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How do you balance formality and informality in a client presentation?

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A client presentation is a crucial opportunity to showcase your expertise, build trust, and persuade your audience to take action. But how do you strike the right balance between formality and informality in your delivery? Too formal, and you might come across as stiff, boring, or distant. Too informal, and you might seem unprofessional, disrespectful, or careless. Here are some tips to help you find the sweet spot for your client presentation.

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1 Know your audience

The first step to balancing formality and informality is to know your audience. Who are they, what are their expectations, and what are their preferences? Do some research on their background, culture, industry, and goals. Ask them questions before the presentation to understand their needs, challenges, and interests. Tailor your content, tone, and style to suit their level of knowledge, authority, and personality.

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Noah Berk

Co-CEO @ Aptitude 8 | HubSpot Elite Partner | UpYourStack Podcast Host | We're Hiring!
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This depends on your brand and the personality of your company. It’s good to have an understanding of what’s considered appropriate for your organization. At OBO, we try to strike a balance of showcasing our expertise (which requires a certain level of confidence and taking command of the room), but we also want to make our audience feel comfortable. It should feel like a two-way conversation. It’s critical to be aware of how much you’re talking - listening to your client is equally (if not more) important. I also try to make it a point to open with a light comment or conversation starter - sometimes this may feel like small talk, but it can be jarring for everyone if you dive into the meat of the content right after joining the call.

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David Erickson

Senior Director of AI, Digital Marketing Expert, Content Consultant, PR Advisor, Curious Customer & Fun Guy To Work With ??
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If your presentation is for a prospect from whom you are trying win new business, the initial consultation call(s) are where you'll get a feel for that prospect's communication style. That will help inform the degree of formality or informality you'll want to use during your presentation. That initial consultation is also a crucial opportunity to begin to build rapport with your prospect. The stronger the rapport, the more likely you'll be able to present your proposal in an informal manner. The most successful proposals I've presented are those I've approached and framed as a conversation, setting the expectation that the process would be fairly informal.

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Syed Umar

Customer Success Manager | Project Management | Expertise in AI Automation, Onboarding, Retention, and Client Relationship Management | SaaS | Customer Experience Enthusiast
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1. Understand Your Audience: Research and understand your client's preferences, company culture, and the level of formality expected. Tailor your presentation style to align with their expectations. 2. Define the Purpose: Clarify the primary purpose of your presentation. If the goal is to build rapport and establish a more personal connection, a slightly informal tone may be appropriate. For strictly business or technical presentations, a more formal approach might be suitable. 3. Start with a Personal Touch: Begin your presentation with a brief personal anecdote or relevant story to create a connection. This can add a touch of informality without compromising professionalism.

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2 Choose your words

The words you use in your presentation can convey different levels of formality and informality. Formal words are usually longer, more precise, and more technical. Informal words are usually shorter, more common, and more colloquial. For example, you might use "utilize" instead of "use", or "chat" instead of "talk". Depending on your audience and purpose, you might want to mix formal and informal words to create contrast, emphasis, or rapport. However, avoid using slang, jargon, or acronyms that might confuse or alienate your audience.

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Steve Beechey
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The main point here is to be authentic. If you try to complicate things or to use jargon you are not familiar with it will be obvious. People want to feel your confidence and passion, the only way to communicate that is to be yourself.

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Syed Umar

Customer Success Manager | Project Management | Expertise in AI Automation, Onboarding, Retention, and Client Relationship Management | SaaS | Customer Experience Enthusiast
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4. Use Conversational Language: Opt for conversational language to make your presentation more relatable. Avoid overly complex jargon unless your audience is familiar with it. 5. Professional Appearance: Maintain a professional appearance and demeanor. Dress appropriately, and use a polished visual presentation with well-designed slides. 6. Engage with Eye Contact: Make eye contact to establish a connection with your audience. This simple gesture adds a personal touch to your presentation. 7. Mix Visuals with Data: Combine visuals, such as charts or infographics, with data to convey information in a more digestible and engaging manner. Visuals can add an informal, creative element to your presentation.

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3 Adjust your voice

Your voice is another tool to balance formality and informality in your presentation. Your voice includes your volume, pitch, pace, tone, and accent. Formal voice is usually louder, higher, faster, and more neutral. Informal voice is usually softer, lower, slower, and more expressive. You can use your voice to create variety, emotion, and engagement in your presentation. However, avoid speaking too loudly or softly, too high or low, too fast or slow, or too monotone or exaggerated.

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4 Control your body language

Your body language is the final element to balance formality and informality in your presentation. Your body language includes your posture, gestures, facial expressions, eye contact, and physical distance. Formal body language is usually more upright, restrained, and symmetrical. Informal body language is usually more relaxed, expansive, and asymmetrical. You can use your body language to reinforce your message, connect with your audience, and show confidence in your presentation. However, avoid being too rigid or slouchy, too stiff or wild, too serious or goofy, or too distant or invasive.

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5 Practice and get feedback

The best way to balance formality and informality in your presentation is to practice and get feedback. Practice your presentation in front of a mirror, a camera, or a friend. Record yourself and watch it back. Pay attention to your words, voice, and body language. Are they appropriate, consistent, and effective for your audience and purpose? Ask for feedback from someone who knows your audience and topic. Listen to their suggestions and make adjustments accordingly.

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6 Be yourself

The final tip to balance formality and informality in your presentation is to be yourself. Don't try to copy someone else's style or pretend to be someone you're not. Find your own voice and personality that reflects your values, skills, and passion. Be authentic, honest, and respectful in your presentation. Your audience will appreciate your sincerity and uniqueness.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you balance formality and informality in a client presentation?

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1 Know your audience

2 Choose your words

3 Adjust your voice

4 Control your body language

5 Practice and get feedback

6 Be yourself

7 Here’s what else to consider

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