Presentation software can help you create engaging and effective slides, videos, or animations for your team meetings, pitches, or workshops. But how do you use it in a way that enhances your message, supports your collaboration, and avoids common pitfalls? Here are some best practices for using presentation software in team settings.
The first step is to select a presentation software that suits your needs, preferences, and budget. There are many options available, from the popular PowerPoint, Google Slides, and Keynote, to the more specialized Prezi, Canva, or Animoto. Consider the features, compatibility, and ease of use of each tool, as well as the feedback and expectations of your audience. You may also want to try out different tools and compare their results and performance.
If you're presenting online, I always prefer Canva because of its ease of use. Regardless, remember it's just a tool and you have to be smart in using them. For example, if you're giving an overview then use mind maps rather than theory in bullets. I have often used MindMeister to explain concepts live via concept maps instead of the templates on Canva. Canva, I feel, is more user-friendly than Prezi (great for explanations), at least as freemium platforms.
At first place, you need to understand the purpose of your presentation. Is it to inform, persuade, collaborate, brainstorm or chill? Different tools may be better suited for different objectives. In some cases it would be better to use a few tools for one presentation.
Before you start creating your slides, you need to have a clear idea of what you want to communicate, why, and how. Define your main goal, key points, and call to action, and structure your presentation accordingly. Use a storyboard or an outline to map out your content and transitions. Then, choose a design that matches your topic, tone, and brand. Use consistent colors, fonts, and images, and avoid clutter and distractions. Keep your slides simple, clear, and relevant.
Prioritize content readiness over design intricacies. While design is also crucial, it should enhance your content. Seek feedback from colleagues or friends on your presentation before finalizing. Incorporate constructive criticism and make necessary revisions to improve the overall effectiveness.
If you are working on a presentation with other team members, you need to establish a smooth and efficient workflow. Use a cloud-based or a shared platform that allows you to edit, comment, and review your slides in real time. Assign roles and responsibilities, and set deadlines and milestones. Communicate regularly and openly with your team, and solicit feedback and suggestions. Make sure everyone is on the same page and aligned with the vision and purpose of the presentation.
Allocate presentations evenly among team members, ensuring each has ownership of distinct slides. Clear communication channels and flexible workflows are vital for effective collaboration. Feel free to propose improvements to the team's processes. Foster experimentation and gather insights from user testing or audience feedback. Iterate on your ideas to achieve the optimal outcome. Additionally, ensure adherence to version control, regular team check-ins, and documenting decisions.
One of the most important steps in preparing a presentation is to practice and rehearse it. This will help you improve your delivery, timing, and confidence, as well as identify and fix any technical issues or errors. You can practice alone or with your team, using the presentation software or a recording device. Pay attention to your voice, body language, and eye contact, and try to engage your audience with stories, questions, or humor. Ask for constructive criticism and refine your presentation accordingly.
Before the presentation: 1) Know your audience: It helps you to prepare the content accordingly. 2) Select the right tool. (Make use of ready templates and AI designs for effectiveness & to save time) 3) Practice, practice, & practice During the presentation: 1) Start with the purpose & some background information about the presentation 2) Engage the audience by asking relevant questions, rhetorics, and with subtle humor if possible. After the presentation: 1) Ask for any queries 2) Take feedback 3) Improve ??
Time your presentation to ensure that it fits within the allotted time frame. Visualize yourself delivering a successful presentation with confidence and poise. Seek feedback from peers, mentors, or trusted colleagues who can provide constructive criticism and valuable insights. Consider recording yourself during practice sessions to review your performance and identify areas for improvement. And focus on the main messages. Don't waste time to create the most ideal design in the universe.
Even if you have prepared and practiced your presentation thoroughly, you may still encounter unexpected situations or challenges. For example, you may have to deal with a different audience, a shorter time slot, a different venue, or a technical glitch. In these cases, you need to be flexible and adaptable, and adjust your presentation accordingly. You may have to skip some slides, change the order, add or remove some elements, or switch to a backup plan. Be prepared for any scenario and stay calm and professional.
Maintain a calm and confident demeanour, even in the face of unexpected situations or setbacks. Remember that your audience looks to you as an authority figure. So your confidence will help maintain their trust. Focus on delivering key points effectively, even if you need to condense or simplify other parts of your presentation Don't hesitate to seek support from event organizers or technical staff if you encounter challenges that you're unable to resolve on your own.
After you have delivered your presentation, you should take some time to evaluate and improve it. You can use various methods to collect feedback from your audience, such as surveys, polls, or interviews. You can also review your own performance, using the presentation software or a recording device. Analyze the strengths and weaknesses of your presentation, and identify the areas that need improvement. You can also document and share your learnings and best practices with your team and peers.
Estimate the outcome of your presentation - have you reached youк goals! Analyse feedback from audience, peers or|and event organizers. Collect lessons learned which help you to improve your future presentations.
Seek out ongoing development opportunities, such as workshops, training programs, or peer coaching sessions, to further enhance your presentation skills and effectiveness.