designing a presentation in managerial communication

Data & Finance for Work & Life

Management Presentation: 8 Tips, Examples & a Template

In a corporate context, presenting works wonders for a career. Most professionals get exposure to presenting to informed colleagues and department managers. It’s an ideal way to get visibility and show value. But a management presentation to senior executives who aren’t familiar department nuances is a different ballgame.

A management presentation is a high-level summary to senior executive that optimizes reports to include only the details relevant to directorial decisions . They are notoriously difficult to navigate for two reasons: 1. most executives do not have working knowledge of the nuances in each department , 2. presenters rarely have time to understand executives’ preferences .

More than anything else, good management presenters learn how to strike a balance in the degree of detail: they provide enough detail so executives make informed decisions, but not so much detail that they cause confusion.

This article explores how to make a good management presentations in PowerPoint using 4 management presenting best practices , 4 management presenting techniques , providing examples for each, and finishing with a management presentation template you can apply in real life. You can use it as a jumping off point for deeper communication curriculum .

5 management presenting best practices are:

• Ask what managers prefer ahead of time.
• Have 1 message, and 1 message Only.
• The only words should be “Thought Starters.”
• Keep it short.
• Practice 7 times in advance.

4 management presenting techniques are:

• Use a CSP model – Challenge, Solution, Progress.
• Begin with a summary of exactly 3 points.
• Use only these 3 chart types: bar, line, scatter.
• Design slides with the company logo.

I will use a financial analyst perspective in this article, but everything here applies to data and business analysts as well.

Ask Executives Their Preference Ahead of Time

If you’ve ever taken a class on presentation techniques, you’ve heard the old adage “know your audience.” It’s true, the best way to deliver a great presentation is to align your message with what your audience already understands. The same applies to a management presentation.

The challenge is that, more often than not, executives are too busy for you to get to know them well. This means you hardly get the chance to understand how they like presentations. So what can you do? Well, ask them! There’s no harm in sending an email to understand better. And what’s more, once you know, you can always defer to their preferences in the future.

For a financial management presentation, common questions to ask include the following:

• Do you prefer to see raw data, or only visualizations?
• Do you prefer charts or table summaries?
• Would you like a written explanation on paper for each slide?
• Do you like averages alone, or do you prefer means, or standard deviation?
• What interests you most in a presentation?

If you gather some helpful insights, then your presentation will be that much better. That said, you may not get a response, or it may be quick and not insightful. But most senior executives will appreciate you asking .

The best part is you will be able to surprise them. Using the best practices and techniques below, in additional to any insights gathered form your email, will work wonders for you.

Have 1 Message, and 1 Message Only

The easiest mistake to make on a management presentation is trying to deliver multiple messages. Senior executives go through loads of meetings every day, and each meeting they have includes a wave of information. Your mission should be to deliver 1 essential message so they can easily understand and compartmentalize it.

This is no easy task. When I try to narrow down the focus of my management presentation message, it seems like I leave out critical information along the way. The key is to tell a story to incorporate critical information as part of a story towards the essential message.

For example, imagine you work for a wholesale watch company called Batch Watch . You want to explain a financing operation in which the company has the option of two loans to fund the initial costs of 10,000 watches. These loans have different interest rates and maturity dates. Loan A is better if the company expects to sell the watches within 3 months, while Loan B is better if the company expects to sell over more than 3 months. Each has cancellation fees and cash flow impacts.

Instead of showing the cancellation fees and cash flow impact of the each loan, all you need to say is “ we expect the company to sell them within 3 months, and we recommend loan A for that reason.” If the executives disagree on the sale timeline, they will ask for more information.

This is how you keep senior executives engaged, by integrating them in the story you tell. Ultimately, the essential message of your presentation should be how much profit the company will make from the watch funding operation. Senior executives should leave feeling like the project is in good hands with you, and they only feel that way when you tell a story around the essential message .

Whatever the Message, Use Data

Whatever message you want to send, it needs to be backed up by data. In the example above the data was financial, but it’s not always that simple. Context may require you to provide KPIs and perform extensive data analysis that culminates in a small output that your viewers can easily digest.

You need to be strong with data to deliver a good management presentation. To get started or refresh your memory, you can read AnalystAnswers’ free Intro to Data Analysis eBook .

The Only Words Should be “Thought Starters”

As a general presentation principle, you should not write many thoughts down on presentation slides. Words have two negative impacts on the audience: they demand energy from the reader, and they make the reader feel compelled to read, lest they misunderstand.

If you can avoid putting text blocks altogether, do. If you don’t need any writing at all, don’t. However, if you need guidance as you speak or want to provide reminders for a later data, use “Thought Starters.”

Thought starters are phrases of 3 words maximum that contain ideas leading to the essential message. People often call them “bullet points,” which is common for list-style thought starters. Personally, I prefer to place thought starters at different places on a slide. When I use a chart, for example, I put thought starters at relevant places on the slide.

Keep it Short

Your presentation should never consume more than 80% of the allotted timeframe. This means that if you plan a 5 minutes meeting, deliver the presentation in 4 minutes. If you’re given 30 minutes, do it in 25 minutes. If you have 1 hour, do it in 45 minutes.

By keeping the presentation short, you relieve the audience and you allow for some question buffer. Have you ever sat in a meeting planned for 1 hour, and at 45m it ends early? It’s a pleasure for everyone. Most of us feel like we’re running behind — when you put us ahead of schedule, we love you!

At the same time, senior executives may bombard you with questions throughout the presentation. If you planned to fill the whole timeframe, you won’t finish. But if you planned to finish early, you still have a chance.

And if you use the rest of these best practices and techniques, those senior executives shouldn’t need to ask too many questions!

Practice 7 Times in Advance

There’s a mix of opinions on the number of times you should rehearse a presentation before doing it live, but most people agree that it’s somewhere between 5 and 10 times. If you take nothing else from this article, take this. To deliver a good presentation, prepare excellent slides; to deliver a great presentation, practice presenting them 7 times.

To deliver a good presentation, prepare excellent slides; to deliver a great presentation, practice presenting them 7 times. AnalystAnswers.com

But just practicing isn’t enough, there are a few criteria you must meet:

• Practice in the room you will present in. There’s something about envisioning yourself live that really makes a difference. When you practice in a space other that where you’ll present, it’s good. But when you practice in the “live” room, you’re able to sensitize yourself to the environment, which calms nerves so you can focus on the message.
• Have an audience. We all behave differently when there’s stimulus of other people around. Whenever possible, get one or two people to whom you can present. In addition to getting used to having an audience, you’ll also get some feedback.
• Use the same volume of voice. When we’re not “live,” we have a tendency to hold back on our voice. This is detrimental to the presentation because you feel taken off guard by your own voice. Make sure to envision yourself in front of the senior execs when you practice.

Best Practices Recap

We’ve addressed 5 best practices — now let’s turn our attention to 4 specific techniques you can easily implement. And when you do, that work wonders for management presenting.

Use a CSP Model (Challenge, Solution, Progress)

Every presentation needs structure, but it’s easy to forget that we need to guide our audience. A great way to structure management reports is using the CSP model. CSP stands for Challenge, Solution, Progress, and it’s exactly what it sounds like.

You need to explain the challenge or goal, explain what the solution to the challenge is (or how to achieve the goal), and show where you are in the steps to completing that goal.

For example, let’s look at our Batch Watch case. Imagine you need to find funding for a new product launch — $100,000 to be exact. A sample CSP model for this would be a slide that shows:

By using the CSP model, you guide the audience. However, it’s important to note that the CSP model is not a summary . It’s an overview of the process, but a summary should always come before. Let’s talk about it now.

Begin with a Summary of Exactly 3 Points

Any good presentation begins with a summary. And a good summary communicates the essential message simply in 3 points. However, the summary is not the same thing as the CSP model. Instead, it provides an alternative view on the challenge and and solution.

For example, using our Batch Watch case of funding a new product, you could address a summary in the following way:

• Challenge, Solution, Progress
• Funding acquisition
• Project Timeline

This provides additional details that are most relevant to the project and carry added value to the CSP model.

Use only Bar Charts (aka Column Charts), Line Graphs, and Scatter Plots

Whether it’s for data, financial, and business analyst topics , management presentations should only ever have bar charts, line graphs, and scatter plots. They are common, rich in information, and well understood. Any other kind of graph is distracting more than anything else.

A bar graph is useful when you want to compare like variables. For example, if you want to show the average size of Canadian trout versus American trout. A common mistake, though, is to use bar graphs to show change over time. While it’s not incorrect to do so, line graphs are better for this purpose.

A line graph is useful when you want to show change in one variable over time (we call this time series data). For example, if you want to show the progression of revenues over time, line graphs are the perfect way to do so.

A scatter plot is best when you want to compare a set of observations of one variable to a set of observations of another. It’s the ideal way to quickly visualize the relationship between two variables. For example, if you want to see how company revenues compare to GDP, you could use a scatter plot like this:

For example, let’s look at our Batch Watch case. If we want to see how our company is performing compared to the economy as a whole, we could use this scatter plot. As you can see, we have a positive (bottom left to top right) relationship, but a weak one (points not clustered closely).

Design Slides Using the Company Logo

When you’re presenting to senior executives, you want your slides to look professional. The best way to do that is by putting your company logo on them, including any corporate design standards (colors, fonts, etc). Show through your presentation that you belong to the same company, and that you’re in it in spirit. For example, let’s add the AnalystAnswers.com logo to our CSP slide:

Techniques Recap

Here’s a sample management presentation template below. I hope you understand after reading this article that management presentation is more about your delivery than it is about the slides you prepare.

Download Management Presentation Template for Free

While the techniques we’ve discussed will help you build a good presentation, your success really depends on how well you deliver the ideas needed to help senior executives make decisions. At the end of the day, it’s all about balance.

If you only remember two things from this article, remember that great management presenters give enough detail to inform senior executive but not too much that they cause confusion, and great management presenters make sure they do so by practicing 7 times in advance. You’ll have to practice, practice, practice.

About the Author

Noah is the founder & Editor-in-Chief at AnalystAnswers. He is a transatlantic professional and entrepreneur with 5+ years of corporate finance and data analytics experience, as well as 3+ years in consumer financial products and business software. He started AnalystAnswers to provide aspiring professionals with accessible explanations of otherwise dense finance and data concepts. Noah believes everyone can benefit from an analytical mindset in growing digital world. When he's not busy at work, Noah likes to explore new European cities, exercise, and spend time with friends and family.

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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8.5: Making a Presentation for a Meeting

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What you’ll learn to do: Create a presentation intended for a business meeting

Tools, no matter how sophisticated, are simply tools. Moving from the right tools to a good presentation involves perspective and planning. For perspective, we’ll approach the concept of a good presentation from two standpoints: identifying the key features of a good presentation and common mistakes that contribute to presentation failure. We’ll also discuss what’s involved in the planning process, including the three essential questions that need to be answered prior to developing content. Finally, we’ll explore the classic story structure and apply that structure to a business presentation scenario.

Learning Outcomess

• Identify key features of a good presentation
• Identify the purpose, audience, and message of your presentation
• Discuss common mistakes in presentations
• Create a presentation intended for a business meeting

Parts of a Good Presentation

Like reverse engineering a product, we can distill the key features of a good presentation by looking at presentation evaluation scorecards. Refer to Table 1 for a sample class presentation grading rubric.

At the macro level, the key elements of a good presentation are content, organization, and delivery. There are both substance and style aspects of content. Substance elements include the originality and significance of your idea, the quality of your research and analysis, clarity and potential impact of your recommendations. Style aspects of content include confidence and credibility, both of which have a significant impact on how you—and your message—are received.

Good organization starts with a strong opening and continues in a logical and well-supported manner throughout the presentation, leading to a close that serves as a resolution of the problem or a summary of the situation you’ve presented. The audience experiences good organization as a sense of flow—an inevitable forward movement to a satisfying close. This forward momentum also requires audiences to have a certain level of technical and information-management competency. To the latter point, good presentation requires a presenter to put thought into information design, from the structure and content of slides to the transitions between individual points, slides and topics.

Delivery entails a range of factors from body language and word choice to vocal variety. In this category, your audience is responding to your personality and professionalism. For perspective, one of the three evaluation categories on the official Toastmasters speaker evaluation form is “As I Saw You;” in parentheses: “approach, position, personal appearance, facial expression, gestures and detracting mannerisms.” A good presenter has a passion for the subject and an ability to convey and perhaps elicit that emotion in the audience. Audience engagement—through eye contact, facial expression, perhaps the use of gestures or movement—also contributes to an effective presentation. However, to the point in the Toastmasters evaluation, gestures, movement other mannerisms can be distracting (see Module 7: Public Speaking for more on this). What works: natural (not staged) movement that reinforces communication of your idea.

Figure 1. The WIIFM Principle.

With those key features and presentation-evaluation criteria in mind, let’s add a disclaimer. The reality is that your features won’t matter if you don’t deliver one essential benefit: relevance.

Whether you think in Toastmasters terminology—”What’s in it for me? (WIIFM)” from the audience perspective—or put yourself in the audience’s position and ask “So what?,” it’s a question that you need to answer early. We’ll get into this more in the next section as we discuss presentation planning.

Practice Question

The key elements of a good presentation are:

• Strong opening and strong close
• Confidence and credibility

Content, organization and delivery

What’s My Presentation About?

It may be helpful to think of your presentation as having three key moving parts or interlocking gears: purpose, audience and message. Let’s walk through the presentation-development process at this planning level.

Generally the first step in developing a presentation is identifying your purpose. Purpose is a multi-layered term, but in this context, it simply means objective or intended outcome. And why is this? To riff on the classic Yogi Berra quote, if you don’t know where you’re going, you might as well be somewhere else. That is, don’t waste your audience’s (or your own) time.

Your purpose will determine both your content and approach and suggest supplemental tools, audience materials and room layout. Perhaps your purpose is already defined for you: perhaps your manager has asked you to research three possible sites for a new store. In this case, it’s likely there’s an established evaluation criteria and format for presenting that information. Voila! your content and approach is defined. If you don’t have a defined purpose, consider whether your objective is to inform, to educate, or to inspire a course of action. State that objective in a general sense, including what action you want your audience to take based on your presentation. Once you have that sketched in, consider your audience.

The second step in the presentation development process is audience research. Who are the members of your audience? Why are they attending this conference, meeting, or presentation? This step is similar to the demographic and psychographic research marketers conduct prior to crafting a product or service pitch—and is just as critical. Key factors to consider include your audience’s age range, educational level, industry/role, subject matter knowledge, etc. These factors matter for two reasons: you need to know what they know and what they need to know.

Understanding your audience will allow you to articulate what may be the most critical aspect of your presentation: “WIIFM,” or what’s in it for them. Profiling your audience also allows you adapt your message so it’s effective for this particular audience. That is, to present your idea (proposal, subject matter, recommendations) at a depth and in a manner (language, terminology, tools) that’s appropriate. Don’t expect your audience to meet you where you are; meet them where they are and then take them where you want to go together.

Returning to the site analysis example mentioned earlier, knowing your audience also means getting clear on what management expects from you. Are you serving in an analyst role—conducting research and presenting “just the facts”—to support a management decision? Or are you expected to make a specific recommendation? Be careful of power dynamics and don’t overstep your role. Either way, be prepared to take a stand and defend your position. You never know when a routine stand-and-deliver could become a career-defining opportunity.

The third step is honing your message. In “TED’s Secret to Great Public Speaking,” TED Conference curator Chris Anderson notes that there’s “no single formula” for a compelling talk, but there is one common denominator: great speakers build an idea inside the minds of their audience. Take, for instance, Chimamanda Adichie’s idea, which Anderson summarizes as “people are more than a single identity.” [1] As Adichie expresses it: “The problem with stereotypes [of a single story or identity] is not that they are untrue, but that they are incomplete.” [2] Or Sir Ken Robinson’s idea that creativity is a essential building block for learning. As he expresses the idea: “My contention is that creativity now is as important in education as literacy, and we should treat it with the same status.” [3] Ideas matter because they’re capable of changing our perceptions, our actions and our world. As Anderson puts it: “Ideas are the most powerful force shaping human culture.” [4]

So if ideas are that powerful, more is better, right? Perhaps a handful or a baker’s dozen? Wrong. As any seasoned sales person knows, you don’t walk into a meeting with a prospective client and launch into an overview of every item in your company’s product or service line. That’s what’s known as “throwing spaghetti on the wall to see what sticks.” And that’s an approach that will have you wearing your spaghetti—and perhaps the dust from one of your client’s shoes on your backside, as well. What audience members expect is that you’ve done your homework, that you know them and their pain, and that you have something to offer: a fresh perspective, an innovative approach or a key insight that will change things for the better. As Chris Anderson puts it: “pick one idea, and make it the through-line running through your entire talk.” [5] One message, brought vividly and relevantly to life.

So now that you have a macro view of the presentation development process, let’s review what can what can—and often does—go wrong so we can avoid the common mistakes.

The first step in developing a presentation is to identify:

• Your presentation subject and title

The intended outcome of your presentation

• Who should be invited to the presentation

Bad Presentations

For many, the prospect of developing and delivering a business presentation rates right up there with death and taxes. Interestingly, that same mixture of fear and loathing is often felt by audience members as well. But it doesn’t have to be that way. The ability to craft a compelling story is a skill as old as the human race, and the need to communicate is as primal and potentially powerful.

Figure 1. Akhenaten as a sphinx, and was originally found in the city of Amarna.

For millions of years before the invention of modern technology, humans used the tools available to perpetuate traditions and culture and to document—and often rewrite—history. Do a few internet searches and immerse yourself in the Egyptian tombs; the caves of Chauvet; or El Castillo, the Temple of Kukulcan. What you’re experiencing is a feat of both artistry and communication. Although we don’t know the full significance of these early carvings and structures, there’s no doubt that these early humans captured their world view in a way that is still deeply resonant. While the tools have changed, the communication challenges—and opportunity—remain the same: to communicate an engaging and inspiring point of view.

Regardless of whether you want to change the world, build your brand, or build a billion-dollar business, effective presentation skills are essential. To quote legendary investor, philanthropist and Berkshire Hathaway chairman and CEO Warren Buffet, “If you can’t communicate and talk to other people and get across your ideas, you’re giving up your potential.” [6] As would be expected of a numbers person, Buffet has quantified his point in talks on student campuses and professional organizations. Speaking at his alma mater in 2009, Warren Buffett told Columbia Business School students that he believed learning effective communication skills could translate into 50 percent higher lifetime earnings.

Given our vibrant storytelling tradition and with so much at stake, why are there still so many bad presentations? Wouldn’t you think that modern communication technology—considering the advances in graphics and communications software alone!—would lead to more compelling presentations? Interestingly, the problem is, to some extent, the technology. It’s estimated that 30 million PowerPoint presentations are created every day, with (seemingly) a majority of presenters opting for default layouts and templates. The problem is, we’re wired for story, not bullet points. A related failure is our use of available technology.

Seth Godin has a wonderful—and instructive—rant on these points: Really Bad PowerPoint (and how to avoid it) , blaming Microsoft wizards, templates, built-in clip art and lazy presenters for ineffective presentations. In response to a question regarding “death by PowerPoint” on the TechTarget Network, Margaret Rouse provided this definition: “a phenomenon cause by the poor use of presentation software,” identifying the primary contributors of this condition as “confusing graphics, slides with too much text and presenters whose idea of a good presentation is to read 40 slides out loud.” [7]

So how do we avoid causing “death by PowerPoint”—or by whatever presentation software we use? The common denominator of presentation mistakes is that they represent a failure of communication. This failure can be attributed to two errors: too much or too little. The error of too much is generally the result of trying to use slides as a teleprompter or a substitute to a report, or, it would seem, to bludgeon the audience into submission. Of course, this tends to have an alternate effect, namely, prompting audience members to walk out or tune out, turning their attention instead to doodling or their device of choice.

What bad presentations have too little of is emotion. Presentation expert and author of the classic Presentation Zen (and 4 related books) Gar Reynolds captures the crux of the problem: “a good presentation is a mix of logic, data, emotion, and inspiration. We are usually OK with the logic and data part, but fail on the emotional and inspirational end.” [8] There’s also a hybrid too little-too much mistake, where too little substance and/or no design sensibility is — in the mind of the presenter — offset by transitions and special effects. Heed Seth Godin’s advice: “No dissolves, spins or other transitions. None.” [9]

The 10/20/30 rule, generally attributed to venture capitalist Guy Kawasaki, is a good guideline to help you achieve a “just right” balance in your presentations. Geared for entrepreneurs pitching their business, his advice is a discipline that would improve the quality—and, effectiveness—of most presentations. In brief, 10/20/30 translates to a maximum of 10 slides, a maximum of 20 minutes and a minimum of 30 point font. [10]

Figure 2. Your presentation should have no more than 10 slides, take no more than 20 minutes, and use type no smaller than 30 point font.

While this rule is a good starting point, it doesn’t overrule your audience analysis or understanding of your purpose. Sometimes, you may need more slides or have a more involved purpose—like training people in new software or presenting the results of a research study—that takes more than 30 minutes to address. In that case, go with what your audience needs and what will make your presentation most effective. The concept behind the 10/20/30 rule—to make new learning easy for your audience to take in, process and remember—should still be your guide even if you don’t follow the rule exactly.

how to avoid death by powerpoint

For more on how to avoid causing death by PowerPoint, watch Swedish presentation expert and How to Avoid Death By PowerPoint author David Phillips TED Talk on the topic:

https://youtu.be/Iwpi1Lm6dFo

To balance readability and information processing, the 10/20/30 formatting rule recommends a:

• 10 point font size
• 20 point font size

30 point font size

Making a Presentation for a Meeting

With perspective on the technical tools, communications planning and information design, let’s take this learning for a test drive.

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, middle and 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 3-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 .”

Figure 1. Persuasive story structure (Duarte, “Structure Your Presentation Like a Story,” 2012).

The Beginning

The story starts with “What is”—the current state. Describe this baseline state in a way that is recognizable to the audience. This allows you and the audience to get in sync. And 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 depends 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 a 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.

Which of the following is the best lead-in for your presentation?

• A bullet point list of action items.

A chart illustrating the new product development performance relative to plan.

• An image illustrating open innovation.
• Anderson, Chris. “ TED’s Secret to Great Public Speaking .” TED , March 2016. ↵
• Adichie, Chimamanda Ngozi. “ The danger of a single story .” TED , July 2009. ↵
• Robinson, Ken. “ Do schools kill creativity? ” TED , Feb 2006. ↵
• Anderson, TED ↵
• Gallo, Carmine. " How Warren Buffet and Joel Osteen Conquered Their Terrifying Fear of Public Speaking ," Forbes . May 16, 2013. ↵
• Rouse, Margaret. " What is death by PowerPoint? " TechTarget Network . ↵
• Reynolds, Garr. “ 10 tips for Improving Your Presentations Today ,” Presentation Zen. Nov 2014. ↵
• Godin, Seth. Fix Your Really Bad PowerPoint . Ebook, sethgodin.com, 2001. ↵
• Kawasaki, Guy. The 10/20/30 Rule of PowerPoint . December 2005. ↵

Develop Your Presentation Skills To Become An Effective Manager

What are presentation skills, why presentation skill is important, how to improve your presentation skills.

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Tell a story

Use tools effectively, presentation skills examples for managers, extempore presentations, impromptu presentations, outline presentations, talk-walk presentations, manuscript presentations, persuasion & negotiation, explanation.

• Practice, practice, practice! This is the most important step in improving presentation skills. Practicing makes you familiar with the material and develops your presentation skills progressively.
• Pay attention to the details – every little detail makes a difference in a presentation. It is essential to focus on the people listening to you and your ideas, not only on the main points of your presentation. As a team member, you should be able to grasp the content quickly and be entertained by the presentation.
• Keep abreast of developments in making good presentations and use them to enhance your presentations further. Besides, use visual aids such as charts, graphs, and infographics to make your points more impactful.
• Use metaphors, stories, and examples to make your points more impactful. These techniques can add meaning and context to your ideas and make them easier to understand for your team.
• Learn about all the top communication skills managers need .

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A Decade in Making: Decoding Shyam Gor’s Managerial Approach

Unlocking the secrets to exceptional manager training , 10 effective manager performance goals to drive team success, how to build a high-performing team.

Managerial Communication by Professor Reginald L. Bell, Jeanette S. Martin

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Effective Presentation Skills

Learning Objectives

After reading this chapter, you will be able to:

1. describe the parts of a presentation;

2. explain the elements of presentation purpose, preparation, and delivery;

3. discuss how to use emotional intelligence to make presentations more effective;

4. identify patterns of speech that can make language more inspiring and persuasive;

5. design effective charts, graphs, and tables.

Introduction

While giving an oral presentation is the number one fear of many people, mastering the art of the presentation is essential to becoming a successful leader. Doing so will allow you to be a leader who possesses the ability to connect positively with your employees or audience. If you know what is ...

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16.1 The Process of Managerial Communication

• Understand and describe the communication process.

Interpersonal communication is an important part of being an effective manager:

• It influences the opinions, attitude, motivation, and behaviors of others.
• It expresses our feelings, emotions, and intentions to others.
• It is the vehicle for providing, receiving, and exchanging information regarding events or issues that concern us.
• It reinforces the formal structure of the organization by such means as making use of formal channels of communication.

Interpersonal communication allows employees at all levels of an organization to interact with others, to secure desired results, to request or extend assistance, and to make use of and reinforce the formal design of the organization. These purposes serve not only the individuals involved, but the larger goal of improving the quality of organizational effectiveness.

The model that we present here is an oversimplification of what really happens in communication, but this model will be useful in creating a diagram to be used to discuss the topic. Exhibit 16.2 illustrates a simple communication episode where a communicator encodes a message and a receiver decodes the message. 1

Encoding and Decoding

Two important aspects of this model are encoding and decoding . Encoding is the process by which individuals initiating the communication translate their ideas into a systematic set of symbols (language), either written or spoken. Encoding is influenced by the sender’s previous experiences with the topic or issue, her emotional state at the time of the message, the importance of the message, and the people involved. Decoding is the process by which the recipient of the message interprets it. The receiver attaches meaning to the message and tries to uncover its underlying intent. Decoding is also influenced by the receiver’s previous experiences and frame of reference at the time of receiving the message.

Several types of feedback can occur after a message is sent from the communicator to the receiver. Feedback can be viewed as the last step in completing a communication episode and may take several forms, such as a verbal response, a nod of the head, a response asking for more information, or no response at all. As with the initial message, the response also involves encoding, medium, and decoding.

There are three basic types of feedback that occur in communication. 2 These are informational, corrective, and reinforcing. In informational feedback, the receiver provides nonevaluative information to the communicator. An example is the level of inventory at the end of the month. In corrective feedback, the receiver responds by challenging the original message. The receiver might respond that it is not their responsibility to monitor inventory. In reinforcing feedback, the receiver communicated that they have clearly received the message and its intentions. For instance, the grade that you receive on a term paper (either positive or negative) is reinforcing feedback on your term paper (your original communication).

There is, however, a variety of ways that the intended message can get distorted. Factors that distort message clarity are noise . Noise can occur at any point along the model shown in Exhibit 16.2 , including the decoding process. For example, a manager might be under pressure and issue a directive, “I want this job completed today, and I don’t care what it costs,” when the manager does care what it costs.

Concept Check

• Describe the communication process.
• Why is feedback a critical part of the communication process?
• What are some things that managers can do to reduce noise in communication?

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Presentation design guide: tips, examples, and templates

Get your team on prezi – watch this on demand video.

Anete Ezera January 09, 2023

Presentation design defines how your content will be received and remembered. It’s responsible for that crucial first impression and sets the tone for your presentation before you’ve even introduced the topic. It’s also what holds your presentation together and guides the viewer through it. That’s why visually appealing, easily understandable, and memorable presentation design is what you should be striving for. But how can you create a visually striking presentation without an eye for design? Creating a visually appealing presentation can be challenging without prior knowledge of design or helpful tools. 

With this presentation design guide accompanied by Prezi presentation examples and templates, you’ll have no problem creating stunning and impactful presentations that will wow your audience.

In this guide, we’ll start by looking at the basics of presentation design. We’ll provide a simple guide on creating a presentation from scratch, as well as offer helpful tips for different presentation types. In addition, you’ll discover how to organize information into a logical order and present it in a way that resonates with listeners. Finally, we’ll share tips and tricks to create an eye-catching presentation, and showcase some great presentation examples and templates you can get inspired by!

With our comprehensive introduction to designing presentations, you will be able to develop an engaging and professional presentation that gets results!

What is presentation design?

Presentation design encompasses a variety of elements that make up the overall feel and look of the presentation. It’s a combination of certain elements, like text, font, color, background, imagery, and animations. 

Presentation design focuses on finding ways to make the presentation more visually appealing and easy to process, as it is often an important tool for communicating a message. It involves using design principles like color, hierarchy, white space, contrast, and visual flow to create an effective communication piece.

Creating an effective presentation design is important for delivering your message efficiently and leaving a memorable impact on your audience. Most of all, you want your presentation design to support your topic and make it easier to understand and digest. A great presentation design guides the viewer through your presentation and highlights the most essential aspects of it. 

If you’re interested in learning more about presentation design and its best practices , watch the following video and get practical insights on designing your next presentation:

Types of presentations

When creating a presentation design, you have to keep in mind several types of presentations that shape the initial design you want to have. Depending on the type of presentation you have, you’ll want to match it with a fitting presentation design.

1. Informative

An informative presentation provides the audience with facts and data in order to educate them on a certain subject matter. This could be done through visual aids such as graphs, diagrams, and charts. In an informative presentation, you want to highlight data visualizations and make them more engaging with interactive features or animations. On Prezi Design, you can create different engaging data visualizations from line charts to interactive maps to showcase your data.

2. Instructive

Instructive presentations teach the audience something new. Whether it’s about science, business strategies, or culture, this type of presentation is meant to help people gain knowledge and understand a topic better. 

With a focus on transmitting knowledge, your presentation design should incorporate a variety of visuals and easy-to-understand data visualizations. Most people are visual learners, so you’ll benefit from swapping text-based slides for more visually rich content.

3. Motivational

Motivational presentations try to inspire the audience by giving examples of successful projects, stories, or experiences. This type of presentation is often used in marketing or promotional events because it seeks to get the audience inspired and engaged with a product or service. That’s why the presentation design needs to capture and hold the attention of your audience using a variety of animations and visuals. Go beyond plain images – include videos for a more immersive experience.

4. Persuasive

Persuasive presentations are designed to sway an audience with arguments that lead to an actionable decision (i.e., buy the product). Audiences learn facts and figures relevant to the point being made and explore possible solutions based on evidence provided during the speech or presentation.

In a persuasive presentation design, you need to capture your audience’s attention right away with compelling statistics wrapped up in interactive and engaging data visualizations. Also, the design needs to look and feel dynamic with smooth transitions and fitting visuals, like images, stickers, and GIFs.

How to design a presentation

When you first open a blank presentation page, you might need some inspiration to start creating your design. For this reason, we created a simple guide that’ll help you make your own presentation from scratch without headaches.

1. Opt for a motion-based presentation

You can make an outstanding presentation using Prezi Present, a software program that lets you create interactive presentations that capture your viewer’s attention. Prezi’s zooming feature allows you to add movement to your presentation and create smooth transitions. Prezi’s non-linear format allows you to jump between topics instead of flipping through slides, so your presentation feels more like a conversation than a speech. A motion-based presentation will elevate your content and ideas, and make it a much more engaging viewing experience for your audience.

Watch this video to learn how to make a Prezi presentation:

2. Create a structure & start writing content

Confidence is key in presenting. You can feel more confident going into your presentation if you structure your thoughts and plan what you will say. To do that, first, choose the purpose of your presentation before you structure it. There are four main types of presentations: informative, instructive, motivational, and persuasive. Think about the end goal of your presentation – what do you want your audience to do when you finish your presentation – and structure it accordingly.

Next, start writing the content of your presentation (script). We recommend using a storytelling framework, which will enable you to present a conflict and show what could be possible. In addition to creating compelling narratives for persuasive presentations, this framework is also effective for other types of presentations.

Tip: Keep your audience in mind. If you’re presenting a data-driven report to someone new to the field or from a different department, don’t use a lot of technical jargon if you don’t know their knowledge base and/or point of view.

3. Research & analyze 

Knowing your topic inside and out will make you feel more confident going into your presentation. That’s why it’s important to take the time to understand your topic fully. In return, you’ll be able to answer questions on the fly and get yourself back on track even if you forget what you were going to say when presenting. In case you have extra time at the end of your presentation, you can also provide more information for your audience and really showcase your expertise. For comprehensive research, turn to the internet, and library, and reach out to experts if possible.

4. Get to design

Keeping your audience engaged and interested in your topic depends on the design of your presentation.

Now that you’ve done your research and have a proper presentation structure in place, it’s time to visualize it.

4.1. Presentation design layout

What you want to do is use your presentation structure as a presentation design layout. Apply the structure to how you want to tell your story, and think about how each point will lead to the next one. Now you can either choose to use one of Prezi’s pre-designed templates that resemble your presentation structure the most or start to add topics on your canvas as you go. 

Tip: When adding content, visualize the relation between topics by using visual hierarchy – hide smaller topics within larger themes or use the zooming feature to zoom in and out of supplementary topics or details that connect to the larger story you’re telling.

4.2. Color scheme

Now it’s time to choose your color scheme to give a certain look and feel to your presentation. Make sure to use contrasting colors to clearly separate text from the background, and use a maximum of 2 to 3 dominating colors to avoid an overwhelming design.

4.2. Content (visuals + text)

Add content that you want to highlight in your presentation. Select from a wide range of images, stickers, GIFs, videos, data visualizations, and more from the content library, or upload your own. To provide more context, add short-format text, like bullet points or headlines that spotlight the major themes, topics, and ideas in your presentation. 

Also, here you’ll want to have a final decision on your font choice. Select a font that’s easy to read and goes well with your brand and topic.

Tip: Be careful not to turn your presentation into a script. Only display text that holds significant value – expand on the ideas when presenting. 

4.3. Transitions

Last but not least, bring your presentation design to life by adding smooth, attractive, and engaging transitions that take the viewer from one topic to another without disrupting the narrative. 

On Prezi, you can choose from a range of transitions that take you into the story world and provide an immersive presentation experience for your audience. 

For more practical tips read our article on how to make a presentation . 

Presentation design tips

When it comes to presentations, design is key. A well-designed presentation can communicate your ideas clearly and engage your audience, while a poorly designed one can do the opposite.

To ensure your presentation is designed for success, note the following presentation design tips that’ll help you design better presentations that wow your audience.

1. Keep it simple

Too many elements on a slide can be overwhelming and distract from your message. While you want your content to be visually compelling, don’t let the design of the presentation get in the way of communicating your ideas. Design elements need to elevate your message instead of overshadowing it. 

2. Use contrasting text colors

Draw attention to important points with contrasted text colors. Instead of using bold or italics, use a contrasting color in your chosen palette to emphasize the text.

3. Be clear and concise. 

Avoid writing long paragraphs that are difficult to read. Limit paragraphs and sections of text for optimum readability.

4. Make sure your slide deck is visually appealing

Use high-quality images and graphics, and limit the use of text to only the most important information. For engaging and diverse visuals, go to Prezi’s content library and discover a wide range of stock images, GIFs, stickers, and more.

5. Pay attention to detail

Small details like font choice and alignments can make a big difference in how professional and polished your presentation looks. Make sure to pay attention to image and text size, image alignment with text, font choice, background color, and more details that create the overall look of your presentation.

6. Use templates sparingly

While templates can be helpful in creating a consistent look for your slides, overusing them can make your presentation look generic and boring. Use them for inspiration but don’t be afraid to mix things up with some custom designs as well. 

7. Design for clarity

Create a presentation layout that is easy to use and navigate, with clear labels and instructions. This is important for ensuring people can find the information they need quickly and easily if you end up sharing your presentation with others.

8. Opt for a conversational presentation design

Conversational presenting allows you to adjust your presentation on the fly to make it more relevant and engaging. Create a map-like arrangement that’ll encourage you to move through your presentation at your own pace. With a map-like design, each presentation will be customized to match different audiences’ needs. This can be helpful for people who have different levels of expertise or knowledge about the subject matter.

9. Be consistent 

Design consistency holds your presentation together and makes it easy to read and navigate. Create consistency by repeating colors, fonts, and design elements that clearly distinguish your presentation from others.

10. Have context in mind

A great presentation design is always dependent on the context. Your audience and objective influence everything from color scheme to fonts and use of imagery. Make sure to always have your audience in mind when designing your presentations.

For more presentation tips, read the Q&A with presentation design experts and get valuable insights on visual storytelling.

Presentation templates

Creating a presentation from scratch isn’t easy. Sometimes, it’s better to start with a template and dedicate your time to the presentation’s content. To make your life easier, here are 10 useful and stunning presentation templates that score in design and engagement. If you want to start creating with any of the following templates, simply go to our Prezi presentation template gallery , select your template, and start creating! Also, you can get inspired by the top Prezi presentations , curated by our editors. There you can discover presentation examples for a wide range of topics, and get motivated to create your own. 

Business meeting presentation

The work desk presentation templates have a simple and clean design, perfectly made for a team or business meeting. With all the topics visible from start, everyone will be on the same page about what you’re going to cover in the presentation. If you want, you can add or remove topics as well as edit the visuals and color scheme to match your needs.

Small business presentation

This template is great for an introductory meeting or pitch, where you have to summarize what you or your business does in a few, highly engaging slides. The interactive layout allows you to choose what topic bubble you’re going to select next, so instead of a one-way interaction, you can have a conversation and ask your audience what exactly they’re interested in knowing about your company.

Mindfulness at work presentation

How can you capture employees’ attention to explain important company values or practices? This engaging presentation template will help you do just that. With a wide range of impactful visuals, this presentation design helps you communicate your ideas more effectively. 

Business review template

Make your next quarterly business review memorable with this vibrant business presentation template. With eye-capturing visuals and an engaging layout, you’ll communicate important stats and hold everyone’s attention until the end.

History timeline template

With black-and-white sketches of the Colosseum in the background, this timeline template makes history come alive. The displayed time periods provide an overview that’ll help your audience to grasp the bigger picture. After, you can go into detail about each time frame and event.

Storytelling presentation template

Share stories about your business that make a lasting impact with this stunning, customizable presentation template. To showcase each story, use the zooming feature and choose to tell your stories in whatever order you want.

Design concept exploration template

Not all meetings happen in person nowadays. To keep that face-to-face interaction even when presenting online, choose from a variety of Prezi Video templates or simply import your already-existing Prezi template into Prezi Video for remote meetings. This professional-looking Prezi Video template helps you set the tone for your meeting, making your designs stand out. 

Employee perks and benefits video template

You can use the employee benefits video template to pitch potential job candidates the perks of working in your company. The Prezi Video template allows you to keep a face-to-face connection with potential job candidates while interviewing them remotely.

Sales plan presentation template

Using a clear metaphor that everyone can relate to, this football-inspired sales plan presentation template communicates a sense of team unity and strategy. You can customize this Prezi business presentation template with your brand colors and content.

Flashcard template

How can you engage students in an online classroom? This and many other Prezi Video templates will help you create interactive and highly engaging lessons. Using the flashcard template, you can quiz your students, review vocabulary, and gamify learning.

Great presentation design examples

If you’re still looking for more inspiration, check out the following Prezi presentations made by our creative users.

Social media presentation

This presentation is a great example of visual storytelling. The use of visual hierarchy and spatial relationships creates a unique viewing experience and makes it easier to understand how one topic or point is related to another. Also, images provide an engaging and visually appealing experience.

Leadership books presentation

Do you want to share your learnings? This interactive presentation offers great insights in an entertaining and visually compelling way. Instead of compiling leadership books in a slide-based presentation, the creator has illustrated each book and added a zooming feature that allows you to peek inside of each book’s content.

Remote workforce presentation

This is a visually rich and engaging presentation example that offers an interactive experience for the viewer. A noteworthy aspect of this presentation design is its color consistency and matching visual elements.

A presentation about the teenage brain 

Another great presentation design example that stands out with an engaging viewing experience. The zooming feature allows the user to dive into each topic and choose what subject to view first. It’s a great example of an educational presentation that holds the students’ attention with impactful visuals and compelling transitions.

Remote work policy presentation

This presentation design stands out with its visually rich content. It depicts exactly what the presentation is about and uses the illustrated window frames in the background image as topic placements. This type of presentation design simplifies complex concepts and makes it easier for the viewer to understand and digest the information.

Everyone can create visually-appealing presentations with the right tools and knowledge. With the presentation design tips, templates, and examples, you’re equipped to make your next presentation a success. If you’re new to Prezi, we encourage you to discover everything it has to offer. With this presentation design guide and Prezi, we hope you’ll get inspired to create meaningful, engaging, and memorable content for your audience!  

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Giving a Presentation to Senior Management & Executives: Templates & Tips

Giving a presentation to senior management or an executive team can be a little daunting. You need to create just the right design to appeal to a C-suite group.

This includes everything from color choice to typography to messaging. When it all comes together, you need a polished presentation deck to make a good impression.

Here, we’ve got some templates and tips to help you create just the right presentation, to help you get your message across in a stylish and professional way.

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Use a Simple Color Palette

A presentation for senior management or executives is not the place to go wild with color or other design choices. You want the content to steal the show, not the color.

Design your presentation with a muted or neutral palette. Use one or two accent colors. If you are working on a presentation for an existing brand, use the color palette according to those brand guidelines.

White, light, or neutral backgrounds are best. This isn’t the place to experiment with dark mode or trendy colors unless you are certain it is appropriate for your direct audience.

Template to try: Executive Real Estate Presentation Template

Keep Content Direct

Management and executives are busy people. Don’t drag out your presentation with content that isn’t to the point.

Use direct messaging and language with calls to action that show your audience exactly what you are trying to say. Don’t get caught up with using animations, long videos, or other design tricks. Create a presentation that is simple, direct, and focuses on the content therein.

Template to try: Companhia Business Keynote Template

Use Charts and Graphs Where Necessary

Charts, infographics, and numbers can help support certain types of presentations. Use these supporting elements where necessary to help make a strong case for what you are communicating.

As with other design elements, use supporting graphics in a way that emphasizes your message and keep them are direct and simple as possible.

This is where a presentation design template can really come in handy. Look for one that presents information in the way you want to communicate it to the audience to help create your slide deck quickly.

Template to try: Accounting Finance in Business PowerPoint Template

Order Slides in a Logical Order

As with other storytelling methods, a strong presentation has a beginning, middle, and end. Order your slides in a logical order that tells your story in this way.

Start with an introduction, mission, vision, or goals. Use a table of contents if your presentation is exceptionally long or will be viewed without you (such as an emailed presentation).

Then get to the heart of what you want to say. Make statements that you can follow up with supporting evidence. This is where charts, images, or graphics can come in handy to help better tell the story.

Finally, wrap up with outcomes or what should happen next. Provide an opportunity for questions or feedback. Don’t forget the call to action: What are the managers or executives you were presenting to supposed to do next? Give them an easy opportunity to take that action.

Template to try: Buzz Consultant PowerPoint Template

Use Easy to Read Typefaces

A presentation for senior management or executives is not the place to start experimenting with wild typefaces. Keep it simple. Readability here is vital.

For the most part, you’ll probably need two typefaces: A display typeface for titles and headers and a body typeface for everything else (you might need this one to include bold or italic options).

Simple sans serif typefaces are the preferred option in most cases. They are easy to read and won’t get in the way of your message. Serif typefaces are also acceptable. Stay away from scripts, novelty fonts, or blackletter for the most part.

Template to try: Centric Corporate PowerPoint Presentation

Don’t Use Too Many Slides

A good presentation should have a strong message. Communicate it in as few slides as possible.

This will help you be respectful of the time of the people you are presenting to, help capture more of their attention, and provide a strong focus for what you are trying to say.

There’s no exact formula for number of slides. There are a few guidelines to help you think through how many you need:

• One thought/idea per slide
• Keep text to a minimum for in-person presentations
• Design for hierarchy and scanning so it is easy to read each slide quickly
• Plan for a cadence of one to two slides per minute

Template to try: Gratus Business Keynote Template

Use Blocks of Content

Think about presentation content in chunks or blocks that help the audience easily digest information. One popular way to do this is with a split-screen design that divides content into two parts – maybe an image and text or two columns of text.

People naturally read from left to right and this can help direct visual flow and make content easier to understand.

This type of design is also organized, visually elegant, and can help you create a design that will appeal to your C-suite audience. It can also work for almost any type of content.

Template to try: Lampu Innovative Google Slides Template

A strong presentation for senior management and executives is simple, direct, and has visual flair without being overwhelming. Refine your message and slide deck to maximize impact in the most concise amount of time possible.

And don’t forget to finish with your ask. Why were you presenting in the first place? Provide a reminder at the end of the presentation with a call to action.

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Blog Data Visualization 18 Presentation Design Tips For Success

18 Presentation Design Tips For Success

Written by: Midori Nediger May 15, 2023

Bad presentations. We’ve all had to sit through them.  Heck, we’ve probably all given one or two. I know I have.

You know the type: twice as long as they need to be, slides chock-full of text, no visuals in sight. 

How can you ensure you don’t fall victim to these presentation faux-pas when designing your next presentation for your team, class, or clients?

In this blog, I’ll walk you through tips on how to design an impactful presentation along with presentation templates that can help you deliver it with style to leave a lasting impression.

Tips for designing and delivering an impactful presentation

What makes a presentation memorable?

It usually comes down to three things:

• The main idea.
• The presenter.
• The visuals.

All three elements work together to create a successful presentation. Just like how different presentation styles serve different purposes, having a good presentation idea will give the audience a purpose for listening.

Here are some top tips to consider to help you design and deliver an impactful presentation:

• Include less text and more visuals in your presentation design
• Identify one core message to center your presentation design around
• Eliminate any information that doesn’t immediately support the core message
• Create a strong presentation outline to keep you focused
• Use text to reinforce, not repeat, what you’re saying
• Design your presentation with one major takeaway per slide
• Use visuals to highlight the key message on each slide
• Use scaffolding slides to orient your audience and keep them engaged
• Use text size, weight, and color for emphasis
• Apply design choices consistently to avoid distraction
• Split a group presentation by topic
• Use a variety of page layouts to maintain your audience’s interest
• Use presentation templates to help you get started
• Include examples of inspiring people
• Dedicate slides to poignant questions
• Find quotes that will inspire your audience
• Emphasize key points with text and images
• Label your slides to prompt your memory

1. Include less text and more visuals in your presentation design

According to David Paradi’s annual presentation survey , the 3 things that annoy audiences most about presentations are:

• Speakers reading their slides
• Slides that include full sentences of text
• Text that is too small to read

The common thread that ties all of these presentation annoyances is text. Audiences are very picky about the text found in presentation slide decks .

In my experiences speaking at conferences and in webinars over the past few years, audiences respond much more positively to presentations that use visuals in place of text.

Audiences are more engaged, ask more questions, and find my talks more memorable when I include lots of visual examples in my slide decks. 

I’m not the only one who has found this. We recently surveyed nearly 400 conference speakers about their presentation designs and found that 84.3% create presentations that are highly visual.

A great example of a high visual presentation is the iconic AirBnB pitch deck design , which includes no more than 40 words per slide. Instead of repeating the speaker’s script on the slides, it makes an impact with keywords, large numbers, and icons:

Learn how to customize this presentation template:

To help you take your presentations to the next level, I’d like to share my process for creating a visually-focused presentation like the one above. I’ll give you my top presentation design tips that I’ve learned over years of presenting:

• Class presentations
• Online courses

You can then apply this process to our professional presentation templates  or pitch decks , creating unique presentation decks with ease! Our user-friendly editor tools make customizing these templates a breeze.

To leave a lasting impression on your audience, consider transforming your slides into an interactive presentation. Here are 15 interactive presentation ideas to enhance interactivity and engagement.

We’ll cover the most important steps for summarizing lengthy text into a presentation-friendly format. Then we’ll touch on some presentation design tips to help you get visual with your slide decks. Read on for the best creative presentation ideas .

2. Identify one core message to center your presentation design around

We know from David Paradi’s survey that audiences are easily overwhelmed with lots of text and data, especially when presentations are long.

(You when you see a presentation with lots of text and data and it’s long)

So unlike in a white paper , report , or essay , you can’t expect to tackle many complex ideas within a single presentation.

That would be a recipe for disaster.

Instead, identify a single central message that you would like to communicate to your audience. Then build your presentation around that core message.

By identifying that core message, you can ensure that everything you include in your presentation supports the goal of the presentation .

As seen below, a great presentation tells you exactly what you’re going to learn (the core message), then gets right to the facts (the supporting information).

To ensure you create an asset that’s clear, concise, impactful, and easy to follow, design your presentation around a single core message.

3. Create a strong presentation outline to keep you focused

Think of your outline as a roadmap for your presentation. Creating a strong presentation outline straight away helps make sure that you’re hitting all of the key points you need to cover to convey a persuasive presentation .

Take this presentation outline example:

• Introduction and hellos
• Vision and value proposition
• Financial profit
• Your investment
• Thanks and questions

These are all things that we know we need to talk about within the presentation.

Creating a presentation outline makes it much easier to know what to say when it comes to creating the actual presentation slides.

You could even include your presentation outline as a separate slide so that your audience knows what to expect:

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

4. Eliminate any information that doesn’t support the core message

Next, use that core message to identify everything that doesn’t belong in the presentation.

Aim to eliminate everything that isn’t immediately relevant to the topic at hand, and anything remotely redundant. Cut any information that isn’t absolutely essential to understanding the core message.

By cutting these extra details, you can transform forgettable text-heavy slides:

Into memorable slides with minimal text:

Here’s a quick checklist to help you cut out any extra detail:

Get rid of:

• Detailed descriptions
• Background information
• Redundant statements
• Explanations of common knowledge
• Persuasive facts and figures
• Illustrative examples
• Impactful quotes

This step may seem obvious, but when you’re presenting on a topic that you’re passionate about, it’s easy to get carried away with extraneous detail. Use the recommendations above to keep your text in check.

Clarity is key, especially if you’re presenting virtually rather than in-person. However, Lisa Schneider (Chief Growth Officer at Merriam-Webster) has had plenty of experience making that adjustment. She recently shared her tips for adapting in-person presentations into virtual presentations on Venngage that you can check out. 

Watch: How to design a presentation [10 ESSENTIAL TIPS]

5. Use text to reinforce, not repeat, what you’re saying

According to presentation guru  Nancy Duarte , your audience should be able to discern the meaning of your slides in 6 seconds or less.

Since your audience will tend to read every word you place on each slide, you must keep your text to an absolute minimum. The text on your slides should provide support for what you’re saying without being distracting.

Never write out, word for word, what you’re going to be saying out loud. If you’re relying on text to remember certain points, resist the urge to cram them into your slides. Instead, use a tool like Venngage’s speaker notes to highlight particular talking points. These can be imported into PowerPoint — along with the rest of your presentation — and will only be viewable to you, not your audience.

For the actual slides, text should only be used to reinforce what you’re saying. Like in the presentation design below, paraphrase long paragraphs into short bulleted lists or statements by eliminating adjectives and articles (like “the” and “a”).

Pull out quotes and important numbers, and make them a focus of each slide.

6. Design your presentation with one major takeaway per slide

As I mentioned above, audiences struggle when too much information is presented on a single slide.

To make sure you don’t overwhelm your audiences with too much information, spread out your content to cover one major takeaway per slide.

By limiting each slide to a single simple statement, you focus your audience’s attention on the topic at hand.

My favorite way to do this is to pick out the core message of whatever I’m talking about and express it in a few keywords, as seen in this presentation slide below.

This helps ensure that the visuals remain the focus of the slide.

Using the text in this way, to simply state a single fact per slide, is a sure-fire way to make an impact in your presentation.

Alternatively, pull out a significant statistic that you want to stick in your audience’s minds and make it a visual focus of the slide, as seen in this popular presentation by Officevibe .

This might mean you end up with a slide deck with a ton of slides. But that’s totally ok!

I’ve talked to many professionals who are pressured by their management teams to create presentations with a specific number of slides (usually as few as 10 or 15 slides for a 30-minute presentation).

If you ask me, this approach is completely flawed. In my mind, the longer I spend sitting on a single slide, the more likely I am to lose the interest of my audience.

How many slides should I use for a 10 minute presentation?

A good rule of thumb is to have at least as many slides as minutes in your presentation. So for a 10 minute presentation you should have at least 10 slides .

Use as many slides as you need, as long as you are presenting a single message on each slide, (as seen in the lengthy presentation template below). This is especially important if you’re presenting your business, or delivering a product presentation. You want to wow your audience, not bore them.

7. Use visuals to highlight the key message on each slide

As important as having one major takeaway per slide is having visuals that highlight the major takeaway on each slide.

Unique visuals will help make your message memorable.

Visuals are a great way to eliminate extra text, too.

You can add visuals by creating a timeline infographic to group and integrate information into visual frameworks like this:

Or create a flowchart  and funnels:

Or by representing simple concepts with icons, as seen in the modern presentation design below. Using the same color for every icon helps create a polished look.

Using visuals in this way is perfect for when you have to convey messages quickly to audiences that you aren’t familiar with – such as at conferences. This would also make the ideal interview presentation template.

You can alternatively use icons in different colors, like in the presentation templates below. Just make sure the colors are complimentary, and style is consistent throughout the presentation (i.e. don’t use sleek, modern icons on one slide and whimsically illustrated icons on another). In this example, presentation clipart style icons have been used.

Any time you have important stats or trends you want your audience to remember, consider using a chart or data visualization to drive your point home. Confident public speaking combined with strong visualizations can really make an impact, encouraging your audience to act upon your message.

One of my personal favorite presentations (created by a professional designer) takes this “key message plus a visual” concept to the extreme, resulting in a slide deck that’s downright irresistible.

When applying this concept, don’t fall into the trap of using bad stock photos . Irrelevant or poorly chosen visuals can hurt you as much as they help you.

Below is an example of how to use stock photos effectively. They are more thematic than literal and are customized with fun, bright icons that set a playful tone.

The content and visual design of a presentation should be seamless.

It should never seem like your text and visuals are plopped onto a template. The format and design of the slides should contribute to and support the audience’s understanding of the content.

8. Use scaffolding slides to orient your audience and keep them engaged

It’s easy for audiences to get lost during long presentations, especially if you have lots of slides. And audiences zone out when they get lost.

To help reorient your audience every once in a while, you can use something I like to call scaffolding slides. Scaffolding slides appear throughout a presentation to denote the start and end of major sections.

The core scaffolding slide is the agenda slide, which should appear right after the introduction or title slide. It outlines the major sections of the presentation.

At the beginning of each section, you should show that agenda again but highlight the relevant section title, as seen below.

This gives audiences the sense that you’re making progress through the presentation and helps keep them anchored and engaged.

Alternatively, you can achieve a similar effect by numbering your sections and showing that number on every slide. Or use a progress bar at the bottom of each slide to indicate how far along you are in your presentation. Just make sure it doesn’t distract from the main content of the slides.

You can imagine using this “progress bar” idea for a research presentation, or any presentation where you have a lot of information to get through.

Leila Janah, founder of Sama Group, is great at this. Her  Innovation and Inspire  talk about Sama Group is an example of a presentation that is well organized and very easy to follow.

Her presentation follows a logical, steady stream of ideas. She seems comfortable talking in front of a crowd but doesn’t make any attempts to engage directly with them.

9. Use text size, weight and color for emphasis

Every slide should have a visual focal point. Something that immediately draws the eye at first glance.

That focal point should be whatever is most important on that slide, be it an important number, a keyword, or simply the slide title.

We can create visual focal points by varying the size, weight, and color of each element on the slide. Larger, brighter, bolder elements will command our audience’s attention, while smaller, lighter elements will tend to fade into the background.

As seen in the presentation template above, this technique can be especially useful for drawing attention to important words within a long passage of text. Consider using this technique whenever you have more than 5 words on a slide.

And if you really want your audience to pay attention, pick a high-contrast color scheme like the one below.

When picking fonts for your presentation, keep this technique in mind. Pick a font that has a noticeable difference between the “bold” font face and the “regular” font face. Source Sans Pro, Times New Roman, Montserrat, Arvo, Roboto, and Open Sans are all good options.

The last thing to remember when using size, weight, and color to create emphasis on a slide: don’t try to emphasize too many things on one slide.

If everything is highlighted, nothing is highlighted.

10. Apply design choices consistently to avoid distraction

Audiences are quick to pick out, and focus on, any inconsistencies in your presentation design. As a result, messy, inconsistent slide decks lead to distracted, disengaged audiences.

Design choices (fonts and colors, especially), must be applied consistently across a slide deck. The last thing you want is for your audience to pay attention to your design choices before your content.

To keep your design in check, it can be helpful to create a color palette and type hierarchy before you start creating your deck, and outline it in a basic style guide like this one:

I know it can sometimes be tempting to fiddle around with text sizes to fit longer bits of text on a slide, but don’t do it! If the text is too long to fit on a slide, it should be split up onto multiple slides anyway.

And remember, a consistent design isn’t necessarily a boring one. This social media marketing presentation applies a bright color scheme to a variety of 3-column and 2-column layouts, remaining consistent but still using creative presentation ideas.

11. Split a group presentation by topic

When giving a group presentation it’s always difficult to find the right balance of who should present which part.

Splitting a group presentation by topic is the most natural way to give everybody the chance to attempt without it seeming disjointed.

When presenting this slide deck to investors or potential clients, the team can easily take one topic each. One person can discuss the business model slide, and somebody else can talk about the marketing strategy.

Top tips for group presentations:

• Split your group presentation by topic
• Introduce the next speaker at the end of your slide
• Become an ‘expert’ in the slide that you are presenting
• Rehearse your presentation in advance so that everybody knows their cue to start speaking

12. Use a variety of page layouts to maintain your audience’s interest

Page after page of the same layout can become repetitive and boring. Mix up the layout of your slides to keep your audience interested.

In this example, the designer has used a variety of combinations of images, text, and icons to create an interesting and varied style.

There are hundreds of different combinations of presentation layers and presentation styles that you can use to help create an engaging presentation . This style is great for when you need to present a variety of information and statistics, like if you were presenting to financial investors, or you were giving a research presentation.

Using a variety of layouts to keep an audience engaged is something that Elon Musk is an expert in. An engaged audience is a hyped audience. Check out this Elon Musk presentation revealing a new model Tesla for a masterclass on how to vary your slides in an interesting way:

13. Use presentation templates to help you get started

It can be overwhelming to build your own presentation from scratch. Fortunately, my team at Venngage has created hundreds of professional presentation templates , which make it easy to implement these design principles and ensure your audience isn’t deterred by text-heavy slides.

Using a presentation template is a quick and easy way to create professional-looking presentation skills, without any design experience. You can edit all of the text easily, as well as change the colors, fonts, or photos. Plus you can download your work in a PowerPoint or PDF Presentation format.

After your presentation, consider summarizing your presentation in an engaging manner to r each a wider audience through a LinkedIn presentation .

14. Include examples of inspiring people

People like having role models to look up to. If you want to motivate your audience, include examples of people who demonstrate the traits or achievements, or who have found success through the topic you are presenting.

15. Dedicate slides to poignant questions

While you might be tempted to fill your slides with decorative visuals and splashes of color, consider that sometimes simplicity is more effective than complexity. The simpler your slide is, the more you can focus on one thought-provoking idea.

16. Find quotes that will inspire your audience

A really good quote can stick in a person’s mind for weeks after your presentation. Ending your presentation with a quote can be a nice way to either begin or finish your presentation.

A great example of this is Tim Ferriss’ TED talk:

Check out the full talk below.

17. Emphasize key points with text and images

When you pair concise text with an image, you’re presenting the information to your audience in two simultaneous ways. This can make the information easier to remember, and more memorable.

Use your images and text on slides to reinforce what you’re saying out loud.

Doing this achieves two things:

• When the audience hears a point and simultaneously read it on the screen, it’s easier to retain.
• Audience members can photograph/ screencap the slide and share it with their networks.

Don’t believe us? See this tip in action with a presentation our Chief Marketing Officer Nadya gave recently at Unbounce’s CTA Conference . The combination of text and images on screen leads to a memorable presentation.

18. Label your slides to prompt your memory

Often, presenters will write out an entire script for their presentation and read it off a teleprompter. The problem is, that can often make your presentation seem  too  rehearsed and wooden.

But even if you don’t write a complete script, you can still put key phrases on your slides to prompt jog your memory. The one thing you have to be wary of is looking back at your slides too much.

A good presentation gets things moving! Check out the top qualities of awesome presentations and learn all about how to make a good presentation to help you nail that captivating delivery.

Audiences don’t want to watch presentations with slide decks jam-packed with text. Too much text only hurts audience engagement and understanding. Your presentation design is as important as your presentation style. 

By summarizing our text and creating slides with a visual focus, we can give more exciting, memorable and impactful presentations.

Give it a try with one of our popular presentation templates:

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9.3 Designing Your Presentation

Suzan Last and Robin L. Potter

How you organize the contents of your presentation and how you design your slide deck will help to determine whether or not your message is conveyed in its most powerful form. This chapter will focus on speech structure and on slide design.

Speech Structure

You are by now familiar with the conventions of business correspondence and report structure: introduction, background, details, conclusion. This structure forms the backbone for most messaging in business. Many presentations are created using this simple structure as well, often melding the introduction and background together to save on time. The key message would constitute the high point of the presentation, followed by information that supports that point. This “triangle-shaped” structure is used commonly.

To determine how your presentation should be constructed, consider your purpose. In business, the purpose often falls within the following (adapted from David McMurrey, 1997-2017):

• Informative purpose: A presentation can be primarily informative. For example, as a member of a committee involved in a project to expand your department, your job might be to give a presentation on the rationale behind the expansion, how financing will occur, and what infrastructure will be needed.
• Directive or instructional purpose: A presentation can be primarily directive. Your task might be to direct employees on how to perform their tasks using a new process or method, or you might instruct employees on how to use a new customer relations platform.
• Persuasive purpose: A presentation can be primarily persuasive. You might want to convince members of local civic organizations to support a city-wide recycling program. You might appear before city council to persuade its members to reserve certain city-owned lands for park areas, softball and baseball parks, or community gardens.

When creating a presentation that has a persuasive message, you have structural options. You can organize your content using the traditional “triangle” method, or you can use the “what is, what can be” comparative method shared by Nancy Duarte in her presentation below: The Secret Structure of Great Talks (2011). In this presentation, which offers a great example of effective persuasive presentation structure and design, Duarte reveals that speeches that have changed society make use of this “what is, what can be” structure, which compares what the current situation is to what the situation can be in its improved form after your great idea is implemented. Keep this structure in your toolbox for times when you want to persuade the reader to implement a new procedure, accept a proposed project, or sell a new product, for example.

A Brief Overview of PowerPoint

Even the most dynamic speakers often make use of visual aids to accompany their presentation and help illustrate their ideas. Having well-designed visuals as part of your presentation is one way for presenters to add interest and audience engagement to their talks. Despite much discussion on the pros and cons of this medium, PowerPoint is probably the most common software used to create presentations using visual aids. While many other presentation tools are worthy of your consideration, PowerPoint is a standard, versatile workplace tool, so it would be wise to gain proficiency with it. The key concept to remember is that your visual aids should supplement and illustrate what you want to say to your audience.

When designing a PowerPoint presentation, it is helpful to be familiar with the key terminology used to discuss the various elements.

• Deck :  The deck is the entire presentation (all the slides in the presentation; see Figure 9.3.1) .

• Gloss :  Gloss is what the speaker says about each slide. The speaker should not simply read what is on the slide. Slides should have minimal text in the form of keywords and short bullet points. It might include key quotations. The speaker should elaborate on what is written or shown on the slide.
• Slide : The slide is one “page” of the presentation ( Figure 9.3.2 shows one slide from the deck above) with the various elements identified. Note the source entry for the image at the bottom of the slide. Even images must be cited!

• Slide Titles : Usually at the top of the slide, the titles acts as “headings” indicating the topic to be discussed in each slide.
• Body Text:   Body text is the written text on the slide, often in the form of bullet points or key terms. This text should be kept to a minimum (keywords/phrases; quotations you want to read out loud). Don’t write your “script” in the slide’s body text.
• Exhibits : Exhibits are illustrative graphics on the slides that are glossed in the presentation. You should discuss graphics and explain what is important about them.
• Decorative visuals : Decorative visuals are slide motifs, themes, and other non-essential images that add visual appeal to the slides, but do not illustrate substantive ideas.
• Sources: Citation notes indicating the sources for images.
• Notes : The section underneath the slide where you can write notes you want to cover in your gloss. The audience will not see the “notes” portion.

You may want to view sample presentations: Click on the presentations listed below to see detailed examples of effective presentation decks.

PowerPoint Presentation on PRESENTATIONS (.ppt)

Definitions in Technical Writing – Sample student presentation (.pdf) (Created by Isaac Morton)

Knowledge Check

Designing Slides that Convince

You will probably be most familiar with the slide design illustrated above, with each slide containing a title and content consisting of bullet points. You will see this design in most of your professors’ lectures. Though it is the most commonly used slide design, it has also been criticized as being too rigid and resulting in poor long-term information retention. When this traditional slide design was compared to the assertion-evidence slide design discussed below, researchers discovered that using assertion-evidence slide structure resulted in deeper learning and understanding (Garner, et al. 2011).

Assertion-evidence slide structure, pioneered by Michael Alley at Penn State University, consists of a statement, or assertion, usually placed where the slide title would normally be placed. Among other types of content, the body of the slide would then include (excerpted from McMurrey, 1997-2017):

• Drawing or diagram of key objects: If you describe or refer to any objects during your presentation, show visuals of them so that you can point to different components or features.
• Tables, charts, graphs: If you discuss statistical data, present them in some form or table, chart, or graph. Many members of your audience may be less comfortable “hearing” such data as opposed to seeing them.
• Other research data or information: Usually presented in text or charts.

Below is a video by Robert Yale (2013) that reviews conventional PowerPoint disadvantages, studies in information retention, and the assertion-evidence structure. If you want to learn how to create slides using this method and see examples, please view this video as it is a good primer.

Visual Rhetoric

PowerPoint is not the only visual medium you might use. Posters, infographics, and other kinds of displays can also work to effectively convey your message if they are well designed. Considering how to present ideas visually can be as important as determining what to say. Here are some resources to help you design visual information in a rhetorically effective way:

Visual Rhetoric page from the Online Writing Lab (OWL) at Purdue University

Rule of Thirds (Wikipedia)

Psychology of Font Choices (The Daily Egg)

Putting It All Together

As you deepen your knowledge of general slide deck design, check out these two texts, which are considered key primers on the topic of presentation design.

• Garr Reynolds, PresentationZen: Simple Ideas on Presentation Design and Delivery provides a clear, easy-to-read set of tips for cutting through the noise and blather of modern life and reaching an audience through simple, pared-down slides and story-telling:  two techniques that can help you connect with and inspire your audience in an authentic, genuine way.
• Nancy Duarte, Slideology: T he Art and Science of Creating Great Presentations looks to the role of presentation software in the visualization of ideas and information. Its goal is to turn you into a “visual thinker,” so you can design presentation graphics that enable your audience to easily and effectively process data—an especially valuable skill for technical presenters who often have to convey complex data in meaningful ways to non-technical audiences.

( How to Create Better Visual Presentations , 2014)

____________________________________________________________________

Note: Some of the contents of this chapter have been adapted from David McMurrey (1997-2017), Online Technical Writing: Oral Presentations. https://www.prismnet.com/~hcexres/textbook/oral.html CC by Attribution 4.0

Ally, M. (n.d.). Rethinking presentations in science and engineering . Penn State University Park. https://www.assertion-evidence.com/templates.html

Duarte, N. (2008). Slide:ology: T he art and science of creating great presentations . Duarte.com. https://www.duarte.com/books/slideology/

Duarte, N. (2011, November.) The secret structure of great talks. TEDxEast. https://www.ted.com/talks/nancy_duarte_the_secret_structure_of_great_talks?utm_campaign=tedspread&utm_medium=referral&utm_source=tedcomshare

Duarte, N. (2014) How to Create Better Presentations [Video]. Youtube. https://www.youtube.com/watch?v=so9EJoQJc-0&t=2s

Garner, J.K., Alley, M., Sawarynski, L.E., Wolfe, K.L., & Zappe, S.E. (2011). Assertion-evidence slides appear to lead to better comprehension and recall of more complex concepts.  American Society of Engineers. PDF.

Garr, R. (2011). PresentationZen: Simple ideas on presentation design and delivery. Toronto: Pearson. http://ptgmedia.pearsoncmg.com/images/9780321811981/samplepages/0321811984.pdf

Hunt, Ted. (2013, July 5).  A pro designer shares the psychology of font choices. [Infographic]. The Daily Egg.

Keithonearth, [Bicycle image embedded in slide]. https://en.wikipedia.org/wiki/Derailleur_gears#/media/File:Derailleur_Bicycle_Drivetrain.svg . CC BY-SA 3.0.

McMurrey, D. (1997-2017).  Oral presentations. Online technical writing. https://mcmassociates.io/textbook/oral.html

Online Writing Lab (OWL). Visual rhetoric. University of Purdue. https://owl.purdue.edu/owl/general_writing/visual_rhetoric/visual_rhetoric/index.html

Wikipedia. (2021, February 9 edited). Rule of Thirds. https://en.wikipedia.org/wiki/Rule_of_thirds

Yale, R. (2013). The Assertion-evidence structure for PowerPoint slide design. YouTube. https://youtu.be/xNW84FUe0ZA

Communication Essentials for Business Copyright © 2019 by Suzan Last and Robin L. Potter is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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BUS603: Managing People

Managerial Communication

The process of managerial communication.

• Understand and describe the communication process.

Interpersonal communication is an important part of being an effective manager:

• It influences the opinions, attitude, motivation, and behaviors of others.
• It expresses our feelings, emotions, and intentions to others.
• It is the vehicle for providing, receiving, and exchanging information regarding events or issues that concern us.
• It reinforces the formal structure of the organization by such means as making use of formal channels of communication.

Interpersonal communication allows employees at all levels of an organization to interact with others, to secure desired results, to request or extend assistance, and to make use of and reinforce the formal design of the organization. These purposes serve not only the individuals involved, but the larger goal of improving the quality of organizational effectiveness.

The model that we present here is an oversimplification of what really happens in communication, but this model will be useful in creating a diagram to be used to discuss the topic. Exhibit 11.2 illustrates a simple communication episode where a communicator encodes a message and a receiver decodes the message.

Exhibit 11.2 The Basic Communication Model

Encoding and Decoding

Two important aspects of this model are encoding and decoding . Encoding is the process by which individuals initiating the communication translate their ideas into a systematic set of symbols (language), either written or spoken. Encoding is influenced by the sender's previous experiences with the topic or issue, her emotional state at the time of the message, the importance of the message, and the people involved. Decoding is the process by which the recipient of the message interprets it. The receiver attaches meaning to the message and tries to uncover its underlying intent. Decoding is also influenced by the receiver's previous experiences and frame of reference at the time of receiving the message.

Several types of feedback can occur after a message is sent from the communicator to the receiver. Feedback can be viewed as the last step in completing a communication episode and may take several forms, such as a verbal response, a nod of the head, a response asking for more information, or no response at all. As with the initial message, the response also involves encoding, medium, and decoding.

There are three basic types of feedback that occur in communication. These are informational, corrective, and reinforcing. In informational feedback, the receiver provides nonevaluative information to the communicator. An example is the level of inventory at the end of the month. In corrective feedback, the receiver responds by challenging the original message. The receiver might respond that it is not her responsibility to monitor inventory. In reinforcing feedback, the receiver communicated that she has clearly received the message and its intentions. For instance, the grade that you receive on a term paper (either positive or negative) is reinforcing feedback on your term paper (your original communication).

There is, however, a variety of ways that the intended message can get distorted. Factors that distort message clarity are noise. Noise can occur at any point along the model shown in Exhibit 11.2, including the decoding process. For example, a manager might be under pressure and issue a directive, "I want this job completed today, and I don't care what it costs," when the manager does care what it costs.

CONCEPT CHECK

• Describe the communication process.
• Why is feedback a critical part of the communication process?
• What are some things that managers can do to reduce noise in communication?

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Chapter 10. Designing and Delivering Presentations

In this chapter.

• Strategies for developing professional oral presentations and designing clear, functional slides
• Discussion of what makes presentations challenging and practical advice for becoming a more engaging and effective presenter
• Tips for extending the concepts of high quality presentations to creating videos and posters

Presentations are one of the most visible forms of professional or technical communication you will have to do in your career.  Because of that and the nature of being put “on the spot,” presentations are often high pressure situations that make many people anxious. As with the other forms of communication described in this guide, the ability to present well is a skill that can be practiced and honed.

When we think of presentations, we typically imagine standing in front of a room (or auditorium) full of people, delivering information verbally with slides projected on a screen. Variations of that scene are common. Keep in mind, though, that the skills that make you a strong presenter in that setting are incredibly valuable in many other situations, and they are worth studying and practicing.

Effective presentation skills are the ability to use your voice confidently to communicate in “live” situations—delivering information verbally and “physically,” being able to engage your audience, and thinking on your feet. It also translates to things like videos, which are a more and more common form of communication in professional spheres.  You will have a number of opportunities during your academic career to practice your presentation skills, and it is worth it to put effort into developing these skills. They will serve you well in myriad situations beyond traditional presentations, such as interviews, meetings, networking, and public relations.

This chapter describes best practices and tips for becoming an effective presenter in the traditional sense, and also describes how best practices for presentation skills and visuals apply to creating videos and posters.

Process for Planning, Organizing, and Writing Presentations

Similar to any other piece of writing or communication, to design a successful presentation, you must follow a thoughtful writing process (see Engineering Your Writing Process ) that includes planning, drafting, and getting feedback on the presentation content, visuals, and delivery (more on that in the following section).Following is a simple and comprehensive way to approach “writing” a presentation:

Step 1: Identify and state the purpose of the presentation. Find focus by being able to clearly and simply articulate the goal of the presentation—what are you trying to achieve? This is helpful for you and your audience—you will use it in your introduction and conclusion, and it will help you draft the rest of the presentation content.

Step 2: Outline major sections. Next, break the presentation content into sections. Visualizing sections will also help you assess organization and consider transitions from one idea to the next. Plan for an introduction, main content sections that help you achieve the purpose of the presentation, and a conclusion.

Step 3: Draft content. Once you have an outline, it’s time to fill in the details and plan what you are actually going to say. Include an introduction that gives you a chance to greet the audience, state the purpose of the presentation, and provide a brief overview of the rest of the presentation (e.g. “First, we will describe the results of our study, then we’ll outline our recommendations and take your questions”). Help your audience follow the main content of the presentation by telling them as you move from one section of your outline to the next—use the structure you created to keep yourself and your audience on track.

End with a summary, restating the main ideas (purpose) from the presentation and concluding the presentation smoothly (typically thanking your audience and offering to answering any questions from your audience). Ending a presentation can be tricky, but it’s important because it will make a lasting impression with your audience—don’t neglect to plan out the conclusion carefully.

Step 4: Write presentation notes. For a more effective presentation style, write key ideas, data, and information as lists and notes (not a complete, word-for-word script). This allows you to ensure you are including all the vital information without getting stuck reading a script. Your presentation notes should allow you to look down, quickly reference important information or reminders, and then look back up at your audience.

Step 5: Design supporting visuals. Now it’s time to consider what types of visuals will best help your audience understand the information in your presentation. Typically, presentations include a title slide, an overview or advance organizer, visual support for each major content section, and a conclusion slide. Use the visuals to reinforce the organization of your presentation and help your audience see the information in new ways.

Don’t just put your notes on the slides or use visuals that will be overwhelming or distracting—your audience doesn’t need to read everything you’re saying, they need help focusing on and really understanding the most important information. See Designing Effective Visuals .

At each step of the way, assess audience and purpose and let them affect the tone and style of your presentation. What does your audience already know? What do you want them to remember or do with the information? Use the introduction and conclusion in particular to make that clear.

For in-class presentations, look at the assignment or ask the instructor to make sure you’re clear on who your audience is supposed to be. As with written assignments, you may be asked to address an imagined audience or design a presentation for a specific situation, not the real people who might be in the room.

In summary, successful presentations

• have a stated purpose and focus;
• are clearly organized, with a beginning, middle, and end;
• guide the audience from one idea to the next, clearly explaining how ideas are connected and building on the previous section; and
• provide multiple ways for the audience to absorb the most important information (aurally and visually).

Developing a Strong Presentation Style

Since presentation are delivered to the audience “live,” review and revise it as a verbal and visual presentation, not as a piece of writing. As part of the “writing” process, give yourself time to practice delivering your presentation out loud with the visuals . This might mean practicing in front of a mirror or asking someone else to listen to your presentation and give you feedback (or both!). Even if you have a solid plan for the presentation and a strong script, unexpected things will happen when you actually say the words—timing will feel different, you will find transitions that need to be smoothed out, slides will need to be moved.

More importantly, you will be better able to reach your audience if you are able to look up from your notes and really talk to them—this will take practice.

Characteristics of a Strong Presentation Style

When it comes time to practice delivery, think about what has made a presentation and a presenter more or less effective in your past experiences in the audience. What presenters impressed you? Or bored you? What types of presentation visuals keep your attention? Or are more useful?

One of the keys to an effective presentation is to keep your audience focused on what matters—the information—and avoid distracting them or losing their attention with things like overly complicated visuals, monotone delivery, or disinterested body language.

As a presenter, you must also bring your own energy and show the audience that you are interested in the topic—nothing is more boring than a bored presenter, and if your audience is bored, you will not be successful in delivering your message.

Verbal communication should be clear and easy to listen to; non-verbal communication (or body language) should be natural and not distracting to your audience. The chart below outlines qualities of both verbal and non-verbal communication that impact presentation style. Use it as a sort of “rubric” as you assess and practice your own presentation skills.

As you plan and practice a presentation, be aware of time constraints. If you are given a time limit (say, 15 minutes to deliver a presentation in class or 30 minutes for a conference presentation), respect that time limit and plan the right amount of content. As mentioned above, timing must be practiced “live”—without timing yourself, it’s difficult to know how long a presentation will actually take to deliver.

Finally, remember that presentations are “live” and you need to stay alert and flexible to deal with the unexpected:

• Check in with your audience.  Ask questions to make sure everything is working (“Can everyone hear me ok?” or “Can you see the screen if I stand here?”) and be willing to adapt to fix any issues.
• Don’t get so locked into a script that you can’t improvise. You might need to respond to a question, take more time to explain a concept if you see that you’re losing your audience, or move through a planned section more quickly for the sake of time. Have a plan and be able to underscore the main purpose and message of your presentation clearly, even if you end up deviating from the plan.
• Expect technical difficulties. Presentation equipment fails all the time—the slide advancer won’t work, your laptop won’t connect to the podium, a video won’t play, etc. Obviously, you should do everything you can to avoid this by checking and planning, but if it does, stay calm, try to fix it, and be willing to adjust your plans. You might need to manually advance slides or speak louder to compensate for a faulty microphone. Also, have multiple ways to access your presentation visuals (e.g., opening Google Slides from another machine or having a flash drive).

Developing Strong Group Presentations

Group presentations come with unique challenges. You might be a confident presenter individually, but as a member of a group, you are dealing with different presentation styles and levels of comfort.

Here are some techniques and things to consider to help groups work through the planning and practicing process together:

• Transitions and hand-off points. Be conscious of and plan for smooth transitions between group members as one person takes over the presentation from another. Awkward or abrupt transitions can become distracting for an audience, so help them shift their attention from one speaker to the next. You can acknowledge the person who is speaking next (“I’ll hand it over to Sam who will tell you about the results”) or the person who’s stepping in can acknowledge the previous speaker (“So, I will build on what you just heard and explain our findings in more detail”). Don’t spend too much time on transitions—that can also become distracting. Work to make them smooth and natural.
• Table reads. When the presentation is outlined and written, sit around a table together and talk through the presentation—actually say what you will say during the presentation, but in a more casual way. This will help you check the real timing (keep an eye on the clock) and work through transitions and hand-off points. (Table reads are what actors do with scripts as part of the rehearsal process.)
• Body language. Remember that you are still part of the presentation even when you’re not speaking. Consider non-verbal communication cues—pay attention to your fellow group members, don’t block the visuals, and look alert and interested.

Designing Effective Visuals

Presentation visuals (typically slides, but could be videos, props, handouts, etc.) help presenters reinforce important information by giving the audience a way to see as well as hear the message. As with all other aspects of presentations, the goal of visuals is to aid your audience’s understanding, not overwhelm or distract them. One of the most common ways visuals get distracting is by using too much text. Plan and select visuals aids carefully—don’t just put your notes on the screen, but use the visuals to reinforce important information and explain difficult concepts.

The slides below outline useful strategies for designing professional, effective presentation slides.

• Write concise text. Minimize the amount of reading you ask your audience to do by using only meaningful keywords, essential data and information, and short phrases. Long blocks of text or full paragraphs are almost never useful.
• Use meaningful titles. The title should reveal the purpose of the slide. Its position on the slide is highly visible—use it to make a claim or assertion, identify the specific focus of the slide, or ask a framing question.
• Use images and graphics. Wherever possible, replace wordy descriptions with visuals. Well chosen images and graphics will add another dimension to the message you are trying to communicate. Make sure images are clear and large enough for your audience to see and understand in the context of the presentation.
• Keep design consistent. The visual style of the slides should be cohesive. Use the same fonts, colors, borders, backgrounds for similar items (e.g., all titles should be styled the same way, all photos should have the same size and color border). This does not mean every slide needs to look identical, but they should be a recognizable set.
• Use appropriate contrast. Pay attention to how easy it is to see elements on the screen. Whatever colors you choose, backgrounds and overlaid text need to be some version of light/dark. Avoid positioning text over a patterned or “busy” background—it is easy for the text to get lost and become unreadable. Know that what looks ok on your computer screen might not be as clear when projected.

Key Takeaway

• Create a structure for your presentation or video that clearly supports your goal.
• Practice effective verbal and non-verbal communication to become comfortable with your content and timing. If you are presenting as a group, practice together.
• Use visuals that support your message without distracting your audience.

Additional Resources

Fundamentals of Engineering Technical Communications Copyright © by Leah Wahlin is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

Management communication: Definition and best practices to follow in the workplace

Effective communication is the backbone of any successful organization, and in this blog, we will define management communication , examine its key elements, and share best practices to improve it in your workplace.

Management communication is the linchpin that connects top-level management with the rest of the team, providing clarity, transparency, and unity. Picture a workplace where managers keep the team updated on project progress, actively seek feedback, and make everyone feel valued! This is what effective management communication can achieve.

Let's dive into the essentials and best practices, equipping you with the tools to nurture open and efficient communication in your organization.

What is management communication?

Let’s begin with the simple things – the definition of management communications . Management communication refers to the process of transmitting information, messages, and directives within an organization's managerial structure.

At its core, it involves the transmission of crucial information, directives, and messages within the organization's managerial structure. However, it extends far beyond mere information exchange; it serves as the backbone that upholds a well-functioning organization.

This dynamic process encompasses a wide array of strategies, tools, and practices that enable management to effectively convey their vision, expectations, strategies, and   goals and objectives to the rest of the workforce. It is about creating a seamless flow of information that ensures everyone within the organization is on the same page.

Effective management communication doesn't just focus on the delivery of information but also the reception and interpretation of it. It involves not only speaking and writing but also active listening and understanding.

It establishes a two-way channel that empowers management to not only provide guidance but also to seek feedback, address concerns, and create an inclusive environment where every team member feels valued.

Picture management communication as a conductor guiding an orchestra. Each instrument represents a different aspect of the organization, and the conductor's role is to ensure that each section plays harmoniously.

When orchestrated skillfully, management communication ensures that every part of the organization works in unison towards shared goals and objectives.

It is a dynamic process that goes beyond day-to-day tasks. It plays a pivotal role in shaping the organization's culture, guiding decision-making, and fostering employee engagement .

Management communication is the compass that keeps the organization on course, ensuring that every member understands their role in contributing to collective success.

What is the importance of management communication in the workplace?

Effective management communication plays a pivotal role in fostering clarity, transparency , and unity within an organization. Good communication enables managers to convey and communicate their vision, expectations, and strategies to their teams while also creating channels for employees to express their thoughts, concerns, and ideas.

The key reasons why management communication is important:

• Clarity and direction : It provides clear directions, expectations, and goals to employees. When everyone understands management roles and what is expected of them, they can work more efficiently and effectively.
• Transparency : It fosters transparency by keeping employees informed about organizational changes, strategies, and decisions. This transparency builds trust and reduces uncertainty.
• Employee engagement : Effective communication makes employees feel valued and engaged. They are more likely to contribute ideas, ask questions, and participate actively when they know their voices are heard.
• Conflict resolution : It serves as a platform for resolving conflicts , exchange information, and addressing issues. Open communication channels allow problems to be identified and resolved quickly, preventing them from escalating.
• Enhanced productivity : When there is clarity in communication, employees waste less time deciphering vague messages or seeking clarification. This boosts overall productivity .
• Team cohesion : Management communication brings teams together by providing a shared understanding of their roles and responsibilities, encouraging collaboration and unity.
• Innovation : It promotes innovation and creativity. When employees feel comfortable sharing their ideas, it can lead to new, innovative solutions and improvements within the organization.
• Adaptability : In a fast-changing world, effective management communication helps organizations adapt more easily to new challenges, market shifts, and opportunities.
• Motivation : Well-communicated goals and achievements can motivate employees . Recognizing and celebrating successes can boost morale and motivation.
• Risk management : It helps in risk management by conveying important information related to compliance, safety, and ethical conduct. This reduces the likelihood of legal and reputational issues.

In summary, management communication is the backbone of a harmonious, productive workplace. It ensures that employees are well-informed, engaged, and working towards common goals, ultimately contributing to the organization's success and sustainability.

Ultimately, it ensures that everyone is on the same page, which is vital for achieving organizational and business success.

What are the key management communication elements?

Effective management communication is built on a foundation of key elements that promote understanding, alignment, and engagement within an organization. The key management elements of communication refers to:

• Consistency: Consistency in communication helps build trust. When employees receive consistent messages, they feel more secure and confident in their roles.
• Active listening: It's not just about speaking but also about listening . Managers should pay attention to employees' concerns and feedback, making them feel valued.
• Feedback mechanisms : Establishing channels for feedback is essential. This can include regular team meetings, suggestion boxes, or digital platforms.
• Adaptability : The ability to tailor communication styles to different audiences and situations is crucial. What works for one team may not work for another.
• Clarity : Messages must be clear and concise. Ambiguity can lead to misunderstandings, errors, and frustration.

These elements collectively contribute to effective management communication, creating a workplace environment that is informed, engaged, and adaptable to change.

What are the 7 C's of organizational communication?

The 7 C's of organizational communication are a set of principles that help ensure effective and clear communication within an organization:

• Clarity : Information should be clear, concise, and easy to understand. Avoid jargon or ambiguity that might lead to misunderstandings.
• Conciseness : Messages should be brief and to the point, conveying essential information without unnecessary details.
• Coherence : Ensure that your verbal communication always follows a logical and organized structure. It should flow in a way that makes sense to the recipient.
• Consistency : Maintain uniformity in messaging and branding to prevent confusion. Consistency in the message and communication builds trust and credibility.
• Correctness : Accuracy is crucial. Always verify the information you're sharing to avoid errors or misinformation.
• Consideration : Be considerate of the needs and perspectives of your audience. Tailor your message and communication to their interests and concerns.
• Completeness : Communication should provide all necessary and accurate information. Incomplete messages can lead to misunderstandings or the need for additional follow-up communications.

Adhering to the 7 C's of organizational communication can help organizations maintain effective and efficient communication practices.

Impact of proper communication management on employee engagement

Proper management communication has a significant impact on employee engagement, and here are the key ways in which it influences and enhances engagement:

Creates a sense of belonging

Effective communication, including regular updates and feedback mechanisms, makes employees feel like they belong to a larger community . This sense of belonging can increase their commitment and engagement with the organization.

Clarifies expectations and goals

Management communication helps in setting clear expectations and goals. When employees understand what is expected of them and how their work contributes to the larger picture, they are more likely to be engaged and motivated to meet those expectations.

Encourages employee feedback

Proper communication encourages employees to voice their opinions and concerns . When employees feel their feedback is valued and acted upon, they become more engaged because they see that their voices matter.

Boosts morale and motivation

Regular communication that recognizes and celebrates successes and contributions can significantly boost employee morale and motivation . When employees feel appreciated, they are more engaged and motivated to perform well.

Reduces uncertainty

Uncertainty can lead to disengagement. Management communication helps reduce uncertainty by providing information about changes, strategies, and organizational updates, making employees feel more secure and engaged.

Supports personal development

Effective communication includes opportunities for career development and growth . When employees know that their organization supports their personal and professional growth, they are more likely to engage and invest in their work.

Promotes team cohesion

Communication can strengthen the bonds within teams . When employees communicate well with their colleagues and receive clear direction from management, it promotes a sense of unity and creates commitment and teamwork, enhancing engagement.

Enhances problem-solving

Open channels of communication make it easier to address and resolve issues. Employees who see that their concerns are addressed and problems are resolved are more likely to be engaged and committed to their work.

Encourages innovation

Focusing on proper management of oral communication skills can also encourage employees to share their innovative ideas. When employees feel comfortable expressing their creativity and ideas, they become more engaged in driving positive change.

In summary, proper management communication has a profound impact on employee engagement by fostering trust, providing clarity, communicating, and creating a supportive and engaging work environment. Engaged employees and managers are more likely to be productive, committed, and enthusiastic about their work, ultimately benefiting the organization as a whole.

7 Management communication examples to get inspired

Here are seven management communication examples to inspire effective communication management practices in the workplace:

1. Regular team meetings

Holding regular team meetings can help disseminate information, set goals, and provide a platform for team members to share updates, ask questions, and offer suggestions. This promotes transparency and ensures everyone is on the same page.

2. One-on-one check-ins

Individualized communication is equally important. Managers can schedule periodic one-on-one check-ins with team members to discuss their progress, address concerns, and offer guidance tailored to their needs.

For example, a one-on-one check-in can help a manager understand an employee's career aspirations and provide the necessary support and resources to help them achieve their goals.

3. Digital communication tools

Embrace digital tools like Slack , Microsoft Teams , or project management software to facilitate quick and efficient communication. These platforms can streamline the communication process and ensure that important information is accessible to everyone. For instance, a team can use project management software to coordinate tasks and deadlines seamlessly, enhancing productivity.

4. Email newsletters

Sending out regular e mail newsletters is an effective way to update the entire organization on important developments, share success stories, and celebrate achievements. It keeps employees informed, stay connected, and feel engaged.

An example might be a monthly newsletter that highlights employee achievements, introduces new hires, and provides updates on company-wide initiatives, fostering a sense of belonging.

5. Suggestion boxes

Implementing a suggestion box system allows employees to share their ideas, concerns, and feedback anonymously. This can encourage more candid communication and help address issues that might otherwise go unnoticed. For instance, a suggestion box could lead to valuable ideas for process improvements and cost savings.

6. Town hall meetings

Host periodic town hall meetings where senior management addresses the entire organization. This is an opportunity to provide insights into the company's vision, answer questions, and engage employees in discussions about the future.

As an example, a town hall meeting can be used to share the company's strategic plan and invite employees to share their thoughts and questions.

7. Social intranet platforms

Many organizations use various social media and intranet platforms where employees can post updates, share knowledge, and collaborate. These social media platforms can enhance communication and create a sense of community within the organization.

An example might be an internal forum where employees can discuss industry trends, share best practices, and brainstorm ideas, fostering a culture of continuous learning and innovation.

By drawing inspiration from these management communication examples, organizations can tailor their communication strategies to fit their needs and objectives best, ultimately fostering a better understanding and culture of open communication in the workplace.

Effective management communication guidelines you need to follow in 2023

In 2023, management communication is more critical than ever in the rapidly evolving business landscape. Here are some guidelines to follow to ensure your management communication process remains effective:

• Embrace digital tools : Leverage advanced digital communication tools and communications platforms for efficient and real-time communication. This includes project management software, collaboration apps, and video conferencing tools.
• Cybersecurity awareness : Given the increasing importance of digital communication, ensure that you and your team are well-versed in cybersecurity best practices to protect sensitive information.
• Crisis communication plan: Develop a robust crisis communication plan that outlines how to communicate effectively in emergencies or unexpected situations. Timely and accurate communication during crises is crucial.
• Remote work policies : If remote work continues to be a part of your organization, establish clear remote work policies and communication guidelines to maintain employee collaboration, and productivity.
• Diversity and inclusion : Prioritize communication around diversity and inclusion , creating an environment where all voices are heard and valued.
• Data privacy compliance : Stay informed about data privacy regulations and ensure that your communication practices comply with them, especially if your organization deals with customer data.
• Continuous feedback: Establish a culture of continuous feedback and performance reviews. Regular communication on performance and development goals can boost employee engagement.
• Adapt to hybrid work : If your organization follows a hybrid work model , ensure that your communication strategies cater to both in-person and remote employees, fostering a sense of inclusivity.
• Sustainability communication : As sustainability and corporate social responsibility become more important, communicate your organization's environmental initiatives and progress transparently.
• Personalization: Tailor communication to individual team members' preferences and needs, recognizing that one size does not fit all in a diverse workplace.
• Training and skill development : Invest in training to make a good manager is always recommended. Investing in training for managers and team members in strong communication techniques, adapting to evolving communication trends would benefit the team.
• Evolving communication trends : Stay updated on evolving communication trends and technologies, such different methods such as AI-driven chatbots, video messaging, and augmented reality, to keep your communication methods current.
• Elevate empathy : Encourage empathy in your communication . Show understanding and compassion in your interactions, especially when addressing personal or challenging business matters.
• Ethical management communications : Ensure your communication is ethical, honest, and aligned with your organization's values. Uphold the highest standards in your messaging.
• Measuring impact : Implement ways to measure the impact of your communication efforts. Use feedback, surveys, and analytics to gauge how effectively your messages are received and acted upon.

By following these guidelines, you can adapt to the changing landscape of management communication in 2023, ensuring that your organization remains agile, responsive, and successful in a dynamic business environment.

Common management communication issues that lead to attrition

Several common management communication issues can contribute to employee attrition. Addressing these issues is crucial to retaining talent and maintaining a healthy workplace:

Lack of clarity

When managers fail to communicate clear expectations, job roles, or project objectives, employees and many managers may become frustrated or disengaged. Unclear or poor communication often can lead to misunderstandings and job dissatisfaction, prompting some to leave.

Limited feedback and recognition

Employees who don't receive regular feedback or recognition for their efforts may feel undervalued. Effective communication should include acknowledging and celebrating employees' achievements, which helps in retaining talent.

Ignoring employee concerns

When employees raise concerns or provide feedback, and those concerns are dismissed or not addressed , it can lead to frustration and a lack of trust in project manager. Employees might start looking for a more receptive work environment.

Inconsistent communication

Inconsistencies in communication, especially about organizational changes or expectations, can lead to confusion and a sense of instability among employees. This can be demoralizing and contribute to attrition.

Lack of opportunities for growth

If employees perceive a lack of communication about career development opportunities , they may seek positions elsewhere that offer clearer paths for advancement.

Ineffective conflict resolution

Poorly managed conflicts within the workplace can result in unresolved tensions, causing many employees to to leave to escape a toxic work environment. Effective communication is essential for addressing and resolving conflicts.

No open door policy

When employees don't feel comfortable approaching management with concerns or ideas, they may feel unheard or unsupported. Establishing an open-door policy can encourage employees to stay and engage.

Poor onboarding and orientation

Insufficient or ineffective communication during onboarding and orientation can make new employees feel disconnected and unprepared. This initial lack of engagement can set the stage for attrition.

Ignoring work-life balance

Failure to address work-life balance issues can lead to burnout and attrition. Effective communication should include discussions about managing workload and promoting a healthy work-life balance.

Failure to adapt to remote work

In the era of remote work, not adapting communication strategies for remote employees can result in disengagement and attrition. Ensuring clear and consistent remote communication is vital.

Addressing these workplace communication issues by fostering open, transparent, and supportive communication practices can help reduce attrition and create a more engaged and satisfied workforce.

10 Ways to improve management communication in the workplace

Whether you're a seasoned manager seeking to refine your leadership skills or a company committed to enhancing your communication strategies, this section offers ten powerful and actionable approaches to elevate management communication.

These strategies are designed to foster transparency, trust, and engagement, ultimately leading to a more harmonious and thriving workplace.

1. Open-door policy

Create an environment where employees feel comfortable approaching management with concerns, ideas, and feedback. An open-door policy encourages employees to communicate, build a dialogue and builds trust.

2. Regular town hall meetings

Host periodic town hall meetings or all-hands meetings where leadership can provide updates, share the organization's vision, and engage in discussions with employees.

3. Visual communication

Utilize visual aids, such as charts, infographics, and presentations, to convey complex information more effectively. Visual communication is often more engaging and easier to understand.

4. Storytelling

Share stories and anecdotes to illustrate key points. Stories can make messages more relatable and memorable, fostering a deeper connection with the audience.

5. Mentoring and coaching

Implement mentoring and coaching programs to facilitate one-on-one communication between experienced employees and newer team members, enabling knowledge transfer and skill development.

6. Cross-functional teams

Encourage cross-functional teams to work on projects. This promotes collaboration and communication between different departments, enhancing the sharing of ideas and information.

7. Conflict resolution training

Provide training in conflict resolution and communications to managers. Equipping them with the skills to address and resolve conflicts within the team can prevent issues from escalating.

8. Use of inclusive language

Promote the use of inclusive language that recognizes and respects diversity. This fosters a culture of belonging and open communication for all employees.

9. Alignment with company values

Ensure that all communication aligns with the organization's core values. This consistency reinforces the company culture and helps employees feel connected to its mission.

10. Employee surveys

Conduct regular employee surveys to gather feedback on communication effectiveness. Use the results to make necessary improvements and adapt your communication strategies.

By implementing these ten strategies, you can transform your management and interactive communication process, nurturing a workplace where clarity, collaboration , and connection thrive.

Just as a conductor guides an orchestra to harmony, these insights can lead your organization to a culture of engagement and success. To take the next step in cultivating a thriving workplace, explore how CultureMonkey can help you assess, refine, and elevate your company culture.

Kailash Ganesh

Kailash is a Product Marketer with 5+ years of experience. He loves story-telling in the simplest way possible and he is an avid reader, movie buff, and likes to travel new places to meet new people.

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18 Best Presentation Topics for Business Communication

Table of Contents

Delivering effective presentations is a vital component of successful business communication. Whether you are presenting to your team, clients, or stakeholders, choosing the right topic can make all the difference in the success of your presentation.

However, with so many potential topics to cover, it can be challenging to know where to start. In this blog post, we will provide you with 15 presentation topics for business communication that are relevant and engaging for a variety of audiences.

What is a business presentation in business communication?

A business presentation is a formal presentation given to a group of people in a business setting. Business presentations are commonly used to inform stakeholders, investors, employees, or customers about various aspects of a business such as company performance, products or services, and marketing strategies.

It is often delivered using visual aids such as slides, charts, and graphs to enhance the clarity and effectiveness of the message. Business presentations can take many forms, such as sales presentations, product demonstrations, project proposals , financial reports, or company overviews. They can be delivered in person, through video conferencing, or even in written form. 

A successful business presentation should be well-structured, clear, and engaging, with a clear focus on the audience’s needs and interests.

18 Best Topics for Business Communication Presentation 

1/ the importance of emotional intelligence in business communication.

Emotional intelligence, or the ability to recognize and manage one’s emotions, is a critical factor in effective communication. Having this ability is crucial for developing robust connections, handling disputes, and guiding groups effectively. This topic will explore the principles of emotional intelligence , as well as techniques for improving emotional intelligence in the workplace. Additionally, it can highlight the essentiality of emotional intelligence in business communication and how professionals can develop this skill.

2/ The Role of Nonverbal Communication in Business Communication

In a professional environment, nonverbal cues like gestures, facial expressions, and vocal intonation can carry significant weight in determining how messages are perceived. In this topic, you could explore the various types of nonverbal communication and how professionals can improve their ability to read and use these cues.

Related Reading: What are the pros and cons of non-verbal communication

3/ Workplace Health and Wellness In the Business Environment

Promoting workplace health and wellness is becoming increasingly important for businesses, as research shows that healthy employees are more productive , engaged, and less likely to take sick leave. In addition, a workplace that prioritizes health and wellness can attract and retain top talent, which can give the business a competitive edge.

One of the key topics to cover in a presentation on workplace health and wellness is stress management. Stress is a major contributor to employee burnout, which can lead to decreased productivity. Additionally, other topics that can be covered include workplace ergonomics, and creating a culture of wellness.

4/ The Art of Persuasion in Business Communication

Persuasion is a valuable skill in the business world, whether you are trying to sell a product, convince a colleague to support your idea or negotiate a deal. Persuasion involves understanding the needs and motivations of your audience and tailoring your message to their interests. This topic will explore the principles of persuasion and provide tips for crafting persuasive messages.

5/ Writing for Business- How to Create Effective Business Documents

Business writing requires a unique set of skills and techniques that differ from other forms of writing. In this topic, you could explore the elements of effective business writing, such as tone, structure, and formatting, and provide examples of best practices.

6/ Writing Effective Business Emails

An email is a critical tool for business communication , but many people struggle with crafting clear and effective messages. Effective business emails are professional, concise, and to the point, and they convey important information in a way that is easy to understand. This topic will provide tips and best practices for writing professional, concise, and effective business emails.

7/ Business Communication Ethics

To communicate effectively, it is not enough to simply convey your message. You must also take into account ethical principles such as integrity, transparency, and consideration for others. This topic will explore the ethical principles of business communication , as well as techniques for avoiding ethical pitfalls and building trust and credibility with stakeholders.

8/ How to Give and Receive Constructive Feedback

Constructive feedback is feedback that is framed in a positive, helpful way, with the goal of helping the recipient improve. Feedback is essential for growth and development in the workplace. However, it can be difficult to give and receive constructive feedback. This topic will cover the best practices for giving and receiving feedback, including how to frame feedback in a constructive and productive way along with the feedback communication process .

9/ Cross-Cultural Communication in Global Business

As businesses become more global, professionals must learn to navigate communication barriers in business that arise in multicultural settings. In this topic, you could explore the unique challenges of cross-cultural communication in a global business context and provide strategies for improving communication effectiveness.

10/ How to Manage Conflict in the Workplace

Although conflict is a normal occurrence in any workplace, managing it in an efficient manner can be quite difficult. Effective conflict management involves understanding the underlying causes of conflict, identifying potential solutions, and working with others to find a resolution that is mutually beneficial. This topic will cover strategies for identifying and addressing conflict, as well as techniques for resolving disputes and building stronger relationships.

11/ Building Strong Business Relationships

Strong relationships are the foundation of any successful business. Whether you are working with customers, employees, or partners, building trust and rapport is critical for long-term success. This topic will explore the key principles of relationship-building, including communication, trust, and mutual benefit.

12/ Using Data Visualization to Communicate Business Insights

Data visualization is a powerful tool for communicating complex business insights in a clear and compelling way. This topic will explore the principles of data visualization, including choosing the right charts and graphs, using color and typography effectively, and avoiding common visualization pitfalls.

13/ Managing Virtual Communication Challenges

Virtual communication can present unique challenges, including technical difficulties, lack of face-to-face interaction , and time zone differences. This topic will cover techniques for managing virtual communication challenges, including using virtual collaboration tools, establishing clear communication protocols, and building rapport with remote team members.

14/ The Art of Negotiation in Business

Negotiation is an essential skill for achieving successful outcomes in business, from closing deals to resolving conflicts. This topic will explore the principles of negotiation, including preparing for negotiations, identifying common negotiation tactics, and building win-win solutions.

15/ The Impact of Technology on Business Communication

Technology is changing the way we communicate in business, from email to social media to virtual collaboration tools like instant messaging or  online presentation makers . This topic will explore the impact of technology on business communication , including the benefits and challenges of different communication channels and the future of business communication.

16/ The Role of Communication in Change Management

Effective communication is essential for managing change in the workplace, from introducing new products or services to implementing organizational changes. This topic will explore the principles of change management communication, including identifying key stakeholders, creating messaging guidelines, and managing resistance to change.

17/ Communicating with Confidence-B uilding Assertiveness in Business Communication

Assertiveness is an essential skill for effective communication in the workplace, from managing conflicts to presenting ideas effectively. This topic will explore the principles of assertiveness, including identifying communication styles, using “I” statements effectively, and managing challenging conversations.

18/ Communicating During Times of Crisis

When a crisis occurs, effective communication is essential to manage the situation and mitigate any potential damage. In this topic, you could explore the elements of effective crisis communication, including transparency, empathy, and quick response time.

Usefull Insight: We chose these topics because they cover a wide range of communication skills and are relevant to today’s business environment. Each topic provides practical strategies for improving communication and achieving business success. Additionally, these topics are evergreen and can be adapted to a variety of industries and organizations.

General business topics for presentation

General business topics cover a broad range of subjects related to the world of business, including management, marketing, finance, economics, and entrepreneurship. These topics are essential for understanding how businesses operate and how they can be successful in their respective industries. Examples of general business topics include:  

• General business topics for presentation 
• Supply chain management and logistics
• Human resources management and talent development
• International trade and globalization
• Leadership and management development

Business communication skills topics for presentation 

Business communication skills topics refer to the skills and techniques necessary to effectively communicate within a business environment. These skills involve the ability to effectively and persuasively convey information, ideas, and messages in a business setting. Here are some examples of topics related to business communication skills:

• Sales Communication: Techniques for Persuasive and Effective Sales Communication
• Business Etiquette: Best Practices for Professional Behavior in the Workplace
• Networking: Building Professional Relationships through Effective Communication
• Effective Presentation Skills: Techniques for Engaging and Persuading Audiences
• Business Storytelling: Using Narrative to Communicate Business Messages Effectively

Must Read: Top 10 business communication skills

Management topics for presentation 

Management topics for presentation focus on the principles and practices of effective management in a business setting. They cover a wide range of topics, including leadership, team building, decision-making, organizational behavior, and performance management. Some examples of management topics for presentation include:

• Innovation Management: Strategies for Fostering Innovation in Organizations.
• Strategic Planning: Developing a Comprehensive Strategic Plan for Your Organization.
• Performance Management: Strategies for Managing Employee Performance and Engagement.
• Project Management: Best Practices for Successfully Managing Projects.

Business communication topics for college students

• Social Media and Business Communication: Best Practices for Using Social Media to Build Relationships and Brand Awareness.
• Leadership Communication: Strategies for Effective Leadership Communication.
• Virtual Communication: Best Practices for Communicating Effectively in a Remote Work Environment.
• What are the Methods of Communication in Business ? 

Presentation topics for professional communication 

• Effective public speaking for business and career success.
• Delivering effective feedback to colleagues and team members.
• Navigating difficult conversations in the workplace.
• Cultivating a positive company culture through effective communication.

5-minute business presentation topics

• How to create a successful business plan
• Creative methods for marketing and advertising.
• How to improve customer retention through effective customer service
• Tips for successful project management

What is a good business presentation? 

A good business presentation should be clear, concise, and engaging. It should effectively convey the main message or idea, and be structured in a logical and easy-to-follow manner. Here are some key elements that contribute to a good business presentation:

1/ Clear and concise message: A good business presentation should have a clear and concise message that is easy for the audience to understand. The presentation should stay focused on its main topic and avoid unnecessary details.

2/ Audience-focused: For a business presentation to be effective, it should be customized to suit the requirements and concerns of the audience. The presenter should use language and examples that are relevant to the audience and take into consideration their level of knowledge and understanding.

3/ Confident and professional delivery: A good business presentation should be delivered with confidence and professionalism. The presenter should maintain eye contact with the audience, use appropriate body language, and speak clearly and audibly.

4/ Engaging and visually appealing: A good business presentation should be visually appealing and use multimedia elements such as images, videos, and graphs to help convey information and keep the audience engaged.

What is the importance of business communication presentation and style

Business communication presentation and style are important because they can greatly impact the effectiveness of communication in a business setting. Here are some reasons why:

• Clarity: An effective presentation and communication style can help ensure that the message is clearly understood by the audience.
• Professionalism: A professional presentation and communication style can help to establish credibility and build trust with the audience. 
• Persuasion: A well-designed and well-delivered presentation can be a powerful tool for persuading an audience to take a particular course of action or to support a particular idea or proposal.
• Branding: A consistent presentation and communication style can help to reinforce a business’s brand identity and messaging. 

What are the 5 types of business presentations? 

The five commonly used business presentations are, sales presentations, financial presentations, training presentations, project proposal presentations, and company overview presentations. The type of presentation chosen will depend on the specific goals and objectives of the presenter and their audience.

1/ Sales presentation: A sales  presentation is used to convince prospective customers to buy a particular product or service. It usually includes information about the benefits of the product or service, the pricing, and any other relevant details.

2/ Financial presentation: This form of presentation is utilized to communicate financial data with stakeholders, such as investors. It may include financial statements, projections, and analysis of financial performance.

3/ Training presentation: A training presentation is designed to teach employees a new skill or provide them with important information. These presentations may include interactive elements such as quizzes or hands-on exercises.

4/ Project proposal presentation: This type of presentation is used to pitch a project or idea to stakeholders, such as investors or management. It typically includes information about the project’s goals, timeline, budget, and potential benefits.

5/ Company overview presentation: This type of presentation provides an overview of the company’s history, mission, values, and current operations. It may be used for onboarding new employees or introducing the company to potential partners or customers .  

What are the uses of PPT in business communication? 

Business communication is a crucial aspect of any business, and presentations are a key tool for conveying important information, ideas, and messages to an audience. It helps businesses communicate more effectively, both internally and externally, and it is an essential part of modern business communication. 

One of the primary uses of PPT is to create and deliver presentations that convey information to an audience. PPT allows presenters to create visually appealing slides with images, graphics, and text that help to reinforce key points and keep the audience engaged.

Organizations also facilitate collaboration through PPT as it can be used among team members for creating collaborative presentations where multiple team members can contribute content and ideas.  At the same time, management can also simplify complex ideas and pass clear instructions that can easily be understood by the employees.

Additionally, PPT can be used to enhance branding by creating presentations that are consistent with a company’s branding guidelines, including the use of logos, colors, and fonts.

Advantages and disadvantages of presentation in business communication

Advantages of presentation in  business communication.

• Clear and Concise Communication: Presentations are an effective way of conveying complex information to a large group of people. The use of visual aids, such as graphs and charts, can help to clarify complex data and concepts.
• Showcase expertise: Presentations allow business professionals to showcase their expertise on a particular topic. This can help to build credibility and establish the presenter as an authority in their field.
• Foster teamwork: Presentations can be a great way to foster teamwork among a group of individuals. It provides an opportunity for team members to collaborate on the presentation and work together towards a common goal.
• Professionalism: Presentations can enhance the professionalism of business communication. It shows that you have put effort and thought into your message, which can reflect positively on your business.

Disadvantages of presentation in  business communication

• Technical difficulties: Presentations often rely on technology, such as projectors or audio systems, which can sometimes fail. Technical difficulties can disrupt the flow of the presentation and cause frustration for both the presenter and the audience.
• Time-consuming: Preparing and delivering a presentation can be time-consuming. It may require a significant amount of research, planning, and practice to ensure that the presentation is effective.

Frequently Asked Questions 

Q1) what are the topics of business communication .

Ans: Some of the most common topics of business communication include business plans and strategies, sales and customer service, financial reports and analysis, corporate social responsibility, and crisis communication. The choice of topic largely depends on the context of the communication and the goals of the organization.

Q2) How to do presentations in business communication?

Ans: To create an effective presentation in business communication, you should:

• Define your objective and audience
• Plan your content and structure
• Choose appropriate visuals and media
• Practice your delivery and timing
• Engage your audience with interactive elements
• End with a strong call to action or conclusion

Q3) How do I start a business presentation? 

Ans: A good way to start a business presentation is by introducing yourself and your role in the company, stating the purpose and objective of the presentation, providing a brief overview of the content and structure, and previewing any key points or takeaways. 

Q4) What is the good rule of a business presentation? 

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