A well planned and delivered presentation is essential to

getting your message across to an international audience –

whether it be introducing your company to a prospective agent
or client, or launching a new product or service to a room full of
buyers. Similarly, a confusing, unprofessional or unrehearsed
presentation will reflect badly on you, your product and your
company.

The tips in this checklist will help you make the most of your
presentation opportunity and ultimately put you closer to
achieving your export goals.

Making an Effective Presentation

checklist

contents
the logistics.......................................................................... 2
preparing for the presentation ........................................... 3
making the presentation..................................................... 3
post-presentation ................................................................ 5
new zealand trade and enterprise assistance .................. 5

Making an This document is one of a series of free information tools for exporters providing a wide range of
Effective standard services and sophisticated solutions that assist businesses through every stage of the
Presentation export process.
July 2003 For information or advice, visit www.marketnewzealand.com, ring NZTE on 0800 555 888 or
contact your Client Manager.

1
 the logistics

Your Audience
! Ensure that your clients/audience know the purpose of your presentation AND that you have
a clear understanding of their objectives and time availability. To achieve the best results,
adjust your presentation time, presentation material and resources accordingly.

! Ensure your audience/clients know the venue and starting time.

! Reconfirm everyone’s attendance.

The Venue
! Arrange an appropriate venue, either a room at your clients’ premises or at an outside venue
that is agreeable to your clients.

! Ask for the room to be set up according to the size of your audience or as the local culture
dictates.

! On the day of the presentation, give yourself sufficient time to set up the room to your
liking/or ensure it has been set up appropriately, arrange support material and set up and
test your multimedia equipment.

! Practice part of the presentation in the venue to acclimatise yourself. Listen to the acoustics,
the level of the microphone, check that the light is sufficient to read your notes, etc.

Multimedia Equipment
! If you are hiring video machines/TVs, projectors, laptops etc. reserve the equipment in plenty
of time.

! Ensure the multimedia equipment is compatible with your presentation material, ie. that your
videos will work on the local video machine – NTSC, PAL etc.

! Make sure that the local power supply is compatible with any equipment you are bringing
with you.

! If you are bringing your own equipment, ensure you have the correct plugs – an extension
cord is often handy.

! Ensure your multimedia equipment is suitable for the size of the audience, i.e. a TV screen
or laptop is fine for showing a video to a small group, but use a large screen for a bigger
audience.

! Practice with the technology, not only to make sure that it’s working, but to develop
confidence in using it.

! Always have back-up overheads if you propose using slides or a computer-based

presentation.

! Make sure that the venue lighting is appropriate for the visual presentation.

Refreshments
Making an ! If you are hosting the presentation outside your clients’ premises, arrange for water and tea
Effective and coffee to be available (or as the local culture dictates).
Presentation
July 2003

2
 preparing for the presentation

The Audience
! Familiarise yourself with the audience – how many people will be attending, names and
designations.

! Identify the decision-makers.

! Learn the names of the people you need to acknowledge at the start of the presentation.

Preparation
! Set sufficient time aside to prepare for the presentation.

! Have clear objectives of what you want to achieve from the presentation.

! Determine the key ‘takeaways’ – the key points you want your audience to remember when
they leave the room.

! Structure your presentation logically - an introduction, a middle and a conclusion.

! Don’t make the presentation too long or you will lose your audience’s attention – 20 minutes
maximum is a good rule of thumb unless it is a particularly complex or sophisticated
presentation.

! Tailor the tone of your presentation to suit your audience, ie. reasonably formal for new or
potential clients, a little more casual for existing clients you know well.

! Tailor the content for your audience – focus on the benefits to them.

! Make your opening lively and memorable to catch your audience’s attention

! Use examples – this will make your presentation interesting and maximise the impact. For
example, outline the benefits your product has brought to other clients.

! Promote your product/company in a positive light as opposed to being negative about your
competitors.

! Use humour with caution – New Zealand humour may not transfer to another country – it
may be misunderstood or could even offend.

! Avoid colloquialisms and jargon, particularly for audiences from a different culture. Where
possible, have someone from the same culture as the audience read your presentation to
ensure that the meaning is clear to them. Be culturally aware!

! Rehearse your presentation – on your own to ensure you are confident in your delivery, and
in front of colleagues – to ensure it makes sense, achieves your objectives, delivers your key
messages and won’t bore your audience.

making the presentation

Body Language
! Make sure your body language is warm and inviting – don’t be too passionate or aggressive
Making an
Effective ! Relax
Presentation
! Smile
July 2003
! Acknowledge and address your audience appropriately at the beginning of the presentation.

3
 Interpreters/Translations
! If English is not your audience’s first language use an interpreter and have all your support
material translated.

! If English is not your audience’s first language, consider greeting them/opening your
presentation in their own language (ensure you trust the person giving you the translation!).
Do not attempt to use the local language for anything else if you are not familiar with it.

! If you do use an interpreter, go through the presentation with them in advance and
determine how you will structure the presentation. Make sure the interpreter is familiar with
any technical terms relating to your product/presentation/company.

Timing
! Keep to the allocated time.

! If using an interpreter, allow double the amount of time.

Questions
! Advise the audience at the start that you will be taking questions – either throughout the
presentation or at the end.

! Prepare your response to potentially difficult questions in advance. Also have a few
comments ready in case there are no questions.

Multi-Media/Props
! As a rule, keep overheads/slides etc. to a minimum.

! Use slides/overheads featuring figures and text sparingly– they can confuse an audience
and your audience will spend time reading the slide rather than listening to what you are
saying.

! Consider using photographs or illustrations to support your presentation rather than text.

! Attention grabbers are a good idea – props that support your presentation.

! Ensure support material – slides, overheads, PowerPoint presentations etc. – are consistent
in look and are free of spelling mistakes and grammatical errors. If appropriate, they should
feature your company’s logo/branding.

Hand-Out Material
! Ensure your hand-out material looks professional. Ideally, all your presentation and hand-out
material should have the same design and branding.

! Don’t give your audience copies of the presentation/hand-outs in advance – they will be
tempted to flick through it during the presentation. Hand it out after the presentation or have
copies at the door as your audience leaves or have it placed under their seats before they
arrive.

! Advise your audience at the start of the presentation that a copy of the presentation/handout
material will be distributed at your conclusion.
Making an
Effective
Presentation
July 2003

4
 post-presentation
! Follow-up on issues/questions that were raised during the presentation.

! Evaluate your performance and the results of the presentation in terms of meeting your
objectives.

new zealand trade and enterprise assistance

New Zealand Trade and Enterprise can help you achieve the best results from your presentation,
in terms logistics and content - tailoring the presentation to the audience, getting the balance
right between technical and marketing information, and giving the audience the information they
are looking for.

Our advice will be tailored to meet your requirements, depending on the market, the audience,
your product or service and your objective. Our assistance includes:

! Scheduling a meeting/presentation – what to take into account.

! Transport issues.

! Initial introduction of a person and company.

! Dressing codes and cultural tips.

! Very clear knowledge of basic technical aspects of the product.

! Very clear knowledge and written presentation (if applicable) of price structure.

! A clear idea of how after-sales service and warranties (if applicable) will be provided/apply.

! An idea of possible financial aspects (discounts, payment periods).

! Sample, brochures and other visual aids to help clients visualise the product or service.

! The most appropriate structure for the meeting – suggested approach.

Disclaimer:
While New Zealand Trade and Enterprise has verified the information in
this document, we make no representation as to the completeness,
Making an
correctness, currency, accuracy or fitness for any purpose of the
Effective information. New Zealand Trade and Enterprise will not be responsible
Presentation for any damage or loss suffered by any person arising from the
July 2003 information contained in this document, whether that damage or loss
arises from negligence or otherwise.