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How to prepare and deliver an effective oral presentation

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• Peer review
• Lucia Hartigan , registrar 1 ,
• Fionnuala Mone , fellow in maternal fetal medicine 1 ,
• Mary Higgins , consultant obstetrician 2
• 1 National Maternity Hospital, Dublin, Ireland
• 2 National Maternity Hospital, Dublin; Obstetrics and Gynaecology, Medicine and Medical Sciences, University College Dublin
• luciahartigan{at}hotmail.com

The success of an oral presentation lies in the speaker’s ability to transmit information to the audience. Lucia Hartigan and colleagues describe what they have learnt about delivering an effective scientific oral presentation from their own experiences, and their mistakes

The objective of an oral presentation is to portray large amounts of often complex information in a clear, bite sized fashion. Although some of the success lies in the content, the rest lies in the speaker’s skills in transmitting the information to the audience. 1

Preparation

It is important to be as well prepared as possible. Look at the venue in person, and find out the time allowed for your presentation and for questions, and the size of the audience and their backgrounds, which will allow the presentation to be pitched at the appropriate level.

See what the ambience and temperature are like and check that the format of your presentation is compatible with the available computer. This is particularly important when embedding videos. Before you begin, look at the video on stand-by and make sure the lights are dimmed and the speakers are functioning.

For visual aids, Microsoft PowerPoint or Apple Mac Keynote programmes are usual, although Prezi is increasing in popularity. Save the presentation on a USB stick, with email or cloud storage backup to avoid last minute disasters.

When preparing the presentation, start with an opening slide containing the title of the study, your name, and the date. Begin by addressing and thanking the audience and the organisation that has invited you to speak. Typically, the format includes background, study aims, methodology, results, strengths and weaknesses of the study, and conclusions.

If the study takes a lecturing format, consider including “any questions?” on a slide before you conclude, which will allow the audience to remember the take home messages. Ideally, the audience should remember three of the main points from the presentation. 2

Have a maximum of four short points per slide. If you can display something as a diagram, video, or a graph, use this instead of text and talk around it.

Animation is available in both Microsoft PowerPoint and the Apple Mac Keynote programme, and its use in presentations has been demonstrated to assist in the retention and recall of facts. 3 Do not overuse it, though, as it could make you appear unprofessional. If you show a video or diagram don’t just sit back—use a laser pointer to explain what is happening.

Rehearse your presentation in front of at least one person. Request feedback and amend accordingly. If possible, practise in the venue itself so things will not be unfamiliar on the day. If you appear comfortable, the audience will feel comfortable. Ask colleagues and seniors what questions they would ask and prepare responses to these questions.

It is important to dress appropriately, stand up straight, and project your voice towards the back of the room. Practise using a microphone, or any other presentation aids, in advance. If you don’t have your own presenting style, think of the style of inspirational scientific speakers you have seen and imitate it.

Try to present slides at the rate of around one slide a minute. If you talk too much, you will lose your audience’s attention. The slides or videos should be an adjunct to your presentation, so do not hide behind them, and be proud of the work you are presenting. You should avoid reading the wording on the slides, but instead talk around the content on them.

Maintain eye contact with the audience and remember to smile and pause after each comment, giving your nerves time to settle. Speak slowly and concisely, highlighting key points.

Do not assume that the audience is completely familiar with the topic you are passionate about, but don’t patronise them either. Use every presentation as an opportunity to teach, even your seniors. The information you are presenting may be new to them, but it is always important to know your audience’s background. You can then ensure you do not patronise world experts.

To maintain the audience’s attention, vary the tone and inflection of your voice. If appropriate, use humour, though you should run any comments or jokes past others beforehand and make sure they are culturally appropriate. Check every now and again that the audience is following and offer them the opportunity to ask questions.

Finishing up is the most important part, as this is when you send your take home message with the audience. Slow down, even though time is important at this stage. Conclude with the three key points from the study and leave the slide up for a further few seconds. Do not ramble on. Give the audience a chance to digest the presentation. Conclude by acknowledging those who assisted you in the study, and thank the audience and organisation. If you are presenting in North America, it is usual practice to conclude with an image of the team. If you wish to show references, insert a text box on the appropriate slide with the primary author, year, and paper, although this is not always required.

Answering questions can often feel like the most daunting part, but don’t look upon this as negative. Assume that the audience has listened and is interested in your research. Listen carefully, and if you are unsure about what someone is saying, ask for the question to be rephrased. Thank the audience member for asking the question and keep responses brief and concise. If you are unsure of the answer you can say that the questioner has raised an interesting point that you will have to investigate further. Have someone in the audience who will write down the questions for you, and remember that this is effectively free peer review.

Be proud of your achievements and try to do justice to the work that you and the rest of your group have done. You deserve to be up on that stage, so show off what you have achieved.

Competing interests: We have read and understood the BMJ Group policy on declaration of interests and declare the following interests: None.

• ↵ Rovira A, Auger C, Naidich TP. How to prepare an oral presentation and a conference. Radiologica 2013 ; 55 (suppl 1): 2 -7S. OpenUrl
• ↵ Bourne PE. Ten simple rules for making good oral presentations. PLos Comput Biol 2007 ; 3 : e77 . OpenUrl PubMed
• ↵ Naqvi SH, Mobasher F, Afzal MA, Umair M, Kohli AN, Bukhari MH. Effectiveness of teaching methods in a medical institute: perceptions of medical students to teaching aids. J Pak Med Assoc 2013 ; 63 : 859 -64. OpenUrl

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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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Key Solutions Blog

The ultimate guide to oral proposal presentations.

Jan 28, 2021

An oral presentation with the government is like a job interview. Your goal is to present well and ultimately win the contract.

Oral presentations are becoming a more common requirement in government proposals, so it’s necessary to have a process that empowers both team chemistry and smooth performance.

The KSI Advantage™ Orals Process emphasizes rigorous planning as the pathway to success and breaks down orals into five manageable phases.

In this article, I will discuss the five phases of the KSI Advantage™ Orals Process and share what our KSI Advantage™ Capture & Proposal Guide can do to help you prepare your oral presentation for success!

Phase One: Orals Planning and Slide Preparation

First, you must establish a dedicated team to prepare and execute the Orals Process. You will need four key personnel:

• Orals Manager – responsible for the overall Orals Process, approving strategies and plans, and directing the team
• Orals Slidemaster/Coordinator – responsible for providing the orals PowerPoint slides, managing logistics, and directing the production
• Orals Coach or Training Manager – responsible for executing strategy and plans, leading team building, and orientation
• Mock Orals Board Chairperson – responsible for simulating the Source Evaluation Board (SEB) review process and conducting Mock Orals

These roles can be combined, but make sure somebody has these responsibilities assigned to them. The Slidemaster is responsible for making an Oral Proposal Development Schedule . This schedule should allocate adequate time for an Oral Proposal Kickoff Meeting, Slide Preparation, Slide Reviews, Team Building, and Mock Orals.

The Slidemaster should also make a Speaker/Slide Matrix  to plan the presentation within the assigned presentation time. This matrix assigns presenters their sections, allocates their presentation time, and develops a speaking order.

Examples of a 30-day Oral Proposal Development Schedule (Exhibit 5-3) and a Speaker/Slide Allocation Matrix (Exhibit 5-4 and Appendix-41) are available in the Guide for your reference.

Each orals presenter is responsible for the final state of their PowerPoint slides and coordinates with the Slidemaster after the Orals Presentation Kickoff to revise and finalize their slides. The slides must be pithy and not dense and should include plenty of color, graphics, and diagrams.

The KSI Guide recommends using our Slide Master© process to develop slides that best present your data and themes. Our Slide Master© template allows you to organize any major points, transitions, graphics, action captions, or major marketing messages you might want to include. A blank template ready for editing is available in Exhibit 5-5 and Appendix-42 of the Guide!

Phase Two: Orientation and Training

The Orals Coach, aka the Training Manager, needs to coach their team to present themselves honestly and directly.

They should give group and one-on-one coaching to their team on public speaking skills and sales pitching, as well as conduct proposal-specific training on win strategy, themes, discriminators, etc. Depending on the proposal, the Training Manager may also need to provide special coaching for the Project Manager and other key personnel, who are sometimes asked to interview individually with the Source Evaluation Board (SEB).

During orals presentations, the government will often ask proposal-specific questions for the presenting team to answer. Q&As can be very stressful, so it’s part of the Training Manager’s job to train presenters on how to answer effectively.

The KSI Advantage™ Process uses the Straight Answer Model Method for Q&As, which entails:

• Answering the question,
• Giving details and proof, and
• Highlighting benefits.

Phase Three: Rehearsal and Team Building

It’s important that your team members feel connected to one another and motivated to collaborate. A solid Orals team is built upon three principles: a sense of purpose, respect for the customer, and a focus on the customer’s success and satisfaction.

To instill this, KSI recommends orals teams practice our Six-Step Team Building Process:

• Tell Us Your Story – share with your teammates about who you are and what you add to the team.
• Define the Extraordinary Business Challenges That Confront You – ask yourself what major issues and challenges you need to surmount with your proposal.
• Stand for Something That Makes A Difference – demonstrate you understand and care about the customer's needs.
• Create Strategic Goals/Objectives for Your Organizational Unit – ask yourself what specifically you will do to help the customer achieve the needs and goals of their solicitation.
• Develop Your Action Plan – get into the details of what success will look like when performing the awarded work, what key actions you’ll need to take, and who specifically you will need to get the job done.
• Figure Out How to Integrate Steps 1-5 Into Your Presentation – find a way to compliantly integrate your conclusions from Steps 1-5 into your orals proposal.

Phase Four: Reviews and Mock Orals

The review process when building an oral presentation is conducted by performing rehearsals. These Mock Orals are performed in front of a group of participants meant to represent the actual SEB members.

The feedback from this Mock SEB helps ensure the presentation meets the following goals:

• Compliance – verifying you are meeting the requirements of Sections C, L, and M
• Clarity – ensuring the material is succinct and understandable
• Consistency – checking that your terms and data are uniform
• Accuracy – confirming your information is correct
• Strategy – articulating your strategy and win themes
• Performance – ensuring presenters communicate properly

Mock SEB members should be knowledgeable people but unfamiliar with the proposal. They will review the presentation for technical accuracy, compliance, and delivery.

The KSI Orals Process advises scheduling two days for Mock Orals, including time for the Mock SEB to review the RFP and written proposal beforehand. Following this review, the Mock Orals Leader should answer any questions the Mock SEB may have and share with everyone the protocol for the Mock Orals. We suggest a dress rehearsal to mimic the actual oral presentation.

A sample Mock SEB/Orals Schedule is available for reference (Exhibit 5-8) in the Guide, along with a Mock SEB Participant List template (Exhibit 5-7) .

During the Mock Orals Presentation, the Mock SEB will evaluate the presentation using forms similar to what will be used by the real SEB. These forms include:

• RFP Scoring Tree – to score according to the RFP requirements
• Criterion/Sub-Criterion Evaluation Form – completed for each criterion/sub-criterion
• Questions Form – for anything the Mock SEB may want to ask post-presentation
• Q&A Summary Evaluation Form – to evaluate the Q&A portion of the Mock Orals
• Presenter Evaluation Form – to evaluate each presenter’s style and effectiveness

Templates for all of these forms, ready for you to use, can be found in Appendices 44-48 in the Guide!

*The Mock Orals Evaluation Forms graphic is from the KSI Advantage™ Capture & Proposal Guide.

Phase Five: Orals Logistics

Once every step has been made to prepare for the day of the presentation, the Orals Manager should remind everyone of all protocols and logistics. This includes dress code, schedule, transportation, post-mortem wrap-ups, and proper note-taking.

If you’ve followed each phase of the KSI Advantage™ Orals Process, learned your part well, practiced your speaking voice, and shined your shoes, you should be ready! Going through each of the five phases of the Orals Process will lead to a better team, a refined presentation, and a good result.

In Conclusion

There are three reasons why the government asks for oral presentations. They want to see how well you know the work of the RFP, how well your team works together, and how easily their agency could work with you. Consciously or unconsciously, these three criteria will be in the SEB’s mind as you talk about your solution and strategy. You must deliver a well-crafted and eloquent presentation.

Solid orals preparation and following the Orals Process of the KSI Advantage™ Capture & Proposal Guide , can lead to a difference-making presentation. Our Guide contains over 35 years of Key Solution’s best practices and discusses the Orals Process in far better detail than I have here. It’s chock full of useful tips, templates, and time-tested processes that can help anybody in a proposal role, whether you’re a Capture Manager, Proposal Manager, Technical Writer, or Orals Coach. Happy presenting! 

Topics: Orals Coaching KSI Advantage Capture & Proposal Guide Oral Proposals KSI Advantage

Written by Jake Lamarche, CF APMP, CPTC

Jake Lamarche is a Proposal Development and Technical Writing Professional. He is certified at the Foundation Level by APMP and is also a Certified Professional Technical Communicator. In his free time, he enjoys writing fiction and is a volunteer editor for an online literary magazine.

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5 Things to Remember for Your Next Orals Presentation

More and more federal agencies are turning to hands-on methods to compete their contracts and evaluate offerors. Though not new, the use of oral presentations as a means of evaluating contractor proposals is on the rise . As more agencies begin adopting this approach to evaluate offerors, companies need to understand the keys to success with this form of proposal evaluation.

When it comes to winning a contract today, it’s more than technical knowledge and experience. Colleagues and teaming partners must understand the nuances of presentation style, storytelling, and collaboration to effectively convey technical acumen and company culture, all while being responsive and compliant with the Government’s instructions.

We’ve put together the top five things to keep in mind when preparing for your next orals presentation .

1. Treat orals slides like a proposal volume.

Analyze the requirements and present what is asked for, in the order in which it is required. Develop an “outline” of your orals presentation based on the RFP requirements, similar to what you would do with a proposal response. Break your content into modules and allocate these important factors in each module:

• Number of minutes to present for each slide
• Number of slides per module
• Name of the presenter for each module
• Proposal themes, messages, and solutions
• Draft titles and takeaway messages

Remember! Your orals presentation should not contradict your written proposal.

2. Be thoughtful when choosing your presenters.

Orals presentation requirements often require key personnel to attend and present, so consider the need for presenters when determining key personnel. Select people who understand the customer and are likable presenters. Remember that everyone benefits from coaching, even the most seasoned, executive-level presenters.

Pro tip : Consider assigning understudies. If you have back-up presenters on deck, this could be lifesaver if one of your key presenters is not able to attend the day of the presentation.

3. Be flexible.

We typically recommend that the whole team gets together in-person for dry runs and rehearsals. However, in the midst of the pandemic where most everything is done virtually, your team will have to adapt and practice your presentation virtually. Team members will have to be patient with each other, as we’re all navigating this new way of life. Be flexible and understanding of your colleagues and the process. And be sure to identify challenges up front, so that you can address them early on.

4. Prepare for the space.

Most orals presentations have been shifted to a virtual setting, as a result of the COVID pandemic. But it is still important to prepare your space for the presentation. This includes working through the logistics and technical aspects of the video conference platform you are using and making sure your background looks clean and professional. Do a dry run in the actual space you are presenting and at the exact time of day to ensure that the lighting is adequate.

Pro tip : Invest in a selfie light ring that you can attach to your laptop or monitor. This will ensure that your is lighting is on point.

5. Put on your game face.

An orals presentation is not a slide show. Think of it as a job interview. The government is trying to determine: “Do I want to work with these people?”, “Do they have the skills to solve my problems?” So remember that the team is the show; they are more important than the presentation content. Dress as you would for a job interview – business attire, keep jewelry to a minimum, stick with solid colors instead of flashy patterns. When presenting, avoid filler words, such as “ummm” and “so”. And remember to practice handoffs and transitions in advance.

Pro tip : Put your game face on even when you’re not presenting. Direct your attention to your teammate who is presenting. Show that you are interested in and supportive of what your teammate is saying.

Final Thoughts

An orals presentation is an opportunity for your team to “show off” and prove that you are a cohesive, likable team that can get the job done. Show the evaluators how you work as a team and tell the customer what they need to know and what your message means to them. Show genuine enthusiasm for your team, your solution, and how you can help your customer. Most importantly, stay positive!

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Implementing best practices throughout the government procurement process: part 4 – compelling win themes, implementing best practices throughout the government procurement process: part 5 – proposal management, implementing best practices throughout the government procurement process: part 6 – effective proposal review.

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Why You Should Conduct Orals as Part of Your Procurement

But what if it’s too close to call? What if you’re having trouble selecting from among the excellent solutions?

I addressed this topic in the final point of my previous article, “Why You Should Use SMEs to Select the Winning Proposal” . In that article I advised my client organizations to include Subject Matter Experts and end-users during the oral presentations of the vendors’ proposals, particularly those client staff that will be working on the project with the eventual winning bidder. They would see for themselves the interactions of the vendor team members, their proficiency in describing the proposed solution, and their interactions with review team members. In this way, the client staff would get a good impression of what it would be like to work with the vendors’ proposed project staff.

What are some of the key factors to consider when conducting oral presentation sessions with qualified respondents to your RFP?

• Establish a competitive threshold that the bidders must meet to be invited to orals. By the end of the proposal review process, each compliant bidder will have received a proposal score based on the technical qualifications of the solution (and usually the bid-price as well). Those vendors whose score meet or exceed the pre-defined threshold score are qualified to continue to the next step of orally presenting their solution to the proposal review team.

Typical topics to be conducted over several sessions included the following:

• introduction of the key staff, their roles on the project, and their prior experience;
• summary presentation of the overall proposed solution;
• demonstration of the proposed solution in the format requested in the RFP (e.g. this could be a demonstration of a high-level prototype, a demonstration of a similar system for a similar client, or other such format);
• in-depth interviews of proposed staff by appropriate members of the review committee (e.g. Project Manager interviewed by senior management, business analysts interviewed by SMEs, technical analysts interviewed by client IT staff); and
• a question and answer session to clarify aspects of each vendor’s proposal that may require additional clarification.

For a real-world example of how oral presentations made the difference in selecting the winning vendor, read my article, “An Orals Train Wreck” . 

• Schedule orals a day or two apart. Spacing out the orals provides time in between the vendor presentations for the review team to discuss the merits of the proposed team and solution. It also protects the anonymity of the finalists (from each other) as they are less likely to cross paths. Anonymity is important so that no bidder potentially gains an advantage by knowing competitors that presented before them.

There may be few new revelations in my description of an effective process for vendor orals; however, the important concept to focus on is involving client staff in selecting the winning proposal. These are the people that will be working on the project with the selected winner. These are the people most knowledgeable about how the new system must serve them when implemented.

It’s all about the people aspects of project delivery.

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