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How To Create a Project Presentation: A Guide for Impactful Content

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Corporate, academic, and business meetings share one common factor: successfully delivering project presentations. This is one skill professionals should harness in terms of articulating ideas, presenting plans, and sharing outcomes through an effective project presentation.

In this fast-paced reality where new tools and frameworks make us question the human factor value, we believe there’s much to be said about how working towards building presentation skills can make a difference, especially for making a project stand out from the crowd and have a lasting impact on stakeholders. We can no longer talk about simply disclosing information, the manner in which the narrative is built, how data is introduced, and several other factors that speak of your expertise in the subject.

This article will explore the art of project presentation, giving insights to presenters to deliver a memorable project plan presentation. Whether you are new to this experience or a seasoned presenter, this article promises to give you valuable information on how to build and present a project presentation that resonates with your target audience and will convert into your expected results for the project. Let’s get started.

Table of Contents

  • Who is the audience of a project presentation?

Executive Summary

Project overview, the project process model, the project scope, the project resources, the project roadmap, the project activities plan, the project risks, quality control, project execution and monitoring.

  • The Project Team

What Is a Project Presentation?

A project presentation is a business activity that brings together stakeholders and team members to oversee a project from execution to completion. During a project presentation, one or two people present a document or slide deck with an overview of all the project’s details.

During a project presentation, the project manager highlights key data about the project initiation and planning activities, like the project scope, requirements gathering, a deliverable list, timelines, and milestones.

The first instance of a project presentation is right before the execution of the project itself. Then, during the project process life cycle, you present it again with timely updates and news about the progress.

Who is the audience of a project presentation? 

A project-related audience is made up of stakeholders – all individuals and entities that affect or are affected by the project’s existence.

Discuss the project presentation with team members that’ll work on the project so they know what’s at stake and what’s expected of them. They’ll need information like requirements, the roadmap, the work breakdown structure, and deliverables.

Stakeholders

Present your project to the stakeholders that can authorize resources and expenditures. Show them how the project will offer the solutions they want under the conditions they impose in a set amount of time. 

Stakeholders want to know details like project scope, budget breakdowns, timing calculations, risk assessments, and how you plan to confront these risks and be ready for changes. 

The Structure of a Project Presentation

Project presentations follow a standard structure covering all critical elements. Follow this guideline to ensure that you cover everything with the slides, the speech, and the discussion.

In the next section, we describe a project presentation structure you can build with SlideModel templates. As you will see, most sections in the structure are summaries or overviews of project management practices completed during initiation and planning. 

At the start of your presentation, add an executive summary . This section is meant to welcome the viewer to the presentation and give an idea of what’s to come. To differentiate your executive summary from the project overview that comes right after it, use the opportunity to place the project into context. 

In the executive summary, show how this particular project fits into the overall strategy for the company or the section it belongs to. If, for example, your project is about TikTok Marketing, offer information as to how it fits in the overall marketing strategy.

Continue the presentation with a project overview to show the audience what to expect. This section covers one slide or a combination of slides depending on the layout. The project overview slide serves as the introduction to a project presentation and what’s inside.

Include these items:

  • An Introduction with a brief background about the project. 
  • A short explanation of the project’s objectives and completion goals.
  • A quick overview of the timeline with start and end dates.

Project Overview representation in a Project Presentation

The project life cycle is the series of phases that a project goes through from its inception to its completion. The project process model is the group of knowledge areas, processes, and their relationships that will guide the activities along the project lifecycle. The next slide should display the chosen project process model and explain how it’ll be carried out along the different lifecycle phases. Project process models examples include Waterfall, Scrum, and V Model for software development, and Business Process Modeling Notation (BPMN) and Swimlane for general business-related projects.

Process models are important for the team to understand execution processes. Stakeholders need to see the process model to understand the systematic process of activities and how long they will take. 

Use one slide for the model, show only high-level components, and offer details during the presentation if the audience asks for them.

The scope is a crucial element of any project and needs its own section in the presentation. The scoping process begins with requirements gathering and includes the creation of a work breakdown structure , an analysis of what’s in and out of scope, plus validation and scope management plans. 

One or two slides are enough to highlight key scope details in a dashboard-style layout mirroring the information on your project scope statement. Preferably, place the scope slides towards the start of the project presentation close to the process model and project resources.

Stages of a Project Scope

Every project needs resources, and that assessment must be included in the project presentation as well. In a general sense, all resources are what make up the overall budget for the project. In turn, you’ll need to show a budget breakdown that shows high-level resources.

Like many aspects of a project presentation, what you include depends on the industry you’re working for. Construction projects use constructors, materials, machinery, etc. Software projects use programmers, designers, software licenses, computers, etc.

Budget breakdown slide in a project presentation

Time is the main resource of any project. During project planning, the project management team estimates the required effort needed to complete the defined scope. Using the Project Process Model, Scope, and Resources, a plan is built. Present a roadmap to highlight the expected time for project completion and where each milestone falls along that line.

Roadmaps can be constructed with an infinite variety of visual layouts, from highly creative and illustrative to structured formats resembling spreadsheets and tables with color-coded roadmaps across the cells. Use one slide to show the roadmap highlighting time estimates, constraints, and projections. For updated project presentations, mark where the project is on the roadmap at that particular moment in time.

Project roadmap

Every phase of the roadmap is broken down into action plans . Action plans list activities, their duration, allocated resources (human, material, and financial), and the relationship between activities.

Present your project activities plan with a Gantt Chart and a Costs Report. The Gantt Chart will show the activities to execute, how long they will take, and who (person or team) will be responsible for them. The costs reports will show how much the execution of activities will cost.

During the presentation, you’ll spend the most time on this section, as this is when and where your entire plan is outlined. To show more detail than the roadmap overview, use a few slides to show specific sections of the main Gantt chart and show key activities per phase or milestone.

Project activities plan

All projects present risks, and to control them, they must be identified, assessed, evaluated, and mitigated . Visualize your risk assessment with a risk matrix and include it in the project presentation. 

Use this slide to explain to stakeholders how you plan to mitigate the identified risks. Share with team members what’s expected of them in order to keep the risks under control. Risk management is a critical component of project management and something stakeholders will always be looking at.

Risk matrices formats

Controlling the quality of project deliverables is critical for positive project outcomes and continued success with the deliverable. This process is called quality control or quality assurance.

The project process model includes which quality control techniques the team will use and when. Some quality assurance (QA) techniques include statistical process control (SPC), Six Sigma, ISO 9000, and Total Quality Management (TQM). Use one slide to visualize the process and your plan to execute it.

Once the project starts, the project plan is a living entity and evolves over time. This section will need to be regularly updated with progress reports, performance KPIs, and status updates.

Across these slides, explain how activities will be monitored and deliverable outcomes measured. Show exactly how you will determine if the project is on course or has deviations. Visualize all execution activities with a Gantt chart to show the current progress. Use big numbers and data points to highlight performance metrics. Use a comparison slide to visualize the completeness percentage vs. planned progress and budget consumption vs. planned budget.

Explain all monitoring activities for the execution phase using a calendar or schedule that shows on what days activities will take place and who is involved.

how to project presentation

The Project Team 

When presenting a project, include a stakeholder map to describe the management team, the sponsors, the main stakeholders, and the implementation team or teams. Depending on the size of the project, this will be an org chart or multiple org charts across a few slides.

Why is it important to present the project team to the stakeholders and vice versa? So that everyone involved knows the other parties and their responsibilities.

Another use for the team slide or slides is to present the next person who will speak during the project presentation. This gives the audience some background on that person’s role in the project.

Visual org chart of the project team

Case Study – Project Presentation Example

Using the structure we present above, we outlined a case study of a realistic project and how the project manager puts together the project presentation using SlideModel templates. The project presentation example is based on a complex project of building a bridge (Cline Avenue Bridge). For the educational purpose of this article, we are not delivering all the elements of the project presentation, as it is out of scope. Still, we illustrate the more representative slides of each section, show how to prepare a PowerPoint Presentation for a project and how simple it is to adapt the templates to the content that needs to be presented. As a disclaimer, all information we present is an adaptation and reinterpretation of the real project, modified by SlideModel to fit the use case learning goals. This information and presentation should not be considered a source of information related to the Cline Avenue Bridge Project.

In this slide, the presenter summarises the project highlights in a project charter style. The Project Manager can extend this introduction all over the project lifecycle, and the speech can jump from different knowledge areas without the need to change slides or get deeper into details. Specifically, in the Cline Bridge Project, the objective is narrated, the location is just mentioned and linked to a map for further details, and a set of important facts are presented (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). Key Highlights of the final deliverable are listed (Segmental Bridge, Material Concrete, 1.7 miles of length and 46 feet of width)

Project Presentation Project Overview Slide

Process Model

The Process Model slide illustrates the framework for the project lifecycle, processes, planning, and execution. In this slide, the Project Manager will describe the model and how it is tailored to the specifics of the project. In this case, for the development and construction of the Cline Bridge, the builder has defined the use of BIM (Building Information Modelling) as the process model. During this slide, the presenter can describe the lifecycle phases (Design, Production, Construction, Operation, and Planning) and drill down one level over the knowledge practices involved. For example, the initial stage consists of “Design”, which has two main knowledge areas, Conceptual Design, and Detailed Design. The project manager is able to explain this definition without the need to outline detailed processes and activities within them.

building information modelling project process model

The Scope section of the presentation generally involves several slides, as the content layout is a list of “requirements.” Based on this fact, a table layout is suggested to make good use of space. It is important to avoid abusing the “list” and present the group of requirements rather than specific requirements. Otherwise, the project manager ends up transcribing the requirements document.

In this project presentation example, we present 10 groups of requirements traversing different stages of the project lifecycle. 

  • Design Standards: Bridge design must comply with local, national, and international design standards, including relevant engineering and safety codes
  • Load Capacity: The bridge must be designed to safely carry a specific maximum load, which would include the weight of the bridge itself, traffic, pedestrians, wind, and other factors.
  • Seismic Design: The design must account for seismic loads. 
  • Aesthetic Design: The bridge must be designed to meet certain aesthetic criteria aligned with the artists and architects.
  • Accessibility and Use Requirements: Requirements for pedestrian walkways, bike lanes, vehicle lanes, load restrictions for vehicles, clearance heights for boats if over a waterway, etc.
  • Regulatory Approvals: The project must secure all necessary permits and approvals from relevant local and national regulatory bodies.
  • Environmental Impact: The project must take steps to minimize its environmental impact during construction and the operation of the bridge, including implementing erosion and sediment controls.
  • Materials Simulation: Materials should comply with regulations and usage expectations for current and future expected requirements.
  • Site Preparation: The project must include preparation of the construction site, including any necessary land clearing or grading.
  • Foundations Construction: Foundations will need to support materials weight and traffic expected for the next 30 years.
  • Site Acquisition: Acquire site and terrain for building and logistics.

build bridge project presentation scope slide

Building a bridge involves a high level of resource usage. In an executive meeting of a project presentation, the recommendation is to structure this section as a Financial table with only one level of detail. Further details are delegated to specific resources and cost analysis presentations.

The resources list presented is:

  • Professional Services
  • Construction Labour
  • Quality Assurance
  • Contingency
  • Waste Disposal and Cleanup
  • Subcontractors

In order to break the style of table after table during the project presentation, we suggest using visual elements as icons and colors metaphorically related to each of the elements listed.

project presentation resources slide template

Project Roadmap

As explained earlier in the article, the project roadmap serves to offer a comprehensive overview of the significant milestones that will happen over the course of time. Given the magnitude of a bridge construction project and its prolonged duration, it is advisable, particularly for such extensive endeavours, to present a roadmap that aligns milestones with corresponding lifecycle phases in a discernible manner. This approach enables the audience to mentally envision the sequential progression of the construction process.

Aligned with previous slides, in the example we created a roadmap with the following high level milestones, and sub componentes:

  • Project Budgeting and Financing
  • Land Purchase & Renting
  • Conceptual Design
  • Detailed Design
  • Access Routes
  • Waste Disposal
  • Simulations
  • Materials Tests
  • Seismic Tests
  • Fabrication
  • Preparation of Modular Pieces
  • Build and Assembly
  • Test under Acceptance Criteria
  • Stress Test
  • Operation and Maintenance

As you can see, the Project Manager decided over a sequential roadmap, presented with little detail in timings, with start and end dates to picture dimension over the diagram.

project roadmap template case study build a bridge

Action Plan

In the bridge construction project of the example, there will be plenty of activity plans. All along the project several of these slides will be created and updated. The most suitable option for presentation tasks, durations, precedence relationship and resource allocation is the Gantt Chart Template. We present the first Quarter of the project, over the Conceptual Design Activities. 

As displayed in the PowerPoint Slide , the subtitle clarifies the number of slides that will be used for this purpose.

The activities presented are:

  • Site Analysis
  • Feasibility Analysis
  • Design Concepts
  • BIM Model Creation
  • Model Revision
  • Environmental Impact
  • Present Design

action plan conceptual design project presentation

Project Risks

Risk management is an iterative process all over the project life cycle. When presenting your projects, the risks will vary depending on the progress over the roadmap. For this specific example we decided to present the risks being discussed during the Ideation stage, where the developer is exchanging risks with contractors and the company that will build the bridge.

Our suggested layout for this kind of information is a simple table, where the risks are clearly readable and visible, while the description is a hint for discussion rather than an in depth explanation.

It is very important to classify the presented risks, at least with two dimensions; “Impact” and “Probability”. This will generate quality conversations around them. 

Outlined Risks during the Initiation Phase:

  • Design Errors
  • Construction Delays
  • Budget Overruns
  • Regulatory Changes
  • Site Conditions
  • Equipment Failures
  • Health and Safety Incidents

As the reader can spot, the risks outlined, are very high level, and each of them will trigger specific Risk Analysis Reports.

project presentations risks outline slide powerpoint template

The quality control section of the project presentation may vary depending on the quality process adopted. For large scale companies with a uniform portfolio of projects , it is common to see a continuous improvement quality model, which iteratively builds quality over the different projects (for example software companies) For construction companies like the example, the situation is not different, and the quality control model is aligned with the specific building process model. In this specific case, the project manager is presenting the quality control process to be applied over the BIM model and the Quality Control process to be followed for the physical construction of the bridge:

project presentation case study quality control BIM process model

Execution and Monitoring

During the project, several status meetings will be carried out. During the project presentation the manager can establish the pattern to be used along the project.

For this example, we set a basic progress dashboard where the project manager can present : 

  • The current timeline
  • Top 5 issues
  • Current Burndown
  • Top 5 risks.

project presentation case study PowerPoint dashboard

The art of project presentation goes beyond listing data in random slides. A project presentation is a powerful tool to align stakeholders and foster an environment of trust and collaboration over factual information.

With a structured approach, all members involved in the project design and execution can understand the direction that’s being taken and the importance behind certain decisions. We hope these insights can turn your project into a powerful presentation that inspires and deliver results.

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What are the main difficulties when giving presentations?

How to create an effective presentation, after that, how do i give a memorable presentation, how to connect with the audience when presenting.

If you’ve ever heard someone give a powerful presentation, you probably remember how it made you feel. Much like a composer, a good speaker knows precisely when each note should strike to captivate their audience’s attention and leave them with a lasting impression.

No one becomes a great public speaker or presenter without practice. And almost everyone can recall a time one of their presentations went badly — that’s a painful part of the learning process.

Whether you’re working within a small creative team or a large organization, public speaking and presentation skills are vital to communicating your ideas. Knowing how to present your vision can help you pitch concepts to clients, present ideas to your team, and develop the confidence to participate in team meetings.

If you have an upcoming presentation on the horizon and feel nervous, that’s normal. Around 15-30% of the general population experience a fear of public speaking . And, unfortunately, social anxiety is on the rise, with a 12% increase in adults over the last 20 years . 

Learning how to give a good presentation can dismantle your fears and break down these barriers, ensuring you’re ready to confidently share your point of view. 

It’s the week before your presentation, and you’re already feeling nervous . Maybe there’ll be an important mentor in the room you need to impress, or you’re looking for an opportunity to show your boss your value. Regardless of your countless past presentations, you still feel nervous. 

Sharing your vision and ideas with any sized group is intimidating. You’re likely worrying about how you’ll perform as a presenter and whether the audience will be interested in what you offer. But nerves aren’t inherently negative — you can actually use this feeling to fuel your preparation.

businesswoman-speaking-from-a-podium-to-an-audience-in-a-conference-room-how-to-give-a-good-presentation

It’s helpful to identify where your worries are coming from and address your fears. Here are some common concerns when preparing for an upcoming presentation:

Fear of public speaking: When you share your ideas in front of a group, you’re placing yourself in a vulnerable position to be critiqued on your knowledge and communication skills . Maybe you feel confident in your content, but when you think about standing in front of an audience, you feel anxious and your mind goes blank.

It’s also not uncommon to have physical symptoms when presenting . Some people experience nausea and dizziness as the brain releases adrenaline to cope with the potentially stressful situation . Remember to take deep breaths to recenter yourself and be patient, even if you make a mistake.

Losing the audience’s attention: As a presenter, your main focus is to keep your audience engaged. They should feel like they’re learning valuable information or following a story that will improve them in life or business.

Highlight the most exciting pieces of knowledge and ensure you emphasize those points in your presentation. If you feel passionate about your content, it’s more likely that your audience will experience this excitement for themselves and become invested in what you have to say.

Not knowing what content to place on presentation slides: Overloading presentation slides is a fast way to lose your audience’s attention. Your slides should contain only the main talking points and limited text to ensure your audience focuses on what you have to say rather than becoming distracted by the content on your slides.

Discomfort incorporating nonverbal communication: It’s natural to feel stiff and frozen when you’re nervous. But maintaining effective body language helps your audience stay focused on you as you speak and encourages you to relax.

If you struggle to incorporate body language into your presentations, try starting small by making hand gestures toward your slides. If you’re working with a large audience, use different parts of the stage to ensure everyone feels included. 

Each presenter has their own personal brand and style. Some may use humor to break the ice, while others might appeal to the audience’s emotional side through inspiring storytelling. 

Watching online presentations, such as TED talks, is an excellent way to expose yourself to various presentation styles and develop your own. While observing others, you can note how they carry themselves on stage and learn new ways to keep your audience engaged.

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Once you’ve addressed what’s causing your fears, it’s time to prepare for a great presentation. Use your past experience as inspiration and aim to outshine your former self by learning from your mistakes and employing new techniques. Here are five presentation tips to help you create a strong presentation and wow your audience:

1. Keep it simple

Simple means something different to everyone.

Before creating your presentation, take note of your intended audience and their knowledge level of your subject. You’ll want your content to be easy for your intended audience to follow.

Say you’re giving a presentation on improving your company’s operational structure. Entry-level workers will likely need a more straightforward overview of the content than C-suite leaders, who have significantly more experience. 

Ask yourself what you want your audience to take away from your presentation and emphasize those important points. Doing this ensures they remember the most vital information rather than less important supporting ideas. Try organizing these concepts into bullet points so viewers can quickly identify critical takeaways.

2. Create a compelling structure

Put yourself in your audience member’s shoes and determine the most compelling way to organize your information. Your presentation should be articulate , cohesive, and logical, and you must be sure to include all necessary supporting evidence to strengthen your main points.

If you give away all of your answers too quickly, your audience could lose interest. And if there isn’t enough supporting information, they could hit a roadblock of confusion. Try developing a compelling story that leads your audience through your thought processes so they can experience the ups and downs alongside you. 

By structuring your presentation to lead up to a final conclusion, you’re more likely to keep listeners’ attention. Once you’ve reached that conclusion, you can offer a Q&A period to put any of their questions or concerns to rest. 

3. Use visual aids

Appealing to various learning styles is a great way to keep everyone on the same page and ensure they absorb your content. Visual aids are necessary for visual learners and make it easier for people to picture your ideas.

Aim to incorporate a mixture of photos, videos, and props to engage your audience and convey your key points. For instance, if you’re giving a presentation on anthropology subject matter, you could show your audience an artifact to help them understand how exciting a discovery must have been. 

If your presentation is long, including a video for your audience to watch is an excellent way to give yourself a break and create new jumping-off points for your speech.

4. Be aware of design techniques and trends

Thanks to cutting-edge technology and tools, you have numerous platforms at your disposal to create a good presentation. But keep in mind that although color, images, and graphics liven things up, they can cause distraction when misused.

  Here are a few standard pointers for incorporating visuals on your slides: 

  • Don’t place blocks of small text on a single slide
  • Use a minimalistic background instead of a busy one
  • Ensure text stands out against the background color
  • Only use high-resolution photos
  • Maintain a consistent font style and size throughout the presentation
  • Don’t overuse transitions and effects

5. Try the 10-20-30 rule

Guy Kawasaki, a prominent venture capitalist and one of the original marketing specialists for Apple, said that the best slideshow presentations are less than 10 slides , last at most 20 minutes, and use a font size of 30. Following this strategy can help you condense your information, eliminate unnecessary ideas, and maintain your audience’s focus more efficiently.

Once you’re confident in creating a memorable presentation, it’s time to learn how to give one. Here are some valuable tips for keeping your audience invested during your talk: 

Tip #1: Tell stories

Sharing an anecdote from your life can improve your credibility and increase your relatability. And when an audience relates to you, they’re more likely to feel connected to who you are as a person and encouraged to give you their full attention, as they would want others to do the same.

Gill Hicks utilized this strategy well when she shared her powerful story, “ I survived a terrorist attack. Here’s what I learned .” In her harrowing tale, Hicks highlights the importance of compassion, unconditional love, and helping those in need.

If you feel uncomfortable sharing personal stories, that’s okay. You can use examples from famous individuals or create a fictional account to demonstrate your ideas.

Tip #2: Make eye contact with the audience

Maintaining eye contact is less intimidating than it sounds. In fact, you don’t have to look your audience members directly in their eyes — you can focus on their foreheads or noses if that’s easier.

Try making eye contact with as many people as possible for 3–5 seconds each. This timing ensures you don’t look away too quickly, making the audience member feel unimportant, or linger too long, making them feel uncomfortable.

If you’re presenting to a large group, direct your focus to each part of the room to ensure no section of the audience feels ignored. 

Group-of-a-business-people-having-meeting-in-a-conference-room-how-to-give-a-good-presentation

Tip #3: Work on your stage presence

Although your tone and words are the most impactful part of your presentation, recall that body language keeps your audience engaged. Use these tips to master a professional stage presence:

  • Speak with open arms and avoid crossing them
  • Keep a reasonable pace and try not to stand still
  • Use hand gestures to highlight important information

Tip #4: Start strong

Like watching a movie trailer, the first seconds of your talk are critical for capturing your audience’s attention. How you start your speech sets the tone for the rest of your presentation and tells your audience whether or not they should pay attention. Here are some ways to start your presentation to leave a lasting impression:

  • Use a quote from a well-known and likable influential person 
  • Ask a rhetorical question to create intrigue
  • Start with an anecdote to add context to your talk 
  • Spark your audience’s curiosity by involving them in an interactive problem-solving puzzle or riddle

Tip #5: Show your passion

Don’t be afraid of being too enthusiastic. Everyone appreciates a speaker who’s genuinely excited about their field of expertise. 

In “ Grit: The Power of Passion and Perseverance ,” Angela Lee Duckworth discusses the importance of passion in research and delivery. She delivers her presentation excitedly to show the audience how excitement piques interest. 

Tip #6: Plan your delivery

How you decide to deliver your speech will shape your presentation. Will you be preparing a PowerPoint presentation and using a teleprompter? Or are you working within the constraints of the digital world and presenting over Zoom?

The best presentations are conducted by speakers who know their stuff and memorize their content. However, if you find this challenging, try creating notes to use as a safety net in case you lose track.

If you’re presenting online, you can keep notes beside your computer for each slide, highlighting your key points. This ensures you include all the necessary information and follow a logical order.

Woman-presenting-charts-and-data-to-work-team-how-to-give-a-good-presentation

Tip #7: Practice

Practice doesn’t make perfect — it makes progress. There’s no way of preparing for unforeseen circumstances, but thorough practice means you’ve done everything you can to succeed.

Rehearse your speech in front of a mirror or to a trusted friend or family member. Take any feedback and use it as an opportunity to fine-tune your speech. But remember: who you practice your presentation in front of may differ from your intended audience. Consider their opinions through the lens of them occupying this different position.

Tip #8: Read the room

Whether you’re a keynote speaker at an event or presenting to a small group of clients, knowing how to read the room is vital for keeping your audience happy. Stay flexible and be willing to move on from topics quickly if your listeners are uninterested or displeased with a particular part of your speech.

Tip #9: Breathe

Try taking deep breaths before your presentation to calm your nerves. If you feel rushed, you’re more likely to feel nervous and stumble on your words.

The most important thing to consider when presenting is your audience’s feelings. When you approach your next presentation calmly, you’ll put your audience at ease and encourage them to feel comfortable in your presence.

Tip #10: Provide a call-to-action

When you end your presentation, your audience should feel compelled to take a specific action, whether that’s changing their habits or contacting you for your services.

If you’re presenting to clients, create a handout with key points and contact information so they can get in touch. You should provide your LinkedIn information, email address, and phone number so they have a variety of ways to reach you. 

There’s no one-size-fits-all template for an effective presentation, as your unique audience and subject matter play a role in shaping your speech. As a general rule, though, you should aim to connect with your audience through passion and excitement. Use strong eye contact and body language. Capture their interest through storytelling and their trust through relatability.

Learning how to give a good presentation can feel overwhelming — but remember, practice makes progress. Rehearse your presentation for someone you trust, collect their feedback , and revise. Practicing your presentation skills is helpful for any job, and every challenge is a chance to grow.

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Elizabeth Perry

Content Marketing Manager, ACC

6 presentation skills and how to improve them

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What It Takes to Give a Great Presentation

  • Carmine Gallo

how to project presentation

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.

how to project presentation

  • 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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Project Presentations: How to Prepare and Deliver a Project Presentation

ProjectManager

Can anything make a project manager’s heart sink faster than being told that they need to give a project presentation to the board of directors? The pressure. The responsibility. Sure, you’re happy that the directors of the company trust you enough that they want your input in the project, but having to present in front of these powerful players is making your stress levels spike.

If you haven’t come across these presentation requests from senior managers yet, you will! These scenarios are common on projects, especially projects that introduce a new product or involve organizational change. But don’t feel overwhelmed. Giving project presentations may feel scary, but you can plan and prepare for them just like any other meeting.

What Is a Project Presentation?

A project presentation is an opportunity for you to explain your project processes and deliverables to key stakeholders. These can be informal, like a quick update via reports with a few individuals, or formal. Formal project presentations often require proper meeting times, thought-out slide decks, goal review and more. We’ll spend most of our time discussing how to prepare and deliver a formal project presentation.

A formal project presentation requires good data. Project management software can provide you with the dashboards and reports you need to supplement your points and progress updates. ProjectManager has real-time dashboards that you can share with stakeholders, and eight different in-depth project reports that you can make with just a few clicks. Get started for free today!

Project presentation on a dashboard

Why Is a Project Presentation So Important?

A project presentation is your opportunity to convey the importance of the work you and your team have been doing. If you’re unable to articulate your progress and achievements, key stakeholders won’t understand why money, time and resources are being spent on your project.

When you think of it like that, it’s no wonder why people spend so much time preparing for their project presentations. Read on to see how you can knock your next presentation out of the park.

How to Prepare for a Project Presentation

Preparing for a project presentation can be more important than you actual delivery. That’s because good preparation can set you up for success on the big day. Let’s go through some preparation techniques you can do for your project presentation.

1. Create a Calendar Invite for Your Project Presentation

You can’t just expect people to turn up – they need to know that there is an important event that requires their attendance, so get it in their diaries. People plan their meetings and calendar appointments sometimes quite far in advance, giving ample warning. Schedule the presentation as soon as you can, and check with the individuals (or their assistants) if you don’t get a reply about their availability.

If you have been invited to someone else’s meeting to talk about your project, make sure it is in your planner and book some time to plan for it in advance. If you don’t, you risk running out of time to prepare your material.

2. Select a Format for Your Presentation

How are you going to get your message across? If you’ve scheduled a meeting it’s likely that you are expecting to do a formal presentation. That’s fine, but how? Will you use slides or flip charts or mirror your iPad on a monitor? Do you expect the audience to participate in any part of the presentation? Can you speak without notes or would it be better to have some pointers with you on the day?

You should also consider where you will be giving the presentation. For example, a format that is suitable for a small room and a limited audience, such as a loosely-structured project update with a couple of slides, is not going to be appropriate for a room full of stakeholders, laid out like a lecture theatre with you at a lectern at the front.

3. Practice Your Project Management Presentation

Giving presentations is a skill. Practice, practice, practice. Before your big project presentation, volunteer to do some smaller ones, like staff briefings or shorter updates at team meetings. You want to feel comfortable both standing up in front of the room and with the material. Run through your presentation at home or in an empty meeting room so that you remember where the slide transitions are. Practice using the projector and a clicker to move the slides forward. Write out your flip charts several times so that it becomes second nature.

Practice and training will make your delivery much more polished and professional and give your audience a far better experience.

4. Write Big So Your Presentation Is Legible

Whether you are using slides or flip charts, write big or use big fonts. It is often difficult to see what is on the screen, even in a small room – and that means your message is not getting across. And it’s an excuse for audience members to check their phones instead of listening to you.

A good tip is to print out your slides and put them on the floor. If you can still read them clearly from a standing position, then the text is big enough. If you can’t read the words or you have to bend down to read them, make the font size larger!

5. Have a Backup Plan for Your Presentation

Projectors break, meeting rooms don’t have conference phones in, pens run out just at the critical moment. Plan for everything to go wrong. Your presentation audience is made up of busy people and they don’t want to sit there watching you fiddle with the technology. Get it all working before they arrive, and if it doesn’t work when you get going, make sure that you have a contingency plan (like a printout of your slides) so that you can carry on anyway.

How to Give a Project Presentation

When the fateful day arrives, there are some important things to keep in mind when giving your project presentation. Follow these best practices and you’ll portray your project and your team in the best possible light.

1. Speak Clearly and Don’t Rely on Jargon

Presentations depend on clarity and good communication . If you bog down your presentation with jargon and convulated reasoning, you’re going to lose your audience. Make sure that you use language that your audience will understand, so they can follow along with all of the key points you need to make.

Remember, not everyone in that meeting is going to understand all the intricasies of your project, in fact, none of them likely will. So speak slowly, clearly and ensure that you communicate.

2. Stick to What Matters and Use Data

When giving your project presentation, don’t lose sight of the original goals and requirements of the project. Your stakeholders agreed on certain goals at the beginning, how are you trending towards reaching those goals? Sometimes it’s easy to focus on setbacks or difficulties, or things that you may find fascinating. However, it’s best to recenter on critical business objectives.

It’s important to use data to supplement your project presentation as you address key goals and initiatives. But don’t use too much data! People will get lost in the numbers and stop listening to what you have to say. It’s a delicate balance.

3. Tell a Story

You have probably sat through a fair few presentations in your time, and I expect you’ve tried to stop yourself from nodding off in some of them. Project status updates can be boring. If the subject matter isn’t dull, often the speaker is. Don’t let that be you.

One way to keep the attention of the audience is to structure your presentation in the most interesting fashion. Consider what they will find interesting (and it won’t be the same as what you find interesting). Telling the story of your project is a good idea. Think about a start, a middle and an end to your presentation. Perhaps follow the lifecycle from the perspective of a customer.

Focus on the benefits and not the project management process. If you don’t know if your presentation material makes sense, run it past a friend or family member who doesn’t know anything about your project. If they don’t fall asleep, it’s OK!

4. Ask for Feedback on Your Presentation

When your presentation is over, ask for feedback. You could do this directly at the end of the session before people leave the room, or a couple of days later. It’s good to get some feedback as it helps you work on what to improve for next time.

Ask people to give you their impressions both of your presentation skills and also of the presentation content. You could find that the content was really good but you lacked confidence delivering it, or conversely that you were an engaging presenter but the material was not relevant to them. All this is useful stuff to know and it will help you improve your presentation skills for next time.

Project Management Presentations Take Time to Master

Giving presentations isn’t an everyday occurrence on projects but it is likely that you will have to give one or two during the project lifecycle – more if your project involves a lot of workshops or user sessions.

Don’t panic – presentation skills are something that you can learn and you will get better with practice! Once you have cracked it, you’ll feel confident delivering presentations and you’ll find that it gets easier to prepare for them in the future.

The scheduling features of our software can be used to book your presentations on the team calendar, which can be easily seen on the project dashboard. With it you have the ability to share agendas and slides after the presentation with the online document library. Then you can carry on the discussion after the meeting by using the great chat tool. Try the software from ProjectManager free for 30 days and see how helpful it really is.

Click here to browse ProjectManager's free templates

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how to project presentation

How to Give a Stunning Project Presentation

April 3, 2019 by Bernie Roseke, P.Eng., PMP 2 Comments

project presentation

Many projects require a presentation, whether at the beginning, end, or somewhere in the middle.  Sometimes it is given to the managers or executives, sometimes to the project team , and sometimes to stakeholders who have a specific interest in the project.

Project presentations can be very nerve racking and difficult for many people, but that doesn’t mean they have to be difficult.  With practice and some basic guiding principles, you can give a stunning project presentation that will knock their socks off.  I’ve given many project presentations, and I’m going to share my secrets with you.

Present the Problem and Solution

  • Repeat the main point 3 times
  • Include an analogy or story
  • Keep slides short
  • Include pictures and Diagrams
  • Connect with the audience

Many audience members assume that you know what you’re talking about, and most of the time you do.  But somehow, if the presenter doesn’t include the topic of the presentation directly, the audience doesn’t want to decide what it is for themselves.

It’s similar to a sales pitch in that it’s the presenter’s job to keep the audience engaged.  If you wish to maximize the communication of the message, you need to state it directly.

Include an Analogy or Story

project presentation

  • An analogy is a comparison to a similar real life thing, for example, This product works like a rocket ship taking off to the moon.  It takes a bit of preparation time which might seem a bit daunting at times only to have a very quick experience that over relatively quickly, but the experience is worth every second in the end.  I’ve become a true believer in the immense power of analogy.  Analogies engage audiences in milliseconds and give them something to remember the presentation by.  I’ve incorporated analogies in my writing at every opportunity, and the results have been truly amazing.  Many project presentations come in groups, that is, they are one out of many.  In this case, the presentation with an analogy is the one that will be remembered by the audience.
  • A story is an experience that relates to the topic being presented, for example, Last year I had the privilege of working with sick kids at the hospital.  These kids needed life saving medical care, and the doctors were fantastic.  It made me realize that this product really has the potential to impact people, and maybe even save lives.  A story is a personal experience, either yours or somebody else’s.  They work just like an analogy by engaging the audience and giving them something to remember the project by.  But they have the potential to drag on when the audience starts to feel like it’s not about them.  The key to pulling off a successful story is to keep it short and relevant.  If the audience can’t connect it to the project, they will lose interest.

Ideas for analogies are surprisingly easy to find with internet searches.  Personal story ideas require brainstorming and thinking about the relationship between the topic and real world experiences.

Repeat the Main Point 3 Times

presentation

  • Tell them what you’re going to say
  • Tell them what you just said

In most presentations, this takes the form of an introduction, main body, and conclusion.  But all three parts need to spell out the main point in a prominent place, clearly and succinctly.  You want to make sure the audience doesn’t need to think, that people can be daydreaming about what they’re going to be doing that evening but they’ll perk up and get hit with a short but prominent main conclusion that they won’t forget.

In most presentations, audiences are not in a position where they want to exercise their thought muscles.  Similar to a sales presentation, they don’t want to think for themselves, they figure it’s the presenters job to tell them what to think.  Hence, they forget what they are told very quickly.

Speaking of which, did you notice the analogy?  I’ll bet that if you remember nothing else from this article, you’ll remember that the audience doesn’t want to exercise their thought muscles.

Keep Slides Short

Many presentations contain long winded verbiage that requires long form reading while the presenter is talking.  I see this time and time again in presentations that I attend, and I’ve even done this myself when it seemed like there was no other way to get the point across.  But in hindsight this is a waste of good presentation time.  Nobody is going to read long paragraphs.  In fact, nobody is going to read long sentences either.

The idea is simple.  When writing presentation slides, keep bullet points under two lines of text.  Any more and it should be said verbally or placed into the next bullet.

Include Pictures and Diagrams

presentation

This idea is self explanatory.  Make sure no more than about half of the presentation slides contain only written words.

Connect with the Audience

The previous 5 bullets contained advice for good presentation slides and planning, but what are some ideas to deliver the presentation in a stunning way?

There are a few secrets, but the key to all of them is connecting with the audience.

Remember first that the audience wants to hear your presentation.  They wouldn’t be there if they didn’t.  However, most people don’t have the attention span to stay engaged for an entire presentation unless they have a very high interest in the subject matter.  They will move in and out of attention, remembering only the most interesting (not necessarily important) parts.

Here are a few pointers:

  • Use Outline notes Don’t read from a script.  Although it is permissible to read for some of the time, extensive reading from a written script disconnects from the audience and loses the message because people stop listening.
  • Talk to one person I’ve found it helpful to pick one person in the audience and deliver the presentation to them.  Don’t look only at them, of course, but let it sink in that you are not so much talking to a larger audience as you are giving many presentations to individual people, simultaneously.
  • Don’t let down the most interested person in the audience Here’s another tip I’ve used in my presentations as well as my musical performances.  There’s guaranteed to be at least one person in the audience who loves what you’re saying and wants to learn all about it.  So wouldn’t it be a huge disappointment if you let them down?  Let all your presentation anxiety submit to the desire to make sure that that one person who really wants to know your information isn’t disappointed.  I mean, why are you even talking to everyone else, that doesn’t care, anyway?

Those are my secrets for stunning presentations!  Let me know how it goes and what other tips you have in the comments section below.  I’d love to hear from you!

Related posts:

project report

About Bernie Roseke, P.Eng., PMP

Bernie Roseke, P.Eng., PMP, is the president of Roseke Engineering . As a bridge engineer and project manager, he manages projects ranging from small, local bridges to multi-million dollar projects. He is also the technical brains behind ProjectEngineer , the online project management system for engineers. He is a licensed professional engineer, certified project manager, and six sigma black belt. He lives in Lethbridge, Alberta, Canada, with his wife and two kids.

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Awesome post! I instantly shared this with my presentation writing service and they found your content quite in-depth and informative. Do share some similar knowledgeable content in the near future. Cheers!

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Brilliant and effective tips! Your tips are very effective and I am going to make use of every tip spelled out here. Thanks for the knowledge and I pray that you share more of such with the public.

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How To Deliver a Project Presentation Like a Pro

Gary Froniewski profile picture

Gary Froniewski

Use this guide to wow your audience with a project presentation that’s both engaging and effective..

Planning a project from beginning to end is already a huge endeavor, but what about presenting it to stakeholders or clients to get their support?

You have to be informative and engaging all while delivering your presentation as concisely as possible—that, or you risk losing the attention of your audience (and potentially their buy-in).

To that end, it’s imperative to cover the most valuable aspects of your project plan and do so in a way that resonates with your specific audience. Below we’ll share what an effective project presentation entails and outline a step-by-step process to delivering a creative, show stopping one of your own.

/ What is a project presentation?

A project presentation is a presentation designed to convey the details of a new project to stakeholders or clients. This includes information such as the goals of the project, the overall project plan, and the specific phases of the project. Effective project presentations are meant to be persuasive, informative, and engaging.

Steps for delivering a project presentation

Delivering a successful project presentation can be intimidating, but—with some preparation—it doesn’t have to be. Breaking the presentation down into its component parts to map out details and rehearse ahead of time will leave you feeling confident and ready when it’s time to step up to the podium.

Step #1: Set SMART goals

Setting SMART goals means setting goals that are Specific, Measurable, Attainable, Relevant, and Time-bound. In the context of project management, SMART goals will help you go beyond merely stating your final objective and instead outline how you’ll get there.

SMART goals infographic for the blog article "How To Deliver a Project Presentation Like a Pro"

For example, let’s say the aim of your project is to increase customer retention. That’s a worthy goal, but what actions will you take to achieve it? By how much do you want to increase retention? On what channels will this take place and over what timeframe?

Here’s how SMART goal setting can help answer some of these questions.

While increasing your customer retention is a worthy goal in and of itself, a SMART version of that goal would include more detail e.g., “Increasing customer retention through improvements to our website’s user experience.”

Making your goal measurable ensures you have key performance indicators (KPIs) that you’re tracking towards. This allows you to map all your actions back to increasing those KPIs which, if selected properly, will feed back into your now-specific goal.

Examples include:

Increasing website traffic by 30%

Achieving a 25% bounce rate

Attracting 500 email signups from home page calls to action

Making sure your goals are attainable is an important aspect of SMART goal setting as it ensures you’re working towards something you can actually achieve. This helps you better track progress along the way and avoids wasting time and effort on unrealistic objectives.

For instance, it’s much more attainable to say you will grow your website’s traffic 30% through user experience improvements than it is to say your website will become number one in your vertical or industry.

The first goal is a metric to track towards whereas the second goal is a pie in the sky ideal that may be possible but isn’t the most useful for goal setting.

Do your project goals ladder up to your organizational goals? This question is especially important if you’re seeking buy-in from internal stakeholders. You need to be able to demonstrate that what you’re doing will contribute to their interests and, more importantly, the business’ at large.

Revisiting our example, a time-bound goal would be to “increase website traffic by 30% year over year through user experience improvements, targeting a 3% uptick in traffic each month.”

This is a good SMART goal because it states what you’re trying to accomplish, how you’re going to do it, over what time frame, and it also builds in a micro goal to shoot for over the course of the overall project. This micro goal—if you notice—is also slightly more aggressive than simply dividing your yearly target by the number of months.

Give priority to important individual tasks within your project plan to be even more specific in your goal setting. This will give folks working on the project milestones to work towards and help them prioritize effectively.

Step #2: Lay out your project plan

Now that you’ve set SMART goals, the next step in presenting your project is to determine how you’ll lay out your project plan. This plan will take the form of the three main sections of your presentation:

Introduction and thesis statement

Conclusion and key takeaways

This will allow you to clearly communicate the overall goal of the project in the beginning, preferably with a hook that captivates your audience. Following this with a snapshot of your main points will let your audience move into the body of your presentation interested in what you have to say and aware of the key takeaways right from the beginning.

You’ll follow this with the bulk of the presentation dedicated to details e.g., micro goals, the project scope and methodology, milestones, deliverables, the schedule, and things like necessary resources and budget estimates.

Your conclusion will restate your main goal and also reoffer the key takeaways that encapsulate the most important and compelling parts of your presentation. If the goal is to earn stakeholder buy-in or approval from a client, this final step is crucial. You want your audience to leave with the sense they know exactly what you’re trying to do and what it will accomplish for them.

Utilize visual aids like charts, infographics, and even gifs throughout your presentation to support the key points and keep your audience engaged. Visuals are also a great way to add clarity and reinforce what you say verbally.

Step #3: Introduce cross-team dependencies

In a complex project, things often need to happen in a certain order to pave the way for subsequent tasks. One way to help determine the most optimal order is to map out your project’s critical dependencies. While there are various types of dependencies, we’ll focus on cross-team dependencies here.

A cross-team dependency is the relationship between work created by different functions that determines the order work tasks must be performed i.e., tasks that need to be completed for other tasks to become possible. Examples include developing and creating assets before they can be posted to social media channels or writing web copy prior to a site being published.

The reason this is important to be aware of from the outset is that it helps stakeholders better understand the project timeline, allows contributors to appropriately prioritize tasks, and establishes a dialogue between key players of the project before it gets started in earnest.

Ladder these cross-team dependent tasks back up to the SMART goals you set and align them within your project plan as well. This lets people know how their role, team, and department will work together to contribute to the success of the overall project.

Step #4: Review project phases

Having laid out your project plan and determined critical team dependencies, you can now review the phases of your project and map out how you’ll cover them in your presentation.

These phases include the following:

Initiating: The bulk of your work so far has been in the project initiation phase, including determining SMART goals and identifying dependencies. This also refers to details like project scope and clarifying budget and time constraints.

Planning: The planning phase covers the “how” of your project. As part of your presentation it’s important to outline project milestones, a proposed project timeline, and when and how stakeholders will communicate during the project.

Executing: This phase covers how your project will be executed e.g., ongoing costs, incorporating feedback, and communicating with team members. This is where tools like a Gantt chart come in handy (which we’ll cover shortly).

Closing: This is when you’ll track and report results then conduct an after-action assessment to see how your project performed against your goals. This phase will likely receive the least amount of time during your presentation.

It’s not necessary to cover each of these phases explicitly as part of your presentation, but it is important to discuss the elements that will help clarify details, answer questions, and relay information that’s relevant to your audience.

Focus on the Initiating and Planning phases of your project during the presentation. Also be prepared to answer questions around the Executing phase, which we’ll cover below.

Step #5: Leave time for Q&A

Lastly, make sure to leave time for questions from your audience at the end of your presentation. You’ll have covered a lot of key details, and—while the way you’ve laid out the presentation ensures you shared everything relevant (right?)—there will likely still be clarifying questions.

Try to anticipate these questions and have answers prepared or at least be ready to address them with next steps you’ll take to determine the answers. If you’ve done a good job, people will be excited to engage with you on these details.

Make a bulleted list of potential questions and answers which you can break up by phase of the project or by stakeholder/team. Have these ready during your presentation and make sure to note new questions that arise for follow-up.

Creative ways to present a project

Just as important as the content of your presentation—perhaps even more so—is the way you present it. Here are some of the more creative and effective ways to visualize your project presentation.

Gantt chart

A Gantt chart is a type of bar chart that helps visualize a project schedule, including elements like dependencies, the current status of the schedule, and how task timelines overlap with one another. Activities are listed in a column on the left side of the chart and along the top of the chart is a suitable time frame for completion [ 1 ] .

While this is perhaps the most recognized way to display a project timeline, you may or may not have all the elements ready by the time your presentation is set to occur. If you do, however, this is an informative and visually appealing way to relay your project plan.

Screenshot of Gantt chart from Instagantt for the blog article "How To Deliver a Project Presentation Like a Pro"

An example of a Gantt chart from Instagantt ( Source )

A simple and elegant approach to slide deck creation is using Guy Kawasaki’s 10/20/30 approach i.e., 10 slides over 20 minutes with a font that’s at least 30 points [ 2 ] . This method ensures you’re not overloading your audience with information while presenting it in a way that’s easy to view and understand. Make sure to leverage visuals to support your text as well.

Presentation software

Lastly, presentation software is an excellent option to consider especially if your presentation will be delivered remotely. Many solutions include tools to pin the presenter’s camera, present content of any type, or highlight and draw attention to on-screen elements in real time.

Many presentation tools also feature practice modes which allow you to rehearse your presentation ahead of time, recording and timing the result for review. This is especially important if you’re speaking in front of a large group or have a lot of information to cover in a short amount of time. 

Screenshot of presentation software from Reactiv SUITE for the blog article "How To Deliver a Project Presentation Like a Pro"

An example of presentation software from Reactiv SUITE ( Source )

Capterra tools & tips: Putting it all together to deliver a stellar project presentation

Project presentation steps infographic for the blog article "How To Deliver a Project Presentation Like a Pro"

Following these five steps and choosing an engaging presentation method that works for you will nearly guarantee that your project presentation is well received by your stakeholders or clients. Armed with the actionable tips at the end of each step to get you started, you’re now poised to create and deliver a project presentation that’s sure to earn you the buy-in you need.

Interested to learn more about how to project manage like a pro? Visit the Capterra blog regularly for new content or get started here:

What Is Agile Project Management? An Expert Guide

Top 7 Project Management Tools To Unlock Time and Efficiency in 2022

How To Build and Implement a Project Transparency Plan in 4 Simple Steps

Note: The screenshots of applications included in this article are examples to show a feature in context and are not intended as endorsements or recommendations.

What is a Gantt Chart? , Gantt

The 10/20/30 Rule of PowerPoint , Guy Kawasaki

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About the author.

Gary Froniewski profile picture

Gary Froniewski is a Content Writer at Capterra, covering all things digital marketing, with a focus on emerging trends in experiential marketing. A recipient of multiple AMD Spotlight Awards for flagship product launch campaigns, he has a wealth of experience creating compelling copy to support Fortune 500 companies and small businesses alike. In his spare time he loves to enjoy food experiences, play tennis and disc golf, and explore nature in his home base of Austin, TX.

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How to Create a Successful Project Presentation?

A project presentation is a perfect opportunity to highlight the tasks initiated and finished by project managers and their teams. To truly excel in creating a project presentation, it's important to understand that a successful presentation involves several key elements that work in harmony. Here are more details.

How to Create a Successful Project Presentation?

In any business, project managers need to be able to communicate a project strategy to clients effectively. It can bring in new, long-term clients to your agency if done correctly. However, doing so incorrectly could seriously undermine your efforts to acquire or retain clients. One thing that unites business, academic, and corporate meetings is making a project presentation look good. 

Professionals need this skill when effectively communicating ideas, outlining goals, and sharing project results. Creating and delivering a project presentation that connects with your target audience will lead to the project’s anticipated outcomes, regardless of your level of presentation experience. This blog will walk you through the art of presenting a project and offer business professionals advice on making their project plan presentation stand out. 

What is a Project Presentation?

A project presentation is a business activity where team members and stakeholders come together to supervise a project from start to finish. It is a formal submission of a project to stakeholders for discussion of a topic and acceptance. One or more business professionals provide a document or slide deck summarizing every project detail during a presentation.

The project manager presents essential information regarding the start of the project and its preparation, including the project scope, requirements collection, deliverables list, schedule, and milestones. A project management presentation is typically made for the first time before the project’s implementation. Then, as the project progresses, you reintroduce it to the stakeholders with timely updates and news.

How to Create a Successful Project Presentation?

Who is the Audience for Your Project Presentation?

Team members and organizations involved in the project’s success or failure comprise stakeholders and other team members:

Show the project presentation to the team members who will be working on the project so they are aware of the expectations and the risks involved. Information such as the requirements, the work breakdown structure, the plan, and the deliverables will be required.

Stakeholders

Show your project to the people who can approve funds and resources, i.e., the stakeholders. Demonstrate to them how the project will provide the desired solutions for the problems they raise within the specified time frame. 

The stakeholders are interested in the project’s scope , budget breakdowns , scheduling computations, risk assessments, and your plans for mitigating those risks and adapting to changes. Hence, they are the ideal audience for your project management presentation.

How to Successfully Create a Project Presentation?

Before jumping onto how to present a project, let us see what steps you should follow to create a successful project presentation:

Establish Objectives for Your Project

  • Layout your Plan
  • Outline the Problem and Solution
  • Keep the Slides in your Presentation Brief
  • Use More Images and Less Text

Utilize Good Quality Diagrams, Presentation Aids, and Visuals

  • Pay Attention to Design
  • Begin with a Template for your Presentation

How to Create a Successful Project Presentation?

Before delving into the essentials of your project presentation, you should respond to the following queries:

  • What goals does your project aim to accomplish?
  • Why is it crucial that you and your group meet your objectives?
  • How are you going to let your audience know what your objectives are?  

Your project is already doomed to failure if it lacks specific goals. It’s common for project managers  to skip the goal-setting stage. However, this is not advised. That’s because you can make things easier for yourself to fail. Stakeholder buy-in can be achieved once project goals are well-defined.

The question now is: How do you set and accomplish project goals? Using the SMART goal-setting process is one way to do that. 

SMART project goal-setting:

  • “SMART” is an abbreviation for the words “specific, measurable, achievable, relevant, and time-bound”.  
  • Setting and carrying out effective project plans need the use of SMART targets . It requires a closer examination of the more minor elements that matter most to your audience.

How to Create a Successful Project Presentation?

Layout Your Plan

Outlining your strategy for achieving your goals is a crucial next step after setting them. Putting your idea into an executable plan with steps for execution is a great place to start. 

You may be wondering why this is a necessary stage in making a project presentation that works. Well, p lanning a project , no matter how big or small, is easier when you have a thorough strategy, structure, and layout. It eliminates ambiguity and makes it easier for your audience to understand the project roadmap without missing anything.

Both technical and non-technical project aspects should be included in your plan layout. As a result, you should use a project presentation template that outlines all the procedures and activities in detail to offer yourself an advantage. Additionally, the structure of your PowerPoint or Google Slides presentation should be straightforward and understandable.

Depending on the kind of project, your plan might contain important information like:

  • The earlier-described aims and objectives
  • Your project’s framework, technique, and scope
  • Project deliverables, acceptance criteria, and milestones
  • Timeline and schedule for the project 
  • Estimates of resources and budget, etc.

You can use a pre-made customizable project management presentation template available online, like SlideUpLift . You can make this presentation template uniquely yours by modifying it.

When creating a project plan, there are no hard and fast rules. However, you should divide it into three sections if you want to develop an engaging approach that will stick with your audience:

  • Introduction
  • Conclusion and key takeaways

Outline the Problem and its Solution

You have just finished drafting your project action plan . It’s time to let your audience know about your project’s objectives and plan. It’s your responsibility to hold your audience’s attention from the beginning to the end, whether you’re pitching a project plan to clients or an investor deck.

Emphasizing your audience’s problems is one of the best strategies to get their attention.  Having stunning slides highlighting your outstanding product features and project activities is insufficient. Ensure that your project presentation is set up to:

  • List the problems that your audience is facing.
  • Stress how your initiative, offering, or service helps them with their problems.
  • Describe the advantages of using your product or contributing to your project for them.
  • Simply put, your audience should understand how your project improves their lives. As soon as they know this, they will pay attention to your suggestions and act accordingly.
  • Avoid assuming anything about your audience in general. 

If you want the audience on board, discuss their issues and potential solutions in a separate presentation. Make sure they know how your initiative will help them.

Keep the Slides in Your Presentation Brief

Prioritize quality over quantity while designing project presentations. Make sure your slides are brief and easy to understand. Your audience will appreciate that you respect their time when you do this. 

The following justify why you should keep your presentation short:

  • Not only may concise presentation slides be effective, but they may also be memorable.
  • There is a noticeable decline in attention span after 30 minutes during project or business presentations. You run the risk of losing the interest of your audience midway through if you make long speeches. 
  • No one wants to spend hours watching you flip a ton of slides. Focus your audience’s attention and get them to pay attention to the material by using shorter slides.

Use More Images and Less Text  

Using more images and less text in your presentations is another excellent method to keep them engaging but succinct. Recall that your slide show should support, not take the place of, your spoken presentation. Therefore, you want to avoid cramming too much data onto a single presentation. 

Adding too much text to your presentation could: 

  • Bore and overwhelm your audiences.
  • Draw the audience’s focus to the text, which will lessen the impact of your presentation.

When information is presented visually and in bite-sized portions, people remember it better. This holds for corporate leaders, project managers, both B2B and B2C audiences.

Presenting projects successfully requires the use of visuals. Visual aids help viewers retain 95% of a message, drawing them in and holding their interest. However, they maintain just approximately 10% when exchanged by text. 

You can employ a wide range of visual aids in your presentations, such as:

  • Pictures Videos 
  • Charts and graphs
  • Maps of heat and choropleth
  • Dispersion charts 

Your chances of gaining audience engagement and encouraging answers to your call-to-action (CTA) will increase if you include images and videos. Mind maps, Gantt charts , and whiteboard drawings are excellent tools for visualizing project plans in their early stages. Using maps, graphs, charts , and trees, you can display the architecture for projects, including technology. 

How to Create a Successful Project Presentation?

Pay Attention to Design  

Your project presentation may succeed or fail based on its design. Whether you are a rookie or an expert designer, design tools offer you an advantage. In minutes, you can produce visually striking presentation designs for your company.

The good news is that creating eye-catching project presentations doesn’t have to break the cash. Millions of breathtaking royalty-free photos and lovely pre-made layouts are available for your slides. 

These are some pointers to keep in mind when creating your slides.

  • Make Use of a Proper Color Scheme 

Use color sparingly in your presentations if you want them to look appealing. Everyone loves color, so we get it. However, using too many colors may make your presentations disorganized and unpleasant.

  • Make Use of Clearly Identifiable Typography 

Changing your font can influence readers’ understanding of your words. Therefore, ensure that your slides convey the intended content and look professional and well-organized. 

Begin With a Template for Your Presentation

Making powerful project presentations can take much time, regardless of experience level. Suppose you are facing an impending deadline. Writing your project plan, making your slide notes, creating your slides, finding and including images, and other tasks would be on your plate. Creating these things from scratch could take longer and result in messy presentations. 

Using presentation templates might relieve all of your worries. They make it quick and simple for you to create project presentations that appear professional. Because the slides are pre-designed, there will be space for you to add any type of content you would require. The design is present in every form—progress bar, chart, graph, table , video , or image. All you have to do is enter text, add data, or add an image. And just like that, your presentation is set to go. 

Case Study For a Project Presentation

The Cline Avenue Bridge is an example of a difficult project that serves as the basis for the project presentation example. Since it is outside the purview of this article, we are not providing all of the presentation’s components for instructional purposes. Nevertheless, we demonstrate how to create a PowerPoint presentation for a project, how to customize the templates to the content to be presented, and how to show the more typical slides of each component. 

This is a case study of a real project and how the project manager uses templates to put together the project presentation using the structure we presented above.  Here’s how to create a PowerPoint presentation for a project, along with some project presentation ideas.

How to Create a Successful Project Presentation?

Project Overview:

The presenter provides a project charter-style summary of the project’s highlights on this slide. The project manager can expand upon the introduction throughout the project lifespan, and the speech can seamlessly transition across several knowledge domains without requiring a slide change or in-depth discussion. 

In particular, the Cline Bridge Project narrates its goal, briefly mentions its location, provides a link to a map for additional information, and presents several key statistics (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). The final deliverable’s salient features—a concrete segmental bridge measuring 1.7 miles in length and 46 feet in width—are enumerated.

Process Model:

The framework for the project lifecycle, processes, planning, and execution is shown in the Process Model presentation. In this slide, the project manager will discuss how the model is customized to the project’s particulars. In this instance, the builder has specified the use of BIM (Building Information Modelling) as the process model for the design and construction of the Cline Bridge. 

During this slide, the presenter might further detail the knowledge practices involved in each lifecycle phase—Design, Production, Construction, Operation, and Planning. Conceptual and detailed design are the two primary knowledge areas that make up the first stage, for instance, “Design.” 

Since the content arrangement for the scope section of the presentation consists of a list of “requirements,” it typically consists of multiple slides. This information leads to a recommended table arrangement that maximizes available space. It’s crucial to portray the set of needs rather than the individual requirements and to refrain from misusing the “list.” If not, the requirements document is transcribed by the project manager.

This example project presentation shows ten categories of requirements covering various project lifecycle stages. 

  • Conceptual Design
  • Construction
  • Construction Logistics

Utilizing a lot of resources is necessary when building a bridge. Organizing this component of a project presentation as a single-level financial table at an executive meeting is advised. Specific resources and cost analysis presentations are tasked with providing more information.

The list of available resources is as follows:

  • Expert Services
  • Construction labor, land machinery, materials, and quality assurance
  • Backup Subcontractors for Waste Disposal and Cleaning

We recommend incorporating visual elements, such as icons and colors that are symbolically tied to each of the items stated, to break up the monotony of table after table throughout the project presentation.

Project Schedule:

The purpose of the project roadmap , as previously mentioned in the article, is to provide a thorough overview of the critical turning points that will occur over time. Owing to the size of a bridge-building project and its extended duration, it is recommended to provide a roadmap that clearly matches milestones with relevant lifespan stages, especially for such large-scale undertakings. This method helps the viewers visualize the step-by-step development of the building process.

In keeping with earlier slides, we developed a roadmap in the example that included the following high-level benchmarks and subcomponents:

  • Project Start-Up
  • Contracts, Clearances, Budgeting, and Financing for Projects
  • Buying and Renting of Land
  • Initial Design Detailed Design Conceptual Design
  • Site Setup: Clearing, Grading, and Access Routes
  • Waste Management Examination
  • Tests of Materials
  • Site Evaluations
  • Tests for seismic activity
  • Manufacturing Fabrication
  • Assembly of Modular Components
  • Building, Assembling, and Construction
  • Test of Quality under Acceptance Standards
  • Stress Exam
  • Management and Upkeep

As you can see, the project manager chose a step-by-step plan that was given with minimal scheduling specifics and start and end dates to provide context for the diagram.

Project Hazards:

Throughout a project, risk management is an iterative process. The risks you face while presenting your initiatives will change based on how well they proceed along the roadmap. In this particular instance, we have chosen to showcase the risks deliberated about at the ideation phase, wherein the developer trades risks with contractors and the bridge construction business.

Our recommended structure for this type of material is a straightforward table with easily readable and visible risks and a description that serves more as a starting point for conversation than a thorough explanation.

It is crucial to categorize the risks given, if just in terms of their “impact” and “probability.” This will lead to some really interesting discussions about them. 

Risks outlined in the first phase:

  • Mistakes in Design
  • Building Hold-Ups
  • Overspending on the Budget
  • Modifications to Regulations
  • Conditions of the Site Equipment Failures
  • Incidents about health and safety

The hazards listed are highly serious, as the reader can see, and each will result in a different Risk Analysis Report.

The project presentation’s quality control component may change depending on the quality process used. A continuous improvement quality approach, which iteratively improves quality over many projects, is typical for large organizations with a consistent portfolio of projects (for example, software businesses). The scenario is the same for construction organizations , such as the example, and the quality control model aligns with the building process model. In this instance, the project manager is outlining the quality control procedure to be used on the BIM model as well as the procedure to be adhered to during the bridge’s actual construction:

Using a simple dashboard, we created in this example, allowing the project manager to show: 

  • The Existing Chronology
  • Top 5 Problems
  • Present-Day Burnout
  • Top 5 Risks

How to Present a Project Management Presentation?

A project plan is an official document that follows a set format and flow. Your presentation should follow this flow for maximum impact. 

To present a project plan , you should go over the following eight steps:

  • Give an overview. Provide a brief overview of the project, outlining its goals and rationale. 
  • Examine the key results and objectives, or OKRs. Talk about the main deliverables and anticipated deadlines. Before starting a project, what crucial information should you obtain from a client? Think about this before engaging in conversation.
  • Describe the exclusions and expectations. Make assumptions clear and restate anything that is outside the project’s scope. You might be wondering when to show a client the project cost. This is the right moment to ensure both of you have clear expectations.
  • Give a high-level timetable. Use a Gantt chart to show the important milestones and dependencies in the project schedule. 
  • Give a brief introduction of your group. Present the customer to coworkers with whom they will be working closely, as well as anyone whose experience will strengthen your reputation (such as a seasoned subject matter expert.)
  • Explain communications. Make sure your client is aware of the collaborative process. Mention how they can contact you with any queries or issues and how they will be updated.
  • Talk about the unexpected. Examine the procedure you’ll use to address requests for changes and problems when they come up.   
  • Q&A. To make sure nothing was missed, conclude with a Q&A session. 

Top 5 Project Management Presentation Templates From Slideuplift

Here are some templates which will help you make your desired presentations. These will also give you project presentation ideas. Feel free to click on the images to download SlideUpLift’s templates.

  • WBS Project Management PowerPoint Template:

How to Create a Successful Project Presentation?

Streamline project planning with this template focused on Work Breakdown Structure (WBS) , offering clear visual guidance for breaking down complex projects into manageable tasks.

  • Scrum Agile Project Management PowerPoint Template:

How to Create a Successful Project Presentation?

Perfect for Agile enthusiasts, SlideUpLift’s Scrum Agile Project Management template provides visually engaging slides explaining the Scrum framework, roles, ceremonies, and critical components to enhance Agile project communication.

  • Circular Project Management PowerPoint Template:

How to Create a Successful Project Presentation?

Enhance project visualization with this template featuring circular diagrams and charts, ideal for representing project cycles, feedback loops, and continuous improvement processes.

  • SIPOC Project Management PowerPoint Template:

How to Create a Successful Project Presentation?

Optimize process mapping using this template designed for SIPOC (Supplier, Input, Process, Output, Customer) models, facilitating the illustration of information and resource flows in projects or processes. 

  • Risk Management PowerPoint Template:

How to Create a Successful Project Presentation?

Navigate project uncertainties seamlessly with this template tailored for Risk Management . Expect insightful slides on identifying, assessing, and mitigating risks, providing a comprehensive overview to keep your projects on track.

Questions To Ask The Client Before Starting The Project Management Presentation

The client project focus ensures that your client’s business goals are sufficiently handled and that transparency is maintained throughout the project. Objectives, milestones, acceptance criteria, etc., are frequently discussed beforehand.

You might still need to ask a few questions, though, and these are the top five:

  • Who are the project stakeholders in your organization? What authority and interest levels do the people who intend to be associated with the project have? 
  • Have you already worked on projects similar to this one? How did you overcome the obstacles, if any? 
  • What characteristics, outputs, or specifications should we constantly focus on?
  • Are you having trouble sleeping at night because of anything related to this project? If yes, what would it be?
  • Do you have any questions about risks, difficulties, or other project parts we haven’t yet covered? 

Questions the Client Might Ask During a Project Presentation and How To Answer Them

For new speakers, the Q&A section can often be their biggest worry. The most difficult part of being ready for this is that you never know what queries a client may have. 

Client inquiries frequently revolve around their worries about potential problems. You’ll be able to anticipate their questions more accurately when you know about their priorities. Assume that your client has a tight deadline for finishing the project. Among the queries they might have are:

  • How are you going to guarantee that the project is completed on time?
  • How would you respond if deadlines begin to elude you?
  • Which risks could cause the project to be delayed?

You can prepare well-reasoned responses to their questions by considering their priorities and potential issues beforehand. But what about those unexpected queries that come out of nowhere? 

Three pointers to help you handle unforeseen queries from clients during a project presentation are as follows:

  • Firstly, thank them for raising the question. Encourage your client to speak with you and express their worries upfront. 
  • Find out what motivates the question. Ask why a question is being asked if it appears pointless or strange. Perhaps the client possesses knowledge that you are unaware of. You will also have extra time to consider your response as a result.
  • Put it on the table for later. Inform the customer that you will investigate and get back to them if you are unsure of the response. Give your client a timeframe during which they can anticipate receiving your response.  

Establishing objectives and having a well-thought-out plan to reach them are the first steps in producing an effective project presentation. It also calls for effective delivery, careful attention to design, and the creation of captivating content.  

A strong pitch deck that explains the specifics of your idea and its potential for success is essential if you want to seal those transactions. Using a user-friendly project presentation program such as SlideUpLift can be a game changer. 

The ideal design tool for producing eye-catching and captivating project presentations is something SlideUpLift specializes in.  You can use various features and tools with SlideUpLift to assist you in achieving your ideas for your projects.  

To help your presentation succeed, SlideUpLift offers hundreds of presentation templates , graphic components, font styles, data visualization tools, and pre-installed stock photos and videos.  

You now have all the advice and resources you need to ace the project presentations for the future. With the presentation templates from SlideUpLift, get tips and tricks on standing out when presenting, go ahead and amaze your audience!

How do I effectively present my project?

To present your project effectively, focus on clear communication, use visuals, and tailor your message to your audience’s level of understanding.

How can I present my project as a project manager?

As a project manager, presenting a project involves clear communication of goals, methodologies, and outcomes while addressing potential risks and solutions.

What are the best ways to present a project?

The best ways to present a project include engaging visuals, storytelling, and addressing key points such as objectives, timelines, and potential challenges.

Are there templates for project management presentations?

Several platforms, including SlideUpLift, offer templates specifically designed for project manager presentations .

What are effective ways to present my project to clients?

Effective ways to present your project to clients include emphasizing value, addressing their specific concerns, and showcasing project outcomes.

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How to present a project? Ultimate Guide

Project success belongs to the way you adapt to present it. If you present your project in an effective way that you grab the intention of your client and take him/her to an agreement but if you create blunders and skip important points that you need to discuss while presenting your project .

how to project presentation

Importance of properly presented project. 

Presenting a project effectively is crucial for several reasons. It can significantly impact the project's success and your ability to communicate its value to stakeholders. However, here we have some key reasons why you must present your project correctly:

  • Proper presentation helps ensure that your audience understands the project's objectives, scope, and goals. It reduces ambiguity and confusion.
  • Project presentation will align all stakeholders, ensuring that everyone is on the same page regarding the project's purpose, deliverables, and timelines. This alignment will ultimately lead to project success. 
  • An engaging presentation can capture your audience's attention and keep them interested throughout. So, you can expect better feedback, buy-in, and support for the project. 
  • Effective project presentations provide the necessary information for decision-makers to make better choices. Whether it's approving project funding, adjusting the scope , or making strategic decisions, clear project presentations are essential for everything. 
  • By presenting your project properly, Stakeholders will know who is responsible for what. It will ultimately help to prevent misunderstandings and finger-pointing. 
  • Presenting the project can also help identify potential risks and issues early on. Stakeholders may raise concerns or offer insights that can help you address problems before they become major roadblocks.
  • Project presentation helps in resource allocation . It allows stakeholders to see the project's resource requirements, helping them allocate personnel, budget, and other resources accordingly.

In short, presenting a project correctly is not just about creating a visually appealing slide. It is also about conveying information and aligning stakeholders. You must ensure that everyone involved has a clear understanding of the purpose, progress, and potential challenges of the project. Therefore, effective project presentation is a skill that you must learn. 

A complete guide on how to present a project?

Do not panic, and be confident about the content and visuals you have prepared to present your project. You should have command of all the information about your project, and you should also know each word you have included in your presentation so that you can explain it deliberately and confidently. You should follow some important steps to present your project:

First of all, know the goals of your project.

You should know the goals of the project you are doing as a project manager or being an owner of the project. First, you should discuss the project and fix its goals by having a warm call-up meeting with your teammates and the owner of the company or the client for whom you are doing the project. It is important when it comes to how to present a project.

Goal setting and owning are most important to make a project successful. It is the winning spot you set to win the race. If you do not do this, it means you do not have directions for where you will go, and all your efforts are useless.

Explain the goal of your project.

After setting the goals, you need to convince the audience by sharing the goals of your project in a way that they could have a better understanding of it. You can explain your project by

  • Verbally presentation
  • Documentations

If you explain the goals very well, you have done half of the work .

Organize the steps on a paper to present your project

After setting and explaining the goals of your project, you need to convince the audience or your client by explaining the ways to achieve these goals that seem. For that purpose, you should prepare well. You should make a layout of your presentation in which all the steps are organized and explained.

It will provide you with backbone support in presenting the project in an organized and ordered way. This organization will help you remember all key points and give you confidence about what you are saying. You know its meaning.

Prepare a rough sketch of the words you are going to speak

It is just like writing a speech. The delivery of words plays an important role in convincing the audience. If you know how to play the game of words well, you will easily take the audience to your platform. Therefore, before speaking in front of a crowd, keep in mind that you will be judged based on the words you deliver.

So, prepare for speaking and know the meaning of every word you have included. It can prove your strength or your weakness. It all depends on your preparation.

A healthy discussion with your team

When you work with your team, the pressure of work is minimized, and the moral support of your team also encourages you to give your best. While presenting your project, make your team ready to collaborate with you; you can divide the presentation into chunks and share it with your team members asking them to explain that specific part.

Team collaboration encourages success step-wise with the best quality in a short time as the work is divided and you are not burdened. Have trust in your team and get unique ideas by having a healthy discussion with them. Show value to others' ideas by considering and appreciating them.

Prepare your team-mate on standby if there appears to be a need to get their services while presenting the project. They provide you support to answer some critical questions asked by the client if you have pre- planned with your team members . You should keep this in mind when you are talking about how to present a project.

Prepare a presentation on PowerPoint

Another effective way to present the project is to put your ideas on the slides and mention the most important content about them. You can use the images to clarify the concept of your presentation and its purpose, as the images also describe the stories behind them. The images you use for visual description should be very clear and easy to understand.

Several tools in a presentation can help you present your project in the form of image illustration. You can play these slides automatically by setting the time duration. Do practice over these slides after fixing the duration for playing the.

You can present your project not only in the form of words or images but also through videos or graphics. The message you want to convey should not be lengthy or complicated. It should be simple and perfectly visible. Video audio presentation can be of more advantage in this regard.

Create some humor for the audience

If you talk a lot and change slide after slide, this will cause boredom among the audience. Here, you need to engage the audience while conveying your serious message in such a way that it seems entertaining. You can relate the bullet points or images with funny day-to-day activities to create humor, or you can also add some funny pictures or illusions to make fun of during heavy, serious discussions.

You will indirectly and silently decently engage the audience. If you do so, you will not feel the need to ask or make a request to the people to listen to you. They will do so willingly . It is an art, and if you know how to do it without realizing the audience you are doing this intentionally, you are a successful speaker.

In this way you will easily grab the attention of the client of your audience, they will love to listen and understand you, and even they will wait and expect the next bouncer from your side.

Adopt a confident body language.

It is human nature that we feel hesitant when we address a crowd who is sitting to judge us and ready to argue with us when it is our first time. But slowly, you will learn to deal with such a situation.

No matter if you are a beginner, you do not need to get worried. Just stay confident that you have prepared your presentation and practiced as well, and you can answer every query raised by the audience.

Focus on your body language; avoid doing the things that reveal your nervousness, like pressing your hands and playing with a pen by producing the sound of a tick-tock. It looks so odd and leaves a bad impression on your audience.

Make sure you have presented all the aspects.

Keep a checklist with you on paper or a computer slide and check with it whether you have explained important parts of your project, your client must know about them, or one of them is left by mistake. If it is left, it is okay; make a turn and explain it in a way that it seems you did not explain it before to maintain the surprising effect of your project.

I will say again that practice is the key to making your project presentation successful and completed within the expected or allocated time limit.  It is important when you come up with the question of how to present a project.

Present everything without getting nervous. 

Project presentation can sometimes be a real headache, even for pros. However, when you are presenting your project presentation, you must explain everything you have prepared without getting nervous. 

It would be better to keep these steps in mind to make the most out of this experience:

  • You must keep your presentation concise, but don't forget to cover any of the essential points. 
  • When you are presenting your presentation, you can take a quick pause to gather your thoughts. Slowing your breathing will certainly calm your nerves. 
  • Take notes of what you will cover in your project presentation. It will help us to look more confident in the presentation room. 
  • Above all, practicing your project presentation more can also make you feel less nervous. For perfect results, it is always better to practice throughout the time. 

Answer the relevant questions

When you present your project, there will be many questions among the audience that are mostly related to the project type, but some of them will ask such questions just to confuse you or let your morals down. Here, you need to play the mind game; do not let these questions disturb you, but answer them with patience whether you know the answer or not.

If you do not answer, simply tell them you do not know about it but want to know and ask for an explanation in the sense to add up your knowledge. If these questions are shits just to disturb you, they will not be thrown towards you next time.

You must be prepared for your question-answer session during and after your project presentation. It is because your audience may ask you some difficult or tricky questions. Regardless of what you have been asked for, it is always important to take proper time and answer their questions with the information they are looking for. 

Wrap up with a project

After discussing every aspect of the project with the client in detail, answering the queries, and getting suggestions, you need to end the session by wrapping up the project presentation in the form of a summary and giving a short review. In this way, all important parts of the projects will be recalled and finalized.

Common mistakes to avoid in project presentations 

When presenting a project, avoiding common mistakes is essential for ensuring clarity, engagement, and effectiveness. So, here are the common mistakes that you must avoid in your project presentation:

  • Lack of Preparation

Inadequate project presentation can affect you in multiple ways. For example, you may stumble over your words during the presentation, lose your thought process while explaining some concepts, or even don’t have your project material ready to present. 

Effective preparation is key to a satisfied audience. Therefore, you should also focus on preparing your project presentation. The process involves researching your topic thoroughly, creating a structured outline, and practicing your presentation multiple times to build confidence and fluency. 

  • Information overloading

When it comes to presenting a project, people usually make the mistake of overwhelming their audience with the overload of information. They add excessive data, statistics, and technical details of the project that may be hard to digest for the audience. 

The best practice here is to focus on adding the most important and relevant information only to your project presentation. Additionally, you can also add some statistics to support your key points. The best practice to simplify complex or technical project information is adding visuals in your presentation. 

  • Not clearing your project purpose. 

Without clear objectives, your audience may leave the presentation unsure. It is because they don’t get what actions they should take, the scope of the project , or what they will get from the project. 

You should overcome this problem by stating the purpose of your project early on. Moreover, it would be better to outline what you want to achieve with this project and what others will get from it. 

  • Poorly designed visuals 

Visuals in your project presentation should complement your spoken words. The visuals in the presentation should not distract your audience from what you are saying. 

Remember that cluttered or confusing slides can lead to disengagement.

You must keep slides simple, with clear headings, bullet points, and visuals that reinforce your message. Use a consistent design template and appropriately designed visuals for improved engagement. 

  • Skipping the introduction 

An engaging introduction sets the tone for your presentation. It gives you an opportunity to capture the attention of your audience and increase it consistently.

For this, you have to craft a compelling opening, such as a relevant story, a surprising fact, or a provocative question. These practices will certainly help you to draw your audience in. 

  • Not defining the problem statement. 

Failing to clearly define the problem your project addresses can leave your audience wondering why the project is necessary. As a presenter, you must provide a concise and relatable problem statement early on. It should demonstrate the relevance and importance of your project. 

  • Poor storytelling 

Stories help make your presentation memorable and relatable. They add a human element to your content. Therefore, it would be better to incorporate relevant anecdotes, case studies, or real-world examples into your project presentation. These will help you to illustrate your points and connect with your audience emotionally.

  • Disorganized presentation structure 

A disorganized presentation structure can confuse. Even your audience will find it difficult to follow your thoughts. So, you must create logical sections with clear sections, transitions, and signposts. These will help you to guide your audience through your content seamlessly.

Final thoughts

If you are new to project management and do not know how to present a project to your client or the crowd of the audience, please do not be worried and panic at all. It is not a big deal. You can do it by maintaining your confidence level, organizing the order of steps you are going to discuss, practicing and being tricky about grabbing the attention of the audience.

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How to Give a Presentation

Last Updated: October 4, 2023 Fact Checked

This article was co-authored by Patrick Muñoz . Patrick is an internationally recognized Voice & Speech Coach, focusing on public speaking, vocal power, accent and dialects, accent reduction, voiceover, acting and speech therapy. He has worked with clients such as Penelope Cruz, Eva Longoria, and Roselyn Sanchez. He was voted LA's Favorite Voice and Dialect Coach by BACKSTAGE, is the voice and speech coach for Disney and Turner Classic Movies, and is a member of Voice and Speech Trainers Association. There are 10 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 523,915 times.

Giving a presentation terrifies most of us, especially when talking before a crowd of people about an unfamiliar topic. Never fear! There are ways to make a good presentation. The more presentations you do, the easier they will become!

Preparing For the Presentation

Step 1 Focus your presentation.

  • It's best to have 1 main thesis statement or overarching theme and 3 main points that back-up or flesh-out your main theme. Any more than that and your audience is going to start losing interest. This means that any facts and information that are a part of your presentation should back up these 3 main points and overarching theme.
  • For example: If you're giving a presentation about 17th century alchemy, bringing up the history of alchemy is fine (and probably necessary), but don't mire your audience in its history instead of focusing alchemy in the 17th century. Your 3 points could be something like "alchemy in public opinion," "famous 17th century alchemists," and "the legacy of 17th century alchemy."

Step 2 Less is more.

  • Pick your very best supporting facts, information, or quotes for your presentation. Don't bury your audience in information.

Step 3 Decide whether to use media or not.

  • Make sure you're using media to enhance your presentation and not to drown it out. The presentation is key. Anything else is just accessorizing.
  • For example: to get back to 17th century alchemy, to back up your information about alchemy in the public opinion, you might want to show images from public pamphlets about the dangers of alchemy and see what people of the time period had to say about it and see what the more famous alchemists had to say about it.
  • Also, you want to make sure that you pick a medium that you are comfortable in and thorough in knowledge. If you don't know a thing about PowerPoint, maybe consider writing your main points on a white board, or passing out handouts with your main points and evidence on them. [3] X Research source

Step 4 Practice.

  • A good tip is to film yourself or audiotape of yourself giving your practice presentation so you can see what distracting verbal and physical tics you have, so that you can work on eliminating them before the presentation itself. (Verbs tics would be things like "um..." and "uh..." and using "like" inappropriately; physical tics are things like shifting your weight from foot to foot or messing with your hair.) To stop yourself from saying "um" or other unwanted tics, be aware you're doing it first, then speak more slowly and deliberately. Breathe deeply and feel free to pause and appreciate the silence. These will all help you to have mastery over your tics.
  • Just remember that rehearsals usually run about 20% shorter than your actual presentation, so take that into account if you're running on a time limit.

Step 5 Visualize success.

  • For example, if you aren't comfortable wearing heels, don't wear them just for the presentation. You'll be distracted by your discomfort and that will come across in the presentation. There are plenty of good shoe choices that have no or a low heel.
  • Clean, nice slacks or a skirt and nice, button-down shirt in neutral colors are always good choices for presentation wear. You also don't particularly want your clothing choice to distract from the presentation, so perhaps avoid that brilliant hot pink shirt.

Giving the Presentation

Step 1 Deal with the jitters.

  • Before the presentation, clench and unclench your hands several times to deal with the adrenaline and then take 3 deep, slow breaths.
  • Call up a smile, even if you feel like hurling. You can trick your brain into thinking that you're less anxious than you actually are and you'll also be able to hide your nervousness from your audience.

Step 2 Engage the audience.

  • Make eye contact with your audience. Don't stare at one particular person, but section up the room and make eye contact with someone in each section on a rotational basis.
  • Have a big, welcoming smile on your face, with lots of energy, so you start out from a strong and engaging place.
  • Ask questions of your audience and take questions during your presentation. This will make it more of a conversation and therefore more interesting.
  • Tell an amusing anecdote to illustrate your point. From the above examples about 17th century alchemy, you could find an amusing alchemical anecdote from the time period, or you could talk about your own forays into alchemy.

Step 3 Give an engaging performance.

  • Move around, but make your movements deliberate. Don't nervously shift your feet (in fact, it's a good idea to imagine that your feet are nailed to the floor except for those times you deliberately choose to move).
  • Use your vocal inflections to create a more dynamic presentation. Vary your voice as you're talking. Nobody ( ever ) wants to sit there and listen to someone drone on and on in dull monotone, no matter how interesting the material (think Professor Binns from Harry Potter; that's what you don't want).
  • Try to create a balance between rehearsed and spontaneous. Spontaneous, on the spot, movement and asides can be great as long as you are really comfortable, otherwise they can sidetrack your presentation and make it rambling. Mess around with spontaneous and rehearsed when you're practicing and you'll get a feel for it.

Step 4 Treat your presentation as a story.

  • Quickly introduce your topic and don't assume that your audience is familiar with all the terms, especially if your topic is one that isn't widely known.
  • Figuring out why you want (or have to) give this presentation will help you work with an overarching story/theme. Maybe you want to pass the class. Maybe you're convincing people to give you money or join you in a philanthropic endeavor or act for a social or political reason. Channel that desire into your presentation. You're answering the question of why they would want to pass you or why they would want to fund you. That's the story you're telling.

Step 5 Talk more slowly.

  • Make use of pauses, and learn to be comfortable with silences. Silence can be a powerful presentation tool and gives you a chance to take a moment to recompose. By taking pauses, you can slow down your breathing and be more deliberate in your speech, avoiding speaking too quickly.
  • Have water with you and take a sip when you feel you're going too fast.
  • If you have a friend in the class or meeting, arrange with them beforehand that they will let you know with a signal whether you're talking too quickly. Look over their way occasionally and check your progress.
  • If you find that you're running out of time and you haven't finished, simply drop or summarize your leftover material. Acknowledge the leftover material as something that can be discussed later or in the Q&A.

Step 6 Have a killer closing.

  • Make it clear what the listeners now know and why it is important that they have this new information.
  • Conclude with examples or stories about your main point and take home message. You might want a slide which summarizes your presentation. For example, you might conclude with a story about the nature of alchemy in the modern era (perhaps in a film) to show its malleable nature.

What Is The Best Way To Start a Presentation?

Community Q&A

Community Answer

  • Have a short Q&A session at the end of each subtopic. Q&A sessions will improve audience engagement. It also acts as a welcome break for audience in case of long presentation. For this though, you will need to know the subject you choose well. Make sure you understand and have more than just the basic knowledge about the topic you choose. Thanks Helpful 1 Not Helpful 0
  • Use pictures or visuals. Pictures and visuals show that you know what you're talking about, and it gives the audience a picture of what you're talking about. Thanks Helpful 0 Not Helpful 0
  • Try to have a "leave behind" message, something that your audience can take away that reminds them about your presentation, like a flyer or a book, for example. Thanks Helpful 0 Not Helpful 0

how to project presentation

  • Don't make your speech too long, unless it is really good, and you have to have done speeches for a long time to have them be that good and long. Stick to short and sweet. Thanks Helpful 49 Not Helpful 11
  • Don't put off work to the last minute. Then your work will be most likely sloppy. If you do well under pressure, do your project a bit at a time and maybe it will get done. Or, try doing it all at the beginning, so then you have the whole rest of the time to play or check your assignment. Thanks Helpful 35 Not Helpful 16
  • Jokes are usually not okay, especially in a professional setting. A light hearted comment is fine, but don't make it seem like a comedy show. Thanks Helpful 11 Not Helpful 3
  • If you speak in a too fast/slow or monotone voice, people will not want to hear you! Aim for a conversation voice (but slightly louder) with natural pauses (commas and periods). Develop a tone depending on what you're talking about. It's more interesting and engaging to hear someone speak in a serious tone rather than a monotone when speaking about world hunger. Thanks Helpful 7 Not Helpful 2
  • If you suffer from twitchy fingers, be mindful to move your hands during your presentation only when necessary, or the audience may notice and feel you are unprepared. Thanks Helpful 8 Not Helpful 3

You Might Also Like

Be a Good Writer

  • ↑ http://www.huffingtonpost.com/young-entrepreneur-council/13-tips-for-giving-a-kill_b_3728093.html
  • ↑ https://www.niu.edu/presentations/prepare/index.shtml
  • ↑ https://algonquincollege.libguides.com/studyskills/creating-presentations
  • ↑ https://www.indeed.com/career-advice/career-development/how-to-prepare-the-presentation
  • ↑ http://www.washington.edu/doit/TeamN/present_tips.html
  • ↑ https://counseling.uiowa.edu/self-help/30-ways-to-manage-speaking-anxiety/
  • ↑ https://www.hamilton.edu/academics/centers/oralcommunication/guides/how-to-engage-your-audience-and-keep-them-with-you
  • ↑ http://hbr.org/2013/06/how-to-give-a-killer-presentation/ar/1
  • ↑ https://www.linkedin.com/pulse/how-slow-down-your-speech-when-presenting-sharon-maree-jurd-cfe/
  • ↑ https://www.indeed.com/career-advice/career-development/how-to-conclude-a-presentation

About This Article

Patrick Muñoz

Before you give a presentation, spend some time crafting what you will say. Most presentations should center on a thesis, or main idea, and contain about 3 supporting points. Cutting unnecessary content will ensure your presentation is impactful. Once your presentation is done, practice delivering it in front of a mirror or while recording yourself so you can identify and correct any issues. To calm your nerves before you present, try clenching your fists a few times and taking several deep breaths. For more advice about giving presentations, like whether to use visual aides, keep reading! Did this summary help you? Yes No

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How To Start a Presentation: 15 Ways to Set the Stage

By Krystle Wong , Jul 25, 2023

How To Start A Presentation

The opening moments of your presentation hold immense power – it’s your opportunity to make a lasting impression and captivate your audience. 

A strong presentation start acts as a beacon, cutting through the noise and instantly capturing the attention of your listeners. With so much content vying for their focus, a captivating opening ensures that your message stands out and resonates with your audience.

Whether you’re a startup business owner pitching a brilliant idea, a seasoned presenter delivering a persuasive talk or an expert sharing your experience, the start of your presentation can make all the difference. But don’t fret — I’ve got you covered with 15 electrifying ways to kickstart your presentation. 

The presentation introduction examples in this article cover everything from self-introduction to how to start a group presentation, building anticipation that leaves the audience eager to delve into the depths of your topic.

Click to jump ahead:

How to create an engaging introduction for your presentation

15 ways to start a presentation and captivate your audience, common mistakes to avoid in the opening of a presentation, faqs on how to start a presentation, captivate the audience from the get-go.

how to project presentation

Regardless of your mode of presentation , crafting an engaging introduction sets the stage for a memorable presentation journey. Let’s dive into some key tips for how to start a presentation speech to help you nail the art of starting with a bang:

Understand your audience

The key to an engaging introduction is to know your audience inside out and give your audience what they want. Tailor your opening to resonate with their specific interests, needs and expectations. Consider what will captivate them and how you can make your presentation relevant to their lives or work.

Use a compelling hook

Grab the audience’s attention from the get-go with a compelling hook. Whether it’s a thought-provoking question, a surprising fact or a gripping story, a powerful opening will immediately pique their curiosity and keep them invested in what you have to say.

how to project presentation

State your purpose

Be crystal clear about your subject matter and the purpose of your presentation. In just a few sentences, communicate the main objectives and the value your audience will gain from listening to you. Let them know upfront what to expect and they’ll be more likely to stay engaged throughout.

Introduce yourself and your team

Give a self introduction about who you are such as your job title to establish credibility and rapport with the audience.

Some creative ways to introduce yourself in a presentation would be by sharing a brief and engaging personal story that connects to your topic or the theme of your presentation. This approach instantly makes you relatable and captures the audience’s attention.

Now, let’s talk about — how to introduce team members in a presentation. Before introducing each team member, briefly explain their role or contribution to the project or presentation. This gives the audience an understanding of their relevance and expertise.

Group presentations are also a breeze with the help of Venngage. Our in-editor collaboration tools allow you to edit presentations side by side in real-time. That way, you can seamlessly hare your design with the team for input and make sure everyone is on track. 

Maintain enthusiasm

Enthusiasm is contagious! Keep the energy levels up throughout your introduction, conveying a positive and upbeat tone. A vibrant and welcoming atmosphere sets the stage for an exciting presentation and keeps the audience eager to hear more.

Before you think about how to present a topic, think about how to design impactful slides that can leave a lasting impression on the audience. Here are 120+ presentation ideas , design tips, and examples to help you create an awesome slide deck for your next presentation.

Captivating your audience from the get-go is the key to a successful presentation. Whether you’re a seasoned speaker or a novice taking the stage for the first time, the opening of your presentation sets the tone for the entire talk. 

So, let’s get ready to dive into the 15 most creative ways to start a presentation. I promise you these presentation introduction ideas will captivate your audience, leaving them hanging on your every word.

1. Ask a thought-provoking question

Get the audience’s wheels turning by throwing them a thought-provoking question right out of the gate. Make them ponder, wonder and engage their critical thinking muscles from the very start.

2. Share a surprising statistic or fact

Brace yourself for some wide eyes and dropped jaws! Open your presentation with a jaw-dropping statistic or a mind-blowing fact that’s directly related to your topic. Nothing captures attention like a good ol’ dose of shock and awe.

how to project presentation

3. Tell a relevant story

Start your presentation with a riveting story that hooks your audience and relates to your main message. Stories have a magical way of captivating hearts and minds. Organize your slides in a clear and sequential manner and use visuals that complement your narrative and evoke emotions to engage the audience.

With Venngage, you have access to a vast library of high-quality and captivating stock photography, offering thousands of options to enrich your presentations. The best part? It’s entirely free! Elevate your visual storytelling with stunning images that complement your content, captivate your audience and add a professional touch to your presentation. 

Venngage Stock Photo Library

4. Use a powerful quote

Sometimes, all you need is some wise words to work wonders. Begin with a powerful quote from a legendary figure that perfectly fits your presentation’s theme — a dose of inspiration sets the stage for an epic journey.

5. Engage with a poll or interactive activity

Turn the audience from passive listeners to active participants by kicking off with a fun poll or interactive activity. Get them on their feet, or rather — their fingertips, right from the start!

Venngage’s user-friendly drag-and-drop editor allows you to easily transform your slides into an interactive presentation . Create clickable buttons or navigation elements within your presentation to guide your audience to different sections or external resources. 

Enhance engagement by incorporating videos or audio clips directly into your presentation. Venngage supports video and audio embedding, which can add depth to your content.

how to project presentation

6. Utilize visuals or props

Capture your audience’s gaze by whipping out captivating visuals or props that add an exciting touch to your subject. A well-placed prop or a stunning visual can make your presentation pop like a fireworks show!

That said, you maybe wondering — how can I make my presentation more attractive.  A well-designed presentation background instantly captures the audience’s attention and creates a positive first impression. Here are 15 presentation background examples to keep the audience awake to help you get inspired. 

7. State a bold statement or challenge

Ready to shake things up? Kick off with a bold and daring statement that sets the stage for your presentation’s epic journey. Boldness has a way of making ears perk up and eyes widen in anticipation!

8. Use humor or wit

Sprinkle some humor and wit to spice things up. Cracking a clever joke or throwing in a witty remark can break the ice and create a positively charged atmosphere. If you’re cracking your head on how to start a group presentation, humor is a great way to start a presentation speech. 

Get your team members involved in the fun to create a collaborative and enjoyable experience for everyone. Laughter is the perfect way to break the ice and set a positive tone for your presentation!

how to project presentation

9. Invoke emotion

Get those heartstrings tugging! Start with a heartfelt story or example that stirs up emotions and connects with your audience on a personal level. Emotion is the secret sauce to a memorable presentation.

Aside from getting creative with your introduction, a well-crafted and creative presentation can boost your confidence as a presenter. Browse our catalog of creative presentation templates and get started right away!

10. Use a dramatic pause

A great group presentation example is to start with a powerful moment of silence, like a magician about to reveal their greatest trick. After introducing your team, allow a brief moment of silence. Hold the pause for a few seconds, making it feel deliberate and purposeful. This builds anticipation and curiosity among the audience.

11. Pose a problem and offer a solution

A great idea on how to start a business presentation is to start by presenting a problem and offering a well-thought-out solution. By addressing their pain points and showcasing your solution, you’ll capture their interest and set the stage for a compelling and successful presentation.

Back up your solution with data, research, or case studies that demonstrate its effectiveness. This can also be a good reporting introduction example that adds credibility to your proposal.

Preparing a pitch deck can be a daunting task but fret not. This guide on the 30+ best pitch deck tips and examples has everything you need to bring on new business partners and win new client contracts. Alternatively, you can also get started by customizing one of our professional pitch deck templates for free. 

how to project presentation

12. Provide a brief outline

Here’s a good introduction for presentation example if you’re giving a speech at a conference. For longer presentations or conferences with multiple speakers especially, providing an outline helps the audience stay focused on the key takeaways. That way, you can better manage your time and ensure that you cover all the key points without rushing or running out of time.

13. Begin with a personal connection 

Share a real-life experience or a special connection to the topic at hand. This simple act of opening up creates an instant bond with the audience, turning them into your biggest cheerleaders.

Having the team share their personal experiences is also a good group presentation introduction approach. Team members can share their own stories that are related to the topic to create an emotional connection with your audience. 

how to project presentation

14. Begin with an opening phrase that captures attention

Use opening phrases that can help you create a strong connection with your audience and make them eager to hear more about what you have to say. Remember to be confident, enthusiastic and authentic in your delivery to maximize the impact of your presentation.

Here are some effective presentation starting words and phrases that can help you grab your audience’s attention and set the stage for a captivating presentation:

  • “Imagine…”
  • “Picture this…”
  • “Did you know that…”
  • “Have you ever wondered…”
  • “In this presentation, we’ll explore…”
  • “Let’s dive right in and discover…”
  • “I’m excited to share with you…”
  • “I have a confession to make…”
  • “I want to start by telling you a story…”
  • “Before we begin, let’s consider…”
  • “Have you ever faced the challenge of…”
  • “We all know that…”
  • “This is a topic close to my heart because…”
  • “Over the next [minutes/hours], we’ll cover…”
  • “I invite you to journey with me through…”

15. Share a fun fact or anecdote

Time for a little fun and games! Kick-off with a lighthearted or fascinating fact that’ll make the audience go, “Wow, really? Tell me more!” A sprinkle of amusement sets the stage for an entertaining ride.

While an introduction for a presentation sets the tone for your speech, a good slide complements your spoken words, helping the audience better understand and remember your message. Check out these 12 best presentation software for 2023 that can aid your next presentation. 

how to project presentation

The opening moments of a presentation can make or break your entire talk. It’s your chance to grab your audience’s attention, set the tone, and lay the foundation for a successful presentation. However, there are some common pitfalls that speakers often fall into when starting their presentations. 

Starting with Apologies

It might be tempting to start with a preemptive apology, especially if you’re feeling nervous or unsure about your presentation. However, beginning with unnecessary apologies or self-deprecating remarks sets a negative tone right from the start. Instead of exuding confidence and credibility, you’re unintentionally undermining yourself and your message. 

Reading from Slides

One of the most common blunders in the opening of a PowerPoint presentation is reading directly from your slides or script. While it’s crucial to have a well-structured outline, reciting word-for-word can lead to disengagement and boredom among your audience. Maintain eye contact and connect with your listeners as you speak. Your slides should complement your words, not replace them.

how to project presentation

Overwhelming with Information

In the excitement to impress, some presenters bombard their audience with too much information right at the beginning.

Instead of overloading the audience with a sea of data, statistics or technical details that can quickly lead to confusion and disinterest, visualize your data with the help of Venngage. Choose an infographic template that best suits the type of data you want to visualize. Venngage offers a variety of pre-designed templates for charts, graphs, infographics and more.

Venngage Infographics Templates

Ignoring the Audience

It’s easy to get caught up in the content and forget about the people in front of you. Don’t overlook the importance of acknowledging the audience and building a connection with them. Greet them warmly, make eye contact and maintain body language to show genuine interest in their presence. Engage the audience early on by asking a show of hands question or encourage audience participation. 

Lack of Clarity

Your audience should know exactly what to expect from your presentation. Starting with a vague or unclear opening leaves them guessing about the purpose and direction of your talk. Clearly communicate the topic and objectives of your presentation right from the beginning. This sets the stage for a focused and coherent message that resonates with your audience.

Simplicity makes it easier for the audience to understand and retain the information presented. Check out our gallery of simple presentation templates to keep your opening concise and relevant. 

how to project presentation

Skipping the Hook

The opening of your presentation is the perfect opportunity to hook your audience’s attention and keep them engaged. However, some presenters overlook this crucial aspect and dive straight into the content without any intrigue. Craft an attention-grabbing hook that sparks curiosity, poses a thought-provoking question or shares an interesting fact. A compelling opening is like the key that unlocks your audience’s receptivity to the rest of your presentation.

Now that you’ve got the gist of how to introduce a presentation, further brush up your speech with these tips on how to make a persuasive presentation and how to improve your presentation skills to create an engaging presentation . 

how to project presentation

How can I overcome nervousness at the beginning of a presentation?

To overcome nervousness at the beginning of a presentation, take deep breaths, practice beforehand, and focus on connecting with your audience rather than worrying about yourself.

How long should the opening of a presentation be?

The opening of a presentation should typically be brief, lasting around 1 to 3 minutes, to grab the audience’s attention and set the tone for the rest of the talk.

Should I memorize my presentation’s opening lines?

While it’s helpful to know your opening lines, it’s better to understand the key points and flow naturally to maintain authenticity and flexibility during the presentation.

Should I use slides during the opening of my presentation?

Using slides sparingly during the opening can enhance the message, but avoid overwhelming the audience with too much information early on.

How do I transition smoothly from the opening to the main content of my presentation?

Transition smoothly from the opening to the main content by providing a clear and concise outline of what’s to come, signaling the shift and maintaining a logical flow between topics.

Just as a captivating opening draws your audience in, creating a well-crafted presentation closing has the power to leave a lasting impression. Wrap up in style with these 10 ways to end a presentation .

Presenting virtually? Check out these tips on how to ace your next online presentation . 

Captivating your audience from the very beginning is crucial for a successful presentation. The first few moments of your talk can set the tone and determine whether your audience remains engaged throughout or loses interest. 

Start with a compelling opening that grabs their attention. You can use a thought-provoking question, a surprising statistic or a powerful quote to pique their curiosity. Alternatively, storytelling can be a potent tool to draw them into your narrative. It’s essential to establish a personal connection early on, whether by sharing a relatable experience or expressing empathy towards their needs and interests.

Lastly, be mindful of your body language and vocal delivery. A confident and engaging speaker can captivate an audience, so make eye contact, use appropriate gestures and vary your tone to convey passion and sincerity.

In conclusion, captivating your audience from the very beginning requires thoughtful preparation, engaging content and a confident delivery. With Venngage’s customizable templates, you can adapt your presentation to suit the preferences and interests of your specific audience, ensuring maximum engagement. Go on and get started today!

visTABLE® Software

5 ideas to make your project presentation more successful

  • Digital Factory & Factory Design
  • Jan Schiller
  • last updated: 18. January 2023

You are probably familiar with this situation: You have invested many hours in your project presentation slides. Your idea for a solution is mature. Now you are sitting in a deadlocked meeting and after endless discussion the decision is postponed.

Portrait of a young businessman after successful project presentation

As is often the case, how well a proposed solution is received by your audience depends to a large extent on communication. Because communication problems slow down many industrial projects. A lack of transparency can be a major cause. Be transparent and you are understood. If you are understood you are accepted by your audience. Practitioners and authors in communication theory call this connection the basic law of communication:

True is not what A says. True is what B understands.

But how do you understand the complex issues and considerations that shape projects in factory planning? We want to show 5 ideas that will help you to give your work the recognition you need. For example in project presentations, meetings or workshops.

Idea 1: Use previously unused data

Data is content and is the raw material of our digital age. It is only through the analysis and linking of data that these raw materials become information and a knowledge advantage for yourself, the team and the company. So look for previously unused data or create new relationships between contents. Possible data sources are existing IT systems (ERP, PPS, MES, logistics control center, etc.), work plans or CAD plans. Sometimes the data is also slumbering outside the company, e.g. the building floor plan for the architect.

So unlock that untapped data and make it meaningful content to your work to support your project presentation.

Practical tip: Linking the CAD floor plan and processes (material flow data) creates completely new communication options within your project presentation. You determine the data by tracking transports through a material flow analysis.

Arrows on a CAD-Floorplan (factory layout) showing materialflows

This illustrates not only material flow intensities, but also the distances they have to cover. You create a transparent presentation of the material routings and the associated transport effort for your audience. With this key figure, you can find answers to the question of the “right” arrangement of manufacturing, assembly, logistics or storage areas in the factory. This is crucial information to move forward in a planning project. It also creates a fundamental understanding in presentations with your audience or team members. This can be PowerPoint slides or even the presentation directly in a software.

Idea 2: Don’t trust your intuition only

First of all, the concept of intuition is not about higher inspiration or the seventh sense. Rather, it is about a human sense that is commonly referred to as gut feeling. This consists largely of experience, acquired specialist knowledge, creativity and imagination. All helpful characteristics with which you can develop successful solutions to the given planning tasks and which your employer would like you to have.

The gut feeling can also meet you as a challenger. Namely when it is not your own. In a project meeting it quickly becomes clear that intuition is difficult to compare or argue with. And decision-makers in particular usually rely on key figures and proven data in a presentation.

Make yourself aware of this and acquire additional objective information for your planning solution. Integrate it in your PowerPoint presentation or in the planned course or your slides. In the project presentation you can then react safely to any questions and explain in black and white why you have chosen this solution.

Suggestions for objective KPIs

  • Space requirement
  • Investment costs for new equipment
  • Conversion costs
  • Logistics effort

So couldn’t you design the presentation completely on the basis of objective key figures?

No, because in industrial engineering in particular (fortunately) not all influencing variables can be fully recorded and described. This would also mean that human mind could be eliminated from decision-making processes.

Practical tip : Variant planning with benefit analysis

Variants arise almost inevitably during the planning process. They arise with authoritative decisions that drive the project in different directions (e.g., manual assembly vs. automation). Variants accomplish two practical things in a presentation:

  • they convey to other participants the possible paths to the solution
  • they promote the joy of decision-making by narrowing down the solution space in a meaningful way

With a subsequent cost-utility analysis , you put different key figures in relation and thus offer an evaluation for the different variants. In summary, this means for your presentation: Intuition is in the variants and the utility value analysis provides an objective view.

Abbildung Excel-Vorlage zur Nutzwertanalyse

Idea 3: Get ready for decision-making processes

We want to inspire you to study the social and psychological foundations of communication. Make yourself aware that these skills (so-called social skills) are just as important as technical skills for the success of a project presentation.

A study by the management consultancy McKinsey has shown that 70 percent of change initiatives in companies do not achieve their goals, which is largely due to resistance from employees and the lack of support from management (decision-makers).

Link: https://www.mckinsey.com/featured-insights/leadership/changing-change-management

“The difficulty lies not so much in developing new ideas as in escaping from old ones.” Economist John Maynard Keynes

Changes in production, assembly, logistics or storage areas within the factory are the subject of countless discussions in planning projects. Hardly anyone has no opinion on this. At latest in their own area, the pulse of many participants is rising. Different perspectives and conflicting goals shape the picture. Communication is a key success factor. This applies not only to communication in planning teams, but also to the presentation of solutions to those affected.

So what does good communication look like in a project presentation?

  • Make sure everyone involved understands the need for change . If there are no compelling reasons, it is difficult to drive change.
  • Make potential visible and then make a joint decision for change. The need for action must be clear to everyone.
  • Early participation in discussion and planning reinforces the sense of a common idea. By having a common goal , collaboration succeeds, especially when problems arise.
  • How the solution came about is often more important to outsiders than the solution itself. According to the motto: It’s not the destination, it’s the journey .
  • Have a clear understanding of your company’s goals and values. This will help you to understand decision makers and align your own communication .

Idea 4: Use early 3D visualization

Especially at the beginning of a project, the effort for a 3D visualization does not seem justified. The classic approach is as follows: At the kick-off meeting for the project, the manager invites one of his investors, his architect, his planner (you) and the production manager. Everybody is motivated and excited about the manager’s idea to expand the factory.

2D CAD Drawing of a factory floor plan

The manager presents the 2D-CAD drawing and tries to explain his thoughts. According to his ideas, the planned extension contains a new production area, a new storage area and a new break room. Unfortunately, the invitees can’t really interpret the CAD plan very well. This is because 2D drawings are highly abstracted compared to reality. In the end, everyone has understood the plan differently and leaves the meeting. In the worst case, people are now working in different directions. A lot of time is wasted and the project is delayed. Followed by frustration and demotivation.

The advantages of 3D visualization can be easily derived from this example. Planning in 3D leads to a significantly higher transparency for all parties involved and thus to a higher planning quality. Cultural, linguistic and technical barriers are irrelevant. The language of the 3D model is universal. Experience shows that if a 3D model is used early on in a project, it is much easier for everyone to develop a common understanding. There are fewer misunderstandings, it saves a lot of time and money and everyone stays motivated.

Certainly one of the easiest ways is to use 3D screenshots from a software in a PowerPoint or Google slide. However, as soon as a question like the following arises: “And what is there behind the cold store?” a static view or slide is no longer sufficient.

how to project presentation

Interactive 3D visualization

Even though materialflow plays a very important role for factory planners, its modeling and interpretation is usually reserved for a circle of experts involved in a planning project and not for the entire audience. Use Immersion effects for communication across the board. This refers to the immersion of an observer in a virtual model. For example, a realistic 3D visualization alone can contribute enormously to the understanding of a planning status. Walking through a three-dimensional production hall on a large screen creates acceptance. Virtually walk-through 3D scenes are already expected as a minimum level of immersion.

The 3D visualization should be interactivly. Turning a container or moving a workbench makes the experience of the planning solution even more transparent. In addition, you can react on practical questions spontaneously in the project presentation:

“How do we actually get the new machine into the hall? Will it fit through gate 1 or do we have to enter through the large hall gate at the back? Then we may have to dismantle this and that before the move.”

Quickly lifting the machine by 20 cm and thus manipulating its relocation path with a finger, quickly setting a marker in the layout at critical points – this and similar examples show how interactive 3D visualization can make communication more effective during a project presentation.

Slides are fine and of course needed, but with an interactive 3D presentation, a dull presentation can turn into an interactive workshop with a lively exchange of ideas among participants. Your audience will thank you.

Idea 5: Check your tools – PowerPoint & Excel spreadsheet, the perfect tools for your project presentation? – No.

In most companies, investing in one or more tools is not a one-time decision. In most cases, the purchase evolves historically as the company grows. For example, many companies own multiple tools from different vendors.

General software such as PowerPoint or Excel are nearly ubiquitous. For example, a spreadsheet is ideal for collecting and summarizing data. However, when it comes to converting these spreadsheets into understandable graphics for a project presentation, one quickly reaches the limits. In addition, it becomes clear time and again that there are serious deficits with regard to simple and fast operation.

how to project presentation

Modern software can do that better. Take a critical look at your toolbox. Learn how to find the right software for your tasks in this blog article:

Utility analysis for the selection of planning software

But also among the planning specialists there are specializations due to the complexity of the different planning tools. There are specialists in the field of simulation among production system planners, while others are specialists in the CAD field. Hardly any user is able to use all tools in the planning process using the technical possibilities (simulation, CAD, VR, …).

Modern software tools have solved this problem with a user-friendly design. They are easy and intuitive to use without the need for special and usually long and expensive training.

No problem, simply subscribe to our Blog-News!

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Don't start your work presentations by simply saying 'hello.' Here's how to be more engaging in the conference room.

  • I'm a public-speaking expert, and I've trained many executives and senior teams.
  • I tell all of them to stop starting work presentations with a salutation or a "hello."
  • Instead, you should engage your audience by telling a story or asking a question.

Insider Today

I'm sure you've sat through plenty of presentations where the presenter starts with a polite salutation like, "Hello, thank you for having me here today," or, "I am so glad to be here" — often followed by their name and professional résumé . Sometimes, if it's an internal meeting, you get the same salutations followed by an agenda slide with bullet points and the presenter narrating it.

As a public-speaking coach who has worked with many executives and senior teams, I know how to make work presentations more engaging. Here's how you should change your approach.

If you stick to your old ways, you aren't leaving a memorable first impression

Your audience is thinking three things when you walk into that conference room or onto that stage: Who is this person, why should I care, and how are they going to solve my problem?

Let's face it: Most people are more interested in how you will solve their problem than in you and your professional résumé. So let's flip the script a bit. Start with the solution to their problem, briefly talk about yourself for credibility, and then give them a reason to care.

Instead, try to capture their attention

Begin your presentation with a hook or a story — something that grabs their attention right from the start. For instance, your hook might be, "Did you know this?" or "What if that?" It could also be a short story that humanizes your services or products.

Most presentations are predictable; wouldn't it be better for both your time and your audience if you could introduce an element of surprise?

Some might feel it rude not to thank the organizer or greet the audience, so I suggest finding another place in your presentation for this. Here's a good structure:

Intro: "What if you could be a more confident and credible presenter? What if you could engage with your audience so they remember your products or services?"

Credibility: "My name is Meridith, and I've been coaching entrepreneurs and executives on how to speak with spark for over a decade, and I am really excited to be here. I want to thank [insert name] for inviting me to share the afternoon with you."

Solution: "Today, I will give you three ways to make your audience remember your products and services, helping you stand out in a competitive market. Let's get this party started!"

You could also try to form a personal connection

Often, presentations lack a personal touch. Try sharing a relevant personal anecdote or experience that relates to your topic. This not only makes your work presentation more relatable but also helps to establish a deeper connection with your audience.

For example, you could say: "When I was younger, I often hid in the back of the classroom, hoping the teacher wouldn't call on me because I didn't want to sound stupid or have the wrong answer. Later in life, I discovered acting and improv comedy . It was through the practice of these two art forms that I developed my confidence and learned how to engage more courageously with others. Today, I will give you solutions for how you can also better engage your audience with spark."

Try to encourage interaction

At the very least, you should try to engage your audience from the beginning — whether in person or on virtual calls. You can ask a thought-provoking question or propose a challenge that involves them directly. This approach shifts the dynamic to more interactive and engaging sessions.

If you implement any of these suggestions, you can make your presentation memorable and impactful immediately. And you'll most likely get a larger return on your investment of time and energy.

In today's fast-paced world, where attention spans are increasingly shorter than ever, it's crucial to grab and hold your audience's attention from the very beginning. By doing so, you set the stage for a more engaging and productive interaction. So challenge yourself to break free from presentation norms and embrace a style that resonates deeply with your audience and leaves a lasting impression.

how to project presentation

Watch: A public speaking champion reveals 3 keys to nailing your business presentation

how to project presentation

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Create a Winning Client Presentation: Tips, Tricks, & Strategies

Sarah Burner

ClickUp Contributor

February 14, 2024

Pitching client presentations can be a daunting experience.

You have to convince clients that you’d be a good fit for their brand and have the best solution to their problem. That your product or service can help them achieve their goals.

With multiple elements in the mix, driving engaging and relevant presentations becomes challenging. 

Learn how to deliver a successful client presentation using the strategies in this guide.

The Importance of a Client Presentation

Step 1. research and plan the pitch, step 2. create a marketing funnel out of your presentation, step 3. use visually engaging content to communicate your story, step 4. encourage two-way conversations, step 5. establish clear next steps to close your presentation, 1. detailed client research, 2. client pain points, 3. proof points, 4. call to action, 5. expected investment and timeline, 1. not setting the stage properly, 2. getting defensive, 3. mentioning irrelevant information, 4. not guiding the feedback loop, pitch perfectly with clickup, common faqs.

A client presentation is meant to offer your prospective clients a good idea of your specialized expertise. It helps them see what working with you might be like and how you can add value to them. 

If planned and delivered well, an informative customer presentation can help you:

  • Talk about your work in the format of a compelling story
  • Articulate your value to potential clients
  • Communicate the progress you’ve made to an existing client
  • Wrap up projects and dissect what went well and what didn’t

Effective client communication is therefore one of the most critical skills for a sales or business professional today.

5 Essential Steps for a Successful Client Presentation

Whether you’re about to deliver a sales pitch or a creative slideshow, creating engaging client presentations is work.

Use this five-step checklist when creating presentations and add value to your client’s time:

You may understand your work inside out, but your potential client is yet to warm up to the idea of partnering with you. 

This is why the most essential part of an effective client presentation starts with research and planning.

  • Who your target audience is (for the presentation) and what their goals look like
  • Everything about your prospective client, including their problems, inspirations, interests, and more
  • How to answer your client’s biggest goals, roadblocks, and issues
  • Their business, team size, and industry (and how your product/services will support their vision)

Now the question is, where to find this data?

Make sure to look up the following:

  • The client’s LinkedIn page and website for information on their current offerings
  • Your past pitches for inspiration—especially if you’ve catered to clients in the same industry
  • The client’s ‘About Us’ page and videos online for a better understanding of your presentation’s ideal tone of voice and topics

Gather client information with ClickUp's Agency/Client Discovery Doc Template

Once you have all the information about what makes your clients tick, help them make sense of the data—structure and format the key points you plan to deliver using ClickUp AI.

Utilize this smart assistant to generate a presentation to help you reach your prospective client goals faster.

Next, you’ll want to use the client meeting to talk about why your brand is right for them:

  • Start by acknowledging their pain points, showing them that you understand them, and building trust in the process
  • Move on to asking questions and see if they have any pressing issues that need to be solved
  • Introduce your offering as the ultimate solution to your client’s problems and tie your product to their immediate needs

Your presentation needs a tangible end goal to ensure focus and direction. 

Do you want the client to sign the contract? Or maybe you want them to register for a demo. 

Either way, you must have a clear idea of what action you’d like to inspire them to take.

Here are a few tips on how to convert your presentation into a marketing funnel:

  • Build your narrative using a compelling story to hook the audience
  • Don’t overload the prospect with tons of information
  • Ensure your presentation is to the point, and avoid beating around the bush
  • Take charge of your meeting and get your clients to focus on the conversation at hand
  • Beginning: Introduce what is being presented, why you’re presenting, and what the client should expect when working together
  • Middle: Add visuals to your story and create aesthetic value 
  • End: Tell the customer about the next steps and add a relevant call to action

Use the premade ClickUp Presentation template and customize it according to your liking.

ClickUp's Presentation template is great for beginners

This template enables you to:

  • Organize sections of your presentation easily, with a clear structure from beginning to end
  • Gather feedback from key stakeholders before the final presentation
  • Keep track of all tasks related to the presentation in one place

Too much text on your slides makes them boring and overwhelming for the audience.

So, when presenting, consider visual aids like infographics, pie charts, bar graphs, images, hand-drawn illustrations, etc., as your trusted friend.

These visuals offer advantages such as:

  • Catching and keeping your client’s attention
  • Aligning the client’s needs to the brand’s product/service—visually
  • Breaking up text-heavy slides for better focus 
  • Converting complex information into easy-to-digest data

Use ClickUp Whiteboards as a canvas to create a visual presentation for your meeting and show your clients your value.

ClickUp 3.0 Whiteboards simplified

Whether it’s a sales pitch or an onboarding meeting, it is necessary to keep your audience engaged. In other words, your presentation cannot be a monologue.

So, when the presentation is done, it is vital to encourage two-way interaction.

Here’s how you can do this:

  • Avoid small talk and instead iterate why the client’s account is important to you
  • Do you have any questions for us?
  • Do you see our product/service as a satisfactory solution for your needs?
  • How do we work together as partners and move this project forward?
  • Motivate your audience to ask questions and provide support for their queries—whether it’s related to scope, costs, timelines, and so on

Effective client management is about establishing clear next steps at the end of the meeting. 

If you leave the meeting open-ended, then you might not hear back from your audience.

Here’s how to set the right expectations for your client while closing the presentation:

  • Outline what you want them to do next 
  • Be upfront and direct about how and when you’ll be making follow-up calls
  • Give the client a defined deadline and keep them in the loop always

Key Elements to Include in a Client Presentation

Brush up your client presentation skills and set your presentation up for success with these must-have elements:

Use primary and secondary research methods to gather information about your client’s pain points.

Get answers to these questions during your research:

  • What are the client’s short-term and long-term goals?
  • What problems are they currently facing within their industry?
  • How does the client measure success?

Pro tip: Leverage sources like company websites, annual reports, industry publications, and social media platforms to get granular details. 

Invest in client onboarding software to efficiently organize and present your research.

Addressing your client’s current challenges demonstrates your understanding of their immediate needs and, by extension, establishes your relevance.

Do your homework about your client’s recent activities to identify challenges they might be grappling with currently. Also engage in discussions with your key stakeholders to get their opinions. In addition, you can use project kickoff templates to capture information about your clients from the get-go.

ClickUp Project Kickoff Template offers a structure for establishing expectations, clarifying roles, delegating tasks, and comprehending project timelines.

Your proof points validate your claims and build credibility by highlighting your track record and success stories. To showcase them:

  • Gather case studies, testimonials, and performance data that demonstrate the effectiveness of your solutions within the industry
  • Structure your presentation to strategically incorporate these proof points, highlighting them at key moments to reinforce credibility
  • Use visuals, such as charts or graphs, to represent your proof points and make them more impactful

A clear call to action directs your client to the next steps they should take after the presentation and guides them toward a decision.

To make this process easier for them:

  • Clearly outline the desired outcome, whether it’s scheduling a meeting, signing a contract, or starting a trial
  • Provide multiple channels for the client to take the desired action and make it as convenient as possible for them to move forward
  • Connect with them promptly afterward to reinforce the call to action and provide additional support as needed

Present a detailed breakdown of the investment required for your solutions, including costs, payment terms, and potential ROI.

To get an accurate estimate of your client’s budgetary and timeline requirements, ask these questions:

  • What’s the maximum budget for the project?
  • Are there any specific budgetary constraints to be aware of?
  • How flexible is the client’s budget? Are they open to discussions about cost adjustments?
  • What timeline do they have to get the project up and running?
  • What will happen to the deadline and costs in case of a scope creep?

4 Common Mistakes to Avoid During a Client Presentation

Find the sweet spot with your presentation skills by avoiding these common mistakes:

Failing to establish the proper context at the beginning of your presentation leads to misunderstandings and a lack of engagement from your client. Manage client expectations and clarify what the audience should expect.

If your clients feel confused about the purpose of the presentation, they’ll never be able to grasp the value of your offerings fully.

To set the stage properly , follow these few tips:

  • Understand your audience’s background and align your introduction to resonate with their needs
  • Clearly state the objectives of your presentation and let your clients know what they stand to gain from your pitch
  • Start with a compelling hook that captures their attention and sets the tone for the rest of the presentation

Displaying defensive body language, such as crossing arms, avoiding eye contact, or appearing tense, signals discomfort to your clients.

This can immediately undermine your credibility and rapport with them.

Plus, your defensiveness may seem more like a lack of confidence in your customer’s eyes, leading to a breakdown in communication and trust.

To sharpen your non-verbal communication skills , follow these tips:

  • Pay attention to your body language during practice sessions. Also, practice maintaining an open posture and making eye contact to convey confidence and openness
  • If a challenging question is asked, remain calm and open-minded
  • Demonstrate active listening by nodding, smiling, and using affirming gestures. This shows your clients that you value their input and are engaged in the conversation
  • If you’re unsure about something or need clarification, ask questions politely and respectfully. This demonstrates a willingness to understand and address your client’s concerns

Irrelevant details during a pitch are a waste of your client’s time. 

If there is no clear benefit of adding additional information about the company services, don’t.

For example, if your presentation is about account management, don’t talk about your company’s history unless it directly relates to the success of your account management strategies.

Instead, focus on showcasing account results as the main takeaway.

This will keep your presentation focused and ensure you’re providing valuable information that directly addresses your client’s interests and needs.

Here are some strategies to effectively incorporate relevant data within your presentation:

  • Add data that directly addresses your customer’s specific pain points and interests
  • Identify the most important metrics that align with your audience’s goals and tie these metrics to the impact of your solutions
  • Use charts, graphs, and visuals to present data in a clear and compelling manner
  • Provide context of the data you’re presenting—help your audience understand why these numbers matter and how they relate to the overall story you’re telling
  • Use real-life examples and case studies to illustrate how your solutions have delivered tangible results for similar clients

Finishing a solid presentation is not where your work should end. 

Keep tabs on your audience’s needs, starting with a follow-up call.

Use a free project management software like ClickUp and arm your company with real time client feedback into what’s working for them and what isn’t. A good client management platform can also automate many of these tasks. 

With ClickUp Forms you can capture your client’s responses and route work to the right team at the right time. Additionally, you can convert Clickup Form responses into trackable tasks, which can be plugged directly into your workflows

Read More: Strategies for Client Project Management

When it comes to a presentation, sticking to the basics makes sense. However, deliver the Big Idea in a way that wows your clients and wins them firmly over. 

So, incorporate research and storytelling and maintain a client-first approach to make your presentation stand out .

Use presentation software like ClickUp to deliver pitch-perfect pitches!

1. How can I improve an audience presentation?

Here are a few key takeaways on how to deliver a successful presentation:

  • Spend time and effort researching and planning your pitch
  • Convert your presentation into a well-defined marketing funnel
  • Leverage visuals and images to highlight the USPs of your product or services
  • Close the presentation with a two-way dialogue and clear next steps

2. What should I include in a client presentation?

You can include the following in a client presentation:

  • Detailed client research
  • The client’s pain points
  • Strategic proof points for your presentation content
  • A relevant call to action for your audience
  • Essential details such as the expected investment and timelines

3. How can ClickUp help in optimizing a client presentation?

ClickUp saves you time and effort in creating effective presentations through its various tools as:

  • ClickUp Presentation template, which helps you create effective and engaging presentations for your audience
  • ClickUp AI, which allows you to generate a presentation outline within seconds; for example, creating a sales presentation for your sales process
  • ClickUp’s Presentation Executive Summary Template, which helps you make a killer first impression with your presentation

Use these features and save the time that goes into creating presentations.

Questions? Comments? Visit our Help Center for support.

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how to project presentation

Example prompts to try with Microsoft Copilot with Graph-grounded chat

Experience the power of Get started with Microsoft Copilot with Graph-grounded chat  (formerly named Microsoft 365 Chat). See how much time you can save and how much more you can get done. Use Microsoft Copilot to catch up, create content, and ask questions. This article provides several example prompts you can try.

Tip:  When you’re giving Copilot instructions, you can direct it to specific work content by using the forward slash key (“/”), then typing the name of a file, person, or meeting.  If you write a prompt and don’t reference a specific file, person, or meeting, Copilot will determine the best source of data for its response, including all your work content.

Synthesize large amounts of data into simple, consumable responses and catch up on things quickly. Here are some examples:

You've been on vacation now you're back. You need to find out what's going on with Project X. Find the latest about Project X. What's the current timeline? When are deliverables due?

You've just joined a new team and you're trying to ramp up on recent activities. Summarize team communications over the last 30 days. What are the team's priorities? 

There's been a recent change in how your team is tracking work. Find information about the new way our team is tracking work. Include email communications and points of contact for questions.

Create content

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You want to draft a one-page description of a new project (let's call it Project Foo) that's just about to kick off at work. Using information in file1, file2, and file3, write a one-page description of Project Foo. Write it so non-technical people can understand what the project is about and when it's scheduled to be completed.

You're preparing an email to invite customers to attend an upcoming conference and visit your company's booth. Using information in Document Z, write a fun, catchy email inviting our customers to come see us at our booth during next month's conference.

You want to plan a morale event for your team. List 3-5 ideas for group activities in the Seattle area that would be suitable for my team. Include approximate cost and time estimates. 

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How Mandatory Minimums Perpetuate Mass Incarceration and What to Do About It

Eliminating mandatory minimum sentencing laws is essential to creating a more just and equitable criminal justice system.

Related to: Sentencing Reform, Incarceration

  • Download PDF

Eliminating mandatory minimum sentencing laws is essential to creating a more just and equitable criminal justice system. Widespread evidence shows that mandatory minimum sentences produce substantial harm with no overall benefit to crime control. 1 Determined by lawmakers rather than judges, these sentences represent a uniquely American approach to sentencing that has accelerated prison growth. They constrain judicial discretion, deepen racial disparities in the criminal legal system, and cause far-reaching harm to individuals, families, and communities. 2

Despite building bipartisan agreement that such sentences are a policy failure, mandatory minimum sentences continue to be promoted as a tool to combat crime, even as the public signals waning support. This fact sheet identifies the main issues associated with mandatory minimum sentences. It documents the modest progress toward ending them, as well as efforts to reinstate them, and offers solutions to hasten change that will aid in ending mass incarceration.

Mandatory minimums are legal provisions in each state and the federal government that require a specific minimum prison term for certain crimes, regardless of individual circumstances. 3 A range of criminal legal experts from ideologically diverse backgrounds 4 maintain that mandatory minimums are an overly harsh, disproportionate punishment. 5

As crime rose in the 1980s and early 1990s, federal and state lawmakers scrambled to calm public concern. 6 With some support from academics, community leaders from areas with rising crime, corrections, law enforcement, and the legal community, politicians built on growing momentum to end indeterminate sentences, consisting of a range of years with no set minimum, and instead opted for longer, determinate sentences upon conviction with a long, minimum term. By 1995, all 50 states and the federal government constrained judges’ discretion in sentencing by mandating minimum imprisonment terms for a wide variety of offenses. 7 These policies encompassed:

  • Mandatory prison sentences for many drug-related crimes and longer, mandatory minimum sentences for violent crimes and repeat (i.e., habitual) offenses;
  • “Three strikes” laws that lengthened sentences, requiring minimum sentences of 25 years to life imprisonment for some, usually serious, offenses; 8 and
  • “Truth-in-sentencing” laws, which required people to serve most of their sentences, typically 85%, before eligibility for release. 9

Problems with Mandatory Minimums

Prosecutors hold the power.

A deterrence rationale underpinned mandatory minimum sentences: individuals were expected to refrain from committing new crimes if sentences were lengthened, and such sentences would also “send a message” to those considering criminal acts. The laws were professed to target violent crime, but their broad authority resulted in far more drug and other nonviolent convictions than violent convictions. The use of mandatory minimums effectively vests prosecutors with powerful sentencing discretion. The prosecutor controls the decision to charge a person with a mandatory-eligible crime and, in some states, the decision to apply the mandatory minimum to an eligible charge. 10 Rather than eliminate discretion in sentencing, mandatory minimums therefore moved this power from judges to prosecutors. The threat of mandatory minimums also encourages defendants to plead to a different crime to avoid a stiff, mandatory sentence.

Racial and ethnic disparities flourish

Studies show that Black people receive mandatory minimum sentences more frequently than whites. 11 A 2019 study found that people of color in New York made up 91% of arrests for crimes that carry mandatory minimums, whereas whites made up only 7%. 12 At the federal level, a 2017 United States Sentencing Commission report on drug sentences revealed that Black people were the most likely to have been sentenced under a mandatory minimum than any other group, and that, despite equal rates of using drugs, 13 Black and Hispanic individuals comprised the majority of persons convicted of drug-related offenses (which are the most common federal offenses subject to mandatory minimums). 14

The racial disparity associated with the sentencing of crack and powder cocaine offenses in the federal system after Congress passed the draconian Anti-Drug Abuse Act of 1986 is well known. The law created a quantity-based 100:1 disparity between federal crack cocaine and powder cocaine offenses, imposing the same five and ten-year mandatory minimum penalties for selling five and 50 grams of crack cocaine as for 100 times the amount of powder cocaine. In 1986, before the law passed, the average federal drug sentence for African Americans was 11% higher than for whites but within four years, this average was 49% higher. 15 A 2007 analysis by the United States Sentencing Commission showed that 82% of people convicted of crack-related offenses were Black, a stunning difference compared to whites (9%). 16 This injustice was reduced, but not eliminated through the Fair Sentencing Act in 2010 which lowered the disparity to 18:1 from 100:1.

Prison conditions worsen

In addition to their profound racial differences, mandatory minimum sentences have contributed to prison overcrowding, which exacerbates extremely unsanitary and dangerous living conditions. Overcrowded prisons create resource deficits for rehabilitation, mental and behavioral health needs, and education needs. Eliminating mandatory minimums would allow the reallocation of resources that could instead go toward funding these services and programs, which have known community safety benefits. 17

State and Federal Reforms Underway

After decades of lengthening prison terms to discourage engagement in crime, the failure of this approach is abundantly clear, and some jurisdictions are reversing course. A few notable reforms in recent years include:

  • Almost half of all states, as well as the federal government, have reduced or eliminated some mandatory minimums related to drug offenses. 18
  • Colorado, Iowa, and Washington now forbid mandatory minimums for youth who are transferred to the adult system. 19
  • Mississippi scaled back its truth-in-sentencing law so that certain nonviolent offenses committed by someone without a criminal history could be reviewed after serving one fourth of their sentence instead of the previous mandate of needing to serve 85% of their sentence. 20

While states have yet to address the overuse of mandatory minimum sentences for violent offenses, the limits put on harsh penalties for nonviolent and drug offenses is encouraging. But even here, reform of mandatory minimums has been too sporadic and insufficient to meaningfully pull the prison population back to its pre-mass incarceration levels. Reforms should be strengthened so they point the way toward a new paradigm of sentencing that allows individualized assessments, that includes regular review, and earned release as soon as possible.

Support for Misguided Policies Remains

We are now in the 50th year of the uniquely American reliance on mass incarceration. 21 Experts agree that this has come about by politics, not crime, and many of the policies are related to mandatory minimum sentences. 9 From perpetuating racial disparities, hindering rehabilitation, and straining resources, these policies have had significant negative consequences for individuals, families, and communities.

While inroads have been made to reverse or reform mandatory minimum laws in select states, we are nowhere near an end to the “get tough” politics that brought them about. Old rhetoric tends to resurface when crime worries rise. In 2022, the Tennessee legislature passed a new truth-in-sentencing law, 23 which requires individuals to serve 100% of their sentence upon conviction for eight separate felonies. The law is expected to increase the prison population considerably. 24

A successful push in California for two new mandatory minimums followed another highly televised crime by Stanford University student Brock Turner in 2016. 25 Because the sexual assault did not fall neatly in the state definition of rape, the two new laws expanded the definition of rape and prohibited the use of probation in a wider range of crimes of a sexual nature. The case exemplifies the understandable emotional public outcry for immediate action. It is important to remember, though, that the burden of such quickly developed laws is likely to fall disproportionately on non-white individuals, unlike this defendant, perpetuating the crisis of punitiveness toward Black and Brown communities. 26

To address the current opioid crisis, federal legislators most recently introduced the HALT Fentanyl Act. 27 It automatically classifies all fentanyl-related drugs as Schedule I drugs, regardless of their psychoactive impact or potential for harm, creating a lower threshold for conviction and triggering a mandatory minimum at sentencing. Schedule I is reserved for drugs with a high potential for abuse and no medical use; fentanyl is currently a Schedule II drug. 28 Under the HALT Act, anyone convicted of distributing or importing specific amounts of substances “structurally related to fentanyl” would be subject to mandatory minimum sentences. 29 This legislation represents a doubling down on failed drug policies that prioritize prisons over treatment and will once again overwhelmingly harm communities of color. Over 20 criminal justice reform groups, including The Sentencing Project, have voiced opposition to the bill.

Moving Forward

The evidence from 35 years of mandatory minimum sentencing shows that long and harsh sentences are not effective for community safety. Prosecutors should avoid charging crimes that trigger mandatory minimums, particularly those related to drug offenses. Despite the temptation to stiffen penalties to address crime, lawmakers can turn instead to approaches that include prevention and early interventions, and more opportunities for diversion from prison. 30 The Sentencing Project supports the elimination of mandatory minimum sentences entirely as well as making the changes retroactive for persons already serving these sentences.

Related Resources

The sentencing project partners with the ad council to amplify psa on mass incarceration in america.

The Sentencing Project's “50 Years and a Wake Up” campaign won Gold at the 2024 Anthem Awards as a global awareness campaign.

February 12, 2024

Testimony from Josh Rovner to Maryland Senate Judiciary Committee on Youth Justice Reform

The Sentencing Project's Josh Rovner testified before the Maryland House Committee on the Judiciary in opposition SB 744, a bill that would roll back evidence-based recommendations for reform, limit the use of diversion, and negatively impact youth well-being.

February 9, 2024

Testimony from Josh Rovner on Maryland Bill Concerning Youth Justice Reform

The Sentencing Project's Josh Rovner testified before the Maryland House Committee on the Judiciary in opposition HB 814, a bill that would roll back evidence-based recommendations for reform, limit the use of diversion, and negatively impact youth well-being.

February 8, 2024

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DOT plans online public meeting to discuss proposed Oshkosh Main Street Bridge project and closure

Project engineers will share maps, displays and exhibits during the live presentation..

how to project presentation

OSHKOSH ― The public is going to have its say.

Residents and business owners will get a chance to discuss next year’s proposed closure of the Main Street Bridge on Feb. 29, when the Wisconsin Department of Transportation hosts an online meeting to address the bridge’s scheduled improvements.

The online session is being described as a public involvement meeting that will provide project design information and gather comments on proposed improvements.

The DOT released the statement days after the Northwestern revealed the bridge could be closed for as many as eight months between 2035 and 2026 to facilitate necessary structural, mechanical and electrical improvements.

Wheel tax: Oshkosh business community is not behind the wheel tax proposed by the city

According to the release, the meeting will be held via Microsoft Teams, where project engineers will share maps, displays and exhibits during a live presentation.

There will also be information for businesses impacted by the bridge closure while a Q&A segment immediately follows the presentations.

The public can assess the meeting via computer or mobile device by going to the Main Street Bridge Project design website, https://wisconsindot.gov/Pages/projects/by-region/ne/45broshkosh/default.aspx, and clicking the link at the top of the page at the time of the meeting.

Impacted businesses can seek further information and signage at www.wisconsindot.gov/Together while the public is being asked to send any input or comments via traditional and electronic mail.

Mayor title: Double down! Oshkosh mayor not backing down from resolution.

As a result of the bridge’s closure, the proposal is to divert traffic approaching from the south side of the bridge along Ninth Avenue onto Oregon Street and through the Oregon/Jackson Street Bridge.

Pedestrians will use the sidewalks along Sixth Avenue, Oregon Street, Jackson Street, Division Street, Pearl Avenue and Main Street.

The DOT affirmed that the Main Street Bridge is still safe for vehicular and pedestrian use but stated “the structure has become deficient due to varying levels of deterioration” despite the various repairs and maintenance.

Have a story tip or public interest concern?   Contact Justin Marville at  [email protected] .

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COMMENTS

  1. How To Create a Project Presentation: A Guide for Impactful Content

    How To Create a Project Presentation: A Guide for Impactful Content Business • May 31st, 2023 Corporate, academic, and business meetings share one common factor: successfully delivering project presentations.

  2. How to Create a Successful Project Presentation

    1 Set Goals for Your Project Before you dive into the main details of your project presentation, you want to answer these questions: What is your project set out to achieve? Why is it important for you and your team to achieve your set goals? How do you plan to communicate your goals to your audience?

  3. How to Make an Effective Presentation (Guide, Tips & Examples)

    1. Choose the topic of your presentation. Choosing the topic of your presentation is arguably one of the most important parts of presentation creation. If you're a student looking for presentation topics, check out our list of 150+ presentation topic ideas covering various subjects to find something you like.

  4. How to Give a Good Presentation: 10 Tips

    Big 5 Personality Test Learn how to leverage your natural strengths to determine your next steps and meet your goals faster. Take quiz What are the main difficulties when giving presentations? It's the week before your presentation, and you're already feeling nervous.

  5. What It Takes to Give a Great Presentation

    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...

  6. What Are Effective Presentation Skills (and How to Improve Them)

    During a presentation, projecting confidence can help keep your audience engaged. Stage presence can help you connect with your audience and encourage them to want to watch you. To improve your presence, try amping up your normal demeanor by infusing it with a bit of enthusiasm. Project confidence and keep your information interesting.

  7. Top Tips to Present a Project Effectively

    1. Formulate your project goals Before you start finding the answer to the question "how to create a project plan," communicate the goals of your project. When you hold a presentation, you should define what effect you would like to reach beforehand.

  8. How to Make a Project Plan Presentation for Clients and Stakeholders

    Explore and download template Presenting the project roadmap in this manner helps your stakeholders quickly see the scheduled tasks, as well as their duration, sequences and other task dependencies, all of which define the critical path.

  9. Project Presentations: Prepare and Give a Great Presentation

    1. Create a Calendar Invite for Your Project Presentation You can't just expect people to turn up - they need to know that there is an important event that requires their attendance, so get it in their diaries. People plan their meetings and calendar appointments sometimes quite far in advance, giving ample warning.

  10. How to Give a Stunning Project Presentation

    Include an Analogy or Story One easy way to keep people engaged is via an analogy or story. In fact, this idea is so natural and easy to pull off that it should be standard practice for any good project presentation. An analogy is a comparison to a similar real life thing, for example, This product works like a rocket ship taking off to the moon.

  11. How To Deliver a Project Presentation Like a Pro

    Step #1: Set SMART goals Setting SMART goals means setting goals that are Specific, Measurable, Attainable, Relevant, and Time-bound. In the context of project management, SMART goals will help you go beyond merely stating your final objective and instead outline how you'll get there.

  12. How To Create A Successful Project Presentation?

    Stakeholders Show your project to the people who can approve funds and resources, i.e., the stakeholders. Demonstrate to them how the project will provide the desired solutions for the problems they raise within the specified time frame.

  13. How to present a project? Ultimate Guide

    You should follow some important steps to present your project: First of all, know the goals of your project. You should know the goals of the project you are doing as a project manager or being an owner of the project.

  14. Project Presentation Tips: How to Present a Project Plan

    Learn how to present your project plan effectively in 7 simple steps to get clients and stakeholders on board and in sync: https://teamgan.tt/3qS0Wu2 Present...

  15. How to Give a Good Presentation: 11 Top Tips for Killer ...

    How to Give a Good Presentation. Here's a quick look at the 11 tips on how to give a good presentation. Plus, you'll find a bonus resource you won't want to miss, The Visme Presentation Guru Course. Rehearse What You're Planning to Say. Prepare Mentally, Emotionally and Technically. Start Strong.

  16. How to Give a Presentation: 12 Steps (with Pictures)

    Move around, but make your movements deliberate. Don't nervously shift your feet (in fact, it's a good idea to imagine that your feet are nailed to the floor except for those times you deliberately choose to move). Use your vocal inflections to create a more dynamic presentation. Vary your voice as you're talking.

  17. How To Start a Presentation (With Tips and Examples)

    1. Tell your audience who you are Start your presentation by introducing yourself. Along with sharing your name, give your audience some information about your background. Choose details that are relevant to your presentation and help establish you as an expert in your chosen topic. Example: "Good morning.

  18. How To Start a Presentation: 15 Ways to Set the Stage

    Hold the pause for a few seconds, making it feel deliberate and purposeful. This builds anticipation and curiosity among the audience. 11. Pose a problem and offer a solution. A great idea on how to start a business presentation is to start by presenting a problem and offering a well-thought-out solution.

  19. 5 ideas to make your project presentation more successful

    For example in project presentations, meetings or workshops. Idea 1: Use previously unused data. Data is content and is the raw material of our digital age. It is only through the analysis and linking of data that these raw materials become information and a knowledge advantage for yourself, the team and the company. So look for previously ...

  20. How to structure a winning presentation

    Follow these three steps to clearly define your narrative before you start creating your slides. 1. Create an outline. Use a storytelling framework that translates your key message into a ...

  21. How to create a presentation in PowerPoint

    In PowerPoint, you can create a presentation from scratch, or from a theme with built-in graphics, fonts, and placeholders for your text, images, and content...

  22. Free Project Presentation Template

    4. logo. Provide background information. Outline the purpose of your proposal. Define your goals. Accentuate what sets you apart. Briefly state the budget. Finish with a call to action and ask for a follow-up. Represent your project idea in several statements.

  23. How to Start a Work Presentation, Be Engaging: Public Speaking Expert

    An image of a chain link. It symobilizes a website link url. Copy Link I'm sure you've sat through plenty of presentations where the presenter starts with a polite salutation like, "Hello, thank ...

  24. 5 Tips for a Winning Client Presentation

    Convert your presentation into a well-defined marketing funnel; Leverage visuals and images to highlight the USPs of your product or services; Close the presentation with a two-way dialogue and clear next steps; 2. What should I include in a client presentation? You can include the following in a client presentation: Detailed client research

  25. Example prompts to try with Microsoft Copilot with Graph-grounded chat

    Tip: When you're giving Copilot instructions, you can direct it to specific work content by using the forward slash key ("/"), then typing the name of a file, person, or meeting. If you write a prompt and don't reference a specific file, person, or meeting, Copilot will determine the best source of data for its response, including all your work content.

  26. About Me: My Favorite K-Pop Boyband. Free PPT & Google ...

    Ideal for everyone, this PowerPoint and Google Slides template showcases an appealing blend of pink and blue with a cute illustrated style. Perfect for fan presentations, personal introductions, or creative school projects. Craft your unique story using this PPT template and impress your audience with your passion.

  27. How Mandatory Minimums Perpetuate Mass Incarceration and What to Do

    The Sentencing Project is a leading voice for criminal legal reform. Advocacy overview. Our Work. Explore our work at the national, state, and local level to promote a fair and effective criminal legal system. Get Involved. Changing laws and policies to end mass incarceration require a mass movement. Here are ways you can take action.

  28. Oshkosh Main Street Bridge closure focus of Wisconsin DOT meeting

    DOT plans online public meeting to discuss proposed Oshkosh Main Street Bridge project and closure Project engineers will share maps, displays and exhibits during the live presentation.

  29. Marine Corps' Upcoming Project Dynamis to be Its 'JADC2 Accelerator'

    Project Dynamis, Quinter said, "is the JADC2 accelerator." It also would tie well into bolstering the service's network modernization plans. "We're trying to modernize our networks for ...