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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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Powerful and Effective Presentation Skills: More in Demand Now Than Ever

When we talk with our L&D colleagues from around the globe, we often hear that presentation skills training is one of the top opportunities they’re looking to provide their learners. And this holds true whether their learners are individual contributors, people managers, or senior leaders. This is not surprising.

Effective communications skills are a powerful career activator, and most of us are called upon to communicate in some type of formal presentation mode at some point along the way.

For instance, you might be asked to brief management on market research results, walk your team through a new process, lay out the new budget, or explain a new product to a client or prospect. Or you may want to build support for a new idea, bring a new employee into the fold, or even just present your achievements to your manager during your performance review.

And now, with so many employees working from home or in hybrid mode, and business travel in decline, there’s a growing need to find new ways to make effective presentations when the audience may be fully virtual or a combination of in person and remote attendees.

Whether you’re making a standup presentation to a large live audience, or a sit-down one-on-one, whether you’re delivering your presentation face to face or virtually, solid presentation skills matter.

Even the most seasoned and accomplished presenters may need to fine-tune or update their skills. Expectations have changed over the last decade or so. Yesterday’s PowerPoint which primarily relied on bulleted points, broken up by the occasional clip-art image, won’t cut it with today’s audience.

The digital revolution has revolutionized the way people want to receive information. People expect presentations that are more visually interesting. They expect to see data, metrics that support assertions. And now, with so many previously in-person meetings occurring virtually, there’s an entirely new level of technical preparedness required.

The leadership development tools and the individual learning opportunities you’re providing should include presentation skills training that covers both the evergreen fundamentals and the up-to-date capabilities that can make or break a presentation.

So, just what should be included in solid presentation skills training? Here’s what I think.

The fundamentals will always apply When it comes to making a powerful and effective presentation, the fundamentals will always apply. You need to understand your objective. Is it strictly to convey information, so that your audience’s knowledge is increased? Is it to persuade your audience to take some action? Is it to convince people to support your idea? Once you understand what your objective is, you need to define your central message. There may be a lot of things you want to share with your audience during your presentation, but find – and stick with – the core, the most important point you want them to walk away with. And make sure that your message is clear and compelling.

You also need to tailor your presentation to your audience. Who are they and what might they be expecting? Say you’re giving a product pitch to a client. A technical team may be interested in a lot of nitty-gritty product detail. The business side will no doubt be more interested in what returns they can expect on their investment.

Another consideration is the setting: is this a formal presentation to a large audience with questions reserved for the end, or a presentation in a smaller setting where there’s the possibility for conversation throughout? Is your presentation virtual or in-person? To be delivered individually or as a group? What time of the day will you be speaking? Will there be others speaking before you and might that impact how your message will be received?

Once these fundamentals are established, you’re in building mode. What are the specific points you want to share that will help you best meet your objective and get across your core message? Now figure out how to convey those points in the clearest, most straightforward, and succinct way. This doesn’t mean that your presentation has to be a series of clipped bullet points. No one wants to sit through a presentation in which the presenter reads through what’s on the slide. You can get your points across using stories, fact, diagrams, videos, props, and other types of media.

Visual design matters While you don’t want to clutter up your presentation with too many visual elements that don’t serve your objective and can be distracting, using a variety of visual formats to convey your core message will make your presentation more memorable than slides filled with text. A couple of tips: avoid images that are cliched and overdone. Be careful not to mix up too many different types of images. If you’re using photos, stick with photos. If you’re using drawn images, keep the style consistent. When data are presented, stay consistent with colors and fonts from one type of chart to the next. Keep things clear and simple, using data to support key points without overwhelming your audience with too much information. And don’t assume that your audience is composed of statisticians (unless, of course, it is).

When presenting qualitative data, brief videos provide a way to engage your audience and create emotional connection and impact. Word clouds are another way to get qualitative data across.

Practice makes perfect You’ve pulled together a perfect presentation. But it likely won’t be perfect unless it’s well delivered. So don’t forget to practice your presentation ahead of time. Pro tip: record yourself as you practice out loud. This will force you to think through what you’re going to say for each element of your presentation. And watching your recording will help you identify your mistakes—such as fidgeting, using too many fillers (such as “umm,” or “like”), or speaking too fast.

A key element of your preparation should involve anticipating any technical difficulties. If you’ve embedded videos, make sure they work. If you’re presenting virtually, make sure that the lighting is good, and that your speaker and camera are working. Whether presenting in person or virtually, get there early enough to work out any technical glitches before your presentation is scheduled to begin. Few things are a bigger audience turn-off than sitting there watching the presenter struggle with the delivery mechanisms!

Finally, be kind to yourself. Despite thorough preparation and practice, sometimes, things go wrong, and you need to recover in the moment, adapt, and carry on. It’s unlikely that you’ll have caused any lasting damage and the important thing is to learn from your experience, so your next presentation is stronger.

How are you providing presentation skills training for your learners?

Manika Gandhi is Senior Learning Design Manager at Harvard Business Publishing Corporate Learning. Email her at [email protected] .

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Change isn’t easy, but we can help. Together we’ll create informed and inspired leaders ready to shape the future of your business.

© 2024 Harvard Business School Publishing. All rights reserved. Harvard Business Publishing is an affiliate of Harvard Business School.

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Chapter 18: Business Presentations

Venecia Williams and Olds College

Learning Objectives

• Understand how to use effective interpersonal communication skills in professional presentations
• Learn how to organize a presentation
• Examine how to use visual aids effectively
• Discuss the effective integration of communication and presentation techniques in the delivery of professional presentations

Along with good writing skills, the ability to communicate verbally is vital to many employers today. It is an integral part of the modern business world. People in the workplace spend the majority of their time communicating. Verbal communication in the workplace takes many forms such as staff meetings, discussions, speeches, presentations, informal conversations, and telephone and video conferences. Communicating verbally is more personal and flexible than writing. It allows workers to exchange ideas, information, and feedback more quickly. Verbal communication tends to occur in person, making it easier to negotiate, express emotions, outline expectations, and build trust, all of which are important in today’s workplace. Communication can also occur between people who are not together in person. In these situations, unique skills are necessary to achieve success. Simple conversation skills are also valued in the workplace, but this does not mean using casual or informal language. Rather, what is prized by many employers is the ability to communicate important information professionally but in a meaningful and understandable way. This can be important when making spontaneous presentations as well as more elaborate formal group presentations, which are a part of many work roles today.

What Makes a Successful Speaker?

According to longtime Toastmasters member Bob Kienzle, there are a few key elements that tend to make a successful speaker:

• Voice : Can the person be easily understood?
• Body Language : Does their body support what they’re saying? Are they confident?
• Coherent Structure: Does what they’re presenting make sense? Is it logical?
• Enthusiasm : Do they care about what they’re presenting?
• Expertise: Do they know what they’re talking about? Are they credible?
• Practice : If they haven’t practised or sufficiently prepared, it will likely show up in one or more of the above.

A successful speaker can be inspired by other speeches or speakers but may fall flat if they try to copy someone else. Authenticity and passion can resonate so much with an audience that it can outweigh elements otherwise considered pitfalls. The techniques, tools, and best practices are a guideline, and it’s important to note there is no such thing as “perfection” in public speaking. “Failure” can happen in myriad ways, but it’s more helpful to see them as learning opportunities, or opportunities to make a stronger connection to your audience. The biggest failure, according to Kienzle, is to pass up opportunities to practise your skills in presenting or public speaking.

Preparing a Presentation

Develop your message while keeping in mind the format, audience, style , and tone . First, you’ll need to think about the format of your presentation. This is a choice between presentation types. In your professional life, you’ll encounter the verbal communication channels in Figure 18.1. The purpose column labels each channel with a purpose (I=Inform, P=Persuade, or E=Entertain) depending on that channel’s most likely purpose.

Figure 18.1 | Presentation Communication Channels

There are some other considerations to make when you are selecting a format. For example, the number of speakers may influence the format you choose. Panels and Presentations may have more than one speaker. In Meetings and Teleconferences, multiple people will converse. In a Workshop setting, one person will usually lead the event, but there is often a high-level of collaboration between participants. The location of participants will also influence your decision. For example, if participants cannot all be in the same room, you might choose a teleconference or webinar. If asynchronous delivery is important, you might record a podcast. When choosing a technology-reliant channel, such as a teleconference or webinar, be sure to test your equipment and make sure each participant has access to any materials they need before you begin.

Once you have chosen a format, make sure your message is right for your audience. You’ll need to think about issues such as the following:

• What expectations will the audience have?
• What is the context of your communication?
• What does the audience already know about the topic?
• How is the audience likely to react to you and your message?

Next, you’ll consider the style of your presentation. Analyze your specific presentation styles. Perhaps you prefer to present formally, limiting your interaction with the audience, or perhaps you prefer a more conversational, informal style, where discussion is a key element. You may prefer to cover serious subjects, or perhaps you enjoy delivering humorous speeches. Style is all about your personality!

Finally, you’ll select a tone for your presentation. Your voice, body language, level of self-confidence, dress, and use of space all contribute to the mood that your message takes on. Consider how you want your audience to feel when they leave your presentation and approach it with that mood in mind.

Presentation Purpose

Your presentation will have a general and specific purpose. Your general purpose may be to inform, persuade, or entertain. It’s likely that any speech you develop will have a combination of these goals. Most presentations have a little bit of entertainment value, even if they are primarily attempting to inform or persuade. For example, the speaker might begin with a joke or dramatic opening, even though their speech is primarily informational. Your specific purpose addresses what you are going to inform, persuade, or entertain your audience with the main topic of your speech.

Incorporating Backchannels

Technology has given speakers new ways to engage with an audience in real-time, and these can be particularly useful when it isn’t practical for the audience to share their thoughts verbally—for example, when the audience is very large, or when they are not all in the same location. These secondary or additional means of interacting with your audience are called backchannels, and you might decide to incorporate one into your presentation, depending on your aims. They can be helpful for engaging more introverted members of the audience who may not be comfortable speaking out verbally in a large group. Using publicly accessible social networks, such as a Facebook Page or Twitter feed, can also help to spread your message to a wider audience, as audience members share posts related to your speech with their networks. Because of this, backchannels are often incorporated into conferences; they are helpful in marketing the conference and its speakers both during and after the event.

Developing the Content

As with any type of messaging, it helps if you create an outline of your speech or presentation before you create it fully. This ensures that each element is in the right place and gives you a place to start to avoid the dreaded blank page. Figure 18.2 is an outline template that you can adapt for your purpose. Replace the placeholders in the Content column with your ideas or points.

Figure `18.2 | Presentation Outline

Introduction

The beginning of your speech needs an attention-grabber to get your audience interested right away. Choose your attention-grabbing device based on what works best for your topic. Your entire introduction should only be around 10 to 15 percent of your total speech, so be sure to keep this section short. Here are some devices that you could try:

After the attention-getter comes the rest of your introduction. It needs to do the following:

• Capture the audience’s interest
• State the purpose of your speech
• Establish credibility
• Give the audience a reason to listen
• Signpost the main ideas

Once you have identified an attention-getting, it is time to develop the body of your presentation or speech. In your body, you will focus on the specific points you would like to communicate to your audience.

Rhetoric and Argument:  Your audience will think to themselves, Why should I listen to this speech? What’s in it for me? One of the best things you can do as a speaker is to answer these questions early in your body, if you haven’t already done so in your introduction. This will serve to gain their support early and will fill in the blanks of who, what, when, where, why, and how in their minds.

Organization: An organized body helps your audience to follow your speech and recall your points later. When developing the body of your speech, recall the specific purpose you decided on, then choose main points to support it. Just two or three main points are usually sufficient, depending on the length of your speech. Anticipate one main point per two to three minutes of speaking.

Concluding on a High Note

You’ll need to keep your energy up until the very end of your speech. In your conclusion, your job is to let the audience know you are finished, help them remember what you’ve told them, and leave them with a final thought or call-to-action, depending on the general purpose of your message.

Presentation Aids

Presentations can be enhanced by the effective use of visual aids. These include handouts, overhead transparencies, drawings on the whiteboard, PowerPoint slides, and many other types of props. Once you have chosen a topic, consider how you are going to show your audience what you are talking about. Visuals can provide a reference, illustration, or image to help the audience to understand and remember your point.

Visual aids accomplish several goals:

• Make your speech more interesting
• Enhance your credibility as a speaker
• Guide transitions, helping the audience stay on track
• Communicate complex information in a short time
• Reinforce your message
• Encourage retention

Methods and Materials

There are many different presentation aids available. Before you decide on a presentation aid, think carefully about how you plan on using it and how it will enhance your presentation.

Using Visual Aids

Visual aids can be a powerful tool when used effectively but can run the risk of dominating your presentation. Consider your audience and how the portrayal of images, text, graphic, animated sequences, or sound files will contribute or detract from your presentation. Here are some tips to keep in mind as you prepare yours.

Designing Slide Decks

When you design your slide decks, you might be overwhelmed by the possibilities, and you might be tempted to use all the bells, whistles, and sounds, not to mention the flying, and animated graphics. If used wisely, a simple transition can be effective, but if used indiscriminately, it can annoy the audience to the point where they cringe in anticipation of the sound effect at the start of each slide.

Stick to one main idea per slide. The presentation is for the audience’s benefit, not yours. Pictures and images can be understood more quickly and easily than text, so you can use this to your advantage as you present.

If you develop a slide deck for your presentation, test these out in the location beforehand, not just on your own computer screen, as different computers and software versions can make your slides look different than you expected. Allow time for revision based on what you learn.

Your visual aids should meet the following criteria:

• Big: legible for everyone, even the back row
• Clear: easy for audience to understand
• Simple: simplify concepts rather than complicating them
• Consistent: use the same visual style throughout

In Figure 18.3 the slide deck on the left has a colour combination which makes the information difficult to understand. The list is not parallel and the slide contains a grammatical error. The slide deck on the right is an improved and more professional version.

Another consideration that you’ll need to make when designing your slide decks is font. As previously mentioned, think about the people at the back of the room when choosing the size of your text, to make sure it can be read by everyone. A common mistake that presenters make is to use decorative fonts or to incorporate many different fonts in their slides. This not only creates a mixed message for the audience but also makes your message difficult to read. Choose legible, common fonts that do not have thin elements that may be difficult to see.

When considering your choice of colours to use, legibility must be your priority. Contrast can help the audience read your key terms more easily. Make sure the background colour and the images you plan to use complement each other. Repeat colours, from your graphics to your text, to help unify each slide. To reduce visual noise, try not to use more than two or three colours. Blue-green colour blindness, and red-green colour blindness are fairly common, so avoid using these colour combinations if it is important for the audience to differentiate between them. If you are using a pie chart, for example, avoid putting a blue segment next to a green one. Use labelling so that even if someone is colour blind, they will be able to tell the relative sizes of the pie segments and what they signify.

Colour is also a matter of culture. Some colours may be perceived as formal or informal, or masculine or feminine. Certain colours have understood meanings; for example, red is usually associated with danger, while green signals “go.” Make sure the colours you use align with your message. If you are discussing climate change or the natural world, for example, you’d be more likely to use blues and greens rather than metallic colours to avoid confusing the audience.

Once you have prepared your visual aid, do not forget to revise. There is nothing more uncomfortable than seeing a typo or grammatical error on your screen in the middle of your presentation. These errors can create a bad impression and affect your credibility with the audience. You want your audience to focus on your message so be sure to revise to maintain the audience’s attention and keep your credibility.

Preparing to Present

You are almost ready to deliver your presentation. What are some final elements you can focus on to ensure a smooth delivery?

To deliver your presentation to the best of your ability, and to reduce your nerves once you take the stage, you need to practise by rehearsing. As you do, try to identify the weaknesses in your delivery to improve on them. For example, do you often misspeak the same words (e.g., pacific for specific; ax for ask) or do your hands or feet fidget? Use your practice time to focus on correcting these issues. These sessions should help you get comfortable and help you remember what you want to say without having to constantly refer to notes. Try practising in front of a mirror, or even recording yourself speaking to a camera and playing it back. It’s also helpful to get feedback from a supportive audience at this stage. Perhaps a few family members or friends could watch you give your presentation and provide some feedback.

Dress for Success

While there are no definitive guidelines for how you should dress for your presentation, your appearance is an important part of your audience’s first impression. If you want them to take you seriously, you’ll need to look the part. While you don’t have to wear a suit each time you present, there are some scenarios where this would be expected; for example, if you are presenting to a corporate audience who wear suits to work, you should do the same. You should dress one step above your audience. If your audience is going to be dressed casually in shorts and jeans, then wear nice casual clothing such as a pair of pressed slacks and a collared shirt or blouse. If your audience is going to be wearing business casual attire, then you should wear a dress or a suit. The general rule is to avoid any distractions in your appearance that can distract your audience’s attention from your message.

Set Up Your Environment

Depending on the circumstances of your speech or presentation, you may have some choices to make about the environment. Perhaps you have a choice of meeting rooms that you can use, or, perhaps you have only one option. If you have some flexibility, it is helpful to think about what sort of environment would best help you get your message across. For example, if you are running a workshop, you might want to assemble participants in a circle to encourage collaboration and discussion. If you are holding a webinar, you’ll need a quiet location with a strong Internet connection and a computer system. It is imperative that you think about what facilities you need well before the day of your presentation arrives. Arriving to find that the equipment you expected isn’t available is not a nice surprise for even the most experienced speaker!

If you have access to the location beforehand, you may need to move tables or chairs around to get things just the way you want them. You might choose to have a podium brought in, if you are aiming for a formal feel, for example, or you may need to position your flip chart. Double-check that you have all the equipment you need, from whiteboard markers to speakers. It is far better if you can get comfortable with the room before your audience arrives, as this will make you feel more prepared and less nervous.

If you are using technology to support your presentation (i.e., PowerPoint slides or a projector), test everything before you begin. Do a microphone check and test its volume, view your slides on the computer you will be using, check any weblinks, play videos to test their sound, or make a call to test the phone connection prior to your teleconference. Your audience will get restless quickly if they arrive and are expected to wait while you fix a technical problem. This will also make you seem disorganized and hurt your credibility as an authoritative speaker.

During the Presentation

You’ve organized your presentation with great visuals and you are ready to present. You now have to deliver your presentation. How do you effectively deliver your presentation calmly and clearly?

Managing Anxiety

Studies have been done to assess how nervous or stressful people typically get during presentations, by examining people’s physiological responses at three intervals: one minute before the presentation, the first minute of the speech, and the last minute of the speech. They discovered that nervousness usually peaked at the anticipation stage that occurs one minute before the presentation. They further found that as the speech progresses, nervousness tends to go down. Here are some things you can do to help you manage your anxiety before the presentation:

• Practice/rehearse in similar conditions/setting as your speech
• Be organized
• Think positively
• Analyze your audience
• Adapt your language to speaking style

During the presentation, there are four main areas where you can focus attention in order to manage your anxiety:

• Your body’s reaction
• Attention to the audience
• Keeping a sense of humour
• Common stress management techniques

Your Body’s Reaction

Physical movement helps to channel some of the excess energy that your body produces in response to anxiety. If at all possible, move around the front of the room rather than remaining behind the lectern or gripping it for dear life (avoid pacing nervously from side to side, however). Move closer to the audience and then stop for a moment. If you are afraid that moving away from the lectern will reveal your shaking hands, use note cards rather than a sheet of paper for your outline. Note cards do not quiver like paper, and they provide you with something to do with your hands. Other options include vocal warm-ups right before your speech, having water (preferably in a non-spillable bottle with a spout) nearby for dry mouth, and doing a few stretches before going on stage. Deep breathing will help to counteract the effects of excess adrenaline. You can place cues or symbols in your notes, such as “slow down” or “smile”, that remind you to pause and breathe during points in your speech. It is also a good idea to pause a moment before you get started to set an appropriate pace from the onset. Look at your audience and smile. It is a reflex for some of your audience members to smile back. Those smiles will reassure you that your audience members are friendly.

Attention to the Audience

During your speech, make a point of establishing direct eye contact with your audience members. By looking at individuals, you establish a series of one-to-one contacts similar to interpersonal communication. An audience becomes much less threatening when you think of them not as an anonymous mass but as a collection of individuals.

Keeping a Sense of Humour

No matter how well we plan, unexpected things happen. That fact is what makes the public speaking situation so interesting. If things go wrong, try to have a sense of humour and stay calm. The audience will respond better if you stay calm than if you get upset or have a breakdown.

Stress Management Techniques

Even when we use positive thinking and are well prepared, some of us still feel a great deal of anxiety about public speaking. When that is the case, it can be more helpful to use stress management than to try to make the anxiety go away. Here are two main tools that can help:

• Visualization: imagining the details of what a successful speech would look and sound like from beginning to end; a way of hypnotizing yourself into positive thinking by using your mind’s eye to make success real.
• Systematic desensitization: Gradual exposure to the thing that causes fear—in this case, giving a speech—can ultimately lead to decreased anxiety. Basically, the more practice you get speaking in front of people, the less fear and anxiety you’ll have about public speaking. Organizations like Toastmasters that help people confront their fears by providing a supportive environment to learn and practise is a good option if you have a true phobia around presenting or public speaking.

Focus on Verbal Communication Techniques

• Pitch : Use pitch inflections to make your delivery more interesting and emphatic. If you don’t change pitch at all, your delivery will be monotone, which gets boring for the audience very quickly.
• Volume : Adjust the volume of your voice to your environment and audience. If you’re in a large auditorium, speak up so that people in the back row can hear you. But if you’re in a small room with only a few people, you don’t want to alarm them by shouting!
• Emphasis : Stress certain words in your speech to add emphasis to them, that is, to indicate that they are particularly important.
• Pronunciation : Make sure that you know the appropriate pronunciation of the words you choose. If you mispronounce a word, it could hurt your credibility or confuse your audience. Your pronunciation is also influenced by your accent. If your accent is quite different from the accent you expect most members of your audience to have, practise your speech in front of someone with the same accent that your audience members will have, to ensure you are pronouncing words in a clear, understandable way.
• Fillers : Avoid the use of “fillers” as placeholders for actual words (like, er, um, uh, etc.). If you have a habit of using fillers, practise your speech thoroughly so that you remember what you want to say. This way, you are less likely to lose your place and let a filler word slip out.
• Rate : The pace that you speak at will influence how well the audience can understand you. Many people speak quickly when they are nervous. If this is a habit of yours, practice will help you here, too. Pause for breath naturally during your speech. Your speaking rate should be appropriate for your topic. A rapid, lively rate communicates enthusiasm, urgency, or humour. A slower, moderated rate conveys respect and seriousness.

Focus on Non-verbal Communication Techniques

• Gestures : You can use your hands or head to help you express an idea or meaning, or reinforce important points, but they can be distracting if overused. If the audience is busy watching your hands fly around, they will not be able to concentrate on your words.
• Facial Expression : Rehearse your speech in front of a mirror to see what facial expressions come across. If you are speaking about an upbeat topic, smile! Conversely, if your topic is serious or solemn, avoid facial expressions that are overtly cheerful, because the audience will be confused by the mixed message. In North American culture, the most important facial expression you can use is eye contact. Briefly catch the eye of audience members as you move through your speech. If you can’t look your audience members in the eye, they may view you as untrustworthy. You’ll want to avoid holding eye contact for too long with any one person, as too much can be unnerving.
• Posture : Try to stay conscious of your posture and stand up straight. This gives the audience the perception that you are authoritative and take your position seriously. If you are slouching, hunched over, or leaning on something, this gives the impression that you are anxious, lacking in credibility, or not serious about your message.
• Silence : Silence is a powerful technique if used well. Pauses are useful for emphasis and dramatic effect when you are speaking. Some speakers are reluctant to pause or use silence because they become uncomfortable with the dead air, but sometimes your audience needs a moment to process information and respond to you.
• Movement : You can use your body movements to communicate positively with the audience. Leaning in or moving closer to the audience helps to bridge the space of separation. Moving from one side of the room to the other in a purposeful way that supports your content is a useful way to keep your audience engaged; their eyes will track your movements. However, pacing rapidly with no purpose and no support to your message may quickly distract from your message.

Coping with Mistakes and Surprises

Even the most prepared speaker will encounter unexpected challenges from time to time. Here are a few strategies for combating the unexpected in your own presentations.

Speech Content Issues

What if a notecard goes missing or you skip important information from the beginning of your speech? Pause for a moment to think about what to do. Is it important to include the missing information, or can it be omitted without hindering the audience’s ability to understand your speech? If it needs to be included, does the information fit better now or in a later segment? If you can move on without the missing element, that is often the best choice, but pausing for a few seconds to decide will be less distracting to the audience than sputtering through a few “ums” and “uhs.” Situations like these demonstrate why it’s a good idea to have a glass of water with you when you speak. Pausing for a moment to take a sip of water is a perfectly natural movement, so the audience may not even notice that anything is amiss.

Technical Difficulties

Technology has become a very useful aid in public speaking, allowing us to use audio or video clips, presentation software, or direct links to websites. But it does break down occasionally! Web servers go offline, files will not download, or media contents are incompatible with the computer in the presentation room. Always have a backup plan in case of technical difficulties. As you develop your speech and visual aids, think through what you will do if you cannot show a particular graph or if your presentation slides are garbled. Your beautifully prepared chart may be superior to the verbal description you can provide. However, your ability to provide a succinct verbal description when technology fails will give your audience the information they need and keep your speech moving forward.

External Distractions

Unfortunately, one thing that you can’t control during your speech is audience etiquette, but you can decide how to react to it. Inevitably, an audience member will walk in late, a cell phone will ring, or a car alarm will go off outside. If you are interrupted by external events like these, it is often useful and sometimes necessary to pause and wait so that you can regain the audience’s attention. Whatever the event, maintain your composure. Do not get upset or angry about these glitches. If you keep your cool and quickly implement a “plan B” for moving forward, your audience will be impressed.

Reading Your Audience

Recognizing your audience’s mood by observing their body language can help you adjust your message and see who agrees with you, who doesn’t, and who is still deciding. With this information, you can direct your attention—including eye contact and questions—to the areas of the room where they can have the most impact. As the speaker, you are conscious that you are being observed. But your audience members probably don’t think of themselves as being observed, so their body language will be easy to read.

Handling Q&A

Question-and-answer sessions can be trickier to manage than the presentation itself. You can prepare for and rehearse the presentation, but audience members could ask a question you hadn’t considered or don’t know how to answer. There are three important elements to think about when incorporating Q&As as part of your presentation:

1. Audience Expectations

At the beginning of your speech, give the audience a little bit of information about who you are and what your expertise on the subject is. Once they know what you do (and what you know), it will be easier for the audience to align their questions with your area of expertise—and for you to bow out of answering questions that are outside of your area.

2. Timing of Q&As

Questions are easier to manage when you are expecting them. Unless you are part of a panel, meeting, or teleconference, it is probably easier to let the audience know that you will take questions at the end of your presentation. This way you can avoid interruptions to your speech that can distract you and cause you to lose time. If audience members interrupt during your talk, you can then ask them politely to hold on to their questions until the Q&A session at the end.

3. Knowing How to Respond

Never pretend that you know the answer to a question if you don’t. The audience will pick up on it! Instead, calmly apologize and say that the question is outside of the scope of your knowledge but that you’d be happy to find out after the presentation (or, suggest some resources where the person could find out for themselves). If you are uncertain about how to answer a question, say something like “That’s really interesting. Could you elaborate on that?” This will make the audience member feel good because they have asked an interesting question, and it will give you a moment to comprehend what they are asking. Sometimes presenters rush to answer a question because they are nervous or want to impress. Pause for a moment, before you begin your answer, to think about what you want to say. This will help you to avoid misinterpreting the question or taking offense to a question that is not intended that way.

A final tip is to be cautious about how you answer so that you don’t offend your audience. You are presenting on a topic because you are knowledgeable about it, but your audience is not. It is important not to make the audience feel inferior because there are things that they don’t know. Avoid comments such as “Oh, yes, it’s really easy to do that…” Instead, say something like “Yes, that can be tricky. I would recommend…” Also, avoid a bossy tone. For example, phrase your response with “What I find helpful is…” rather than “What you should do is…”

Good presentation skills are important to successfully communicate ideas in business. Make sure your presentation has a clear topic with relevant supporting details. Use verbal and non-verbal communication techniques to make your presentation engaging, and don’t forget to practice!

End of Chapter Activities

18a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

18b. Discussion Questions

Discussion Questions

• How can a speaker prepare a presentation for a diverse audience? Explain and give some specific examples.
• How can an audience’s prior knowledge affect a presentation?
• Think of someone you have met but do not know very well. What kinds of conversations have you had with this person? How might you expect your conversations to change if you have more opportunities to get better acquainted? Discuss your thoughts with a classmate.
• While managing a Q&A session following a presentation, if you find yourself unable to answer a question posed by one of the audience members which tactics can you use to maintain control of the session?

18c. Applying chapter concepts to a situation

Presenting for success

Akhil works at a software development company in White Rock called Blackball Technologies. It is a medium-sized company that allows its employees to dress casually and occasionally work from home. Akhil likes this because his preference is to wear t-shirts and jeans to the office or work from home in his pyjamas.

Blackball recently created a new software program that has the potential to make a huge profit. However, they need investors to fund their latest innovation. The new software was developed using one of Akhil’s ideas; therefore, the company chooses him to present their proposal to a diverse group of investors from several countries.

Some of the investors are not fluent in English as it is their second language. Additionally, they each have a busy day ahead as they have to listen to proposals from multiple companies. Akhil fears that the investors will not understand him. He is also nervous about the presentation due to its significance to his career. If he is successful, he will get the promotion that he has wanted for the past two years and a pay raise.

What are some of the things that Akhil should consider when presenting to the investors? 

18d. Writing Activity

Watch this video from TED.com on The Secret Structure of Great Talks . Summarize the video. What is the most interesting point made by Nancy Duarte in your opinion?

Attribution

Content attribution.

This chapter contains information from Professional Communications OER by the Olds College OER Development Team used under a CC-BY 4.0 international license.

This chapter contains information from Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative .

Media Attribution

Presentation icon made by Freepik from www.flaticon.com .

Whiteboard icon made by Phatplus from www.flaticon.com .

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Chapter 18: Business Presentations Copyright © 2020 by Venecia Williams and Olds College is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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EFFECTIVE COMMUNICATION

Oct 15, 2014

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EFFECTIVE COMMUNICATION. AGENDA. What is communication Filters in communication Effective communication Barriers to communication Listening vs Hearing Communication styles Communication with DISC styles. COMMUNICATION.

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AGENDA • What is communication • Filters in communication • Effective communication • Barriers to communication • Listening vs Hearing • Communication styles • Communication with DISC styles

COMMUNICATION • We all must use a variety of communication techniques to both understand and understood. • and who is better In speech than He who [says: "My Lord is Allâh (believes In his Oneness)," and Then stands Straight (acts upon his Order), and] invites (men) to Allâh's (Islâmic Monotheism), and does righteous deeds, and says: "I am one of the Muslims.“41VS33

COMMUNICATION O You who believe! keep Your duty to Allâh and fear him, and speak (Always) the truth. He will direct You to do righteous good deeds and will forgive You Your sins. and Whosoever obeys Allâh and his Messenger (Sal-Allaahu 'alayheWaSallam) He has indeed achieved a great achievement (i.e. He will be saved from the Hell-fire and made to enter Paradise). Ahzab vs 70-71 SuratulHujurat vs 6

COMMUNICATION “Thesinglebiggestproblemin communication is the illusion that it has taken place” What if communication werenot possible? Frustration and Chaos!

ACTIVITY Think of a recent example in which you were involved in a miscommunication and answer the following questions: 1. Why did the miscommunication occur? 2. What impact did it have? 3. If you had a chance to do it over again, what specifically would you do differently?

Do You Know? • An average person spends 50% of his or her time communicating? • Business success is 85% dependent on effective communication and interpersonal skills? • 45% of time spent communicating is listening? • Writing represents 9% of communication time? • 25% of all workplace mistakes are the result of poor communication? • A remarkable 75% of communication is non-verbal?

What is Communication? QUIZ: 1, 2, NEITHER, BOTH • A process where information is exchanged between at least two people resulting in a common understanding 2. The successful transfer of information in such a way that is received, understood and correctly acted upon

Goals of Communication • To change behavior • To get action • To persuade • To ensure understanding

Types of Communication • Mass Communication • One-to-One Communication • One-to-Group Communication • Verbal Communication • Non-Verbal Communication

Component of Communication • Verbal Communication • Vocal communication • Non-verbal communication

Filters in Communication • Filters’representourperceptionsof everythingweencounterandare basedonthesumtotal of whoweare • Filters impact: • How we see others, • How we Interpret situations • How we act and feel • “We don't see things as they are, we see them as we are.”

Features of Effective Communication • Active Listening • Eye contact • Posture • Simple language • Questioning skills

Barriers to Communication

Listening VS Hearing • Hearing – Physical process, natural, passive • Listening – - Physical as well as mental process, active, • - learned process, a skill • Listening is hard. You must choose to participate in the process of listening.

Active Listening The process of recognizing, understanding, and accurately interpreting communicated messages and responding to spoken and/or nonverbal messages. • Steps to Effective Listening: - Hearing, - Interpretation (clear your mind) • Evaluation - Respond (Give Verbal and non Verbal acknowledgement) • Make eye contact - Adjust your body posture • Avoid distracting behaviours (you can’t multitask)

Roadblocks to Active Listening • Emotional Interference • Defensiveness • Hearing only facts and not feelings • Not Seeking clarification • Hearing what is expected instead of what is said • The ‘halo’ effect (i.e., the tendency for something to be influenced by a loosely associated factor) • Automatic dismissal (e.g., “We’ve never done it that way before”) • Resistance to change

Communication Variables • Differences between sender and receiver - Attitudes - Information levels - Communication skills - Social systems - Sensory channel • Differences in previous experiences • Cultural differences • Differences in communication styles

Communication Styles

Dominant Style • Value control. • Driven by a strong inner need to lead/achieve results. • Take-charge people who seek to reach goals. • Focus on results rather than process. • Tend to downplay feelings and emotions. • Sometimes viewed as “unfeeling

Influence Style • Crave action and an energetic pace. • Seek opportunities to “shine” or to be “on stage.” • Relationships take priority over tasks. • Focus is on outcomes. • Try to influence others with optimism and friendliness. • Recognition and approval are strong motivators

Steadiness Style… • Easy going and relationship focused. • Value security. • Work to maintain stable relationships/environments. • Find change difficult. • Reliable and good at follow- through. • Appreciate respect from others. • Value others’ respect of them

Conscientious • Goal-oriented; driven to be precise and controlled. • Can seem uncomfortable at expressing or dealing with emotions. • Logical thinkers who value accuracy and organization. • Like to think through tasks before starting. • Feel a need to do things themselves. • Perfectionists and strong desire for things to be “right

Think About it… When we work with people whose natural communication style is different than our own, what are the potential conflicts?

Communicating with Dominance StylesFocus on the Fact First! So you … • support, guide, maintain self esteem • display reasoning • provide concise data • agree on goal, then get out of the way • allow them to “do their own thing” • modify workload focus • compliment on achievements • set parameters, let them take lead • argue with facts, not emotion Dominance Styles… • are concerned with being #1 • think logically • want facts and highlights • strive for results • like changes • prefer to delegate • want notice of accomplishments • need to be in charge • reflect a tendency toward conflict

Communicating with Influence StylesFocus on the Relationship First! So you … • show them you admire/like them • be optimistic/upbeat setting • support their feelings • focus on big picture • interact/participate with them • vary routine • compliment them often • do it together • avoid arguing on a personal basis • keep up a fast, lively pace • provide positive feedback Influence Styles… • are concerned with approval • seek enthusiastic situations • think emotionally • want general expectations • need contact with people • like change/innovation • want others to notice them • need help getting organized • dislike conflict • like action and stimulation • want feedback that they look good

Communicating with Steadiness StylesFocus on the Relationship First! So you … • show how to minimize risk • show reasoning • provide data, proof • demonstrate personal interest • walk through instructions • compliment steady follow-thru • give personal assurances • act non-aggressively • allow them to support others • provide friendly atmosphere • provide cooperative group • acknowledge their help/manner Steadiness Styles… • are concerned with stability • think logically • want documentation/facts • like personal involvement • need step-by-step sequence • want notice of perseverance • avoid risks/changes • dislike conflict • accommodate others • like calmness/peace • enjoy teamwork • want to be appreciated

Communicating with Conscientious StylesFocus on the Fact First! So you … • use an indirect, non-threatening approach • show reasoning • give it in writing • provide explanation/rationale • allow them to think, inquire, check • compliment them on thoroughness • let them assess/be involved in process • use tact to gain clarification/assistance • allow time to find “correct” answer • tell them the “why” and “how” Steadiness Styles… • think logically • seek data • need to know the process • use caution • want notice of their accuracy • gravitate toward quality control • avoid conflict • need to be right • like to contemplate • do not like aggressive approaches

Summary • What is Communication? • Barriers to communication • Communication filters • Listening vs Hearing • Communication Styles • Communicating with DiSC Styles

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18 Best Presentation Topics for Business Communication

Table of Contents

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

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

What is a business presentation in business communication?

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

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

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

18 Best Topics for Business Communication Presentation 

1/ the importance of emotional intelligence in business communication.

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

2/ The Role of Nonverbal Communication in Business Communication

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

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

3/ Workplace Health and Wellness In the Business Environment

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

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

4/ The Art of Persuasion in Business Communication

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

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

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

6/ Writing Effective Business Emails

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

7/ Business Communication Ethics

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

8/ How to Give and Receive Constructive Feedback

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

9/ Cross-Cultural Communication in Global Business

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

10/ How to Manage Conflict in the Workplace

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

11/ Building Strong Business Relationships

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

12/ Using Data Visualization to Communicate Business Insights

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

13/ Managing Virtual Communication Challenges

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

14/ The Art of Negotiation in Business

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

15/ The Impact of Technology on Business Communication

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

16/ The Role of Communication in Change Management

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

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

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

18/ Communicating During Times of Crisis

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

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

General business topics for presentation

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

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

Business communication skills topics for presentation 

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

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

Must Read: Top 10 business communication skills

Management topics for presentation 

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

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

Business communication topics for college students

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

Presentation topics for professional communication 

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

5-minute business presentation topics

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

What is a good business presentation? 

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

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

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

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

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

What is the importance of business communication presentation and style

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

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

What are the 5 types of business presentations? 

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

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

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

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

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

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

What are the uses of PPT in business communication? 

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

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

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

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

Advantages and disadvantages of presentation in business communication

Advantages of presentation in  business communication.

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

Disadvantages of presentation in  business communication

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

Frequently Asked Questions 

Q1) what are the topics of business communication .

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

Q2) How to do presentations in business communication?

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

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

Q3) How do I start a business presentation? 

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

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

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6 Negotiation Skills All Professionals Can Benefit From

• 11 May 2023

As a business professional, it’s almost guaranteed that you’ll need to participate in negotiations, regardless of your job title or industry. Chances are you already participate in them more often than you realize.

Negotiating a job offer, asking for a raise , making the case for a budget increase, buying and selling property , and closing a sale are just a few examples of the deals you might be involved in.

You likely flex your negotiation skills in your personal life, too, making it crucial to become a skilled negotiator in all areas of life.

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If you want to strike effective deals and improve the outcomes of future negotiations, you need an arsenal of skills. Investing time and energy into developing them and learning the negotiation process can prepare you to maximize value at the bargaining table.

“Enhancing your negotiation skills has an enormous payoff,” says Harvard Business School Professor Michael Wheeler in the online course Negotiation Mastery . “It allows you to reach agreements that might otherwise slip through your fingers. It allows you to expand the pie—create value—so you get more benefits from the agreements that you do reach. It also, in some cases, allows you to resolve small differences before they escalate into big conflicts.”

Here are six essential negotiation skills and ways to develop your knowledge and confidence.

Check out our video on negotiation skills below, and subscribe to our YouTube channel for more explainer content!

Negotiation Skills

1. communication.

To achieve your ideal outcome at the bargaining table, it’s essential to clearly communicate what you’re hoping to walk away with and where your boundaries lie.

Effective negotiators develop communication skills that allow them to engage in civil discussion and work toward an agreeable solution.

Deal-making requires give and take; it’s critical to articulate your thoughts and actively listen to others’ ideas and needs. Not doing so can cause you to overlook key components of negotiations and leave them dissatisfied.

2. Emotional Intelligence

For better or worse, emotions play a role in negotiation, and you can use them to your advantage.

For example, positive emotions can increase feelings of trust at the bargaining table. Similarly, you can channel anxiety or nervousness into excitement.

You need a high degree of emotional intelligence to read other parties’ emotions. This can enable you to pick up on what they’re implying rather than explicitly stating and advantageously manage and use your emotions.

Related: The Impact of Emotions in Negotiation

3. Planning

Planning ahead with a clear idea of what you hope to achieve and where your boundaries lie is essential to any negotiation. Without adequate preparation, you can overlook important terms of your deal or alternative solutions.

First, consider the zone of possible agreement (ZOPA) . Sometimes called the bargaining zone, ZOPA is the range in which you and other parties can find common ground. A positive bargaining zone exists when the terms you’re willing to agree to overlap. A negative one exists when they don’t.

Next, it’s beneficial to understand your best alternative to a negotiated agreement (BATNA). If your discussion lands in a negative bargaining zone, your BATNA is the course of action you’ll take if the negotiation is unsuccessful. Knowing your BATNA can ensure you have a backup plan if you can’t reach an agreement. It can also help you avoid leaving the table empty-handed.

4. Value Creation

Value creation is one of the key skills you should add to your negotiation toolkit.

To illustrate its importance, consider this analogy: When participating in a negotiation, you and the other parties typically try to obtain the biggest “slice of the pie” possible. Vying to maximize your slice inherently means someone will get a smaller piece.

To avoid this, shift your goals from growing your slice to expanding the whole pie. The benefits of doing so are twofold: First, you can realize greater value; second, you can establish a sense of rapport and trust that benefits future discussions.

5. Strategy

In addition to thorough preparation and the ability to create value, you need a clear understanding of effective negotiation tactics . By knowing what works and what doesn’t, you can tailor your strategy for every negotiation.

To develop a strong negotiation strategy , take the following steps:

• Define your role
• Understand your value
• Consider your counterpart’s vantage point
• Check in with yourself

Following this process can enable you to formulate a clear plan for the bargaining table. By understanding the roles of those involved, the value they offer, and their advantages, you can work toward a common goal. Checking in with yourself throughout the negotiation can also ensure you stay on the path to success.

6. Reflection

Finally, to round out your negotiation skills and develop your proficiency, reflect on past negotiations and identify areas for improvement.

After each negotiation—successful or not—think about what went well and what could have gone better. Doing so can allow you to evaluate the tactics that worked in your favor and those that fell short.

Next, identify areas you want to work on and create a plan of action. For example, if you had trouble aligning your goals with your counterpart’s, review concepts like ZOPA and BATNA. If your negotiations often leave you dissatisfied, learn new ways to create value.

How to Negotiate Professionally

No matter your strengths and weaknesses, practice is a surefire way to develop your skills. The more you negotiate, the more prepared you’ll be in the future.

Structured learning opportunities can be highly beneficial. Negotiation books and articles are effective starting points for learning deal-making basics. Those that explore real-life examples of successful negotiations can provide perspective on how others navigated difficult discussions and approached conflict resolution.

Another option is to take an online course, such as Negotiation Mastery . In addition to learning from real experts—including public officials, executives, and military officers—you can participate in interactive negotiation simulations that allow you to apply your knowledge and develop your skills. You can also gain insight into negotiation’s emotional aspects and learn how to conduct an after-action review to inform future dealings.

Do you want to hone your bargaining skills? Explore our online course Negotiation Mastery and download our free leadership e-book to discover how you can become a more effective deal-maker.

This post was updated and republished on May 11, 2023. It was originally published on Sept. 2, 2021.

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Accelerating innovation: A new era of AI at work begins

• John Cable – Vice President, Windows Program Management
• Keena Grigsby – General Manager, Windows Marketing

At Microsoft, we continue to innovate across platforms to unlock everyone’s full potential, with AI giving time back in the day to be more creative, more strategic and more innovative. Yusuf Mehdi, Executive Vice President, at Microsoft, announced today how we are revolutionizing the PC for the AI era with Copilot+ PCs. By unleashing hybrid AI with Copilot+ PCs, we’re extending our vision for AI at work to the edge.

Organizations can deploy Copilot+ PCs to get the fastest, most intelligent Windows PC ever built. Utilizing powerful new silicon with an NPU (neural processing unit) capable of an incredible 40+ TOPS (trillion operations per second), Copilot+ PCs provide organizations an exceptional AI endpoint for work, and a foundation for your chip-to-cloud solution stack. Copilot+ PCs unlock industry leading AI acceleration with up to 2x faster NPU performance than MacBook Air and MacBook Pro. [1]

New ways of working are flourishing with next-generation AI—more than 90% of Fortune 500 companies are using Windows 11 [2] and are ready for the age of Copilot. Now, with Copilot+ PCs, organizations can deploy devices purpose-built for AI with Copilot for Microsoft 365, [3] enabling a powerful, advanced solution for AI at work. Organizations who use these devices will be equipped with new levels of performance to handle demanding workloads, unique AI experiences, all with the most advanced Windows security. With exciting new features like Recall, users can find mission-critical information faster, turn ideas into action and safeguard their most sensitive data.

“The new AI-based (NPU) processor significantly supports our AI-driven workflows, taking our services to the next level.”

–           Christian Glanz, CIO, Deutsche Vermögensberatung (DVAG)

Delivering powerful performance for transformative impact

The first Copilot+ PCs available feature the advanced Snapdragon X Elite Arm processors from Qualcomm which are incredibly efficient, providing up to 22 hours of local video playback [4] or up to 15 hours of web browsing. [5] Copilot+ PCs are designed to work smoothly with business apps and Windows 365 Cloud PCs, providing the seamless Windows experiences organizations expect. Devices with Intel and AMD processors will follow later this year.

Nearly 90% of the total app minutes that users spend in apps today have native Arm versions, providing the most efficient and performant experience. [6] And if they need to run apps in emulation, they’ll experience a significant performance boost with the new Prism emulator for app compatibility and performance. Emulated apps on PCs running the Snapdragon X Elite are more than 2x faster than previous generation Windows Arm devices running Windows 11 22H2. [7]

Unlocking productivity superpowers

With Copilot+ PCs organizations now have advanced AI experiences at the edge. A recent study shows that employees can save more than an entire workday, or 10 hours, each month just by using AI just for routine tasks like finding content. [8]

Leveraging the power of the NPU, Copilot+ PCs enable new features like Recall, [9] Live Captions with translation [10] and Windows Studio Effects. These new features can unlock productivity benefits for users in organizations of all sizes.

Recall instantly

In today’s workplace, people are struggling to stay afloat in a flood of meetings, messages, files and information. With Recall, in just a few words for context, you can find almost anything you’ve seen on your desktop. [11] Just describe it using text or visual search, and Recall will show you snapshots of the most relevant content in a way that feels like having photographic memory. Seamlessly take the next step in your workflow right from the snapshot, including relaunching the original content in a webpage or Microsoft 365 app. [3]

We know that privacy is important. With enhanced privacy controls, you can decide which information Recall can capture. Copilot+ PCs are also designed so that even the AI running on your device can’t access your private content. In addition, IT admins can use Microsoft Intune to disable Recall from saving any snapshots, and new policies are coming later to enable IT to centrally filter specific apps and websites.

Recall: Describe it to find it with just a few words for context.

Enhancing communication with Live Captions and real-time translation

Organizations today operate in an increasingly global environment with fluid, dynamic workstyles and a diversity of languages, abilities and locations. To help empower employees and serve customers anywhere, Live Captions can translate more than 40 languages into English, including speakers in real-time videocalls, recordings and streamed content.

Live Captions with real-time translation.

More effective meetings anywhere with Windows Studio Effects

Today’s fluid workstyles also mean that we aren’t always in an office for important meetings. With Windows Studio effects, you can put your best self forward in videocalls with features like flattering portrait lighting, creative filters and natural-looking eye contact, while enhanced noise canceling, and background blur shut out distraction. Features are easily accessible in Quick Settings, so you can make changes on the go.

Have more effective meetings anywhere with Windows Studio Effects

Turbocharging your business impact

IT leaders are already building their AI enabled future. And Copilot+ PCs are the next step in that AI empowerment journey as the best endpoints for AI. Like all new Windows 11 devices, Copilot+ PCs are easy to deploy and manage, compatible with your existing technology and designed to be secure by default.

Copilot+ PCs run on Windows 11 which means organizations can deploy, manage and secure Copilot+ PCs with the tools they’re already using as part of their existing Windows fleet. This includes comprehensive, automated updates with Windows Autopatch, easy deployment of security policies with Microsoft Intune and zero-touch provisioning with Windows Autopilot. [12] In addition, the App Assure program is always standing by to help resolve any compatibility issues.

These business-ready devices are Secured-core PCs that include the Microsoft Pluton security processor for the highest level of Windows security by default. While Secured-core PCs were once considered specialized devices for people handling sensitive data, anyone with a Copilot+ PC will benefit from advanced AI and hardware-backed security to protect everything from credentials and business files to Recall content. To learn more about security in Copilot+ PCs, be sure to check out the latest blog from David Weston, Vice President, Enterprise and OS Security at Microsoft.

Building an AI workload foundation with Copilot+ PCs

Copilot+ PCs are business-ready. We recommend IT admins begin testing and readying for deployment, empowering your workforce with access to powerful AI features on these high-performance devices.

To help organizations get started, we’ve been working with global strategic partners who can provide Copilot+ PCs and services to advance your AI at work journey:

Windows strategic device partners

We can’t wait to see where you go in the new era of AI at work!

Learn more about Copilot+ PCs and include these powerful new devices alongside new Windows AI PCs in your plans for upgrading to Windows 11 before Windows 10 end of support, which is coming in October, 2025.  Make sure to watch Build tomorrow to learn more about how developers can take advantage of this incredible new hardware.

[1] Tested May 2024 using Procyon AI Overall Score comparing Copilot+ PCs with Snapdragon X Elite 12 core and Snapdragon X Plus 10 core configurations to MacBook Air 15” [M3, 8 core CPU/10 core GPU configuration] and MacBook Pro [M3 Pro, 12 core CPU/18 core GPU configuration].

[2] Microsoft Q3 Earnings call April 25, 2023.

[3] Sold separately.

[4] Battery life varies significantly based on device configuration, usage, network and feature configuration, signal strength, settings and other factors. Testing conducted May 2024 using the prelease Windows ADK full screen local video playback assessment under standard testing conditions, with the device connected to Wi-Fi and screen brightness set to 150 nits. Tested with Windows Version 26097.5003 (24H2).

[5] Battery life varies significantly based on device configuration, usage, network and feature configuration, signal strength, settings and other factors. Testing conducted May 2024 using the prelease Windows ADK web browsing assessment under standard testing conditions, with the device connected to Wi-Fi and screen brightness set to 150 nits. Tested with Windows Version 26097.5003 (24H2).

[6] Based on snapshot of aggregated, non-gaming app usage data as of April 2025 for iGPU-based laptops and 2-in-1 devices running Windows 10 and Windows 11 in US, UK, CA, FR, AU, DE, JP.

[7] Tested May 2024 using Geekbench 5 on a Copilot+ PC with Snapdragon® X Elite 512GB, 16GB RAM compared to device with Qualcomm 8cx Gen 3 512GB,16GB RAM. Performance varies significantly by device.

[8] 2024 Annual Work Trend Index , Microsoft and LinkedIn.

[9] Optimized for select languages (English, Chinese (simplified), French, German, Japanese and Spanish). Content-based and storage limitations apply. Learn more .

[10] Currently supports translation for video and audio subtitles into English from 40+ languages. Learn more .

[11] Optimized for select languages (English, Chinese (simplified), French, German, Japanese and Spanish). Content-based and storage limitations apply. Learn more .

[12] Requires Microsoft Intune and Entra ID, sold separately.

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Climate crisis requires behavioral change, and social media may be a powerful tool to help bring it about, Kelley research shows

Posted on May 24, 2024 by George Vlahakis

Social media can be an effective tool to encourage prosocial behavior benefiting others.

BLOOMINGTON, Ind. – Much has been said about the power of social media – for good and for bad — and its importance as a communications and engagement tool. Research from the Indiana University Kelley School of Business shows how social media can be an effective tool to encourage prosocial behavior benefiting others — such as energy conservation.

“By combining social proof appeals with the ease of use, scalability, and cost effectiveness of social media, new media in marketing can help play a role in affecting positive change along many social dimensions, including behavior related to climate change,” Kelley Gullo Wight , assistant professor of marketing at the Kelley School, and her two co-authors wrote in their paper, “ Making Prosocial Social: The Effectiveness of Social Proof for Energy Conservation Using Social Media .”

Kelley Gullo Wight

“Addressing the current climate crisis requires behavioral change, and social media may potentially be a powerful tool to help influence such change,” they added. “Social media is a cheap and scalable channel, which enables users to reach an audience of similarly minded individuals in order to encourage environmentally sustainable behavior, such as saving energy.”

Their findings are consistent with the remarkable results of efforts by climate activist Greta Thunberg , who successfully used social media to encourage fellow school students worldwide to participate in weekly school strikes to raise awareness about climate change. Thunberg employed two powerful marketing tactics – her affiliation with fellow students and social proof – and millions joined her.

In their research, Wight and her co-authors set out to examine the effectiveness of social media in nudging energy-saving behavior and how it can be best leveraged to bring about mass behavioral change to address the climate crisis. To do that, they used evidence from both a large-scale energy efficiency campaign, the Rhode Island Energy Challenge , which was a partnership between non-profit  SmartPower and the electric utility National Grid, and a controlled experiment the authors conducted.

The results of both studies found that social media messages sent by someone with whom the recipients are affiliated — such as local employers, faith-based organizations, or municipal governments — are substantially more effective, particularly when providing evidence of proof that others are taking positive actions – social proof.

This was even the case when an organization isn’t otherwise directly connected to the desired prosocial behavioral outcome.

“This runs counter to what one might predict in other contexts, such as using social media to sell consumer goods, in which nonaffiliate message senders – such as influencers, celebrities and domain experts — may be more effective,” Wight said.

“Prosocial behavior is characterized by an intent to benefit others, through activities such as sharing, helping, and volunteering. It is, by its definition, tied to a community and when we engage in it, we intend to do something for the good of the community,” she added. “Unlike when social media is used to promote a product or service, when a group that a person belongs to encourages a prosocial behavior, it is implied that engaging in it benefits themselves and one another, which is what we found.”

Other authors of the paper, which appears in the Journal of the Association for Consumer Research, published by the University of Chicago Press, are Bryan Bollinger , professor of marketing and the George A. Kellner Faculty Fellow at New York University’s Stern School of Business; and Kenneth Gillingham , senior associate dean of academic affairs and professor of economics at the Yale University School of the Environment.

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