember. If you choose a key topic to be presented and disseminated, your audience will be more inclined to remember this. If you try to force five different points on your audience, you run the risk that they'll forget some important information.

When the presentation is organized and ready to be made, think about the next step; how will you carry out your presentation?

 

 

Presentation skills—this is important

 

When it comes to presentations, it is not just a question of having your material organized. You also need to be aware of how you will want to speak and act. Are you going to stand still? Will you want to move around? What are you going to do with your hands? What if you speak too quickly or mumble?
A lot of thoughts can go through your head once you're actually presenting and you can really benefit from rehearsing in advance. Feel free to think a lot about your movements. It is boring watching a presenter who is speaking monotonously and standing still. Instead, put a lot of energy into your presentation. Gestures and open body language are your best friends! Hands must be out of pockets, and they must be used. Point to your numbers. Underline your points. Do something! But keep in mind; everything in moderation. No one wants to look at someone acting like the inflatable tube man outside an American car dealership.

Practice talking, too. This is when it is useful to read your presentation out loud to yourself. It is not enough just to read through it in your head. There's a big difference between reading out loud and presenting in front of a meeting room full of people.

In addition, you should also do yourself a favor and decide how best to remember your presentation. Do you need keywords? Or do you need a whole script? Some people have a better memory than others, and you most likely have your own favorite methods. Make sure you don’t write down your whole presentation. The presentation will be too rigid if you read off of a script. If you can memorize the script, just remember that you should also make eye contact with your audience to hold their attention.

 

Use tools to disseminate your knowledge

 

When you finally have your presentation organized, consider a completely different and equally important aspect. Namely, the presentation of your presentation. How are you going to present your material? If you haven't thought about it, you should. There are several advantages in choosing the right solution, and it can make your presentation 1000 times better. It can be extremely difficult to listen to a presenter who is speaking directly from a piece of paper and has nothing to show the audience. So, what should you do?
The answer is assistive devices. Or rather, AV equipment. AV equipment can help to give you a more exciting and informative platform through which to disseminate your information. With the use of AV equipment, your presentation also becomes much more interactive while raising it up a level. You’ll have the opportunity to present information at eye level and you will thus be able to hold your audience’s attention.

But what exactly is AV equipment?

Achieving the perfect presentation

Photo by Campaign Creators on Unsplash 

 

What is AV equipment?

 

AV equipment. AV stands for audiovisual, and it can best be translated into sound and image. AV equipment is a wide array of equipment, which, via sound and image, can help convey a point or information. Examples include videos, audio slides, interactive programs, computers and PowerPoint presentations. All of these, and many more, are known as Audiovisual Media.

What can you use to show your presentation? First of all, you need some kind of image or canvas. For this, you can use a projector or screen. There are a few advantages to each type of image. The projector is a less expensive solution that can cover several meeting rooms. The projector can also be flawlessly integrated into the design of the meeting room so that it is not visible unless you need it. The large screen provides large, razor-sharp images and can therefore be a good solution for larger meetings. You must therefore consider which solution is best suited to your needs. You will need to consider the size of audience you're going to present to. Next, consider whether you will need loudspeakers or other sound solutions. If you need to play a video, or speak to a larger audience, this will be a necessity. You will lose your audience's focus if the sound isn't sharp and clear. On the other hand, if you don't need any sound other than your own voice, then a microphone may be the answer. You may also want to consider whether you will need a remote control to operate either the projector or the monitor. This is a good idea, for example, if you need to change slides or pause a video during the presentation. Things becomes awkward very quickly if you have to stand by the computer or the screen to operate it. This also creates an unnatural flow, and you should therefore find a better solution.

Audiovisual equipment can also be the answer to a long-distance presentation. Imagine you're sitting here at the home office in Denmark. Your boss has gone to the United States to speak with potential investors or to a new partner. You need to make a presentation to convince them to cooperate. But you did not have the opportunity to go with the boss abroad. So, what should you do? A videoconference can solve this problem. But you can't just use FaceTime or Skype from your laptop. No, the solution here is about having control of your equipment so that you can appear clearly on the screen and be heard. This is not only important for communicating the message; it is also a more professional approach that can gain absolute trust from new stakeholders.

 

The benefits of using AV equipment

 

As you've probably discovered by now, there are many good benefits to using AV equipment. But if you are still not completely sold on this, then we have highlighted a number of good benefits from using AV equipment to achieve the perfect presentation.

  • AV equipment helps you get your message across to your audience, loud and clear. The combination of sound and image is a much more effective form of communication used by many companies today.
  • AV equipment offers a wide array of assistive devices that can help you find the right solution for your particular presentation. Are you presenting to a small group of people? A projector will do the work. Do you need a razor-sharp image for a large group of people? A big screen is your answer.
    Are you having trouble speaking loudly enough for everyone to hear you? Speakers and microphones will fix your problem and make sure everyone can hear you, loud and clear.
  • Audiovisual equipment offers a faster way to communicate a message to a larger group of people. You’ll have the opportunity to present to hundreds of people at once, rather than having to correspond by email or by inviting 10 people to a meeting room at a time.
  • Long distance is no problem. With AV equipment, you can sit in an office in Denmark and present to the co-owners in Japan, without having to deal with poor picture or sound quality. With the right equipment, your audience will feel like they are almost in the same room as you.
  • With AV equipment, you’ll have the opportunity to engage your audience as never before. By combining different assistive devices, you will achieve an interactive, exciting and, not least, informative presentation.
Achieving the perfect presentation

Photo by rawpixel.com from Pexels

 

Summary

 

We've come to the end of the road. You now have a lot of good information about the perfect presentation, and how you can achieve this through a combination of presentation skills and the right equipment. But to make sure you haven't forgotten anything, here's a summary of the most important points from this article:

  • A good presentation must be prepared. Make use of your professional qualifications to convince and involve your audience.
  • Customize your language to your audience. Technical language can either be an advantage or a disadvantage, depending on the knowledge of your audience with regards to the material presented.
  • Review your material and make sure that it flows. Try not to jump around topics, but instead try to create an order that makes sense.
  • Focus on an overall main point that you would like the audience to keep in mind after the presentation. Too many main points can be hard to remember.
  • Practice, practice, practice. A good presenter knows the material and the presentation. Speak clearly and with great energy, and avoid reading from a script.
  • Body language is important. Keep your hands out of your pockets and move around. Arm movements and eye contact are important tools to keep the audience's attention.
  • Use assistive devices. Without these, you will find it difficult to hold the audience's interest and it will be more difficult to pass on your message.
  • Carefully consider whether your presentation needs razor-sharp images or sound.
  • Customize your equipment for the meeting room and make sure everyone can see and hear you, and understand and retain your message. The combination of sound and image helps to engage the audience, and this raises the level of your presentation.

With the right technique and the right AV equipment, you'll go a long way. So, take all these good pieces of advice to heart, and you'll be well on your way to the perfect presentation.