This document provides guidance on preparing and structuring an effective presentation. It discusses determining the purpose, understanding the audience, choosing a topic, creating an outline, gathering relevant information, and organizing the presentation into an introduction, body, and conclusion. The introduction should grab attention and introduce the topic. The body can be organized chronologically, by importance, as a comparison, or using other structures. The conclusion should review key points and challenge the audience.

1. Giving Presentations
“It usually takes me more than three
weeks to prepare a good impromptu
speech.”
—Mark Twain

2. What is my purpose?
• Am I going to explain something?
• Am I trying to persuade or inspire my
audience to do something?
• Am I hoping to teach my audience about
something?

3. Who is my audience?
• Is it an in-house group or an outside group?
• How many people are in the group, and what
are their ages, backgrounds, and interests?
• What will people already know about the
topic, and what will they want or need to
know?
• What will their attitude be toward the topic
and toward me?

4. What is my topic?
• What do I already know about the topic?
• What do I need to learn, and where can I find
the information?
• What support materials (displays, computer
projections, handouts) would help me present
my message?

5. DRAFTING AN OUTLINE
• After you’ve clarified your purpose, audience, and
topic—and you’ve written your purpose statement—
think about how to present your message.
• Begin by brainstorming points that you want to
communicate, and then organize the points into a list
or working outline.
• For a brief, informal presentation, this list or outline
may be the only script you need.
• On the other hand, for a longer, more challenging
presentation, you may need to significantly revise
and develop the outline as you research and write
the script. This outline is your tool for gathering and
organizing your thoughts.

6. GATHERING INFORMATION
• Using your outline as a guide, gather the
information you need.
• Begin by reviewing key documents, manuals,
and company material related to the topic.
• If necessary, read current articles, review
videos, explore the Internet, and talk with
other people.
• What you gather will depend on your purpose,
topic, resources, and available time.

7. Organizing Your Presentation
• For any speaking situation, you should develop an
introduction that does the following:
• greets the audience and grabs their attention.
• communicates your interest in them.
• introduces your topic and main idea.
• shows that you have something worthwhile to
say.
• establishes an appropriate tone.

8. • a little-known fact or statistic
• a series of questions
• a humorous story or anecdote
• an appropriate quotation
• a description of a serious problem
• a cartoon, picture, or drawing
• a short demonstration
• a statement about the topic’s importance
• an eye-catching prop or display
• a video or an audio clip

9. BODY
• Chronological Order: Arrange information according to
the time order in which events (steps in a process) take
place.
• Order of Importance: Arrange information according
to its importance: greatest to least, or least to greatest.
• Comparison/Contrast: Give information about subjects
by comparing and contrasting them.
• Cause and Effect: Give information about a situation or
problem by showing (1) the causes and (2) the effects.
• Order of Location: Arrange information about subjects
according to where things are located in relation to
each other.
• Problem/Solution: Describe a problem and then
present a solution for it.

10. CONCLUSION
• Review your main idea and key points.
• Issue a personal challenge.
• Come “full circle.” (State those arguments or
details that back up your original point.)
• Recommend a plan of action.
• Suggest additional sources of information.
• Thank the audience and ask for questions.