How to Put Together a Great Presentation

A strong presentation helps an audience understand and remember an idea, decision, or process. Before you begin, identify who will be listening, how much time you have, and what you want them to do or understand afterward. You will need a topic, a way to create slides if visuals are useful, and time to practise; not every presentation needs slides.

What You’ll Need

A clear topic and a specific purpose for the presentation.
Basic information or source material you can verify.
A timer and a quiet place to rehearse.
If using slides: presentation software, a screen or projector, and a copy of the file saved somewhere accessible.
Any permitted presentation aids, such as a handout, demonstration item, or microphone.

Step-by-Step

Define the outcome. Complete this sentence: “After this presentation, the audience should…” Make the ending specific, such as understanding a process, choosing between options, or taking a stated next step. Keep one main outcome; several competing goals make the talk harder to follow.
Learn about the audience and constraints. Consider what listeners already know, what they may be concerned about, and what terms need explaining. Confirm the time limit, location or online format, equipment, and whether questions are expected during or after the talk. These details determine how much material you can cover.
Choose the essential message. Write your main takeaway in one plain sentence. Select only the evidence, examples, or explanations that help listeners understand or trust it. Check important facts against reliable sources and distinguish confirmed information from estimates or opinion. Save interesting but nonessential details for questions or a follow-up.
Build a simple structure. Plan an opening, a middle, and a close before making slides. Open with the topic and why it matters. Group the main points in a sequence that makes sense, such as problem, evidence, and response. Close by restating the takeaway and giving any next step. Use transitions so the audience can follow how one point leads to another.
Write speaking notes. Use brief prompts rather than a full script unless exact wording is necessary. Add an example or explanation where a point might otherwise feel abstract. Read the notes aloud and replace jargon, long sentences, and unexplained acronyms. Prepare a short introduction and conclusion so you can deliver those parts confidently.
Create useful visuals. Make a slide only when it clarifies a point, shows evidence, or helps the audience follow the structure. Give each slide one main job, use a clear title, and keep text and charts readable from the back of the room or on a small screen. Label charts, explain units, and cite the source of borrowed facts or images. Avoid decorative effects that compete with the message. If slides add no value, present without them.
Rehearse and refine. Practise aloud from beginning to end, using the actual slides or demonstration materials. Time yourself and leave room for pauses and questions if the schedule requires them. If you run over, remove a lower-priority example or detail rather than rushing every sentence. Practise difficult names, transitions, and any demonstration, then make a final edit based on what was confusing or awkward.
Prepare the delivery and backup. Check the room or meeting setup, display connection, sound, and any links or media before speaking. Save a local copy of your slides and keep a readable backup, such as a PDF or printed notes, if appropriate. Know how you will proceed if a video, network connection, or projector fails. Bring water if available, and start by making sure listeners can hear you.

Common Mistakes

Trying to cover everything: Too many points hide the main message. Keep only material that supports the stated outcome.
Reading slides word for word: Dense text encourages the audience to read ahead. Put key phrases on screen and explain their meaning aloud.
Using visuals that are hard to read: Small labels, low contrast, and crowded charts can make useful information inaccessible. Simplify the visual and test it at presentation size.
Starting without context: Listeners may not know why the topic matters. State the subject, purpose, and route through the talk near the beginning.
Rehearsing only in your head: Silent review will not reveal timing, awkward wording, or a difficult transition. Practise aloud with the materials you will use.
Finishing without a clear close: A final slide that merely says “Questions” can leave the takeaway unclear. Summarize the point first, then invite questions.

Tips

Use a one-page outline to check the argument before spending time on slide design.
Keep examples relevant to the audience and explain what each example demonstrates.
Use consistent headings, alignment, and formatting so the audience can focus on ideas rather than decoration.
Pause after important points. A brief pause can help listeners absorb information and gives you time to gather your thoughts.
For questions, listen to the full question, answer its main point, and say plainly if you need to check a detail later.
When presenting online, look at the camera occasionally, speak clearly, and check that shared material is visible to participants.

Troubleshooting

You are over the time limit: Cut a supporting example, optional background, or repeated explanation. Keep the main takeaway and essential evidence. Practise the shortened version with a timer rather than speaking faster.

The slides will not display: Check the cable or connection and confirm the display is on the correct input. If the problem persists, continue from printed or digital notes, or explain the key visual verbally. Do not let troubleshooting consume the entire presentation slot.

A video or link fails: Summarize the point it was meant to support and move on. Keep a still image, notes, or a brief description available when the material is important.

You lose your place: Pause, look at your outline, and return to the last clear point. A short recap can help the audience follow the transition. You do not need to apologize at length for a small pause.

You do not know an answer: Do not guess. Say what you can confirm, clarify what remains uncertain, and offer to follow up if that is possible. If a question is outside the topic, explain that briefly and return to the presentation.

Frequently Asked Questions

How many slides should a presentation have?

There is no fixed ideal number. Use as many as help explain the message within the available time, and remove slides that repeat or distract. Rehearsal is the best way to check whether the pace feels manageable.

Should I write a full script?

Usually, short speaking notes are easier to deliver naturally. A full script can help when exact wording is required, but rehearse it aloud so the delivery does not become difficult to follow.

How do I make a presentation less boring?

Make the relevance clear, use a specific example, vary the way you explain information, and involve the audience when suitable. Keep each section connected to the main takeaway rather than adding activity for its own sake.

What should I do if I get nervous?

Prepare the opening, practise aloud, and arrive with time to check the setup. Before speaking, take a moment to breathe normally and settle your notes. Focus on helping the audience understand the idea, not on delivering every line perfectly.

How should I handle questions?

Listen without interrupting, repeat or clarify the question if needed, and answer concisely. If you do not know, say so rather than inventing an answer. Follow the event’s plan for questions and timing.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.