89 Preparing for Your Presentation (7.2.2)

Adapting to Different Presentation Settings

Presentations can take place in a wide variety of settings in professional environments. Adapting to the context is key when speaking in a boardroom, at a job site, or during a formal company meeting. Knowing your physical environment and audience size will help you present more confidently and avoid common issues.

Large Spaces

Presenting in an auditorium or other large space can feel overwhelming. To help manage this, do the following:

• Practice ahead of time, especially in the actual space if possible.
• Speak slowly and clearly to account for any echo.
• Ensure your visual aids are large enough to be seen from the back of the room.
• Use a microphone if available and needed.

Small Spaces

Smaller rooms can feel more relaxed, but they come with their challenges:

• Your audience can see everything, so be organized and avoid distractions like fumbling with slides or papers.
• Use note cards or visual aids carefully and discreetly.
• Arrive early to test equipment and arrange your materials.

Outdoor Settings

Presenting outdoors brings unpredictable elements like noise, weather, and lighting. To mitigate these potential issues, take the following steps:

• Choose a quiet, sheltered area if possible.
• Project your voice clearly without yelling.
• Be prepared for distractions and adapt calmly if needed.

Using a Lectern

Lecterns can add formality to your presentation, but don’t let them become a barrier between you and your audience. Use the lectern to hold notes or your laptop, but step out from behind it when possible to improve your eye contact, gestures, and overall presence.

Using a Microphone

If your setting requires a microphone, ensure the following:

• Test it ahead of time.
• Speak clearly and naturally.
• Maintain a distance of a few inches from the microphone to avoid distortion.
• Avoid turning your head away while speaking, especially when using a fixed mic.

Small Audiences

Smaller groups allow for more interaction but can lead to unexpected interruptions:

• Set expectations at the beginning by outlining when questions will be taken.
• Politely redirect off-topic or early questions to the Q&A period at the end.
• Take advantage of the opportunity to build a strong rapport with the group.

Want to Avoid Common Presentation Mistakes?

Explore these helpful resources:

Five Presentation Mistakes Everyone Makes

8 Tips on Giving Presentations Like a Pro

Attribution

This section was reproduced/adapted from Chapter 11.3 “Preparing for Your Delivery” in Introduction to Professional Communication, and is used under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International license.

References

References are at the end of this chapter.