How to Give Good Presentations

As an administrative professional, you may give a presentation to audiences of various sizes throughout your career. You may give a new employee orientation presentation. You may present on the topic of how and why to use a new software to a group of employees in your department. You may speak about your boss or another co-worker being honored at a company event. You may attend a training event and then transfer the material to others in your department through a presentation. The possibilities of you as an administrative professional giving a presentation are endless. Administrative assistants and executive assistants no longer simply sit quietly behind a desk only working on tasks 24/7. That's good news for you as it increases your visibility and knowledge and variety of tasks you perform. Learn how to give a good presentation with these expert tips:

Becoming a Potent Presenter

by Dave Willmer, executive director of Office Team

Nearly every professional will have to lead a presentation before a group of colleagues or customers at some point. Delivering a good speech, however, is no easy task, even for those who do it frequently.

Careful preparation can increase your confidence and help reduce the risk of mishaps. Here are some tips for delivering an impressive presentation, no matter how nervous or uncomfortable you may be:

Consider your goal and audience. Are you trying to inform colleagues about new procedures, train your team on new software or present the results of research you have conducted for your boss? Once you’ve determined your aim, craft your presentation to offer audience members a tangible set of benefits, such as how a new process or product can save them time or money.
Bring cue cards. It’s wise to have index cards containing key points on hand whenever you’re asked to present. Even if you know what you want to say, your notes will serve as a backup and boost your confidence.
Rehearse. Even the most knowledgeable speakers need to rehearse their delivery. Unless you’re an improvisational whiz, you don’t want to wing it. Practice your presentation before a mirror or in front of friends. Pay attention to any distracting habits you may have, such as clearing your throat or running your fingers through your hair. These behaviors can be avoided once you’re aware of them.
Slow down and relax. Try to maintain a moderate pace — not too quick or too slow. Start in a calm, measured way and articulate your words clearly so they are easily understood. Take natural pauses when appropriate and don’t forget to breathe. You’ll also appear more personable and relaxed if you don’t read verbatim from a script and smile from time to time. In addition, avoid jargon or acronyms with which your audience may not be familiar — it can be both confusing and frustrating for them.
Recover when necessary. Slip-ups happen. If you suffer a presentation snafu, don’t panic. Take a deep breath and focus on maintaining your composure. Do your best to get back on track as soon as possible. If the matter could take a few minutes to resolve, such as a technical glitch or a spill, suggest a quick “intermission.”
Ask for feedback. After you’ve presented, ask for feedback from colleagues and others whose opinion you value. Encourage them to provide constructive criticism and try to learn from their comments.

Overcoming hesitations you may have about public speaking can boost your confidence, enhance your contribution to your organization and, ultimately, help you advance your career. Keep in mind that public speaking is a skill that improves with practice — the more experience you acquire, the better you will be at it.

ABOUT THE AUTHOR:
Dave Willmer is executive director of OfficeTeam, the nation’s leading staffing service specializing in the temporary placement of highly skilled administrative and office support professionals. OfficeTeam has more than 300 locations worldwide and offers online job search services at www.officeteam.com.