Planning Your Presentation

Preparing a presentation can be an overwhelming experience if you allow it to be one.

The strategies and steps below are provided to help you break down what you might
view as a large job into smaller, more manageable tasks.

Step 1: Analyze your audience

The first step in preparing a presentation is to learn more about the audience to whom
you'll be speaking. It's a good idea to obtain some information on the backgrounds,
values, and interests of your audience so that you understand what the audience
members might expect from your presentation.

Step 2: Select a topic

Next, if possible select a topic that is of interest to the audience and to you. It will be
much easier to deliver a presentation that the audience finds relevant, and more
enjoyable to research a topic that is of interest to you.

Step 3: Define the objective of the presentation

Once you have selected a topic, write the objective of the presentation in a single
concise statement. The objective needs to specify exactly what you want your
audience to learn from your presentation. Base the objective and the level of the
content on the amount of time you have for the presentation and the background
knowledge of the audience. Use this statement to help keep you focused as you
research and develop the presentation.

Preparing the Content of Your Presentation

Step 4: Prepare the body of the presentation

After defining the objective of your presentation, determine how much information
you can present in the amount of time allowed. Also, use your knowledge about the
audience to prepare a presentation with the right level of detail. You don't want to
plan a presentation that is too basic or too advanced.

The body of the presentation is where you present your ideas. To present your ideas
convincingly, you will need to illustrate and support them. Strategies to help you do
this include the following:

 Present data and facts

 Read quotes from experts
 Relate personal experiences
  Provide vivid descriptions

And remember, as you plan the body of your presentation it's important to provide
variety. Listeners may quickly become bored by lots of facts or they may tire of
hearing story after story.

Step 5: Prepare the introduction and conclusion

Once you've prepared the body of the presentation, decide how you will begin and
end the talk. Make sure the introduction captures the attention of your audience and
the conclusion summarizes and reiterates your important points. In other words, "Tell
them what you're going to tell them. Tell them. Then, tell them what you told them."

During the opening of your presentation, it's important to attract the audience's

attention and build their interest. If you don't, listeners will turn their attention
elsewhere and you'll have a difficult time getting it back. Strategies that you can use
include the following:

 Make the introduction relevant to the listeners' goals, values, and needs
 Ask questions to stimulate thinking
 Share a personal experience
 Begin with a joke or humorous story
 Project a cartoon or colorful visual
 Make a stimulating or inspirational statement
 Give a unique demonstration

During the opening you want to clearly present your topic and the purpose of your
presentation. Clearly articulating the topic and purpose will help the listeners focus on
and easily follow your main ideas.

During the conclusion of your presentation, reinforce the main ideas you

communicated. Remember that listeners won't remember your entire presentation,
only the main ideas. By reinforcing and reviewing the main ideas, you help the
audience remember them.

Practicing and Delivering

Step 6: Practice delivering the presentation

Most people spend hours preparing a presentation but very little time practicing it.
When you practice your presentation, you can reduce the number of times you utter
words and phrases like, "um," "well," and "you know." These habits can easily
diminish a speaker's credibility. You can also fine-tune your content to be sure you
make your most important points in the time alloted.
In addition to planning the content of your presentation, you need to give advanced
thought to how you want to deliver it. Do you want to commit your presentation to
memory, use cards to guide you, or read from a script? Or, you might want to use a
combination of methods. To help you decide, read the advantages and disadvantages
of the four delivery methods described below.

Speaking from Memory

A distinct advantage of speaking from memory is your ability to speak to the

audience without relying on notes or a script. This allows you the flexibility to move
away from the podium and to maintain eye contact with the audience. However,
speaking from memory has disadvantages, too. Presentations from memory often
sound rehearsed and the possibility exists that you'll forget an important point,
present information that's inaccurate, or completely lose your train of thought. If you
decide to deliver your presentation from memory, have notes handy to jog your
memory just in case!

Speaking from Notes

Many people like to speak from notes. Typically these notes are either on cards or
paper in outline form and contain key ideas and information. If you are using an
electronic presentation tool, you may be able to include your notes in the presentation
itself. The benefit of delivering a presentation from notes is that you sound natural
rather than rehearsed and you can still maintain relatively good eye contact with the
audience. The down side is that you might not express your key ideas and thoughts as
well as you may have liked had you planned your exact words in advance.

Speaking from Text

Speaking from text involves writing your speech out, word for word, then basically
reading from the text. As with speaking from memory, an advantage of this method is
that you plan, in advance, exactly what you're going to say and how you're going to
say it. A disadvantage is that you might appear to the audience to be stiff or
rehearsed. You will need to make frequent eye contact and speak with expression to
maintain the audience's interest.

Using a Combination of Methods

You may find the best method to be a combination of all three. For instance, experts
suggest you memorize the first and last ten minutes of your talk so that you can speak
flawlessly and without notes. Notes may be suitable for segments of your presentation
that you know very well, for example, relating a personal story. Finally, speaking
from a text might be appropriate when you have quotes or other important points that
you want to make sure you communicate accurately and completely. You can make a
smooth segue to written text by saying something like: "I want to read this quote to
you verbatim, to ensure that I don't distort the original intent."

The Top 3 Tips for Preparing Your Business Presentation in English

Have a Plan
Always have a plan. Spend some time thinking about not only what you’re going to
say but how you’re going to say it.

If English isn’t your native language, it’s very important that you think about
what language you’re going to be using. Think about all the vocabulary, phrases and
grammar that will make your message clear and easy to understand.

What are the big ideas you want to explain for your presentation? Which words will
express these ideas best?

Don’t Memorize
As part of your planning, be sure to write down your ideas and points and rehearse
(practice saying) them well. If you do write out your whole speech, avoid memorizing
or reading it as it’ll make you sound like a robot: stiff and boring.
Instead, use your notes as a guide and speak naturally.
Using FluentU to learn English can also help you speak more and more naturally
over time. FluentU provides real-world English videos for industries like sales,
engineering, oil and gas, hospitality and many others. It’s got a huge collection of
authentic English videos that people in the English-speaking world actually watch on
the regular.
The videos are personalized based on your language level and learning needs.
You’ll learn words that matter to your work, while hearing business English the way
native speakers use it. It’s an effective but fun language tool that you can carry in
your pocket.

You find a variety of business English videos that include “Introducing Business
Colleagues,” “Business Buzzwords,” “Control Your Inbox!” and “What Warren
Buffet Thinks About Cash.”

An added bonus is that if you want to work on other topics later, simply use the same,
familiar FluentU platform to learn with videos from other categories, such as
“Science and Tech,” “Politics and Society” or mix it up with “Arts and
Entertainment” or “Health and Lifestyle.”

Every spoken word is subtitled, complete with an in-context definition, image and
multiple example sentences.

All you have to do is tap or click on one of the words in those subtitles to get more
information. For example, if you tap on the word “brought,” you will see this:
Plus, these great videos are all accompanied by interactive features and active
learning tools, like multimedia flashcards and fun games like “fill in the blank.”

Keep It Short

Keep your presentation short and to the point. Use your notes to keep you on track
and within the time limit. Your notes will also keep you from repeating yourself and
going off topic.

So now that you have these tips in hand, let’s look at the top 25 business English
phrases that you can trust to help you transition smoothly from the beginning to the
end of your presentation.

25 Powerful Business English Presentation Phrases to Impress Your Audience

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Greeting Your Audience

You’re now standing in front of your audience. Before you begin your presentation,
start by greeting your audience, welcoming them to the event and introducing
yourself.

1. Good morning/afternoon/evening, everyone.

2. Welcome to [name of event].

Sample sentence: Welcome to our 3rd Annual Sales Leadership Conference.
3. First, let me introduce myself. I am [name] from [company].

Beginning Your Presentation

After you have given an introduction, you are ready to begin speaking about your
topic. Use these phrases to get started.

4. Let me start by giving you some background information.

Use this phrase to give your audience a brief overview of the topic you’ll be
discussing. This is a good way to give them an idea of what’s going on and to bring
them up to date.

5. As you’re aware, …

If you’re bringing up a topic that your audience already knows about or is aware of,
then you can use this phrase to introduce this known topic.

Sample sentence: As you’re aware, the CEO of DHL Express has often said that
globalization is here to stay.
Transitioning to the Next Topic

Before you move on to your next point, be sure to make it clear to your audience that
you’re now starting a new topic. Let them know exactly what that new topic will be.
The two phrases below are very similar in meaning, and they can both be used for
transitions.

6. Let’s move on to…

Sample sentence: Let’s move on to our second sales strategy.
7. Turning our attention now to…
Sample sentence: Turning our attention now to the results of our 2016 customer
survey.
Providing More Details

Use these phrases to tell your audience that you’ll be giving them a more detailed
explanation of the topic. Both the words ‘expand’ and ‘elaborate’ mean to explain
more fully.
8. I’d like to expand on…
Sample sentence: Now I’d like to expand on my point about increasing our market
share.
9. Let me elaborate further.

Linking to Another Topic

When making reference to a point you made earlier, or to remind your audience about
something you said before, use these phrases to that link.

10. As I said at the beginning, …

This phrase lets you remind your audience about a point you made earlier. It can also
be used to emphasize a point or theme.

Sample sentence: As I said in the beginning, we’ll see an increase in profit if we

follow these five steps.
11. This relates to what I was saying earlier…

This phrase will help you make connections between ideas in your presentation. It
shows that two different ideas are connected.

Sample sentence: This relates to what I was saying earlier about increasing

production to meet the year-end demand.
12. This ties in with…
Sample sentence: This ties in with the way we’ve been doing business for the past 20
years.
Emphasizing a Point

Use these phrases to draw attention to an important point that you want your audience
to note.

13. The significance of this is…

The word “significance'” is similar in meaning to “importance.”

Sample sentence: The significance of this is, if we complete this project on schedule,

we’ll have more people available to work on the next project.
14. This is important because…
Sample sentence: This is important because any marketing effort we put in now will
help to boost demand for our products in the long run.
15. We have to remember that …
Sample sentence: We have to remember that people are our most important
resource.
Making Reference to Information

Very often, you may need to support your discussion points by drawing attention and
making reference to information and data from studies, reports and other sources.

16. Based on our findings, …

Sample sentence: Based on our findings, 74% of our market is made up of teenagers
who find our clothing line stylish and upbeat.
17. According to our study, …
Sample sentence: According to our study, 63% of working people in this city go
directly to the gym after work.
18. Our data shows …
Sample sentence: Our data shows that more than 23% of men in this town who used
to drive to work now prefer to save money and the environment by cycling instead.
Explaining Visuals

To present a clearer picture of your point, you may show your data, information or
examples in the form of visuals such as charts, tables and graphs.

19. I’d like to illustrate this point by showing you…

The word “illustrate” means “show,” usually with examples, data or visuals.

Sample sentence: I’d like to illustrate this point by showing you a chart of the
number of people in each age group who prefer to shop online.
20. This chart shows a breakdown of …

A “breakdown” refers to the detailed parts or figures that make up the total picture. A
breakdown is often used in a presentation to show all the smaller parts behind
something bigger.
Sample sentence: This chart shows a breakdown of the ingredients we use in our
gluten-free products.
Restating Your Point

Sometimes in order to emphasize your point, you have to state it in a way that’s easier
for your audience to understand and remember. This often involves rephrasing,
simplifying or clarifying your point.

21. In other words, …

Use this phrase to rephrase or reword your point in another way.

Sample sentence: In other words, we need to change our current design to make it
more attractive to older children.
22. To put it simply, …

Use this phrase to simplify points that are complex or difficult to understand.

Sample sentence: To put it simply, we’ll need you to work harder at making this
launch a success.
23. What I mean to say is …

Use this phrase to explain your point in a way that’s easier for your audience to
understand.

Sample sentence: What I mean to say is that we need to change the way we market
our products.
Concluding Your Presentation

This is the very end of the presentation. You have said everything you need to say,
and now you need to finish it nicely. You may also have some time for questions. If
there is time for questions, invite your audience to ask any questions they have.

24. In conclusion, let me sum up my main points.

As part of your closing statement, “sum up” (summarize, state briefly) your speech by
mentioning the main points of your speech.
25. Thank you for your attention. Now I am happy to answer any questions you
might have.

End your presentation by thanking your audience and offering to answer their
questions.

b. Monthly Report Presentation

1. From the viewpoint of

From the viewpoint of sales, March and April were very successful months for us.

2. warranty claims

In the case of building 1, the preparation for final warranty claims took more time
than we originally calculated.

3. In this regard

In this regard, I would like to remind you that everything continues according to plan.

4. decreasing interest

Clients are showing decreasing interest to the new flats.

5. in accordance with

In accordance to your request, I have attached the contract we have signed with
Portiva.

6. weakening demand

There is a weakening demand for flats with no balconies.

7. sufficient resources

The construction site has sufficient resources so everything continues smoothly.

8. dealt with

We have dealt with the problem, and everything is now fine.

9. officially requested

Although we have sufficient resourcesof our own, we have officially requested a loan
 10. suitable composition

By designing a more suitable composition of the flats, we were not only able to speed
up the sales, but also significantly increase the overall revenues.

11. overall revenues.

By designing a more suitable composition of the flats, we were not only able to speed
up the sales, but also significantly increase the overall revenues.

12. bearing fruit

Moreover, during this period our efforts outside construction, such as the preparation
of the necessary administrative steps, have started bearing fruit.

13. official standpoint

The authorities haven't given an official standpoint yet.

14. the situation as a whole

Based on our latest meetings with Building Authority officials, and the development
of the situation as a whole, we plan to launch the construction of building B sometime
at the end of June and beginning of July.

15. legal grounds

I can say with great confidence that their objections have no legal grounds.

16. worst case scenario occurs

If this worst case scenario occurs we will, of course, do our best to try and mitigate
any financial losses.

17. On the contrary

On the contrary, we believe that our clients will be happier with a different flat
layout.

18. flat layout

On the contrary, we believe that our clients will be happier with a different flat
layout.

19. operational costs.

The increase of operational costs.

20. fully start

As far as the project "Hilbert House" is concerned, we are still preparing the
implementation of the construction which we would like to fully start in the
beginning of July, or sometime during this month.

21. secure a loan

As I already described to you in the previous monthly report, we plan to secure a loan
from the bank for this project.

22. top quality

We have, of course, already started the work of selecting the contractors for different
parts of the construction, together with the top quality verification of our construction
cost estimates.

23. In accordance

In accordance to our contractual obligations to Brno city,

24. given deadline

The given deadline is one we are comfortable to meet.

25. economic model

We will continuously be updating the project's economic model with precisely

defined results that relate to the aforementionedprocess.

26. precisely defined results

We will continuously be updating the project's economic model with precisely

defined results that relate to the aforementionedprocess.

27. carried out

The financing the project is being carried out in the regular way without any
problems.

28. time frame

The question is not whether we will be able to lease the newly built administrative
building, but the lease rate itself, and within what given time framethe lease can be
accomplished.

29. in this case

I will not deny that, from our point of view, they would in this case be an almost ideal
"key" tenant.

30. in practice

I would like to point out that firstly, I still see the requested result to be achievable in
practice.However the negotiations will be somewhat more complicated that I
originally expected.

31. matter of time

Afterwards, it will only be a matter of timebefore the suitable moment arrives for the
implementation of the planned object.

32. it goes without saying

It goes without sayingthat we have prepared the relevantreserves for such an

occasion.

33. revolve around

Their enquires mainly revolve around to the question of why, after such a long,
difficult and risky path to the existing result (which is quite an achievement), the
current owners now need an additional 200m CZK to finalise this project.

34. according to

In the second phase, the work on the skeleton construction of the buildings is being
done. According to the construction company, they start work on the communications
in the upcoming weeks.

35. the state of

With regard to the state of construction, we consider this situation to be very good.

36. all but one

The flats that remain to be sold are all but one.

 37. following in the footsteps

This project will be following in the footsteps of Rezidence za Kostelem.

38. the fact that

What we see as an indisputableadvantage is the fact that that if selling prices are
decreased by the cost of furnishing, our prices will seem more attractive.

39. we presume that

We presume that these flats will be sold rapidly.

40. whether or now

The implementation of the first phase will show whether or not this is a suitable way
for this project's further development.

41. further development

The implementation of the first phase will show whether or not this is a suitable way
for this project's further development.

42. of up to

In estimating the selling price, we are basing it on the average quality of plots for
construction with the estimated price of up to 1,000 CZK per m2.

43. In terms of

In terms of construction, we are working in full forceon the construction of the

building A.

44. briefly outline

I would like to briefly outline the history of Celadenka's plot sales and the expected
sales of Panorama's plots.

45. prospective owners

Each of the flats will then be finalised by their prospective owners.

46. inclement weather

This work had to cease for two entiredays due to inclement weather.
 47. as far as the sales are concerned

As far as the sales are concerned, we had market researchprepared where we

monitored the sales of new flats in the area surrounding our project.

48. significantly larger

The research showed that the majority of our competitors projects are significantly
larger, as far as the number of flats is concerned.

49. prospective clients

This proved that our project is very interesting for the market as it offers our
prospective clientsmore privacy than these other larger projects

50. the last moment

In the project "Apartment Radlicka", objections had been submitted against the
decision at the last moment.

51. well prepared

Currently, we can say that we are well prepared for the sales of the flats.

52. financial framework

The contractors met both the timeline and financial framework.

53. experience has shown us

Experience has shown us that "site action" plays a very important part in helping
clients make a decision.

54. initial calculations

According to initial calculations, this approach should not have any impact on the
profitability of the project. The project's profit will remain at the estimated level of
approximately 20m czk.

55. alternative solution

The alternative solution is to evaluatethe suitability of another plot.

56. cassation appeal

The cassation appealthat, in the end, was only submitted by one unsatisfiedappealer,
has not yet been resolved by the Supreme Administrative Court.

57. possible alternatives

Possible alternatives for finalising the sales of building I.

58. fundamental change

The fundamental change in our economic model will be the decrease of selling prices,
but also, a correspondingdecrease of construction costs.

59. secured a loan

As for the project's financing, we have secured a loan from KB bank.

60. based on our experience

Based on experience, we estimate this to be about 5 m CZK.

61. from the perspective of

The position here is of course splendid from the perspective of sales.

62. high standard of living

We are positive that our clients will require a high standard of living.

63. launched into

The sale was launched into the market without any further delay.

64. takes into consideration

The preparationprocess takes into consideration our commitment to start the

construction of the second phase within 12 months from the construction permit
entering into legal force.

65. legal force

The preparationprocess takes into consideration our commitment to start the

construction of the second phase within 12 months from the construction permit
entering into legal force.

66. the given assignment

As for the given assignment to arrange additionalfinancing of 200m CZK,
negotiations regarding this continue.

67. despite the fact that

We received the aforementionedenquiry despite the fact that no major marketing

activity has started.

68. fully underway

Preparation for this project is fully underway.

69. marked by

The past two months have been marked by on-going construction of the monolithic
skeletonand preparation so that the work of different professionals and sub-
contractors can start.

70. close to completion

The building H is close to completion.

71. relevant bonuses

Due to the fact that the forth phase of the project Dutch Quarter is already fully under
control and our negotiations with the insolvency administrator also seem very
positive, I would like to pay the team members their relevant bonuses as soon as
possible so I can continue motivating them to work at a fast pace.

72. In very simple terms

In very simple terms, we would summarise the result of the whole transaction in the
following way:

73. alternate solution

Perhaps you still remember how during (our last meeting, your last visit, my
presentation a year ago), I proposed an alternate solution to this problem.

74. business transactions

In this regard, it is necessary to understand that the investors who have the required
amount in cash are usually very experienced private people or institutions who are
undoubtably familiarwith business transactions of this nature.
 75. here I would like to point out that

We have had many issues with this project but here I would like to point out that
despite these complications the project is still projected to meet the initial deadline.

76. sufficient time

This meant that most communication from our side was done by the project's
architect, Mr. Spacek, who simply wasn't able to identify this risk and resolve it on
his own in sufficient time.

77. not only considering the fact that

As I already described to you in our recent meeting, I consider this result to be a huge
success, not only considering the fact that the situation looked very bleak a month
ago.

78. according to plan

As far as construction is concerned, everything continues according to plan.

79. many steps

Of course, the path to successfully signing an "actual" lease agreement will not be
prompt or simple in anyway. This is because this process usually consists of many
steps and only after a final assessment of the potential lessors' offers will the
company make a definitive choice for the most suitableoffice space.

80. a definitive choice

Of course, the path to successfully signing an "actual" lease agreement will not be
prompt or simple in anyway. This is because this process usually consists of many
steps and only after a final assessment of the potential lessors' offers will the
company make a definitive choice for the most suitableoffice space.

81. the liabilities have been settled

As I wrote in the previous monthly report, regarding the transaction with the plots
and bobsleigh track project, all the liabilities have been settled and the plots are
currently being transferred by the Land Cadaster.

82. a matter of principle

These fines were calculated as a matter of principle based on the verifiable e-mail
communication, meeting minutes signed by the other side and hand-over protocols.

meeting minutes

These fines were calculated as a matter of principle based on the verifiable e-mail
communication, meeting minutes signed by the other side and hand-over protocols.

our side

This meant that most communication from our side was done by the project's
architect, Mr. Spacek, who simply wasn't able to identify this risk and resolve it on
his own in sufficient time.

initial deadline

We have had many issues with this project but here I would like to point out
thatdespite these complications the project is still projected to meet the initial
deadline.