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Conference Presentation Slides: A Guide for Success

In our experience, a common error when preparing a conference presentation is using designs that heavily rely on bullet points and massive chunks of text. A potential reason behind this slide design mistake is aiming to include as much information as possible in just one slide. In the end, slides become a sort of teleprompter for the speaker, and the audience recalls boredom instead of an informative experience.

As part of our mission to help presenters deliver their message effectively, we have summarized what makes a good conference presentation slide, as well as tips on how to design a successful conference slide.

Table of Contents

What is a conference presentation

Common mistakes presenters make when creating conference presentation slides, how can a well-crafted conference presentation help your professional life, how to start a conference presentation, how to end a conference presentation, tailoring your message to different audiences, visualizing data effectively, engaging with your audience, designing for impact, mastering slide transitions and animation, handling time constraints, incorporating multimedia elements, post-presentation engagement, crisis management during presentations, sustainability and green presentations, measuring presentation success, 13 tips to create stellar conference presentations, final thoughts.

The Britannica Dictionary defines conferences as 

A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic (such as medicine or business), usually for several days.

We can then define conference presentations as the combination of a speaker, a slide deck , and the required hardware to introduce an idea or topic in a conference setting. Some characteristics differentiate conference presentations from other formats.

Time-restricted

Conference presentations are bounded by a 15-30 minute time limit, which the event’s moderators establish. These restrictions are applied to allow a crowded agenda to be met on time, and it is common to count with over 10 speakers on the same day.

To that time limit, we have to add the time required for switching between speakers, which implies loading a new slide deck to the streaming platform, microphone testing, lighting effects, etc. Say it is around 10-15 minutes extra, so depending on the number of speakers per day during the event, the time available to deliver a presentation, plus the questions & answers time.

Delivery format

Conferences can be delivered in live event format or via webinars. Since this article is mainly intended to live event conferences, we will only mention that the requirements for webinars are as follows:

• Voice-over or, best, speaker layover the presentation slides so the speaker interacts with the audience.
• Quality graphics.
• Not abusing the amount of information to introduce per slide.

On the other hand, live event conferences will differ depending on the category under which they fall. Academic conferences have a structure in which there’s a previous poster session; then speakers start delivering their talks, then after 4-5 speakers, we have a coffee break. Those pauses help the AV crew to check the equipment, and they also become an opportunity for researchers to expand their network contacts. 

Business conferences are usually more dynamic. Some presenters opt not to use slide decks, giving a powerful speech instead, as they feel much more comfortable that way. Other speakers at business conferences adopt videos to summarize their ideas and then proceed to speak.

Overall, the format guidelines are sent to speakers before the event. Adapt your presentation style to meet the requirements of moderators so you can maximize the effect of your message.

The audience

Unlike other presentation settings, conferences gather a knowledgeable audience on the discussed topics. It is imperative to consider this, as tone, delivery format, information to include, and more depend on this sole factor. Moreover, the audience will participate in your presentation at the last minute, as it is a common practice to hold a Q&A session. 

Mistake #1 – Massive chunks of text

Do you intend your audience to read your slides instead of being seduced by your presentation? Presenters often add large amounts of text to each slide since they need help deciding which data to exclude. Another excuse for this practice is so the audience remembers the content exposed.

Research indicates images are much better retained than words, a phenomenon known as the Picture Superiority Effect ; therefore, opt to avoid this tendency and work into creating compelling graphics.

Mistake #2 – Not creating contrast between data and graphics

Have you tried to read a slide from 4 rows behind the presenter and not get a single number? This can happen if the presenter is not careful to work with the appropriate contrast between the color of the typeface and the background. Particularly if serif fonts are used.

Use online tools such as WebAIM’s Contrast Checker to make your slides legible for your audience. Creating an overlay with a white or black transparent tint can also help when you place text above images.

Mistake #3 – Not rehearsing the presentation

This is a sin in conference presentations, as when you don’t practice the content you intend to deliver, you don’t have a measure of how much time it is actually going to take. 

PowerPoint’s rehearse timing feature can help a great deal, as you can record yourself practising the presentation and observe areas for improvement. Remember, conference presentations are time-limited , don’t disrespect fellow speakers by overlapping their scheduled slot or, worse, have moderators trim your presentation after several warnings.

Mistake #4 – Lacking hierarchy for the presented content

Looking at a slide and not knowing where the main point is discouraging for the audience, especially if you introduce several pieces of content under the same slide. Instead, opt to create a hierarchy that comprehends both text and images. It helps to arrange the content according to your narrative, and we’ll see more on this later on.

Consider your conference presentation as your introduction card in the professional world. Maybe you have a broad network of colleagues, but be certain there are plenty of people out there that have yet to learn about who you are and the work you produce.

Conferences help businesspeople and academics alike to introduce the results of months of research on a specific topic in front of a knowledgeable audience. It is different from a product launch as you don’t need to present a “completed product” but rather your views or advances, in other words, your contribution with valuable insights to the field.

Putting dedication into your conference presentation, from the slide deck design to presentation skills , is definitely worth the effort. The audience can get valuable references from the quality of work you are able to produce, often leading to potential partnerships. In business conferences, securing an investor deal can happen after a powerful presentation that drives the audience to perceive your work as the very best thing that’s about to be launched. It is all about how your body language reflects your intent, how well-explained the concepts are, and the emotional impact you can drive from it.

There are multiple ways on how to start a presentation for a conference, but overall, we can recap a good approach as follows.

Present a fact

Nothing grabs the interest of an audience quicker than introducing an interesting fact during the first 30 seconds of your presentation. The said fact has to be pivotal to the content your conference presentation will discuss later on, but as an ice-breaker, it is a strategy worth applying from time to time.

Ask a question

The main point when starting a conference presentation is to make an impact on the audience. We cannot think of a better way to engage with the audience than to ask them a question relevant to your work or research. It grabs the viewer’s interest for the potential feedback you shall give to those answers received.

Use powerful graphics

The value of visual presentations cannot be neglected in conferences. Sometimes an image makes a bigger impact than a lengthy speech, hence why you should consider starting your conference presentation with a photo or visual element that speaks for itself.

For more tips and insights on how to start a presentation , we invite you to check this article.

Just as important as starting the presentation, the closure you give to your conference presentation matters a lot. This is the opportunity in which you can add your personal experience on the topic and reflect upon it with the audience or smoothly transition between the presentation and your Q&A session.

Below are some quick tips on how to end a presentation for a conference event.

End the presentation with a quote

Give your audience something to ruminate about with the help of a quote tailored to the topic you were discussing. There are plenty of resources for finding suitable quotes, and a great method for this is to design your penultimate slide with an image or black background plus a quote. Follow this with a final “thank you” slide.

Consider a video

If we say a video whose length is shorter than 1 minute, this is a fantastic resource to summarize the intent of your conference presentation. 

If you get the two-minute warning and you feel far off from finishing your presentation, first, don’t fret. Try to give a good closure when presenting in a conference without rushing information, as the audience wouldn’t get any concept clear that way. Mention that the information you presented will be available for further reading at the event’s platform site or your company’s digital business card , and proceed to your closure phase for the presentation.

It is better to miss some of the components of the conference than to get kicked out after several warnings for exceeding the allotted time.

Tailoring your conference presentation to suit your audience is crucial to delivering an impactful talk. Different audiences have varying levels of expertise, interests, and expectations. By customizing your content, tone, and examples, you can enhance the relevance and engagement of your presentation.

Understanding Audience Backgrounds and Expectations

Before crafting your presentation, research your audience’s backgrounds and interests. Are they professionals in your field, students, or a mix of both? Are they familiar with the topic, or must you provide more context? Understanding these factors will help you pitch your content correctly and avoid overwhelming or boring your audience.

Adapting Language and Tone for Relevance

Use language that resonates with your audience. Avoid jargon or technical terms that might confuse those unfamiliar with your field. Conversely, don’t oversimplify if your audience consists of experts. Adjust your tone to match the event’s formality and your listeners’ preferences.

Customizing Examples and Case Studies

Incorporate case studies, examples, and anecdotes that your audience can relate to. If you’re speaking to professionals, use real-world scenarios from their industry. For a more general audience, choose examples that are universally relatable. This personal touch makes your content relatable and memorable.

Effectively presenting data is essential for conveying complex information to your audience. Visualizations can help simplify intricate concepts and make your points more digestible.

Choosing the Right Data Representation

Select the appropriate type of graph or chart to illustrate your data. Bar graphs, pie charts, line charts, and scatter plots each serve specific purposes. Choose the one that best supports your message and ensures clarity.

Designing Graphs and Charts for Clarity

Ensure your graphs and charts are easily read. Use clear labels, appropriate color contrasts, and consistent scales. Avoid clutter and simplify the design to highlight the most important data points.

Incorporating Annotations and Explanations

Add annotations or callouts to your graphs to emphasize key findings. Explain the significance of each data point to guide your audience’s understanding. Utilize visual cues, such as arrows and labels, to direct attention.

Engaging your audience is a fundamental skill for a successful presentation for conference. Captivate their attention, encourage participation, and foster a positive connection.

Establishing Eye Contact and Body Language

Maintain eye contact with different audience parts to create a sense of connection. Effective body language, such as confident posture and expressive gestures, enhances your presence on stage.

Encouraging Participation and Interaction

Involve your audience through questions, polls, or interactive activities. Encourage them to share their thoughts or experiences related to your topic. This engagement fosters a more dynamic and memorable presentation.

Using Humor and Engaging Stories

Incorporate humor and relatable anecdotes to make your presentation more enjoyable. Well-timed jokes or personal stories can create a rapport with your audience and make your content more memorable.

The design of your conference presentation slides plays a crucial role in capturing and retaining your audience’s attention. Thoughtful design can amplify your message and reinforce key points. Take a look at these suggestions to boost the performance of your conference presentation slides, or create an entire slide deck in minutes by using SlideModel’s AI Presentation Maker from text .

Creating Memorable Opening Slides

Craft an opening slide that piques the audience’s curiosity and sets the tone for your presentation. Use an engaging visual, thought-provoking quote, or intriguing question to grab their attention from the start.

Using Visual Hierarchy for Emphasis

Employ visual hierarchy to guide your audience’s focus. Highlight key points with larger fonts, bold colors, or strategic placement. Organize information logically to enhance comprehension.

Designing a Powerful Closing Slide

End your presentation with a compelling closing slide that reinforces your main message. Summarize your key points, offer a memorable takeaway, or invite the audience to take action. Use visuals that resonate and leave a lasting impression.

Slide transitions and animations can enhance the flow of your presentation and emphasize important content. However, their use requires careful consideration to avoid distractions or confusion.

Enhancing Flow with Transitions

Select slide transitions that smoothly guide the audience from one point to the next. Avoid overly flashy transitions that detract from your content. Choose options that enhance, rather than disrupt, the presentation’s rhythm.

Using Animation to Highlight Points

Animate elements on your slides to draw attention to specific information. Animate text, images, or graphs to appear as you discuss them, helping the audience follow your narrative more effectively.

Avoiding Overuse of Effects

While animation can be engaging, avoid excessive use that might overwhelm or distract the audience. Maintain a balance between animated elements and static content for a polished presentation.

Effective time management is crucial for delivering a concise and impactful conference presentation within the allocated time frame.

Structuring for Short vs. Long Presentations

Adapt your content and pacing based on the duration of your presentation. Clearly outline the main points for shorter talks, and delve into more depth for longer sessions. Ensure your message aligns with the time available.

Prioritizing Key Information

Identify the core information you want your audience to take away. Focus on conveying these essential points, and be prepared to trim or elaborate on supporting details based on the available time.

Practicing Time Management

Rehearse your presentation while timing yourself to ensure you stay within the allocated time. Adjust your delivery speed to match your time limit, allowing for smooth transitions and adequate Q&A time.

Multimedia elements, such as videos, audio clips, and live demonstrations, can enrich your presentation and provide a dynamic experience for your audience.

Integrating Videos and Audio Clips

Use videos and audio clips strategically to reinforce your points or provide real-world examples. Ensure that the multimedia content is of high quality and directly supports your narrative.

Showcasing Live Demonstrations

Live demonstrations can engage the audience by showcasing practical applications of your topic. Practice the demonstration beforehand to ensure it runs smoothly and aligns with your message.

Using Hyperlinks for Additional Resources

Incorporate hyperlinks into your presentation to direct the audience to additional resources, references, or related content. This allows interested attendees to explore the topic further after the presentation.

Engaging with your audience after your presentation can extend the impact of your talk and foster valuable connections.

Leveraging Post-Presentation Materials

Make your presentation slides and related materials available to attendees after the event. Share them through email, a website, or a conference platform, allowing interested individuals to review the content.

Sharing Slides and Handouts

Provide downloadable versions of your slides and any handouts you used during the presentation. This helps attendees revisit key points and share the information with colleagues.

Networking and Following Up

Utilize networking opportunities during and after the conference to connect with attendees who are interested in your topic. Exchange contact information and follow up with personalized messages to continue the conversation.

Preparing for unexpected challenges during your presenting at a conference can help you maintain professionalism and composure, ensuring a seamless delivery.

Dealing with Technical Glitches

Technical issues can occur, from projector malfunctions to software crashes. Stay calm and have a backup plan, such as having your slides available on multiple devices or using printed handouts.

Handling Unexpected Interruptions

Interruptions, such as questions from the audience or unforeseen disruptions, are a normal part of live presentations. Address them politely, stay adaptable, and seamlessly return to your prepared content.

Staying Calm and Professional

Maintain a composed demeanor regardless of unexpected situations. Your ability to handle challenges gracefully reflects your professionalism and dedication to delivering a successful presentation.

Creating environmentally friendly presentations demonstrates your commitment to sustainability and responsible practices.

Designing Eco-Friendly Slides

Minimize the use of resources by designing slides with efficient layouts, avoiding unnecessary graphics or animations, and using eco-friendly color schemes.

Reducing Paper and Material Waste

Promote a paperless approach by encouraging attendees to access digital materials rather than printing handouts. If print materials are necessary, consider using recycled paper.

Promoting Sustainable Practices

Advocate for sustainability during your presentation by discussing relevant initiatives, practices, or innovations that align with environmentally conscious values.

Measuring the success of your conference presentation goes beyond the applause and immediate feedback. It involves assessing the impact of your presentation on your audience, goals, and growth as a presenter.

Collecting Audience Feedback

After presenting at a conference, gather feedback from attendees. Provide feedback forms or online surveys to capture their thoughts on the content, delivery, and visuals. Analyzing their feedback can reveal areas for improvement and give insights into audience preferences.

Evaluating Key Performance Metrics

Consider objective metrics such as audience engagement, participation, and post-presentation interactions. Did attendees ask questions? Did your content spark discussions? Tracking these metrics can help you gauge the effectiveness of your presentation in conveying your message.

Continuous Improvement Strategies

Use the feedback and insights gathered to enhance your future presentations. Identify strengths to build upon and weaknesses to address. Continuously refine your presentation skills , design choices, and content to create even more impactful presentations in the future.

Tip #1 – Exhibit a single idea per slide

Just one slide per concept, avoiding large text blocks. If you can compile the idea with an image, it’s better that way.

Research shows that people’s attention span is limited ; therefore, redirect your efforts in what concerns presentation slides so your ideas become crystal clear for the spectators.

Tip #2 – Avoid jargon whenever possible

Using complex terms does not directly imply you fully understand the concept you are about to discuss. In spite of your work being presented to a knowledgeable audience, avoid jargon as much as possible because you run the risk of people not understanding what you are saying.

Instead, opt to rehearse your presentation in front of a not-knowledgeable audience to measure the jargon volume you are adding to it. Technical terms are obviously expected in a conference situation, but archaic terms or purely jargon can be easily trimmed this way.

Tip #3 – Replace bulleted listings with structured layouts or diagrams

Bullet points are attention grabbers for the audience. People tend to instantly check what’s written in them, in contrast to waiting for you to introduce the point itself. 

Using bullet points as a way to expose elements of your presentation should be restricted. Opt for limiting the bullet points to non-avoidable facts to list or crucial information. 

Tip #4 – Customize presentation templates

Using presentation templates is a great idea to save time in design decisions. These pre-made slide decks are entirely customizable; however, many users fall into using them as they come, exposing themselves to design inconsistencies (especially with images) or that another presenter had the same idea (it is extremely rare, but it can happen).

Learning how to properly change color themes in PowerPoint is an advantageous asset. We also recommend you use your own images or royalty-free images selected by you rather than sticking to the ones included in a template.

Tip #5 – Displaying charts

Graphs and charts comprise around 80% of the information in most business and academic conferences. Since data visualization is important, avoid common pitfalls such as using 3D effects in bar charts. Depending on the audience’s point of view, those 3D effects can make the data hard to read or get an accurate interpretation of what it represents.

Tip #6 – Using images in the background

Use some of the images you were planning to expose as background for the slides – again, not all of them but relevant slides.

Be careful when placing text above the slides if they have a background image, as accessibility problems may arise due to contrast. Instead, apply an extra color layer above the image with reduced opacity – black or white, depending on the image and text requirements. This makes the text more legible for the audience, and you can use your images without any inconvenience.

Tip #7 – Embrace negative space

Negative space is a concept seen in design situations. If we consider positive space as the designed area, meaning the objects, shapes, etc., that are “your design,” negative space can be defined as the surrounding area. If we work on a white canvas, negative space is the remaining white area surrounding your design.

The main advantage of using negative space appropriately is to let your designs breathe. Stuffing charts, images and text makes it hard to get a proper understanding of what’s going on in the slide. Apply the “less is more” motto to your conference presentation slides, and embrace negative space as your new design asset.

Tip #8 – Use correct grammar, spelling, and punctuation

You would be surprised to see how many typos can be seen in slides at professional gatherings. Whereas typos can often pass by as a humor-relief moment, grammatical or awful spelling mistakes make you look unprofessional. 

Take 5 extra minutes before submitting your slide deck to proofread the grammar, spelling, and punctuation. If in doubt, browse dictionaries for complex technical words.

Tip #10 – Use an appropriate presentation style

The format of the conference will undoubtedly require its own presentation style. By this we mean that it is different from delivering a conference presentation in front of a live audience as a webinar conference. The interaction with the audience is different, the demands for the Q&A session will be different, and also during webinars the audience is closely looking at your slides.

Tip #11 – Control your speaking tone

Another huge mistake when delivering a conference presentation is to speak with a monotonous tone. The message you transmit to your attendees is that you simply do not care about your work. If you believe you fall into this category, get feedback from others: try pitching to them, and afterward, consider how you talk. 

Practicing breathing exercises can help to articulate your speech skills, especially if anxiety hinders your presentation performance.

Tip #12 – On eye contact and note reading

In order to connect with your audience, it is imperative to make eye contact. Not stare, but look at your spectators from time to time as the talk is directed at them.

If you struggle on this point, a good tip we can provide is to act like you’re looking at your viewers. Pick a good point a few centimeters above your viewer and direct your speech there. They will believe you are communicating directly with them. Shift your head slightly on the upcoming slide or bullet and choose a new location.

Regarding note reading, while it is an acceptable practice to check your notes, do not make the entire talk a lecture in which you simply read your notes to the audience. This goes hand-by-hand with the speaking tone in terms of demonstrating interest in the work you do. Practice as often as you need before the event to avoid constantly reading your notes. Reading a paragraph or two is okay, but not the entire presentation.

Tip #13 – Be ready for the Q&A session

Despite it being a requirement in most conference events, not all presenters get ready for the Q&A session. It is a part of the conference presentation itself, so you should pace your speech to give enough time for the audience to ask 1-3 questions and get a proper answer.

Don’t be lengthy or overbearing in replying to each question, as you may run out of time. It is preferable to give a general opinion and then reach the interested person with your contact information to discuss the topic in detail.

Observing what others do at conference events is good practice for learning a tip or two for improving your own work. As we have seen throughout this article, conference presentation slides have specific requirements to become a tool in your presentation rather than a mixture of information without order.

Employ these tips and suggestions to craft your upcoming conference presentation without any hurdles. Best of luck!

1. Conference PowerPoint Template

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2. Free Conference Presentation Template

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Conference Presentation: A comprehensive guide

In this guide learn how to choose a topic, develop content, deliver with confidence, and more.

Raja Bothra

Building presentations

Welcome to the world of conference presentations!

Whether you're an academic, a professional, or simply someone eager to share your knowledge, the art of delivering an effective conference presentation is a skill worth mastering.

In this comprehensive guide, we will walk you through the ins and outs of conference presentations, from understanding what they are to mastering the key elements that make them successful.

So, grab your "presentation slide" of inspiration and let's dive into the world of conference presentations.

What is a conference presentation?

A conference presentation is a means of conveying information, research findings, or ideas to an audience in a structured and engaging manner. It's a platform for individuals to showcase their expertise, share their insights, and foster discussions on topics ranging from academic research to professional insights. Whether you're presenting at an "academic conference" or a corporate gathering, the goal remains the same: to effectively communicate your message.

Types of Conference Presentations

Before we delve into the nitty-gritty details, let's explore the different types of conference presentations you might encounter:

Oral presentation

The quintessential "oral presentation" remains one of the most prominent formats across conferences, be it academic or professional. These presentations typically span a concise 15-20 minutes, providing a platform for presenters to delve into a wide array of topics:

• Research findings : Share your latest research discoveries.
• Completed works : Showcase your completed projects and their outcomes.
• Innovative concepts : Introduce groundbreaking ideas that push the boundaries.
• Theoretical Applications : Explore the theoretical underpinnings of your field.
• Methodologies : Explain the methodologies you've employed in your work.

The structure of an oral presentation allows for a systematic exploration of these topics, followed by a brief Q&A session, providing valuable interactions with the audience.

Poster presentation

On the flip side, "poster presentations" offer a more relaxed and interactive avenue to convey your work. This format involves creating a visual "poster presentation" that succinctly highlights your key points. Here's why poster presentations are worth considering:

• Concise and visually appealing : Posters condense your work into a visually engaging format.
• Informal interaction : Presenters stand by their posters in a common area, ready to engage with curious attendees.
• Networking opportunity : It's an excellent way to network with fellow researchers and gain valuable feedback on your work.

Poster presentations bridge the gap between the visual and the informative, making them an excellent choice for those looking to engage their audience in a more relaxed setting.

Beyond the basics

While oral and poster presentations are the cornerstone of many conferences, there are other presentation formats that cater to diverse objectives and preferences:

• Panel discussions : Experts gather to discuss a specific topic in front of an audience, offering varied perspectives and insights.
• Roundtables : In a more informal setting, a small group of individuals engage in in-depth discussions on a particular topic.
• Workshops : Attendees immerse themselves in hands-on activities to acquire new skills or knowledge.
• Keynote speeches : Prominent speakers take the stage to deliver inspiring talks on topics of paramount importance to the conference audience.
• Lightning talks : These brief, high-impact presentations, typically lasting 5-10 minutes, cover a wide array of topics in a succinct manner.

Selecting the most appropriate presentation format depends on the nature of the conference and your personal preferences. If you're unsure about which format aligns best with your objectives, don't hesitate to reach out to the conference organizers for guidance. After all, the key to a successful conference presentation is choosing the format that allows you to shine and effectively convey your message.

How to structure an effective conference presentation

A well-structured presentation is like a well-composed symphony - it captures the audience's attention and leaves a lasting impression. Here's a step-by-step guide to help you create a harmonious presentation:

1. Begin with a clear introduction

The beginning of your presentation is your chance to make a memorable first impression. Start by introducing yourself and your topic. Use a "clear outline" to provide a roadmap for your presentation. For instance, you can say, "Today, I'll discuss the key elements of a successful conference presentation, including effective structure, engaging visuals, and impactful delivery."

2. Create an engaging body

The body of your presentation should contain the main points you want to convey. Here's where your "slide deck" comes into play. Each slide should emphasize a single point, keeping it concise and visually appealing. Remember the "good rule of thumb" - one slide per key idea.

3. Emphasize with visuals

Visual aids, such as graphs and images, can help "emphasize" your message and make complex information easily understood. However, don't overload your slides with visuals; use them strategically to "get the message across."

4. Maintain audience engagement

Your "presentation style" plays a vital role in keeping your audience engaged. Practice "body language" that conveys confidence and enthusiasm. Maintain "eye contact with your audience" to establish a connection. Utilize gestures to "emphasize" key points and establish a rapport with your audience.

5. Summarize key takeaways

As you approach the "end of your presentation," allocate some time to summarize the key takeaways. This reinforces the main points and ensures your audience leaves with a clear understanding of your message.

Do’s and don'ts of a conference presentation

Now that you know how to structure your presentation effectively, let's explore some do's and don'ts that can make or break your presentation.

• Rehearse : "Rehearse your presentation" practise multiple times to ensure a smooth delivery.
• Use visuals : Incorporate visuals, but don't let them "distract the audience."
• Maintain eye contact : "Maintain eye contact with your audience" to establish a connection.
• Engage the audience : "Give your audience" opportunities to participate, ask questions, or share their thoughts.
• Time management : Stick to the allotted time. "Conference organizers" appreciate punctuality.

Don'ts:

• Overwhelm with text : Avoid adding slide after slide filled with font text. Remember, less is often more.
• Lack of preparation : Don't "rehearse" just once. The more you practice, the more confident you'll feel.
• Reading slides : Don't simply "read your paper" or slides. Your audience can do that themselves.
• Ignoring questions : Always address "questions from the audience" respectfully and thoughtfully. Avoid being unprofessional.
• Going off topic : Stay on track. "Unrelated tangents" can confuse your audience.

Summarizing Key Takeaways

In this comprehensive guide, we've covered the essentials of crafting an "effective conference presentation." From structuring your presentation to engaging your audience, you now have the tools to shine at your next conference.

• Conference Presentations are a means to share information or research effectively.
• Types include oral (concise talks) and poster (visual presentations).
• Other formats like panels, roundtables, workshops, keynotes, and lightning talks cater to different objectives.
• Structure your presentation with a clear intro, engaging body, visuals, audience engagement, and key takeaways.
• Do's: Rehearse, use visuals wisely, maintain eye contact, engage the audience, and manage time.
• Don'ts: Avoid overwhelming text, lack of preparation, reading slides, ignoring questions, and going off-topic.

Remember, a great presentation is not just about delivering information; it's about creating a memorable experience for your audience. Whether you're "presenting at a conference" for the first time or you're a seasoned pro, these tips for presenting will help you make a lasting impression.

1. How can I create the best presentation for my conference talk?

To craft an impactful presentation for your conference talk, consider beginning with a PowerPoint template tailored to the theme of the event. The right template, such as a specialized conference strategy presentation template , can provide a solid foundation for organizing your content. Ensure your presentation flows seamlessly, incorporating bullet points strategically to highlight key information. Moreover, delivering an effective conference paper necessitates practicing in front of a mirror and employing gestures to underscore essential points.

‍ 2. What is the typical length of a conference presentation?

The length of your effective presentation may vary depending on the conference committee's guidelines, but most conferences allocate around 15-20 minutes for each presentation. It's important to remember to keep track of time as you present, as you may run out of time if you're not careful.

3. Do I need to submit an abstract before presenting a paper at a conference?

Yes, you typically need to submit an abstract related to your topic before being accepted to present at a conference. The conference committee reviews these abstracts to determine which presentations are most suitable and interesting to the audience members interested in your research.

4. How can I make my conference presentation memorable?

To make your memorable presentation, use slide decks effectively, and consider the presentation technology available on the conference platform. Emphasize key points and use gestures to engage your audience. Also, e.g., include relevant images and graphs in your slides to help the audience understand your research paper.

5. What should I do if I'm presenting at a conference where the audience is unfamiliar with my field?

If you're presenting at a conference where the audience is unfamiliar with your field, make sure to use simple language and avoid jargon. Provide enough context and background information related to your topic to help the audience understand. Additionally, be prepared to ask a question or two to engage the audience and familiarize them with your work during the Q&A session.

Create your conference presentation with prezent

Before we conclude, here's a valuable tip: Consider using presentation software like Prezent to streamline your conference presentation creation process. Prezent offers:

• Time savings: Prezent can save you up to 70% of the time typically spent on crafting presentations, allowing you to focus on other critical conference preparations.
• Brand consistency: Access to brand-approved designs from Fortune companies ensures that your conference presentation maintains a professional and consistent look.
• Audience engagement: Prezent helps you understand your audience's preferences, enabling you to create presentations that resonate and engage effectively.
• Cost efficiency: By standardizing presentations and streamlining communication, Prezent can cut communication costs by up to 60%, a valuable advantage for conference budgets.
• Overnight service: Take advantage of Prezent's overnight presentation service for tight deadlines, ensuring you receive a polished presentation by the next business day.

In conclusion, a successful conference presentation is all about striking the right balance between structure, visuals, and engagement. Mastering these elements will not only boost your "presentation skills" but also ensure that your audience leaves with a deeper understanding of your work.

So, go ahead, "present your paper" with confidence, captivate your audience, and leave a lasting impression on the conference stage.

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15 Best Tips for Presenting at a Conference

Published on 18 Nov 2021

Presenting at a conference is an important part of a researcher’s life: it allows you to share all the work you’ve been doing for months or years.

At the same time, it also exposes some intimate aspects of yourself to the outside world, like your thought process, your level of knowledge on a topic, or your ability to structure ideas.

I personally found myself frightened about presenting on multiple occasions. I remember my first seminar at the beginning of my master's degree in biochemistry. Coming from a bachelor in ecology, I felt like an imposter in the new department and was scared others would judge my level of knowledge or the quality of my presentation. Of course, these were only negative projections I was making in my mind, but they reflect the stressful vibe one can feel when preparing to give a talk.

On the positive side, a successful presentation leads to a better understanding of your work by the audience. This generates insightful discussions that can provide ideas about what the next steps of your research should be or clues to solve roadblocks.

It also leaves a good impression on the work done at your lab which can attract new collaborators. Also, getting your work noticed, especially at large conferences, can lead to your publications being more cited. If you’re a student, you can be rewarded with a presentation prize that will boost your curriculum when applying for scholarships.

Above all, learning to communicate, especially to the general public, is a valued skill.

So how can you nail your next presentation? There are no magic pills, but in this article, we’ll share some important tips to help you deliver the best presentation at your next event.

1- Do not start by working on your slides

It is very easy to get lost in your slides if you do not plan first. That is why you need to outline your key ideas and the order in which you want to present them BEFORE jumping into building slides in PowerPoint (or another platform).

You can start with bullet points, a flowchart, or something similar. The crucial part here is to make sure you are laying out the information and not just throwing it on the slides as they come to your mind. It is easy to get lost if you just keep adding slide after slide without any concern for length and/or connections between the information.

You can use sticky notes, paper planners, online flowchart generators, or other tools to help you in the layout phase.

Then, equally important to the key ideas is how you tie all of that content together. You should plan a logical transition and a progression between each idea. This will help you define a common thread and establish the flow of your presentation. Ultimately, it will help the audience capture the message you’re sharing.

In summary, knowing what you want to talk about is key. So before working on your slide deck and your handouts, develop this layout that highlights and connects the information you want to share.

2- Have a duration in mind

You’ll have a limited amount of time to get your message across, so you have to plan your presentation around that time frame. If you have 15 minutes to present your work, plan a presentation that lasts slightly less than that time limit.

Another tip for presentations is to use a timer while presenting to ensure you don’t go overtime.

A lot of people do not plan their time wisely and end up skipping slides in their presentation or going overtime. And guess what? Your audience knows when you skip content because you ran out of time. It comes off as unprofessional and may affect the way people see your work. So take your time preparing your presentation around your time constraints.

If your initial mockup is longer than what it should be, start by analyzing what information could be deleted or ways to get the information across using fewer words. 

It’s often just a matter of focusing on the details that matter the most. Don’t explain all the details of the methodology or the results if it doesn’t add to the story. Keep that for smaller group discussions or during the Q&A period. 

3- Use visuals to your advantage

Visuals are a must in any presentation. Whether it is an image, a chart, a graphic, or a video, visuals help with interpretation and can be an effective way to get your message across or grab the audience's attention.

Just because you’re presenting at an academic conference, it doesn’t mean you can’t use images, videos, or even gifs to help get the message across.

Most people deal better with visuals than words , especially when the information is heavy with data and numbers. But even with visuals, remember to keep it simple. The whole purpose of using visual aids is to help your audience understand the message and not to confuse them with too much information. 

If you’re presenting figures or graphs, remember to use the pointer to highlight the key points while you explain your slide. This is something that is easy to forget when the stress level is high, but it can be a good way to stay grounded and focused on the presentation.

4- Know your audience

In any academic conference, knowing your audience puts you one step closer to delivering an effective presentation. Do your research when starting to prepare your presentation.

Skimming the proceedings of past editions of a conference can reveal past participant lists and their profile. Different conferences have different proportions of undergraduate and graduate students, postdocs, or principal investigators. Knowing the proportions of each category can indicate the level of knowledge on certain topics and if you need to spend time explaining certain areas so they understand the rest of the presentation or not.

If you find the abstracts, the Powerpoints, or the recordings of talks from previous editions, it can also help you adjust the depth in which you can go when explaining certain concepts.

Do not fall under the trap of assuming your audience knows nothing about your research subject. If they are at your research conference, it is most likely that they possess knowledge of (and interest in) what you are talking about. So, skip the basics that everyone knows if you feel you can.

Use jargon that is easily understood by the community at large and make sure you define less common abbreviations.

Knowing your audience is not always an easy task. If you’re not sure if your audience is familiar with a specific topic, don't be afraid to ask them! It will make everyone feel more involved and you will get their attention for the rest of the presentation. The bottom line, adapt your message to the audience.

5- Practice, practice, and practice again

No one should know your presentation better than you. When preparing for a particular conference, rehearse your talking points out loud and make sure you feel 100% comfortable with the information laid out on your slides. 

In addition, make sure the key ideas and the logical transition between them are crystal clear. One of the worst things that can happen to presenters is getting lost in their own presentation. 

You should practice your speech out loud to become familiar with the words as this will help your tone and confidence. When you sound confident, people are keener to listen to what you are saying.

One additional common but useful tip is to record yourself while practicing. It will help you know where you're lacking and what needs to be improved. 

 For example, some people tend to talk really fast or jump on sentences while others tend to ignore full stops. No matter what the issues are, recording yourself is a great tactic to find and address them.

6- Present it to a friend or colleague

Outside of practicing it out loud on your own, practice it in front of your colleagues. It will give you an experience that will resemble the real presentation the most.

While you present, notice their facial expressions. They can reveal parts of your presentation that are unclear. Tell them not to interrupt you during the presentation, but tell them to note down their suggestions or questions for the end. Make sure to use a timer to measure how you’re doing on time.

Some people like to present to someone completely detached from the topic. The idea is that if people who are not completely familiar with the subject can follow your presentation, people in the field should be able to easily follow it as well. 

No matter which option you choose, this exercise will help if you have difficulties speaking in public. Do not be afraid of doing these multiple times before your presentation and always ask for honest feedback. The more you practice, the more confident and more fluent you will be.

During my Ph.D., we often presented to our lab members and went through a Q&A section. Not only was it a good opportunity to practice the presenting skills, but it was also a moment to discuss specific aspects and prepare for potential questions. I remember in some instances, the feedback led to reshuffling the ideas completely in a way that made more sense.

7- Appearances matter

Even though people are coming to your presentation because they are interested in your research, appearances matter. The way you speak, how you interact with your audience, and even what you wear, make an impact. Make sure you wear comfortable clothes. 

 If you’re presenting at an online event, make sure the lighting comes from in front of you and not from behind or it will make your face appear darker. Not seeing a presenter clearly can distract the audience and decrease attention.

Also make sure there isn’t anything distracting in the background, like television or someone walking. The best background is usually solid-colored walls.

8- Sleep and eat well before the event

Get a good night of sleep the night before the event. You will feel well-rested and ready to tackle the presentation. It can be tempting to practice your slides and go over your presentation late at night, but it is sometimes better to get a good night's sleep.

In addition, make sure to eat well. You don’t want to feel dizzy or be occupied thinking about food when you should be thinking about the presentation.

Lastly, have a bottle of water close to you while you’re presenting. That will allow you to take pauses when needed and give your audience time to absorb the information after you jump into the next slide or argument.

9- Have a backup

If you have your presentation stored on a hard drive, make sure to have an extra copy on the cloud and vice-versa. Hard drives can break and technical difficulties can occur with cloud storage, so always have a backup just in case. 

Depending on the guidelines of the event, you can also send a copy of your presentation to the organizer and/or colleague. Send yourself a copy of the presentation by email as well.

A lot of people also have a paper copy of their presentation. That’s the last case alternative but also nice to have. If you are in a poster presentation, this may be harder to achieve.

If you have videos in your presentation, check out if the platform and/or venue can display that, especially the audio (if it’s important). Not all software or places have the necessary (or compatible) technology to display your presentation as they should.

10- Use body language

Body language has an essential role in presentations, especially online ones. Make sure you use body language the right way, otherwise it can be distracting for your audience. That includes fidgeting, repeatedly fixing your hair or clothes, among other things.

In academic conferences, the presentations are usually heavy on the information and data side, so it is important that presenters take advantage of tone of voice, gestures, and other body language resources to get their point across.

It is best to keep eye contact with people in the audience. This way, they will feel you are talking TO them and not AT them. But make sure to alternate and not stare at one single person throughout the whole presentation. 

Be aware of your posture and if you have any notes, make sure to either hold them or have them at eyesight. It is common to have notecards during a conference talk, but it is important to know your presentation and not depend on the notes.

11- Encourage your audience to interact with you

A big part of your presentation is for you to talk about your research. People are there to listen to you and absorb information, but they are also there to make the most out of the experience, and that includes engaging and asking questions.

Prepare yourself to answer questions from the audience. It is impossible to cover everything in a short presentation, so try to cover as much as possible and if there are questions you think will arise from the audience, prepare to answer them.

Depending on the type of presentation and what’s expected, you can keep questions for the end or allow questions during the presentation.

If there is a question that you do not have the answer to, it’s ok to say it. It’s better to offer to look more into it and get back to them rather than trying to improvise an answer. Provide your contact information in the final slide or at the end of your presentation. Some participants can reach out to you if they have any questions, suggestions, or opportunities that could be beneficial to you.

If you are giving an online presentation, invite participants to ask a question through the conference platform or website. For example, Fourwaves has a built-in Q&A section on each presentation page where presenters and participants can interact.

12- Structure your presentation and let your audience know

Let your audience know what you will be covering in your presentation. Have a clear outline of the topics and make sure to have this journey clear so the audience understands where you are taking them.

You can start the presentation by highlighting the key messages, but don’t forget to have a summary at the end (your conclusion), where you reiterate the main points of your presentation.

13- Pay attention to design

Adhere to the following basic design principles when building your slides. Avoid distracting colors and mixing more than 2 colors in each slide. If you use a light background, you should use a dark font and vice-versa. Make sure the font size is also big enough and that you are not stuffing too much information into a slide.

A good rule of thumb for your slides is to have about 5 bullet points on each one and give enough time for people to read through them if they need to. Most of the information should be coming out of your mouth and not described in the slides. The slides are just a summary (the bullet points) of what you will cover.

If you are adding visuals, make sure they are big enough so people can see them and they are not covering any information.

14- Take other presentations as an example

You have probably been part of dozens and dozens of presentations in a lifetime. Is there something you liked a lot in those or something you hated? If yes, write it down. If it is positive, strive to replicate that in your presentation. If it is negative, discard it.

If you are taking part in an annual event, you may be able to access presentations from the years before and draw conclusions from there. You can also look for similar poster presentations or templates and get inspiration from those.

Keep in mind that every person has a presentation style. Learn the basic guidelines and find what works best for you.

15- Rely on storytelling

Storytelling is relying on stories (narrative) to talk about something (e.g. personal anecdotes, metaphors, comparisons, etc.). People rely on stories for mnemonic purposes and most of the time, it is easier to remember a story or an analogy than it is to remember a specific situation.

No matter what the topic is, analogies make it easier for people to understand facts. Whenever possible, try to use a metaphor or a comparison

Bonus tip - Remember to stop and breathe during your presentation

It’s normal to feel stressed even if you’re super well prepared and that you know your topic inside out.

Make sure to take the time to pause in between slides and to take a good slow deep breath. It will help you stay focused throughout the presentation.

Practice this during your rehearsals. Not talking for 3-4 seconds can seem long for you, but your audience will appreciate it and it will help you feel calmer.

At the core, preparing for a conference presentation is no different than preparing for any type of public speaking assignment. You need to understand the topic very well, research and practice what you are going to say, and know your audience, among other things.  

Most of all, remember: no one is born with great presentation skills, so give yourself room to improve.

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11 Tips for presenting at a conference

How to deliver an effective conference presentation (and beat those presenting nerves).

Presenting at a conference is a core part of scientific communication for any researcher or academic. Finding the right conference with the right audience and successfully communicating your latest findings is a great way to enhance your career prospects and, in turn, learn about the newest developments in your research field.

Before we jump in, an important note on fake conferences. There has been a growth in the number of predatory conferences in recent years, so before you register to attend and present your work at any conference, familiarise yourself with ways to tell a predatory conference from a legitimate one .    

Developing a conference presentation is no different to developing any other presentation – you need to be well prepared, consistent throughout and ensure you’re able to resonate with your audience.

One of the biggest challenges in giving a good presentation is managing your nerves. Even the most experienced and respected speakers and performers get a bundle of nerves before they start, so you’re in good company. The good news is that the techniques of an effective presenter can be practised. So how can this be accomplished? Here are 11 tips that will help you give an effective conference presentation.

1. Don’t touch that slide deck just yet

The first thing you need to know about creating an effective conference presentation is not to dive head first into your slides.

It’s hard to beat the feeling of getting an email letting you know that the proposal you worked tirelessly on for a conference has been accepted. Finding out that your work has been well received by a committee can mean a huge amount, especially when you’re driven by your passion for it, like the majority of researchers out there.

So it’s super easy to just start adding slide after slide to your presentation. When I first presented at a conference, we ended up with 40 slides for a 15-minute presentation. And I was lucky enough to be working with some more experienced researchers that reeled in my confusing and inconsistent slides.

Once we started again and made a clear outline first. I simply sketched it out, slide by slide and got back into a flow,  but this time it was in a much more controlled manner. Take your time and make a strong outline to keep you on track. Use this checklist to keep you on the right road.

2. Build your presentation within time constraints

Ensuring your timing is right is so important when presenting at a conference. If you have ten minutes to present, prepare ten minutes of material . No more. If you don’t practice your timing, you may not get a chance to highlight your findings and recommendations – the most important part.

In my experience conference organisers are usually quite clear about how much time you have allocated. The best presenters know exactly how much time they have to work with, then they tailor their presentation to fit the time and keep an eye on the time throughout.

And if you are running out of time, stop. Jump past a couple of slides if you need to make one last point.

3. Use visuals to illuminate, not obscure

Images are key elements to any presentation. Whether it’s a pie chart to show percentages, or a strong image to convey a point, visuals can be much more effective than words. They help reinforce or complement the ideas or points you’re trying to get across. Your audience may be able to understand your message a little easier when it’s presented with visuals that relate to it.

But remember to keep your visuals clean and simple. Some of the worst conference presentations I’ve seen are ones with complex imagery that forces the audience to try and figure out how the image and the speaker’s point are related.

4. Aim for simplicity and consistency

Don’t be afraid of using some text and bullet points if you need to make a point that isn’t easy to communicate visually, or if you’re discussing steps or sequences.

But use them to communicate your point to the audience, not as a prompt for what you want to say. That’s what your speaker notes are for. You want your audience to listen to you instead of reading from your slides, so less is more in terms of the text on the slides.

Inconsistency in slides is a subtle thing but can take away from a presentation very easily. While slides with different colours may look nice, they may be distracting to your audience. Use a consistent template with the same fonts to make it easier for your audience to follow along.  And remember, your audience will view your conference presentation from a distance, so use large clear fonts and as few words as possible in your slides.

5. Know your research audience

One of the most common mistakes I have seen being made by conference presenters is presenting a roomful of people with information they already have . A great way to make this mistake is spending the majority of your presentation going over the existing literature and giving background information on your work.

Just like when you’re in the audience at a conference, researchers are there to learn about your new and exciting research, not to hear a summary of old work. The worst speakers assume that the audience doesn’t know anything and need educating.

Before you begin speaking to a group, find out what they already know and where they are up to with your topic. It’s not easy to get details on all delegates but you will know the plenary sessions and whoever you have networked with before this. Most conferences use mobile apps now, and these are a great way to get an insight to exactly who is attending the conference and what their speciality topics are from the programme.

This can give you a good idea of how much background you need to give so that your key presentation points will make sense. A good rule of thumb is that if you’re giving a 15-minute presentation, by the 6th minute you should be discussing your data or case study.

6. Rehearse your presentation

I shouldn’t even need to include this on the list, but so many people fail to do enough of this. Rehearsing is crucial to making you feel comfortable with every word you are going to say. Rehearse your paper aloud in private and in front of a friend. This can feel a bit embarrassing, but reading it through in your head never corresponds to the time it takes to read it aloud in public. The more times you say the words aloud, the more you will be familiar with it. And if you are familiar with what you’re saying, your confidence in your conference presentation will increase.

When I’m practising for a conference presenting slot, I rehearse out loud in my bedroom. It feels strange but it works. If you’re feeling self-conscious about this (or don’t want your housemates to overhear) you could play some music at the same time.

Another strategy that works well is recording yourself . This lets you see where you’re doing well and where you need to improve. And if being recorded makes you feel under pressure, this helps mimic the actual feelings you’ll have while presenting in front of a real live audience. So you’ll get a good idea for how you will perform on the day.

After I’ve recorded myself, I usually ask a friend or colleague to listen and be critical of my efforts. Getting grilled beforehand really helps ease any presenting nerves or anxiety you will get if you’re unlucky enough to get grilled after your presentation.

7. Prepare, prepare, prepare

Preparation for anything is key, especially for conference presentations.  You’ve prepared enough to find the right conference , and to submit a proposal worthy of acceptance, now you need to prepare to present it.  

Know your slides inside out. You should use them as a guide for your presentation, not an autocue.

Think about your clothing. Wear something that makes you feel comfortable when facing your audience. If you’re not sure what clothes are appropriate, check the dress code with the organisers or with colleagues.

Conference session rooms can get stuffy, so if you’re someone who sweats when they’re nervous, choose clothing that won’t show it. And don’t wear something that’s awkward and restrictive, even if you think it will project a confident image. If you’re not comfortable, you won’t look or feel confident.

Try to get a good night’s sleep before your presentation; everything looks better and more manageable when you’re well rested.

8. Back up your backup

A good way to think about your presentation technology requirements is this: any tech you want to use can and will fail. It’s not beyond the realms of possibility for your memory card or flash drive not to work when the big moment comes. Or for your laptop to decide to reboot. Or for the conference’s presentation facilities to fail.

Arm yourself with a back-up plan so you aren’t left stranded if things go awry. As well as following the conference instructions to submit your presentation online or at their drop-off desk, copy your slides to an online deck service and upload a copy of your presentation to Dropbox . Then email yourself any links you need so they’re within arms reach if you need them. Take no chances.

And if you have any specific audio-visual requirements, make them known to the conference organiser well in advance. If they don’t ask, tell them anyway. Never assume that they’ll just know . Not all conference venues can accommodate the latest technology.

9. Get to know the presenting space

One thing presenters often forget to do before starting a presentation is sussing out the room they’ll be speaking in. If you get the opportunity, get down to the room where you’ll be presenting ahead of time and check it out. This will save you from the last-minute panic of running across an unfamiliar campus. Trying to find the room you’re supposed to be in.

Most rooms will be kitted out with everything you need to present. But there’s no harm in making sure all the equipment you need is there and works. Take no risks and you’ll eliminate nasty last-minute surprises.

Get comfortable with the presentation area, walk around it until you feel familiar with the environment in the room. This will save you the shock of unexpectedly being faced with a large/tiny room. Bring your set of notes with you, and make sure you can read them in the lighting conditions in the room. Don’t be afraid to ask for what you need – if there are open windows that are bothering you, ask for them to be closed.

10. Use body language to your advantage

Body language has an important role in presentations, especially at academic conferences. There are usually a lot of facts and findings to be highlighted in a conference presentation, and you need to use all the presenting tools available to you to remain interesting and effective throughout. Your gestures, tone of voice and positivity can be seen through your body language. And may determine how engaged your audience is.

When you’re speaking, a few body language tips can help improve your rapport with your audience. For your audience to engage, it’s important that they can see you. And that you look at them and make eye contact. Try to spread your gaze, rather than staring at one person. And avoid focusing intently on your laptop screen, your notes, or the floor. This can give the impression that you’re nervous or uninterested, and can also prevent you from projecting your voice clearly.

If possible, don’t stand behind a lectern or hold any notes. Instead, keep a straight, relaxed, open posture, and feel free to be comfortable with the full stage. And move around the stage a little as you speak.

The great presenters use gestures to emphasise their points and to highlight their visual material to guide the audience’s attention. When you see a speaker rooted rigidly to the spot and without positive body language the presentation loses a lot of its emphasis. Avoid other distracting movements, such as repeatedly putting your hands in and out of your pockets, jingling coins in your pocket, or fiddling with pens, clothing, or props such as laser pointers.

11. Encourage questions and discussion

If you manage your time well, you’ll have sufficient time left for questions. Or an open discussion after your conference presentation. Expect questions, but don’t worry if there aren’t any. If your audience is reluctant to ask questions, a good session chair will usually pose a question. Presentation questions are a good thing . They give you a chance to elaborate on something that wasn’t clear. Or address the topic that everyone wants to know but you forgot to include.

Answering questions can be nerve-wracking because of the fear that you might not be able to answer them. But when the audience is asking questions, it’s generally out of genuine interest. Don’t trip you up, so see it as a good opportunity to explore how you can expand your work.

Though the majority of questions in a conference Q&A session are fairly benign, like me, you could find yourself at the end of a grilling (perhaps from someone who’s research you’ve had the temerity to challenge) after you present at a conference. If you think this might happen to you, it’s worth doing some reading on how to respond to destructive criticism from peers.

And if you’re feeling nervous about facing tough questions. Here’s something that might help: if you’re attending with someone you know (and trust), ask them to ask you a question. Some people even like to agree in advance what the question will be. This can simply help get the ball rolling and boost your confidence.

And finally, a trick I learnt from an experienced researcher is to keep a notebook and pen handy. And to make notes of the good questions to reflect on later.

Presenting skills are for life

Once you’ve mastered the tips above, you’ll be all set to give a great conference presentation. And the more you do, the easier they’ll get. Until you’ll reach a point when you can’t remember how nervous they used to make you.

One final note on audience size: never take it personally. Some of the best papers out there were presented to small audiences. Nobody ever asks how many people were in the audience. And you don’t have to state it on your academic CV. No matter what size the audience, a great presentation is a great presentation.

Brian Campbell

Brian is a data-driven marketeer, and responsible for helping people find Ex Ordo. He works part-time as a lecturer at the National University of Ireland, Galway, and loves quizzing his students on the latest business trends and insights. Brian enjoys hanging out with his little nephews, and playing and watching sports. He also likes to keep a keen eye on the scholarly research space, and has co-organised an academic conference to boot.

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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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11 Tips To Make Your Conference Presentation Outstanding

Table of contents.

The world of conferences are great opportunities for like-minded individuals to come together and share their common denominator interest with one another.

Conferences provide attendees with an opportunity to learn and share with others who share similar experiences or interests all under one roof. Conferences are usually large in nature bringing people from across the country, or even across the world, together.

If you find yourself presenting at an upcoming conference, the honest truth is the stakes are high. Oftentimes, conferences have a lot of people in attendance. When you have your moment to shine to share your presentation with a large crowd of audience members, you want it to go flawlessly.

Truthfully, so do we.

That’s why we’ve put together this in-depth blog post to help you navigate the world of conferences and how to master your conference presentation with 11 actionable tips.

Are You Presenting At An Upcoming Conference? We Should Talk

What are conference presentations.

First, let’s get an understanding of what a conference presentation is.

A conference presentation is an opportunity for people to communicate with a large audience of like-minded individuals typically congregating around a common interest or topic.

A conference can vary in length from a one, full day event, all the way up to a week-long program. Conferences are usually a great opportunity for these like-minded individuals to network and learn from one another on new topics, research or major events.

Now that we know what a conference is, there are several common types of conferences you might encounter during your professional career.

Let’s take a look at the common types of conferences below.

Common Types Of Conferences

Although these are some of the common types of conferences you’ll encounter, this isn’t a fully finalized list. There are more types of conferences than simply what’s mentioned below.

However, you’re more than likely to encounter one of the following whether you’re just entering the industry, a student who’s networking or even if you’re passionate on a certain topic and like to be involved in the community.

Academic Conferences

Academic conferences are opportunities for researchers to present their work with fellow peers and colleagues. They’re important because they provide an opportunity for academics from multiple institutions to connect at a single location and network.

Academic conferences can be divided further into professional conferences . Professional academic conferences are geared more towards professors and academics who have spent more time in their field of study such as social sciences or medicine.

On the other hand, undergraduate programs may still hold conferences for academia but these are more geared towards undergraduate students who might just be sharing their semester research presentation.

You might be thinking to yourself, “This just sounds like a research presentation .”

Although you’re not wrong, you’re only partly right.

Research presentations are only one part of the overall academic conference. An academic conference is a combination of multiple research presentations combined into one event. You might have multiple academics speaking at a conference sharing their research presentations, but one does not equal the other.

Annual General Meetings

Shifting gears to the more business side of things, another form of conferences are annual general meetings.

Annual general meetings, or AGM for short, are typically mandatory, yearly gatherings of a company’s interested shareholders which might consist of investors and employees.

At an AGM, directors of a company share with the shareholders the annual report which covers key topics of interest to the shareholders. These key points might include the company’s financial performance, quarterly reports, upcoming yearly vision, plans for expansion, the company’s performance and strategy.

Shareholders who have voting rights often vote on current issues facing the company and which direction the company should pursue. Some of these decisions might include who is to be appointed onto the board of directors, what executive compensation will be, dividend payments and the selection of auditors.

Conventions

Like most conferences, conventions are large meetings consisting of people with a share ideology or profession. You often hear of conventions in terms of entertainment or politics.

On the entertainment side of things, conventions are gatherings where people of the same interest come together to network and immerse themselves in the unifying experience of enjoying the same things as those around you. Some notable conventions you might’ve heard of are Comic Con, Fan Expo and the Consumer Electronics Show (CES). Here, you’ll find people sharing a mutual enjoyment of entertainment indulgences.

Political conventions or Party Conferences are the other form of conventions you’ll often hear about.

These are often held by the respective political party where members of said political party come together to network and most importantly, vote on a party leader or delegate.

Press Conferences

The smallest form of a conference you’ll encounter is a press conference.

A press conference is an organized event to officially distribute information from a specified spokesperson. Unlike other public relation tactics such as a press release which is still a tool to disseminate information to the public, a press conference is an alternate public relation tactic where media is selectively invited to attend the event to get the information.

Press conferences are often smaller in size due to the shrinking landscape of media outlets. Additionally, press conferences are usually high-stake events usually having highly notable individuals in attendance or presenting. To limit the risk and maximize the safety of these VIPs, press conferences are usually more exclusive.

This is why press conferences are often reserved for bigger news stories and why journalists who are new to the industry try very hard to get on the good side of these conference organizers. Due to the sheer exclusivity of the event, the opportunity to get a unique news story is greater.

Product Launches

The last conference we’ll go over is a product launch.

A product launch, much like a press conference, is another great public relations tactic used to build anticipation and gain the buy-in of the public. They are a coordinated effort to demonstrate new products soon to be released to the general public.

Famous product launches can be seen executed by the world’s top companies such as Apple, Tesla and Disney.

These companies often use product launches to garner attention for an upcoming line of products that will soon be available to the public. The main goal of product launches in recent years is to drive pre-order sales which help raise capital to bring the product development over the finish line without needing to expend any further owned-capital of the company.

Conference Presentation Tips

No matter the conference you find yourself attending and more than likely presenting at, conference presentation tips remain the same. You can apply the following 11 important points to any conference.

With some slight adjustments to each, you’ll soon be a master of conference talk, being able to command any large room of people and retain the audience’s attention with ease.

1 - Do Your Homework

Before you begin putting together your conference presentation slide deck, you need to first do your homework. With any good finalized product, it got that way thanks to the preparation which went into it ahead of time and your presentation is no exception.

What you might want to consider doing before you begin putting together your slide deck is answering the following questions and drafting an outline.

What key message do you want the audience to take away after the presentation?

What do you want them to feel?

How do you want them to act?

Can I achieve these results with the information I already have?

By asking yourself these questions and acting appropriately based on the answer, you’ll be setting yourself up for a good presentation.

2 - Understand Your Audience

Knowing your audience isn’t just about who they are, it’s about understanding what they’re interested in, how they retain information and what motivates them.

Understanding your audience is the first step of mastering presentation psychology and without it, you won’t have a strong foundation for your presentation. You could have the most visually appealing presentation but if it doesn’t resonate with the audience, it won’t matter.

So before you go ahead and start building a presentation based on what you think your audience is interested in, you should really come to a solidified conclusion and know what your audience is interested in.

3 - Know Your Timing

Presentations range in different lengths. You’ll encounter presentations as short as one minute to others that last over an hour. Start preparing your presentation by knowing what your time limit is.

You can typically find this information out by contacting an organizer of the conference.

4 - Use Visual Aids

Visual aids are tools to help you communicate visually.

Some presentation visual aids you might want to consider using are graphs, tables, pictures and videos. If you really want to be seen as an expert presenter, you should even be focusing on the colors you use for your slides.

Now, it might seem like you need a creative degree to master all this, but the reality is you don’t. Luckily, you can outsource your presentation design to a presentation design agency like Presentation Geeks who not only create top-tier presentation slide decks used by Fortune 500 companies, they also can provide presentation consulting services .

Don’t forget, you yourself are a visual communication tool as well. Be sure to dress appropriately for your upcoming conference presentations because you want to make a good impression. Let’s take a political convention as an example. If you’re running as a candidate to be the leader of a major political party, you want to make sure you peak the audience’s interest and gain their trust by dressing appropriately as superficial as that sounds.

5 - Keep It Simple

Don’t overcomplicate your presentation, especially the slide deck.

It’s crucial to keep your presentation, especially the visual aids portion as simple as possible because too much information will confuse the audience and they will likely forget what you’ve said.

Focus on the key details in your slides and use them as supplementary tools. Many presenters will think they need to have a grand conference presentation with fancy technology, transitional devices and other outlandish tactics. The reality is, you want your information to be easily understood by keeping it simple.

6 - Practice, Practice, Practice

The way to become a better presenter is through practice.

You want to ensure you command the room with your confidence. You won’t be doing that if you’re reading from a paper aloud.

You need to ensure you’re confident. Practice your conference presentation multiple times and consider recording yourself as you do. You’ll pick up on your body language and analyze how well you’re using your body language to communicate what you’re saying. Scan the audience and share your eye contact with everyone. Don’t forget to speak clearly and slowly

7 - Prepare For The Worst

Murphy’s Law states that what can go wrong, will go wrong. You should keep this theory in the back of your mind and expect the worst to happen.

Just because the worst can and probably will happen, doesn’t mean there isn’t a solution. That is why you need to prepare for the worst.

You should be able to present all your conference presentations if the venue changes at the last minute, if you don’t have the technology you were expecting to use, if you forgot your handouts like a conference paper. You should be prepared for the worst but have a solution.

8 - Know Your Space

Let’s say your fortunate, which you probably will be, and the venue doesn’t change last minute. That’s great! Use this to your advantage and get familiar with your space.

Ahead of your conference presentations, you should go and scope out the area you will be presenting to get an idea of how you can walk around, what technology will be present, what the lighting will be light, etc.

There are so many areas of concerns and unknowns that can be addressed by doing a little bit of field assignment homework ahead of time.

9 - Go Beyond The Slides - Engage Your Audience

An audience will more likely remember what you have to say and feel connected by being engaged.

You can engage your audience by targeting more senses of the human body. If you only target their auditory and visual senses, you’ll eventually lose them. Walk through the crowd if you can. Have the audience move their necks, stretch and move!

10 - Get The Audience To Participate By Encouraging Questions

Good presenting is one-way communication.

Excellent presenting is two-way communication.

Another way to go beyond the slides and your one-way presentation speech by giving an opportunity for the audience to ask further questions.

This is not only beneficial to the audience to help them get a better understanding of your topic, but it will also help you to answer questions.

It gets you to reflect on your presentation from an angle you might not have thought of before. Out of all the questions audience members will ask, there is usually one or two awe-inspiring questions that get even the presenter to take a moment to reflect.

Use these moments to better your presentation for the future.

11 - Evaluate & Refine

Speaking of making your presentation better for the future, remember to evaluate and refine your presentation and presentation skills.

A true master of any profession or skill knows they truly aren’t a master because learning never stops. You should take the same ideology and apply it to your own presentation skills.

Whether it’s self-reflection or a survey of the audience after your conference presentation, try and evaluate how well you presented and refine your future presentation based on the presentation feedback you received.

The summary of everything mentioned above if applied correctly will result in your being a master of conference presentations. The great thing about these techniques is they can be applied to any type of conference presentation.

Not only that, but if you understand the basic fundamentals of presenting, you can begin exploring other realms of presentations. To really take your presentation skills to the next level, enlisting the help of a presentation design agency such as Presentation Geeks will help you surpass the competition.

Author:  Content Team

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A Practical Guide to Conferences, Part I: Preparing for a Presentation

Initial academic conferences can be a stressful experience for students, especially those presenting their research for the first time. We asked SPIE Early Career Professional Mikhail Kats to adapt his recent Twitter thread — which also recruited advice and suggestions from his colleagues — into this comprehensive guide on preparing for, attending, and presenting at conferences. Part I is below. Don’t forget to check out Part II , Part III , Part IV , and Part V as well!

Part I: Preparing for an oral presentation

If you are going to be presenting your research, the presentation will likely be the biggest source of stress both before and during the conference. This stress is normal and healthy! You can manage it and come out with a great talk by following these steps. First, put together a good draft of your talk:

• Your advisor or mentor should be able to help you with a basic outline, but ideally, you will prepare the first draft yourself. Most people find it difficult to give a talk that was assembled by someone else; it’s also just good experience to prepare the initial draft on your own. Once you have a working draft, your advisor or mentor can weigh in with their feedback and suggestions.

• PowerPoint is the most common presentation tool. Use it, unless your research group defaults to different software.

• Don't get too fancy with templates. I prefer a mostly white background, to minimize distractions. You may want to check with the conference to see if they have a preferred slide aspect ratio (4:3 or 16:9). If the conference accepts both, it is best to go with whatever is most common in your research group.

        PowerPoint presentation slide example, courtesy of Mikhail Kats.

• The format of the slide presentation can vary, but a typical presentation includes a title slide, an outline of the talk, a background or motivation slide, several slides about the science, and a final slide with conclusions and acknowledgements.

• You should have no more slides than there are minutes in the talk, and make sure to leave time for questions. If you have 15 minutes for your presentation, that typically means 12-13 minutes for the talk, and 2-3 minutes for questions. That translates to about 13 slides total, not including the title slide.

• Your slides should have some text, but not too much: 1-3 bullets per slide is a good rule of thumb. You will sometimes hear well-meaning advice to remove all text from your slides in favor of figures and images, but consider this: you may need the slides to be able to stand on their own and guide your presentation in case you get stuck or forget what to say. They should work as a clear outline for the audience as well as a prompt for you.

• Your slides should be readable from the other side of the room. This means thicker lines and larger axis labels than you would think. Almost every student starts out with axis labels and legends that are too small. If you are not very experienced with presentations, I recommend making the fonts so big that they look a bit strange on your computer screen.

• Minimize acronyms unless you absolutely need them. Seriously. Even if the acronym is incredibly common in your field. If you need to use acronyms, define them, and keep defining them slide after slide. People will thank you.

• Don’t forget : every presentation should have slide numbers somewhere along the bottom of the slides.

• Make sure that you appropriately reference both your work and that of others, including any schematics and cartoons that you use. References need to be provided throughout the presentation, rather than at the end.

a. There is no single established format, but it is appropriate to attribute credit to either the first author followed by “et al,” or the name of the research group (“Kats group”). Don’t forget to include the journal name, volume, page number, and year.

b. If you are referring to your own paper, underline your name.

c. If most of the content on a slide is from a particular paper, the citation should appear at the bottom of the slide.

d. If you use someone’s plot or schematic, the citation should be directly beneath that image.

             PowerPoint presentation slide example, courtesy of Mikhail Kats.

• Have backup slides prepared. These should include additional results, descriptions, and brainstorming details that are not included in your actual talk. Backup slides can be used to help answer any questions or comments that might come up following your presentation.

• Try to give the talk aloud on your own and measure it for time. Your speaking pace should be natural, not hurried. If your talk is too long, remove some content.

• Once you have your initial slides prepared, run them by someone whom you know to be both critical and well-meaning. This could be a more senior grad student, your advisor, mentor, or experienced colleague. Welcome their feedback; apply any improvements to your slides.

After your solid second draft is complete, it’s time to give a real practice talk with a question-and-answer session. This is important, and not a lot of students do this!

• Present your talk to a group of trusted peers and mentors and have them ask questions as they would at a conference. Ideally, you’ll have a mix of people in your field and an adjacent field, all of whom have at least some conference experience. Designate someone to take notes throughout your talk and the Q&A; alternatively, you can record your practice session. The idea is to get a clear picture of how your presentation is coming across.  Pro tip : Instead of the 2-3 minutes of questions that you will actually have at the conference, have the audience ask questions until they are done. While you’re answering questions, remember to use your backup slides. The goal here is to have the practice session be more challenging and more comprehensive than at the actual conference.

• Once you’ve gotten through all the practice questions, discuss with the group what you can improve in both your talk and your answers. Use the feedback to revise your talk once again.

• Remember that it can be difficult to receive critical feedback, especially from those who may not know as much as you do about your work. Don’t lose sight of the fact that you want your presentation to be clear and accessible to a wider audience. Your natural inclination may be to argue against the critiques and suggestions or come up with reasons why they don’t apply, but, if the mock audience is giving you feedback, that usually means something is not clear, and, unless you fix it, it is likely that there will be people at your formal talk who feel the same way.

• Prepare for an aggressive questioner. This doesn’t happen often to students, but occasionally during the Q&A period, someone might claim that your work is wrong or uninteresting or that elements of it have been done before and you have not appropriately referenced the literature. If you are comfortable engaging the merits of this type of question or comment, then by all means do so! However, you should also have some answers ready to deflect such a question or comment. One possibility is: “I think it would be better to discuss your concern after the talk.” If you prefer not to engage at all, a polite “Thank you for your comment” will do the trick.

• After you have finished these revisions, get feedback from your advisor on your slides, and maybe go through another practice talk with them. And now, you are ready!

Read Part II, Poster Presentations ; Part III, Preconference Planning ; Part IV, At the Conference ; and Part V, Preparing for an Online Conference .

A NOTE FROM THE AUTHOR: These articles were adapted from a thread I wrote on Twitter in response to a request by Manuel Martinez (UT-El Paso). The various conference-prep strategies described here have been honed over the last five years with my research group at UW-Madison, so I want to extend a big thanks to the students and postdocs who have helped develop these tools. Thank you also to Andrea Armani (USC) and Rachel Grange (ETH Zurich) who encouraged me to write this advice up as a proper article, and to Rachel for her editing work. Special thanks to Jennifer Choy (UW-Madison) for key suggestions, use of a sample slide, and critical reading of the draft.

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Tress Academic

#26: First conference presentation? 17 life-saving tips

October 8, 2019 by Tress Academic

Is it the first time you are presenting at a scientific conference? First time you’re traveling to an academic meeting, probably abroad, and talking about your research in front of a crowd of people you don’t know? Feeling a bit scared and intimidated? Did you get nervous when you looked in the calendar and realised it’s only six weeks away? Feel like you don’t know how you’re going to deal with the pressure? Don’t worry, you are not alone on the academic ocean! Let this post will be your life jacket and we’ll make sure you are prepared for the big day. 

In our experience, we didn’t have a choice about giving our first conference presentation. Our supervisors approached us during our PhD studies and suggested we should go to this particular conference and present what we are doing. Huh? We had never done this before, although we had attended a few conferences already where we presented posters. Giving a poster presentation is the classical way of how young researchers get acquainted with conferences (for suggestions on how to do this properly, check our blog post #15: 5 smart strategies to get most out of conference posters” ). 

However, going on a conference and presenting a paper is another story all together! Of course, we had attended sessions where others had presented their work, but this is like taking a comfortable backseat compared to the driver. You lean back in the massive audience and enjoy what the presenter is telling you. Attending is a pretty anonymous thing, plus we didn’t have to do anything. Not so when you are the presenter! Then you have to stand out there in front of all these famous, well-respected and highly-experienced scientists, who know so much more than you do, and are much better at doing research and presenting. This is almost guaranteed to be embarrassing! What if they laugh at our talks and rip them into pieces when they ask questions? 

Do these fears sound familiar to you when you think about your first research presentation at an academic conference? We know they do, so let’s give you two reasons why you should not worry too much about this first presentation: 

• Established researchers will not sit in your audience and laugh at your presentation, because this is not how academic conferences work. This is also not how professional researchers conduct themselves. Good scholars, and our academic communities are full of them, are kind and gracious listeners to presentations made by junior faculty. They (hopefully) all remember their first presentations very well and the feelings that come with them. It was never an easy or comfortable task to present as a beginner in front of strangers. 
• Of course, you might still be afraid that not everybody listening to you will fall into the respectful audience category we just described above. Don’t worry, in this case we’ve got you covered with our 17 life-saving tips!

By the way, both of our first presentations went very well. They were probably not spectacular, but they left us with no negative memories and as far as we can recall, no negative impression on the audience. We had no instructions on how to do these talks at all. We were literally sent off to deliver the talks blind, like good academic soldiers marching into battle. You deserve better! 

We’ve prepared a list of 17 life-saving tips we want you to keep in mind when preparing and presenting for the first time. Caution: This list of actions will NOT immediately lift you up to the pro level. It is not a crash course in delivering the best presentation you could ever do with all the possible bells and whistles . No, we intend it to get you safely and comfortably through the ‘stormy waters’ of this first-time-experience so that you, as well your audience, will enjoy it. There are plenty of measures you can take to improve your talk on top of this, but let’s take it one step at a time. If you are totally new to your PhD project, we recently published a post to help you tackle this larger project with: “#24: New to the PhD – 5 tips for a great start!” .

Nevertheless, try out some of our 17 life-saving tips and you will be well-equipped for the rough winds that sometimes come up in academia: 

Life-saver #1: Know what your message is

The best presenter and presentation techniques cannot help if the message is not clear. What is it exactly that you want to communicate in your talk? Start preparing by writing down the key message that you want to communicate on a sheet of paper. It should be a message that is easily understood and that you could easily talk about on any occasion.  

Life-saver #2: Guide audience through structure

Take your presentation message, sit down, and think about the order of elements someone would need to describe to the audience for them to understand it. Typically, you start with a short intro about yourself, the topic and the specific research question that you addressed. Then, you follow with what you did and what you have found. Towards the end, you state your key message that you want the audience to remember. Probably, you also want to point out some of the open questions that resulted from your work. Make sure you have a clear beginning and a clear ending. 

Life-saver #3: Don’t start on the computer

Start drafting the key message, the structure, and the details of your talk on a sheet of paper, or better yet, with a set of sticky notes. This is far more flexible and effective than starting on Powerpoint or similar software and filling in slides right away. You will put to much (irrelevant) content and effort into the slides. Get involved with slide ware only once you know exactly what will be part of your presentation, not before. The art of slide making is not to fill them quickly but to leave things out and reduce to what is absolutely essential. 

Life-saver #4: Reduce and enlarge text

It is not helpful to present a lot of text on slides. Reduce it to a minimum, i.e. a few keywords on slides and learn the rest by heart so you can present it fluently. Put the text in a large font size, usually much larger than you think necessary. If you end up with slides that contain only a few words in large text size – nobody will be unhappy, because it is easier to follow. 

Life-saver #5: Communicate visually

A lot of communication in science is in written form, but presentations have the benefit of adding visual aids. So, once you know what your key message is, can you come up with a set of 3-5 key images (photos, figures, graphs) that would help you to get the message across even better? There is nothing non-scientific about using images in a talk, because they help to convey your scientific message better and are more memorable than text. If you are not sure where to find good visuals, check out our blog posts #19: The 5 best free photo databases for your scientific presentations or #20: Best scientific photo databases” .

Life-saver #6: Rehearse your presentation

Rehearsing is all about reducing many of the fears that we have towards giving a talk. We recommend you rehearse multiple rounds, and do read throughs at least 10+ times for your talk. You will become more fluent and confident in what you present once you know it backwards and forwards. For tips on how to rehearse effectively, see our post #127: How to rehearse a scientific presentation.

Life-saver #7: Check the length of your presentation

Going over time is a common occurrence at conferences, but also a commonly condemned behaviour. Use a watch to check how long your presentation is. Start checking your time once you have some fluency in your delivery, so only after a couple of rehearsal rounds. If your talk is too long, cut something out. Only you will miss it. 

Life-saver #8: Get somebody to listen to you

All the rehearsal in the world cannot help if you do not rehearse realistically, i.e. in front of other people. Find a colleague, a couple of PhD fellows, or some friends and deliver your test presentation to them. It will make you feel differently and this can really help you trouble-shoot the talk. Ask them for honest feedback and their suggestions afterwards. Since you’re presenting to other people at the conference, why not try it in the preparation phase? 

Life-saver #9: Rehearse outside your comfort zone

If possible, try to also rehearse your talk in a room or a space which is different from where you usually are at your institute. It could be an empty classroom or lecture hall. This will already give you a feeling of how different it is to present in a room you are not familiar with in the preparation phase, which will be the case for your conference talk. 

Life-saver #10: Anticipate questions from the audience

Many presenters fear the question that come from the audience after their talk more than the presentation itself. Prepare yourself: What potential questions could  the audience ask? Think about good but short answers to them while still preparing your talk. We prepared a great overview of questions that you should always expect and have an answer in our post #30: Questions from the audience you should be prepared to answer.

Life-saver #11: Keep technology simple

Unless you are a well-versed user of presentation technology and gadgets, keep it simple for your first talk. Of course, there is a multitude of multi-media elements that you could employ, but the audience comes to hear something about your research and if you can do this without a heavy tech component, you take a heavy load off your shoulders. There’s nothing worse than a technological fail in front of a room of people you want to impress.

Life-saver #12: Prepare a backup strategy

Think about the what-ifs: If … your presentation does not work on the presenter laptop or if you realise you would need more time than allocated or if … whatever. Always have a digital and a paper copy of your presentation with you. The paper version could be annotated with coloured markers so you could use it if the technology fails. Rest assured: The vast majority of ifs very seldom happen, but it’s always better to be prepared!

Life-saver #13: Be at the venue in good time

You don’t want to rush in just before giving your talk, this would only increase your nervousness. If you have to travel to the conference, always arrive one day before the conference starts (or at least before your talk is on) at the venue. On the day of your talk, be at the venue in good time prior to your scheduled talk. You might have to deliver earlier because a talk that was supposed to come before yours was cancelled.  

Life-saver #14: Check the room & equipment

Conference rooms and halls have a special atmosphere that can rub off on presenters. Checking out the exact room where you have to present will help you to get accustomed to the special set up of the room: How is the audience seated? Where is the presenter desk? How large is the room? … All these things impact you during your talk. Check it out the day before or at least an hour before your talk, and it will help you to cope with any of its particularities. Also, don’t forget to test your presentation file in the room – whether from your own or from a presenter laptop. Does your presentation display well? 

Life-saver #15: Address the audience

At the beginning of your talk, welcome the audience and tell them how grateful you are they are all here to listen to you. Introduce yourself very briefly, unless a chair person has done so already (if so, thank the chair for the nice introduction). Address the audience again at the end of your talk and offer to answer questions. 

Life-saver #16: Have a buddy in the audience

Being entirely on your own for your first conference talk can be difficult. Are you the only one from your institute or are there others? If possible, find a buddy to share the experience with, somebody who feels for you and supports you. Get this person into the audience, somewhere where you can see him or her. It will help a lot! 

Life-saver #17: Get rid of the sticking point

Think about how you feel when you listen to presentations of other people. Is there one thing that comes to your mind where you say, this is what I would avoid doing at all costs? What is it? Write it down. Now, think about your own talk. How could you avoid this from cropping up? Implement the change and be happy that you removed the key problem that you have identified in other talks.

Your first presentation is a special thing! It is like going on your first long journey, or going abroad, all on your own, with just enough money to make it, and with many doubts and fears about what could happen, but also with many great expectations of how wonderful this trip could be! Like a first journey, a first presentation should be something to celebrate (or at least close to that), something you would like to, and most likely will do, again and again. 

The first presentation is a unique experience. It’s a right of passage that all researchers go through at some stage. Whether it’s your own motivation that brings you to a conference presentation, or a supervisor encourages you to go for it, it’s a great thing to do. For the first time, you”ll actively interact with your academic peers from all over the country or even world! You speak and they will listen- wow! 

Nerves play a vital role in this process, as we know. But if you think they are getting the best of you, check our post #3: “How to cope with stage fright?” , which will gives more advice on how to prepare yourself against unproductive anxiety. When you manage to follow the steps we’ve outlined above, you can rest assured, it will be a fine presentation. We wish we could have had such a life-saving list back then! 

Relevant resources:  

• Smart Academics Blog #3: How to cope with stage fright?
• Smart Academics Blogt #7: Why your next presentation matters
• Smart Academics Blog #11: How much time is needed to prepare a good presentation?
• Smart Academics Blog #15: 5 smart strategies to get most out of conference posters  
• Smart Academics Blog #19: The 5 best free photo databases for your scientific presentation
• Smart Academics Blog #20: Best scientific photo databases
• Smart Academics Blog #24: New to the PhD – 5 tips for a great start!
• Smart Academics Blog #30: Questions from the audience you should be prepared to answer
• Smart Academics Blog #95: Apply these 5 tips to improve any presentation
• Smart Academics Blog #127: How to rehearse a scientific presentation.

Relevant courses and services:

• 1-day course: Presenting successfully at virtual conferences
• 3-day course: How to present at international conferences
• 1-to-1 advice: Presentation Check

More information:  

Do you want to present successfully at conferences? If so, please sign up to receive our free guides.  

Photos by Jonas Kohl, Ian Wagg and Jared Berg on Unsplash.com .

© 2019 Tress Academic

#FirstPresentation, #FirstConference, #ScientificPresentation, #ScientificConference

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How to Give a Presentation During a Meeting

February 7, 2022 - Dom Barnard

Presenting at a meeting, even for the most experienced speakers, can be a scary experience. Some people react with panic when they hear the word ‘presentation’. Keeping track of the time and  managing visual aids  while speaking is hard enough for most professionals.

It is crucial to impress the audience with credibility and confidence in the information being shared, whether addressing colleagues, clients, a board of directors, or business partners. Rather than just getting by, a few practical tips can you successfully present in a meeting.

Develop an audience-focused perspective

It is vital to shape a meeting for the  specific audience it is addressing . This requires a thorough understanding of them. For instance, a presentation for technical developers would differ greatly from a presentation targeted at CEOs, even if it is the same project.

The presenter should take into account what the audience already knows and what they are looking for from the presentation. When planning a business meeting, the speaker must reckon with:

• Audience size
• The level of complexity at which to address the topic
• Part of the audience that might be disinterested
• How to help even the least informed to understand the subject

The audience is always right. If a new product fails in the market, prospective customers did not make a mistake in refusing to buy it. It is better to place faith in the wisdom of the target audience when preparing a presentation. Then they can judge what will resonate well with them. After all, it’s theirs to gain.

When addressing a new audience, it pays to research the demographic and perhaps consult with other leaders before the meeting to explore the agenda. Investigating an audience helps to know better their needs and interests. The ultimate goal is to make a bid, motion, or proposal that’s focused on the listeners’ perspective.

Manage your nerves

The fear of public speaking, also called glossophobia, is a common phenomenon. According to  Psychology Today , an estimated 25% of the world population has this problem.

Even mild glossophobia can have severe implications in some individuals. Even some experienced public speakers get anxious when presenting a business idea. In short, the most challenging part of making a business presentation is managing the nerves. A few tips would help overcome anxiety.

1. Silence voices in the head

Some voices in the head can damage one’s confidence, suggesting that the presentation is boring, embarrassing, and not good enough. Such voices of insecurity only make the presenter self-conscious.

The important thing is to identify and dismiss them as lies. Practising this attitude will eventually lead to more confident presentations.

2. Focus on the point, rather than oneself

Some people are so afraid of public humiliation that they end up messing up and embarrassing themselves. They forget the meeting is not about them but the matter in question.

The best approach is to stop perceiving the presentation as a contest or a source of judgement. Shifting the attention from oneself to the main objective eliminates the anxiety.

3. Turn anxiety into excitement

Nervousness and excitement are closely related. Proficient business presenters see themselves as excited rather than nervous moments before getting on stage.

4. Use notes as shorthand reminders

Notes should guide the presenter on what to cover and in what sequence. The points should be used as support, not scripts. It is about delivering the ideas, not reading them.

5. Authenticity

Many business presenters mess things up by trying to fake things. An audience will respond best to authentic behaviour, even if it’s not perfect. By contrast, a presenter who sounds artificial damages their reputation, breaks the connection, and reduces audience engagement.

Being audible enough is critical to passing a powerful message during a meeting. Loud voice projects confidence, authority, and leadership.

Body language

Business leaders use  body language  to their advantage. This is a preeminent visual that the audience needs to see. It is how the body communicates non-verbal, i.e., through posture, gestures, stance, and facial expressions.

Depending on the body language, which can be conscious or unconscious, a presentation can evoke confidence, frustration, boredom, anger, or excitement. Some of the most powerful board meetings have been delivered by applying body language tips highlighted below.

• Holding eye contact with delegates to enhance credibility
• Smiling more to build trust
• Standing still (reduce the pace) to sound more powerful
• Use of hands to express emotions and emphasize key points
• Utilising the entire space and walking around to encourage engagement
• Standing upright with relaxed arms to demonstrate confidence

Audience participation

Most people don’t like lengthy presentations. When bored, they start murmuring to their neighbours or checking their phones. To avoid monotony, the  audience must be involved . Ice breakers and introductions, for instance, re-energise attendees so they can concentrate. Some of the effective ways to engage the audience are as follows.

• Telling a joke or story
• Getting people to read information out loud
• Sharing a personal experience
• Including a Q&A session in a PowerPoint presentation
• Relating ideas to a current trend
• Bringing slides to the attendees’ hands with appropriate tools
• Asking provocative questions
• Provide a comical observation about the audience

The first five minutes of a business presentation is the perfect time to ask people in the room to raise their hands and answer simple questions. This is probably the best moment to capture their attention and spark interactions.

A  killer opener  is the fastest way to convince a crowd. If the audience can respond to a poll or agree with the underlying premise, they are more likely to accept the call to action.

Streamline the PowerPoint

While having text on PowerPoint (or similar software such as Keynote) is the easiest way to recall points, it is easier to lose the audience when reading directly from the slides. Many executives make this mistake in their first year of running a company.

Instead, they should  create simple, clean visuals  with consistent colours to explain concepts. Images must be relatable to the audience’s perspective. Text must be less than 10 words per slide and in bold font, if necessary.

Visuals should illuminate rather than misrepresent an explanation. Pictures and graphs showing percentages can be more effective than text. However, complex imagery gives the viewers a hard time trying to fathom the agenda. Some attendees may be short-sighted, so there’s a need for larger and clearer fonts. All in all, simplicity and consistency are fundamental to helping the audience follow along.

No matter how complex a business presentation seems, it is of utmost importance to capture the attention of the audience and keep them hooked till the end. The advice on this page can take a formal meeting from merely good to great. The tips above can be used by all presenters across the board, regardless of their experience level.

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How to Prepare for a Paper Presentation at an Academic Conference

 In my previous post, I laid out a timeline for choosing an academic conference.  This post will lay out four steps to help you successfully prepare for a paper presentation at an academic conference.

Pay attention to the deadline for proposals . 

Your proposal outlines the paper you are going to write, not a paper you have written . You may treat your proposal as a commitment device to “force” you to write the paper, but the final paper may well differ from your original intention.

The Claremont Graduate University Writing Center offers some good examples of proposals here .

Write a winning abstract to get your paper accepted into the conference. 

Abstracts are an afterthought to many graduate students, but they are the what the reviewer looks at first. To get your paper accepted to a conference, you’ll need to write an abstract of 200 to 500 words .

The emphasis should be on brevity and clarity. It should tell the reader what your paper is about, why the reader should be interested, and why the paper should be accepted.

Additionally, it should:

• Specify your thesis
• Identify your paper fills a gap in the current literature.
• Outline what you actually do in the paper.
• Point out your original contribution.
• Include a concluding sentence.

Academic Conferences and Publishing International offers some additional advice on writing a conference abstract  as you prepare for your paper presentation at an academic conference.

Pay attention to your presentation itself.

In order to convey excitement about your paper, you need to think about your presentation as well as the findings you are communicating.

Note the conference time limit and stick to it. Practice while timing yourself, and do it in front of a mirror. I also recommend practicing in front of your peers; organizing a departmental brown bag lunch could be a great way to do this. As you are preparing, keep in mind that reading from notes is better than reading directly from your paper.

Once you arrive at the conference, check the location of the room as soon as you can before the event. Arrive early to make sure any audiovisual equipment you plan to use is working, and be ready to present without it in case it is not.

Always stand when giving your paper presentation at an academic conference. Begin by stating your name and institution. Establish eye contact across the room, and speak slowly and clearly to your audience. Explain the structure of your presentation. End with your contribution to your discipline. Finally, be polite (not defensive) when engaging in discussion and answering questions about your research.

By focusing on (a) making sure your work contributes something to your field (b) adhering to deadlines and convincing conference organizers that your paper is worth presenting and (c) creating a compelling presentation that aptly highlights the content of your research, you’ll make the most of your time at the conference.

Nigel Ashford

Previous post should i get a phd 5 questions to ask yourself before you decide, next post how to choose and prepare for academic conferences as a graduate student.

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Create a Conference Presentation

Common types of conference presentations.

• Full paper  - The length of a full paper is variable, usually between 20 and 40 min, and rarely exceeds one hour. A full paper may be followed by question time.
• Short paper  - This type of conference presentation can be as short as 10 min, and very often it is one in a series of short papers in a 1- or 2-hour session on a particular conference sub-topic or theme, each followed by 10 minutes question time. Timing is crucial as it is common for short paper sessions to be carefully managed by timekeepers who will ‘terminate’ your paper after the allocated time.
• Workshop  - The emphasis of most workshops is on their practical nature. Their purpose is for participants to experience a strategy, a technique or a practical demonstration, and to have opportunities to question you about the value or workability of what you are presenting.
• Poster  - You prepare a poster of your work (one or more A1 displays, including diagrams, text, references or visuals). This is displayed in an area of the conference venue. Your poster may be staffed at particular times when you are required to be available to provide further information or answer questions about your poster.
• Discussion paper -  It is assumed that participants have read the paper. A summary is presented at the beginning of the paper (usually, but not always by the paper presenter), and the session consists mainly of a discussion or defence of the issues, questions and ideas raised in the paper.
• Panel presentation/discussion  - You are one of several people on a panel discussing a theme/topic related to the conference. Your role is to be an expert in a particular issue, topic, technology, strategy or you represent an institution, department or company. Normally you receive advanced notice of this, but sometimes you can be asked to be a panel member at the conference.
• Roundtable discussion  - This is a short paper presentation followed by the presenter facilitating/workshopping discussion with participants in groups.

Preparing your conference presentation

There are significant differences between a written paper, essay or report and a conference presentation. The introduction of a conference presentation should be considerably longer than that of a written text. Repetition is vital in a conference presentation. An audience needs to hear information several times and in slightly different forms to understand it, whereas in a written text the reader can refer back if necessary. Informal rather than formal language should be used in an oral conference presentation.

Think of a ‘catchy’ title as most conferences run parallel sessions and your presentation may compete with numerous presentations offered at the same time.

You will need to submit an abstract to the conference committee for your presentation to be accepted. If you have already written your paper, this task should be fairly easy as the abstract is a summary of the paper which is usually around 200–400 words . Ensure the issues, questions, thesis as well as the conclusion findings are clearly stated in the abstract.

In case the paper has not been written yet, prepare the abstract in such a way that you do not commit yourself to details that will not be addressed in the final paper.

Ensure that you follow guidelines set by the conference organizers regarding length, layout, references, etc. Write the paper as you would an essay, a report, or, more and more commonly, a journal article. The latter is particularly important if the conference proceedings are to be published (refereed or non-refereed). Check previous conference proceedings or journals in your field to ensure consistency with style, referencing, etc.

Presenting your conference presentation

When presenting your conference presentation you need to know your answers to the following questions:

• Is the purpose clearly stated: are you reporting, comparing, convincing, arguing, questioning…?
• Is the thesis/topic clearly stated: “In this paper, I want to report the findings of recent research which shows that under certain conditions, dolphins can be taught how to read simple text”?
• Are your main arguments/ideas supported with evidence?
• Are all the materials relevant to the topic?
• Have you demonstrated your knowledge of the subject?
• Is the level of technicality suited to the audience?
• How do you reply to audience’s questions: long questions, ‘mini papers’ disguised as questions…?

Organise your presentation

Most presentations are organised according to a predictable pattern. They have three main stages: introduction, body and conclusion (i.e. tell them what you are going to say; then say it; then tell them what you have said).

When a presentation does not have these clear sections, it can be very difficult for listeners to follow what is being said.

Introduction

This is the most crucial part of any presentation. You need to capture the audience’s interest in your topic and establish rapport with them. Your introduction should let the audience know what they are going to hear in the presentation. They need to know what to expect in order to get interested and to be able to follow you. Giving them an outline of your presentation in your introduction enables them to do this.

You need to:

• capture the audience’s attention with a question, quotation, anecdote, or interesting statistic, etc.
• main theme or main argument
• main points you will cover and the order in which you will cover them.

The body of your presentation must be clearly organised with the main points highlighted. One effective technique is to number your ideas. Any idea which is new to your audience needs to be presented simply with supportive evidence or examples which will make it more easily understood. Each important idea should be presented several times in different ways within the body of your presentation. Your audience needs several opportunities to absorb the full meaning and the significance of the most important ideas. It is also important to state the links between your ideas clearly.

The body is where you develop your main ideas/argument, using supporting ideas/evidence. Use techniques that make it easy for the listener to follow your talk:

• number your ideas: “ There are three main factors... ”
• arrange your ideas in logical order, such as chronological; cause and effect; problem–solution
• use transitional devices to help the audience follow the direction of your talk: “ secondly…; another important point is...; on the other hand…; I would now like to move on and look at another aspect of the research.. .”
• state the main idea
• refer to experts, provide examples to illustrate the idea
• provide statistics, facts, tell anecdotes (if time permits)
• provide case studies, etc.
• repeat important ideas using different words so the audience has several opportunities to absorb them
• don’t make the information too dense – remember the audience is listening, not reading!

The conclusion sums up main points. The conclusion should reinforce the central ideas of the presentation and signal a forceful ending. A weak, inconclusive or apologetic closing detracts from a good presentation. You should show in your conclusion that you have covered all the points that you said you would in your introduction. You should also show that you are confident, and that you have communicated effectively.

It is important to have a strong conclusion so the audience is left with a good impression.

• Summarise the main ideas of your presentation.
• Don’t introduce any new ideas.
• Work towards a strong ending – don’t finish abruptly or say ‘That’s all’. Perhaps leave the audience with something to think about.

Presentation Tips

Advance preparation.

The more you know about your audience, the more likely you will be able to give an effective presentation. Try to find out as much as you can about who will be there, what their background is, why they will be coming, and how much they will already know about the topic. Go to the room where you will make your presentation and get a feel of its size, acoustics, seating, etc. If you can, familiarise yourself with the equipment in the room.

Clear pronunciation

Your voice must be clear and distinct. If you know you have difficulty with pronunciation, speak a little more slowly than usual. Use intonation, stress, changes in pace (slow down at important points, speed up at details, anecdotes) and pause to keep the listeners’ attention, and focus attention on important points.

Body language

It has been estimated that 75% of meaning transferred is non-verbal.  Try to maintain eye contact with your audience as this helps keep your audience engaged. Focus on standing straight and directly facing your audience, using hand gestures to emphasise important information.

Visual aids 

A presentation can be enhanced by the effective use of overhead transparencies (slides), charts, pictures, posters or PowerPoint presentations (with limited graphic/sound gimmicks). They provide variety and can help reinforce points made. However, you are still the main communicator of your message. Be familiar with your visual aids, refer to them specifically and only display them when you are referring to them, otherwise they will only be a distraction.

• Physical charts, graphs, pictures, etc.: ensure that the size is appropriate for a large room. If necessary, back up with handouts.
• Video: ensure the segment shown is not too long in relation to the overall length of your presentation.
• Limit the amount of material on each visual: your listeners should be able to read and understand a visual in five seconds or less.
• Be sure your visuals are large enough to be seen by everyone: the lettering should usually be minimum 20-22 pt. font.
• Use diagrams, graphs and charts instead of words where possible.
• Eliminate unnecessary detail from diagrams, graphs and charts.

Expression and style

Try to speak to your audience using notes rather than memorising or reading your presentation. In order to do this, you will have to practise your presentations as many times as you can. If possible, perform in front of an audience. Otherwise, practise in front of a mirror or record yourself on your phone. This will also give you an idea of how long your presentation will take.

Use a conversation style to make your audience feel personally involved. Each time you use the word ‘you’, the audience feels compelled to pay attention.  

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Adapted from Barthel, A. 2010, ‘Presenting a conference paper’, ELSSA Centre, University of Technology Sydney.   

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How to Give a Presentation During a Meeting (Without Screwing Up)

Tips and tricks for being persuasive and keeping your audience engaged.

A methodology for amazing meetings. Say goodbye to boring, long, and unproductive meetings.

Giving a presentation during a meeting may seem easy on the surface, but many factors can get in the way of being effective.

You may be shy and stumble over your words. You may get nervous and rush through things too quickly in hopes of “getting it over with.”

You may even confuse your audience by sharing information in a scattered or illogical way.

It happens to the best of us.

The good news is, with thoughtful preparation, even the shiest among us can give killer presentations that captivate our coworkers.

Here’s how:

• How to start a presentation
• Effective presentation skills ‍
• When to use PowerPoint ‍
• Presentation tips and tricks

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1. How to start a presentation

The best presenters capture audience attention from the beginning. They know that a lackluster start to anything will immediately sow seeds of disengagement.

Whether or not you believe human attention spans are like goldfish , the fact is, a strong start to your presentation will fill the room with energy that perks people up, while a weak start paves the way for staring off into space and discretely checking email.

Here are a few tips to start your next meeting presentation right:

Ask a question

Everyone likes feeling heard. One of the easiest ways to hook an audience from the start is by inviting them to respond to a relevant prompt. If a VP of marketing were giving a presentation about the company’s upcoming brand refresh, they might start by asking something like “How many people here feel like they have a good sense of how we’re perceived as a company?”

Share a story

As humans, we’re wired to pay attention to stories. They’re especially useful when the subject matter at hand isn’t particularly interesting on its own. If a CEO were giving a presentation aimed at motivating the entire company, they might share a story about how many people it once took to operate a battleship.

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2. Effective presentation skills/techniques

Effective presentations are usually the result of careful preparation. Here are a few skills to refine during the preparation phase:

Knowing your audience

Giving an effective presentation means knowing your audience. To earn and sustain their attention, you need to assess what they already know about the subject and how much they care about it.

Use this information to calibrate your approach. You don’t want to assume they’re enthusiastic experts if they’re not, but you also want to respect their intelligence by meeting them where they are without lecturing them.

It’s a delicate balancing act, but when you get it right, you’ll leave them enough room to figure some things out on their own.

WHAT Ask questions that anyone in the audience could answer. ‍ WHY This allows you to engage the room and keep the audience energy level high.

Framing your story

If you’ve ever watched TEDTalks, you know firsthand that many of the best presentations unfold like a detective story. The speaker presents a problem, describes the quest for a solution, and leads the audience to a collective “aha” moment where their perspective shifts and they become even more engaged. 

Take the time to plot your points in a meaningful way so that your message is not only easy to follow, but also easy to remember. That means eliminating any diversions that don’t serve the story. 

When framed correctly, even the most serious and complex subjects can be riveting.

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3. When to use a PowerPoint and when not to

PowerPoints have become the de facto tool of choice for meeting presentations. You can share visuals, advance slides with the click of a mouse, and they don’t take a ton of technical or design chops to look pretty.

The problem is, people tend to hide behind them. While it’s undeniably handy, PowerPoint isn’t the best vehicle for every presentation.

You should use a PowerPoint when:

• You want to review team progress against metrics
• You need to share a revenue report
• You have a lot of technical and/or data-rich information to convey

You shouldn’t use a PowerPoint when:  

• You need to create a strong connection with your audience
• You have an important story to tell (e.g. why the company is pivoting)
• You want to motivate and inspire people

If you’re still on the fence about whether you should use a PowerPoint for your next presentation, consider the goal of the meeting.

When your meeting goal is something straightforward, like assigning action items or reviewing team performance, go for the PowerPoint. 

If you’re aiming to convey something less cerebral—and potentially more emotional—don’t distance yourself from the message. Leave PowerPoint (and all technology) out of the equation.

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4. Presentation tips and tricks

There are a few universal tips that will make your next presentation more effective no matter what it’s about:

Follow a logical structure ‍ Even if you can’t think of a relevant story, the information you present have a clear structure to keep people on track.

Slow down ‍ Speaking too fast breeds boredom and confusion. Even if you think you talk slow, talk slower.

Use questions as segues ‍ In addition to being great presentation starters, asking questions enables the presenter to shift from one topic to another without losing momentum.

Build your confidence ‍ Letting your personality shine through is a surefire way to convince people they should listen. Practice your presentation until it feels like you’re talking to a friend.

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How to Prepare for a Meeting: Step by Step (With Examples)

It’s a good idea to make sure that all bases are covered if you’re planning a meeting ahead of time, so that you know it’ll go smoothly.

But there’s plenty more to do than just getting your slides and talking points ready while you’re in preparation for the meeting.

From working out a clear structure to getting your team prepped and ready, there’s a lot to consider.

Let us walk you step-by-step through the meeting preparation process that works for us at Slido and share some of the best practices that were game-changing for us.

1. Set purpose and goals

First, define the meeting purpose, or the ‘ Why ’ behind your meeting. Why are you meeting? Is it to brainstorm? Is it to have a discussion or plan the next steps? If you set one clear objective, it’ll be much easier for you to design an agenda for your meeting.

Second, specify the main goal, or the ‘ What ’ of the meeting. What should come out of the meeting? What is the main deliverable? Set a tangible meeting outcome and stick to it. If it’s to make a decision about X, don’t leave the meeting without seeing it through.

These will be the guideposts that will help you set the right expectations and steer the meeting in the right direction.

2. Create & share an agenda

Now that you’ve set your meeting objectives and goals, it’s time to create a bulletproof agenda.

A meeting agenda is an outline of all the activities and discussion points to cover during a meeting in order to reach the meeting goal/s. In short, a structure that your meeting will follow.

While there isn’t a one-size-fits-all meeting agenda template, there are several best practices to keep in mind when designing an agenda for a) recurring and b) one-time/first-time meetings.

Recurring meetings

With meetings that you run regularly – e.g. team syncs – it is tempting to think there’s no need for an agenda. Your colleagues already know the format, so what’s there to design? Well, there are still things to consider.

The main keyword here is simplicity . A simple agenda goes a long way and will hold your meeting together like a skeleton. All you need is a list of action points to go through.

Write down the main discussion points that you want to touch on during the meeting. You can even assign owners that will drive the discussion around each point.

Here’s an example from one of our meetings:

💡 Don’t forget to share the agenda with your team members ahead of the meeting (1-3 days) via your internal comms channels, such as Slack, Webex, or Microsoft Teams.

One-time meetings/First-time meetings

With new meetings for which you don’t have an already established format, you need to go deeper. In these instances, you need to design the whole meeting agenda from scratch.

The main keyword here is alignment . Given that your team members don’t know the format, it’s crucial to:

• Communicate clearly the purpose, expectations and goals of the meeting
• Describe the structure and length
• Explain what needs to be prepared and what the responsibilities of each member are
• Crowdsource any questions or discussion points in advance of the meeting

If there are multiple speakers who will present at the meeting, align with them prior to the meeting. Set a time frame for each of the meeting sections. Be as specific as possible.

Get inspired by our first-ever ‘Cross-team alignment’ meeting, for which we set a very bold objective — to bring together 3 teams (20+ people) and get them aligned .

A lot also depends on the size of the meeting. If you’re preparing an all-company meeting, there’s a whole different strategy to employ. Read more about how to design an all-hands meeting agenda here .

3. Send out meeting invites

Send meeting invites to everyone involved in the meeting at least two weeks in advance so your colleagues have enough time to work it into their schedules.

Add all the important details in the meeting invite description. Share the meeting goals and the agenda (regardless of whether you already shared it or plan to share it later – make it available in the invite as well).

In case you’re meeting online or in a hybrid setup , also include the link to the video conference call so that nobody can miss it, and can easily access it via their calendars.

Here’s an example of a meeting invite for our summer brainstorming session:

💡 For even better invites, add links to Slido so you can start collecting people’s input , like questions or ideas before the meeting. Learn more in the next point.

4. Collect questions and ideas from your team

Gathering input from the team members before the meeting works well with some meeting formats.

Brainstorming & planning

For example, if you’re having a brainstorming session or a planning meeting, start collecting your team members’ ideas beforehand. Attach a link to Slido to the meeting agenda or to the meeting invite and ask your colleagues to type their ideas into the app.

This gives your colleagues a safe space for submitting their ideas and levels the playing field – everyone can contribute equally , even the ones who fear speaking up in the meeting. They can even do so anonymously if they wish.

Plus, it’s more efficient than brainstorming during the meeting. It allows you to review all the submissions before the meeting and then spend the meeting time discussing and prioritizing.

In preparation for our meetings at Slido we use this technique a lot:

Retrospective meetings

A team retrospective is another meeting type where you can benefit greatly from collecting insights beforehand.

Send a stop-start-continue survey for your participants to fill out in advance.

Go through people’s submissions and look for patterns, items mentioned repeatedly, or any other important feedback. This way, you can identify the most burning issues which you can then use to create an agenda, and drive discussions during the meeting.

Create your own poll or survey in Slido and hear from everyone. Sign up below and try it for yourself.

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All company meetings/All team meetings

Larger meetings such as all-hands, town halls, or strategic team meetings provide an opportunity to address questions or concerns that your team members might have. Give your team a chance to post their questions into Slido even before the meeting.

You can then address them during the meeting – either in a dedicated Q&A session , or address them continuously throughout.

We start collecting questions from our employees about a week before every company all-hands meeting .

This way, our executive team has time to prepare their answers and our colleagues have a chance to go through the submitted questions and upvote the ones they identify with. We also give our colleagues a chance to ask anonymously which means our leadership gets more honest questions.

You can find more tips and ideas for all-hands meetings at our all-hands hub .

Read also: How to Host More Effective Meetings by Collecting Input in Advance

5. Distribute supporting materials

If there’s material that you want your meeting participants to review before the meeting, or if there’s something that you want your team to prepare, communicate it well in advance. You may, for instance, add it as an attachment to your meeting invite or share it in your internal comms channel.

It’s good for getting everyone aligned and familiar with the forthcoming discussion.

However, it’s good practice to clarify expectations and make a clear distinction between what’s a must  and what’s nice to have . Perhaps not everyone needs to read through a 50-slides-long presentation. Sometimes, it’s enough to get a gist of what will be discussed.

6. Prepare your slides

Getting the slide deck ready is a drill you surely know very well, but here are a few tips that can make your life a little easier.

• Apply a minimalistic approach to your slides. Keep them simple – one idea/one number/one sentence per slide. People don’t want to read huge bodies of text on slides. Plus, it’s more visually appealing.
• Use the ‘Rule of three’ method – three bullet points, three columns, etc. It’s easier for people to process
• Cut the number of slides too. Spend the meeting time on a fruitful discussion rather than going through an 80-slides-long presentation.
• Use visuals like images, graphs, tables, etc. Preferable to making people read, apply the ‘show & tell’ approach – show something visual and describe what people are looking at.
• If there will be multiple presenters at your meeting, have one master deck. Share it with all the contributors before the meeting and ask them to add their slides there. It’s much smoother than switching presentation decks.
• As you prepare slides for your meeting, think of all the points of interaction with your meeting participants (see the next point). For instance, you can insert live polls directly into your slide deck with Slido for Google Slides and Slido for PowerPoint .

7. Create opportunities for interaction

When designing a meeting, create multiple ‘ interaction points ’ – the spots on the agenda where you purposefully create a space for your meeting participants to actively contribute.

This is important for creating meaningful engagement throughout your meeting. If you let your participants sit passively through the meeting, you will eventually lose their attention.

Forbes reports that the average person loses focus within 10 minutes.

If, on the other hand, you give them space to be actively involved in the meeting, you will engage them.

So, how do you create these interaction points?

Go through your meeting agenda and think about at which point it would make sense to hear from your participants.

For example, after you’ve brainstormed some ideas for projects, ask your teammates: “Which of these projects do you think we should prioritize in the next quarter?”

Turn it into an interactive poll . Add your project ideas as options in a multiple choice or a ranking poll and let your teammates vote.

It’s a way to make your meetings more democratic – you’ll give everyone a voice – and engaging – you’ll involve everyone in co-creating the meeting and influencing its outcomes.

Learn more about how to create interaction spots in your presentation here .

💡 You can add a Slido poll, quiz, or Q&A directly into your slide deck with Slido’s integration with PowerPoint and Google Slides – it will be added as a separate interactive slide. You can manage every interaction as you click through the slides.

8. Prepare the opening

How you kick off the meeting may lay the foundations for the rest of the meeting, so leave nothing to chance and make sure to prepare your opening well.

Welcome everyone; if your meeting includes remote participants, give them a special greeting to make them feel included from the start.

To loosen people up, prepare a little icebreaker, using our selection of icebreaker questions , or, if you need a quick interactive activity that will get people talking, fire up a fun poll question .

For example, check the mood in the room and ask your colleagues how they feel in a word cloud poll . You can even let them express their feelings in emojis.

Use the poll results to trigger a small chit-chat at the start – it’s good to start the meeting with a bit of socializing, and make sure to ask open-ended questions if you want to get people really talking.

Once you kick off the official part, provide a quick context for why you’re meeting up today and briefly run people through the agenda once again.

9. Set up the meeting

Lastly, make sure you have the meeting room arrangements figured out – whether you’re meeting in an actual room or in a virtual one.

Meeting room: Face-to-face meeting

• Book a meeting room and add the room number in the meeting invite or write it in your team’s internal comms channel so everyone knows where it is you’ll be meeting.
• Consider the number of participants;  make sure everyone will have a place to sit. Arrange some extra chairs just to be safe – more is better than less.
• Make sure the seating doesn’t favor anyone – everyone should feel equal and able to contribute. Ensure everyone can hear each other well. If it’s a large meeting, ensure there’s a microphone at people’s disposal.
• Arrange for refreshments; at least supply water, so people don’t need to leave the room to get a drink.

Meeting room: Hybrid meeting

• Book a room with a large screen and a tech setup that allows for a conference call with good audio and video.
• Good audio is key . Make sure that all participants – both on-site and remote – can see and hear each other well. If your online colleagues can’t hear what’s happening in the room, they’ll have trouble joining the discussion. Ensure all your meeting rooms are equipped with quality external speakers.
• Have microphones available in the meeting room to make sure everybody online can hear their on-site colleagues if they speak up. This is important especially for meetings with a larger number of participants.
• Check if people online can hear you well . Everybody has to hear everything – and feel like they’re heard.

Online room: Fully remote meeting

• Make sure everyone has easy access to the video conferencing link where the meeting will happen. Share the link in your team’s internal comms channel or in a calendar invite (see point #3).
• Send a meeting reminder via your team’s internal comms channel some 5 minutes before the meeting.
• Start the video conference a couple of minutes early , to avoid any delays. Test the audio and troubleshoot any potential tech issues.
• Ensure every participant can hear you well as people start joining the call. You can do a little ‘thumbs up’ check – just ask your participants to put their thumbs up if they hear you well.
• Encourage people to turn on their cameras so your meeting feels more personal.

Ready to kick off your meeting?

The quality of pre-meeting preparation can make or break your meeting. You can never be over-prepared. But fail to prepare at your own peril.

With the tips that we’ve shared above, you will be 9 steps closer to a stellar meeting . We wish you good luck.

And in the meantime, go ahead and try Slido for free. Start by adding one or two polls to your meeting presentation to keep your team members actively engaged . You can always add more later.

Here’s to better meetings! 🥂

Try Slido at your meeting

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AI Assistant Customers can ask questions in documents and receive easy-to-understand answers with attribution. AI Assistant can help generate a document summary and suggested questions based on the document to help customers explore, comprehend content, and gain insights more effectively.​

Using responses from AI Assistant, customers can consume info and create impactful content based on their document faster than ever — draft and share content for emails, presentations, meeting notes, research summaries, and more.​

Generative summary With generative summary, customers automatically get an outline with headings and section-specific key points to help them focus on what matters in a streamlined way — easily finding, discerning, and navigating to essential information they need on demand.

Voice Prompt (mobile) Enhance productivity on the go with AI Assistant on Acrobat Reader mobile. Get key insights with voice prompt, making comprehension easier and faster —creating content for emails, study guides, blog posts, and more.

AI Assistant can help customers accelerate document comprehension and transform their productivity:

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• Create content from their documents for emails, presentations, meeting notes, and more
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Get inspired —  see how others have incorporated AI Assistant into their everyday work.

Acrobat Individual customers can access these features in Reader desktop and the Adobe Acrobat desktop application on both Windows and macOS, on the Acrobat web application, on Acrobat mobile applications (iOS and Android), and in their Google Chrome or Microsoft Edge extensions.

Acrobat Individual free and paid customers will receive a complimentary, limited number of AI Assistant “requests.” Customers will have the opportunity to purchase an add-on for their existing Acrobat plan for full use of AI Assistant.

Generative AI features in Acrobat are available through a public beta for Teams customers. A private beta is available for paid Enterprise VIP customers. To determine entitlement status for a teams or enterprise account, contact the account admin . Paid Enterprise ETLA customers can access generative AI features through a free trial, please contact an Adobe sales representative. To learn more about AI Assistant for Teams and Enterprises, see here .

AI Assistant will be available in countries where Acrobat is currently available. Adobe products and services, including ones with AI Assistant for Acrobat, are not available in Belarus, China, Crimea, Cuba, Iran, North Korea, Russia, Syria, the Crimea Region of Ukraine, and the so-called breakaway Luhansk People’s Republic and Donetsk People’s Republic located in Ukraine. 

Currently, AI Assistant in Acrobat supports PDFs in English with plans to add additional languages in future releases. AI Assistant may inadvertently provide non-English responses, but these go beyond the intended purpose of the AI Assistant capability and should not be relied upon at this time. 

At this time, this feature works for PDFs that meet certain criteria. It doesn’t yet support the following types of files:

• Files exceeding 25MB in size
• Files that contain more than 120 pages
• Files with permissions that are configured in a way that prevents processing, such as being password-protected or having the “do not copy” permission enabled 
• Files that are scanned PDF documents
• Files in a non-English language

Yes, a separate add-on plan for full access is available to new and existing Acrobat Individual customers. Acrobat Individual customers do not need to have an existing Acrobat Pro or Acrobat Standard plan to purchase. See the plans page for additional details.  

For Teams customers, generative AI features in Acrobat are available as a public beta. A private beta is available for paid Enterprise VIP customers. To determine entitlement status for a teams or enterprise accounts, contact the account admin . Paid Enterprise ETLA customers can access generative AI features through a free trial, please contact an Adobe sales representative to learn more.

We encourage customers to provide feedback directly in the product. They can select the thumbs-up icon or thumbs-down icon to express their approval or disapproval with the generated responses. To provide more detailed feedback, customers should select “Thanks! Tell us more,” or they can choose from the provided options to add a note, and then select "Submit." Customers also can choose to share their document and its associated data associated with Adobe while providing more detailed feedback. 

In the case of inappropriate content being generated, customers should press the flag icon to report it. Their document and the associated data will be escalated to the Adobe Trust & Safety team and other internal channels to investigate and address.

The new AI Assistant features were developed and deployed after undergoing review by the Adobe AI Ethics Review Board and have been designed to reflect Adobe’s AI Ethics principles of accountability, responsibility, and transparency.

Adobe and its service providers do not use Adobe customer content to train the large language models (ours or a third party’s) that deliver Acrobat’s generative AI capabilities. Learn more about how Adobe protects your documents and content using responsible practices . 

Creating content that violates third-party copyright is prohibited. When using generative AI features in Acrobat, customers agree to only upload documents they have a legal right to use, and they will not create, upload, or share infringing content or content that violates our  User Guidelines or the rights of others. They should seek independent legal counsel if they are unsure whether their content violates somebody else’s rights.

They can visit the  AI Assistant in Acrobat HelpX page to discover more about AI Assistant in Acrobat. To learn more about purchasing AI Assistant for Acrobat add-on plan, see the plans page for details.

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Share sound from your computer in Microsoft Teams meetings or live events

You can include audio from your device while you're sharing content in a meeting. You'll want to do this if you're playing a video as part of a presentation, for example. Read on to learn how.

Include computer sound

To share sound from your computer:

Turn on the Include sound toggle.

When you share, all audio from your computer, including notifications, will be heard by participants in the meeting.

Note:  Teams and your computer need to be set to the same speaker. Adjust your computer’s audio output in your system settings, and your Teams audio output in your device settings in Teams.

On a Mac, you'll need to install a driver the first time you include computer audio in a Teams meeting. Just follow the simple wizard and select  Install  or Update.  It takes about 10 seconds for the installation to complete.

Include computer sound in a room with a Teams device

Teams devices allow you to share content using cables connected to the room console. Unfortunately, we don't yet support sharing computer sound this way.

If you want to share computer sound when you’re in a meeting room with a Teams device in it:

Join the meeting from your personal device by selecting Audio off when you join the meeting, which will automatically mute not only your microphone but also any audio playing from the Teams meeting to prevent echo.

To avoid echo, remember to keep only one device’s mic and speaker on in a room.

Try to minimize the number of apps you run while you’re sharing your system audio. If your computer is running too many apps, your audio could suffer.

Troubleshooting

Poor audio quality.

If your computer is running a lot of applications, you may experience issues with sound quality, like lagging or cutting out. If this happens, closing other applications can help.

If you’re using Windows, other sounds from your device (like notifications and alerts) are reduced in volume when you join a Teams meeting. Most of the time, that’s probably what you want so you can focus on the meeting. But if you’re sharing computer sound, the same setting that quiets other system sounds will also quiet the audio you’re trying to share.

To fix this, go to your system's sound settings, find your Sound Control Panel , select  Communications and then  Do nothing . Finally, apply the changes so others will be able to hear your shared audio loud and clear.

Include audio from your mobile device

Turn on the Audio toggle.

Tap  Share screen  > Start Broadcast .

Everyone in the meeting will now hear the audio from your device, and you'll see a notification on your screen confirming it.

Note:  This feature is only available on devices running at least Android 10 or iOS 13.

Share audio from a web browser

To share your audio in a meeting on Teams for web:

If you choose:

Tab , turn on the Also share tab audio toggle. This will share the audio coming from the tab. Only the audio coming from the tab will be shared. Audio from the rest of the computer will not be shared.

Window , you won't be able to share audio. 

Entire Screen , turn on the Also share system audio toggle. All the audio coming from the entire computer will be shared.

Select Share .

Select Stop sharing when you're done sharing.

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Make a good first impression: Expert tips for showing up at your best

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First impressions matter: here’s why

9 tips for making a great first impression, dos and don’ts of first impressions, how to recover from making a bad first impression.

Did you know that a single glance at a person's face is enough to form a first impression? Research shows that it takes between just 33–100 milliseconds for someone to form judgments about your character .

Such a short amount of time is clearly not enough to accurately gauge a person’s character. But it’s only natural for us to make assumptions about someone when we first meet them.

We also get attached to our initial impressions of others and find it difficult to change our opinion. Even when presented with contrasting evidence.

As the old saying goes, you never get a second chance to make a great first impression.

Read on to learn why first impressions are so powerful and how to make a good first impression that will last.

What are first impressions?

First impressions are the almost-instant conclusions we draw when meeting someone for the first time. We form this opinion by quickly taking in information about a person, including their face, dress, posture, and tone of voice.

We form a not-always-accurate opinion about many of a person’s qualities when we first meet them. Some of the qualities we try to gauge include a person’s friendliness, honesty, trustworthiness , and competence.

A first impression becomes a filter that we use for all future interactions with that person. It can be very difficult to change someone’s first impression of us.

First impressions last. Whether they are accurate or not, it normally takes a long time and concerted effort to change a first impression.

Because they are largely subconscious, first impressions are very persistent. Even in the face of contrary evidence. Because of our implicit biases and cognitive biases , we see the world and other people through our own set of filters and make decisions based on them.

All of your relationships are affected by the first impression that you make.

If people’s first impression of you is that you are friendly, competent, and trustworthy , they are more likely to feel comfortable around you. They are then more likely to consider you a friend and open up to you. 

People you meet are also more likely to remember you and recommend you to their friends and coworkers . Because of this, making a good first impression impacts your networking . 

This kind of social capital can have far-reaching effects on both your personal and professional life. Other people will spread their good opinions about you.

If the first impression that you create includes competency, this will instill confidence in others of your abilities and skills. They are more likely to trust that you can perform the tasks assigned to you and achieve the goals that have been set .

This can provide you with greater latitude in how you perform your tasks and achieve your goals .

On their own, each of the above is a good example of why first impressions matter. When you combine their effects, a good first impression becomes even more important. Creating a good first impression can generate a lot of personal power.

A good first impression also tends to provide opportunities. Potential customers would be more likely to become actual customers. Referrals through networking can result in new job offers. 

And a good first impression can improve our chances of promotion when you’re evenly matched on skills and experience with other applicants.

Now that we’ve covered why first impressions are so important, here are some tips to nail that first meeting.

1. Make eye contact

Eye contact is a nonverbal form of communication . Making eye contact is taken as a show of honesty and as a way of showing respect to the person that you are talking to. Maintaining eye contact also shows that you’re paying attention to the other person and listening to what they are saying .

Try to make eye contact before you start talking, and maintain regular eye contact during your conversation . You do, however, need to know the difference between eye contact and staring someone down.

In her book, How To Talk To Anyone , Leil Lowndes recommends a 60/40 mix , with 60% eye contact being the ideal goal to indicate paying attention without aggression.

A sincere smile puts people at ease and makes people feel welcome.

A genuine smile reaches your eyes and creates an impression of trust and sincerity . If your smile reaches your eyes, it will be seen even if you are wearing a mask.

If you feel a tightening of the muscles around your eyes, you know that your smile shows in your eyes.

3. Dress for the occasion

What you wear greatly contributes to your first impression. Caroline Dunn and Lucette Charette of The National Research Council of Canada found that “ People are affected by your appearance, whether or not they realize it , and whether or not they think appearance is important.” 

In short, what you wear has consequences.

Make sure that your clothing is appropriate for the situation. Dressing too casually for a job interview is likely to create the impression that you aren’t serious about the job.

4. Be authentic

People can be remarkably quick to pick up on insincerity, so it pays to be yourself .

Constant worry about whether you are saying or doing the right thing often comes across as insincerity as well.

Being authentic means knowing your strengths and weaknesses and communicating them in a considerate way .

5. Be a good communicator

A good communicator listens more than they talk . A good guideline for this is to talk only a third as much as you listen.

Listening more shows that you are being attentive and lets the other person feel heard. 

As founder of First Impressions Ann Demarais points out, people always remember how you made them feel . If you communicate clearly and listen well , people will enjoy their interactions with you. 

6. Use positive body language

Body language is a large part of communication. Some basic guidelines for positive body language are:

• Stand or sit up straight, and hold your head up. You will present yourself as comfortable and confident.
• Avoid crossing your arms or legs. This subconsciously closes you off from the other person.
• Offer your hand for a good, firm handshake that is confident but not crushing.

7. Be empathetic

Pay attention to the emotional well-being of the person that you are talking to.

Empathizing with someone can contribute to a strong connection. It demonstrates that you understand them emotionally.

8. Do your research and come prepared

Doing some basic research can help you understand the context and environment that you will be in. 

It can help you dress appropriately and guide you to the formality of language that will be suitable. You may also discover information about other people you can use to start a conversation with them.

Preparing beforehand will make you feel more at ease and will also show that you are interested and focused .

9. Act confidently

Acting confident, even if you don’t feel brave , will create an impression of confidence. This appearance of self-assurance will contribute to a better first impression.

Here are some general customs to follow for a first meeting to ensure you make a good impression.

• Be overbearing. This is often the result of talking too much and not listening enough. This creates the impression that you aren’t interested in the other person or what they have to say.
• Interrupt when others talk. In many cultures, interrupting someone comes across as very rude. Not only does it communicate that you aren’t really listening, it often upsets the interrupted person.

It also creates the impression that you are more interested in hearing yourself speak and value your own opinion more than that of others.

• Be constantly on your phone. Once in a while, we should all take a digital detox to overcome our device dependence. If you are constantly on your phone, you create the impression that you aren’t paying attention. It also communicates that you aren’t interested in the other person.
• Try too hard. Trying too hard is often obvious and makes you seem insincere. It can create the sense that you are prepared to do almost anything to create a good impression, even if that means overstating your abilities.
• Read the room. Taking a moment to read a room gives you time to gather yourself. It can also guide your behavior by providing contextual information about levels of formality and language style.
• Use different types of listening. Understanding and using the different types of listening enable you to communicate more effectively. 

Other people will pick up on whether you are an effective listener or not. This will contribute to their impression of you.

• Be optimistic. Being optimistic will contribute to a positive atmosphere. People enjoy being around optimists. A sense of cheerfulness will have a positive effect on the impression that you create.
• Ask open and closed questions. Asking open questions shows that you’re interested and attentive. Asking closed questions shows that you focus on what’s important.

Here are some ideas for questions you can ask:

• What led you to this career?
• What’s the most exciting part of your job and why?
• What’s one professional skill you’re currently working on?
• Who inspires you?
• Where did you work before this position?
• Do you have any hobbies?
• What’s your favorite thing to do on the weekends?
• What’s something you’re proud of?

By asking a mix of open and closed questions, you show others that you have these skills, which builds a positive first impression.

Overcoming a bad first impression can sometimes seem like an almost impossible task. 

It just takes consistent effort and time. Below are some guidelines to get you started in overcoming a bad first impression.

Accept the bad first impression and identify where you went wrong

Only by accepting the bad first impression can you begin to identify where you went wrong. 

Self-awareness will help you identify what you need to do differently and why. Once you have identified where you went wrong (or what went wrong), you can take corrective action.

Admit your mistake and apologize if necessary

Admitting your mistake to yourself can often be the hardest part. But after that, admitting your error to others is easier.

Important to remember is that just because you made a bad first impression, it doesn’t mean it was always you or your fault. What is important is being able to identify what went wrong, not beat yourself up over it.

Apologizing for your mistake (if necessary) shows that you are aware and interested in improving the person’s first impression of you. An apology can go a long way to overcoming a bad first impression.

Focus on the future

Don’t dwell on the bad first impression. Once you have accepted and admitted it, focus on the actions you are going to take to improve the first impression.

Dwelling on the bad first impression will only make it harder for you to recover from it.

Be consistent with your positive actions

It’s important to be consistent with your positive actions. Your consistency will show sincerity.

You also need to be consistent because, unfortunately, any lapse in your positive actions will reinforce the bad first impression.

Make your first impression count

A good first impression can provide many benefits. It offers you advantages, both short and long term, in your personal and professional life. 

The guidelines above can set you on the path to mastering the art of creating a good first impression. With attention to detail and practice, you can create an impression that lasts. For all the right reasons. 

For assistance and support in developing these and other skills, talk to our coaches at BetterUp . We’re here to help you excel.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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