7 Steps to Planning Better Presentations

As we approach the end of the Spring conference season, and in the run-up to BlogWorld New York, I got to reflecting on how my approach to presentations has evolved over the last while.

Preparing a presentation for a conference is no mean feat (I’d estimate I spend at last 30 hours on each presentation I create for conferences; often more). With that level of time investment, especially if you’re creating multiple presentations each year, you need to make sure you invest your time well.

This year, I’ve started approaching presentations in a new way. I’ve thrown out the PowerPoint-driven way of planning my presentations, and turned towards a more story-driven way of building them out. My goal: creating presentations that speak more directly and relevant to the people I’m speaking to.

Here, in seven steps, is how I’m preparing my BlogWorld NYE presentation. You can use these seven steps yourself, to improve your own presentations.

1. Decide on your topic.

Simple enough, sometimes. Other times, it may take a little more thinking.

  1. Who is the audience? Who is attending the conference, and who from that group do you want to attend your session? For BlogWorld, I actually broke it down to a few sample job titles of people I want to ‘speak to’.
  2. What do they want? Once you’ve figured out who you’re aiming to speak to, think about them more and figure out what they may want to get out of the event. Whether you’ve already figured out your topic or not, that will help you focus the meat of your presentation on them. Write it down, and refer back to this every time you sit down to work on the presentation.

2. Create your framework

The next step is to create the high-level framework for the presentation (I’ve taken inspiration from Cliff Atkinson’s book Beyond Bullet Points here).

Break down your session – what do you want to cover in the time you have? How long do you have to present? How long is the Q&A? Plot it out in a two-column table, with your main topic in a single cell on the left (as a reminder to ladder back to it) and multiple rows within this in the second column – you’ll build on this in later steps:

Presentation topic Sub-topic #1
Sub-topic #2
Sub-topic #3

 3. Flesh it out

At this point you already have a bare-bones outline of your persentation. The next step is to flesh it out. I do this with the addition of additional detail to the sub-topic column, and two new columns in the table.

Firstly, figure out how you want to prioritize your topics. You know how long you have and you know what you want to cover, so break it down. You can change it later, but it again helps down the road as you build your presentation.

Secondly, break each sub-topic down into components – this represents the narrative that your presentation will ultimately follow. As you do so, additional thoughts will come to you on soundbites, stats, reference points and even visuals. Note them in the final column here for future reference.

Presentation topic Sub-topic #1

0:00 – 0:15

Subtopic detail 1.1 Notes/Visuals
Subtopic detail 1.2 Notes/Visuals
Subtopic detail 1.3 Notes/Visuals
Sub-topic #2

0:15 – 0:30

Subtopic detail 2.1 Notes/Visuals
Subtopic detail 2.2 Notes/Visuals
Subtopic detail 2.3 Notes/Visuals
Sub-topic #3

0:30 – 0:45

Subtopic detail 3.1 Notes/Visuals
Subtopic detail 3.2 Notes/Visuals
Subtopic detail 3.3 Notes/Visuals

See what we’re doing here? We’re building a kind of hierarchy. By the time you’re done, the sub-topics should read as the key points within your presentation subject, and the sub-topics tell a more detailed story of those key points. Each row ladders back to the high-level topic, and each column tells the story of the presentation at a different level of detail.

By this point you should be finding that you’re forcing yourself to take a hard look at your presentation flow, identifying pieces that need to move around, either vertically or horizontally, within your structure. You should also be getting excited as the presentation takes shape.

4. Write it out

At this point, you’re at the stage of writing-out your presentation. Yes, that’s right – write it out.

The level you take this to is up to you. You could just make more detailed notes on the breakdown of your detailed presentation elements, or you could write it out in full. The latter is more time-consuming, but can also give you a better idea of where you stand time-wise. While I rarely refer to speaking notes on-stage, I do prefer to write things out in full the first time so I can walk through it out-loud and see how it sounds.

If you choose to write it out in full, a good guide to length is shooting for roughly 110 words for each minute you’ve allocated to a topic. Your speaking rate may vary, so adjust according to your own style.

5. Start the deck

Step number five of seven, and you haven’t even opened PowerPoint or Keynote yet! Well, now you can. The difference is, rather than creating a presentation based on slides, you’re now creating it based on a narrative. Go through your notes, and drop them into the speaking notes section of slides. Don’t worry about the front end; just the notes.

You can create slides based on the topical break-down you’ve created – the more straight-forward approach – or you can do it based on natural transitions within the speaking notes you’ve created – your choice.

The key part here, again, is that you’re building your deck based on the topic and not based on shoe-horning specific visuals into slides, which often happens if you let slides drive the topic instead of vice versa.

6. Visuals!

Now that you’ve built your deck, the final step is the visuals. Happily for the audience, with the way you’ve planned this out, your visuals now support the material rather than the reverse, and you should be able to avoid “death by awful PowerPoint slides”. Refer to your topic notes, refer to the visuals you jotted down throughout your process, and pick visuals that reinforce what you know you’ll be saying rather than the reverse.

7. Refine and rehearse

You’re almost there. The last step is editing – my least-favourite but possibly most-valuable step. Don’t close things down and wait for the presentation; go over your deck and make sure it works. Sanity-check it with a colleague (or, if they’re really tolerant, your partner).

Finally, rehearse the hell out of your presentation. There’s nothing worse than a presenter who umms and aahs his or her way through their presentation, and you’re not going to have slides full of 12-point font behind you as a crutch if you forget, so make sure you know your presentation inside and out.

You should know your presentation well enough that you can accommodate interruptions without getting flustered (because, as anyone who presents a lot will tell you, it happens all the time. Sigh…).


There you have it. I’ve used this approach for a couple of presentations, and found I come at them with a much more thoughtful approach than I used to. It takes a bit more of a time investment, and it means you need to know your stuff, but I think it’s worth it.

What do you think? If you give a lot of presentations, how do you go about planning them?

If you’ll be at BlogWorld, I’m presenting “Six Important Shifts in Social Media Strategy” at 10:15 on June 5 – let me know if you think this technique worked for my session! (If you haven’t registered yet, use the code “SDaveF10” to receive a 10% discount on your registration fee.)

(Photo credit: evablue)

21 Responses to7 Steps to Planning Better Presentations

  • benay_k
    ago9 years

    I love this post. This is exactly the same presentation philosophy we preach in my company. Would you grant me permission to repost this on our internal blog? I will gladly give you a by-line and a link to this blog. Thank you!

  • I Love this post great Presentations

  • rifatk09
    ago8 years

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  • Great tips, I’m working on the final 2 steps right now. Sadly I can’t come to your session since mine is at the same time, but hope to see you around #BWENY!

  • I like the style of Steve Jobs. He used simple words, simple pictures and powerful stories to convey his messages. Even a technical analysis of his presentations reveals that his messages are surprisingly simple yet paint the most powerful pictures. Great post, thanks for sharing. Mark L.

  • taimarielocke
    ago8 years

    I agree that content and presentation is a critical element to any presentation but I also believe story telling is another. One of the assigned readings for my journalism class at University of Oregon is Made to Stick by Chip and Dan Heath. The book focuses on what key elements of stories help make those stories stick in people’s minds and others not. It also shows the importance of emotional stories rather than facts or dry information. Defining and understanding the audience from step one is going to help you either create or spot a story that will stick in the audiences mind long after the presentation is over. 

    •  @taimarielocke Absolutely, 100% agree. Story telling is critical – all the more so as social media is becoming more visual and multimedia-focused.

  • I like to use MindJet Mind Manager to plan a presentation for the steps 2 and 3 you have above. Nice speaking tips. I wanted to have the latest and greatest discoveries for the overview I presented for our session on Pinterest Big Brands Case Studies. Pinterest is in it’s early stages and information develops daily.
    I would add plan early, make sure you are at least 99% done before the conference so that you can fully enjoy the conference.  I’m so glad I attended your Six Essential Shifts in Social Media Strategy. I have pinned this page and the page where you published your deck.
    Some Pinterest stuff: This page has an easy to pin image, your presentation article did not. Interestingly, Slideshare pins nicely when the slides are there but I couldn’t pin the deck cover from your article. My BlogWorld #BWENY New Media Expo Pinterest board does have 2 pins from this site: http://pinterest.com/kauaimarketing/blogworld-bweny-new-media-expo/ You can check pinterest.com/source/davefleet.com for other pins from your site. If you are on Pinterest, please let me know and I’ll add that link to my caption. 

    •  @LindaSherman Thanks Linda. I certainly am – shiny object and all: http://pinterest.com/davefleet/

  • Brigitte_Grisanti
    ago8 years

    Hi! Knowing your audience ahead of time is key to a good presentation.You presentation might be to complex to a certain age group or boring to another group.You have to do your research.
    Brigitte Grisanti

    •  @Brigitte_Grisanti Completely agree! You’re absolutely right. For that reason, I often find presentations at universities much harder than those at conferences where I know the audience well.

  • WidiAribowo
    ago8 years

    Great advice

  • easycommerce
    ago8 years

    thanks many to share very useful basic information to all about the planning the presentations of works 🙂

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  • knowing who your audience are and being aware of the subject you are going to present on is the best way of making the presentation rocking and successful

  • JimmyLalani
    ago8 years

    Great Post, very informative.

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