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The Presentation Planning Checklist

Make your presentation stand out, for the right reasons..

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This presentation planning checklist* will help you to deliver successful presentations.

Presentation

• Does your introduction grab participants' attention and explain your objectives?
• Do you follow this by clearly defining the points of the presentation?
• Are these main points in logical sequence?
• Do these flow well?
• Do the main points need support from visual aids?
• Does your closing summarize the presentation clearly and concisely?
• Is the conclusion strong?
• Have your tied the conclusion to the introduction?
• Are you knowledgeable about the topic covered in your presentation?
• Do you have your notes in order?
• Where and how will you present (indoors, outdoors, standing, sitting, etc.)?
• Have you visited the presentation site?
• Have you checked your visual aids to ensure they are working and you know how to use them?

Many people are nervous about speaking in public. If this applies to you, see our article, Managing Presentation Nerves .

• Make sure you are dressed and groomed appropriately and in keeping with the audience's expectations.
• Practice your speech standing (or sitting, if applicable), paying close attention to your body language, even your posture, both of which will be assessed by the audience.

Visual Aids

• Are the visual aids easy to read and easy to understand?
• Are they tied into the points you are trying to communicate?
• Can they be easily seen from all areas of the room?

* Adapted, in part, from Rouse/Rouse, Business Communications: A Cultural and Strategic Approach (ISBN: 9781861525444). © 2002 Cengage Learning

Rouse, M.J. and Rouse, S. (2002). ' Business Communications: A Cultural and Strategic Approach ,' London: Thomson Learning. p173-174.

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The ultimate and effective presentation checklist: From planning to applause!

Discover the ultimate presentation checklist to ensure your next presentation is a success.

Bharti Jain

Delivering presentations

Table of contents

Delivering a standout presentation requires more than just confidence and a good slide deck. It demands meticulous preparation, effective content, the right technology, and flawless delivery. This ultimate checklist will guide you through every step, ensuring nothing is overlooked. Whether you're a seasoned speaker or a first-timer, these detailed guidelines will help you captivate your audience and deliver your message with impact.

Checklist for planning your presentation

Define your objectives.

Start presentation preparation with a clear vision of what you want to achieve.

• Set specific goals: Determine whether your aim is to inform, persuade, entertain, or inspire. Specific goals help you focus your content and measure success.
• Tailor your message: Adapt your content to align with these goals. For instance, if your goal is to persuade, ensure your arguments are strong and backed by evidence.

Pro tip: Use SMART (Specific, Measurable, Achievable, Relevant, Time-bound) objectives to refine your presentation goals. Research by Forbes shows that setting clear objectives can improve performance by up to 33% .

Understand your audience

Your audience is your focus. Understand them well.

• Demographic analysis: Age, profession, interests, and background. Knowing who they are will help you tailor your message effectively.
• Audience expectations: What do they hope to gain from your presentation? Meeting their expectations will make your presentation more engaging and valuable.

Pro Tip: How does your audience prefer their data? Objective or narrative? Do they need vibrant visuals or a minimal approach? How can you know your audience in advance ? There is no need to guess what works with your audience. With smart presentation tools , you can know your audience in advance and align your presentations to their preferences. Know your presentation audience in advance for free using Communication Fingerprint by Prezent.

Research thoroughly

Content is king, so make it robust.

• Gather accurate information: Use reputable sources and current data. Accurate data enhances your credibility.
• Incorporate stories: Find real-life examples or case studies to make your points relatable. Storytelling structures make presentation data more digestible and memorable.

Pro tip : Look for unique angles or lesser-known facts to surprise and engage your audience. According to a Stanford study, stories are 22 times more memorable than facts alone . Creating stories is not everyone's cup of tea, but there are tools like Prezent that can help you build impactful stories out of raw data. There are over 1,000 expert-curated storylines that can be tailored to your specific audience and brand in just a few clicks.

Outline your presentation

The structure is the backbone of a great presentation.

• Craft a clear flow: Introduction, main points, and conclusion. A clear structure helps your audience follow along.
• Plan transitions: Ensure smooth flow between sections to maintain coherence and keep your audience engaged

Pro tip: Use the rule of three – break your content into three main sections for better retention. Psychologists suggest that groups of three are easier to remember and more satisfying.

Select the right tools

The right tools enhance your presentation.

• Choose your software : PowerPoint, Google Slides, Prezent, etc. Each tool has unique features that can enhance your presentation.
• Leverage features: Interactive elements, transitions, and multimedia can convert a deck into a dynamic presentation

Pro tip: Explore lesser-known tools like Haiku Deck for stunning visuals or Visme for infographics. For those seeking a comprehensive solution, especially for large enterprises, Prezent is worth considering. This AI-powered platform helps create hyper-personalized, on-brand presentations quickly and efficiently, making the process smoother and more effective.

Design your slides

Visual appeal is crucial.

• Keep it simple: Clean design, limited text, and high-quality images make your slides easy to understand.
• Consistent style: Use a uniform color scheme and font to maintain a professional look.

Pro tip: Follow the 10/20/30 rule by Guy Kawasaki – 10 slides, 20 minutes, 30-point font.

You can even leverage Prezent's vast library of templates and design tools to ensure brand compliance and professional aesthetics.

Checklist for preparing effective presentation content

Develop compelling content.

Your words matter; make them count.

• Engaging opening: Start with a quote or a question to grab attention. This immediately piques interest and sets the stage for your presentation.
• Support with data: Use statistics and facts to back your points and make them informative. Data lends credibility to your arguments and helps to substantiate your claims.

Pro tip: Enhance your presentation using data visualization tools and well-structured slides to make your content more engaging and easier to understand. Prezent can help you design on-brand, impactful presentations quickly and efficiently, ensuring your message is both clear and compelling.

Prepare notes or a script

Stay on track without losing spontaneity.

• Detailed notes: Bullet points to guide your speech can help keep you on track.
• Full script: Only if absolutely necessary, practice to avoid sounding robotic.

Pro tip: Use cue cards for key points instead of reading from a script to keep it natural.

Practice your delivery

Practice makes perfect.

• Rehearse aloud: Multiple times, in front of a mirror or a friend. This helps you get comfortable with your material.
• Time yourself: Ensure you fit within the allotted time. Overrunning can be detrimental.

Pro tip: Recording and watching a preview of your practice sessions can help refine your pacing and gestures.

Checklist for presentation equipment

Ensure the laptop/tablet is ready.

Technical readiness is essential.

• Charge fully: Bring your charger. A dead battery can derail your presentation.
• Update software: Ensure all applications are up-to-date to avoid unexpected crashes.

Pro tip: Have a backup device ready in case of technical failures.

Check projector and connectivity

Avoid last-minute technical hitches.

• Test compatibility: Check if your laptop works with the projector. Different venues might have different setups.
• Internet connection: Ensure a stable connection if needed for online content.

Pro tip: Carry adapters and connectors for different types of projectors.

Prepare remote clicker and sound system

Smooth control enhances delivery.

• Test clicker: Check range and battery. A malfunctioning clicker can disrupt your flow.
• Audio check: Ensure microphones and speakers work well. Clear audio is crucial for comprehension while public speaking.

Pro tip: Familiarize yourself with the venue's audio-visual setup to avoid surprises.

Checklist for final preparations before giving a presentation

Visit the venue.

Get comfortable with your surroundings.

• Venue layout: Check the seating arrangement and stage setup. Knowing the layout helps you plan your movement.
• Equipment check: Test all AV equipment on site to ensure everything works smoothly.

Pro tip: Arrive at least an hour early to set up and acclimate.

Conduct a technical rehearsal

A dry run can highlight potential issues.

• Run through the entire presentation: Using the actual equipment ensures everything works as planned.
• Adjust lighting and sound: Ensure optimal settings for visibility and audibility.

Pro tip: Have a tech-savvy friend or colleague assist during the rehearsal.

Prepare handouts

Enhance your influence with supplementary materials.

• Print or digital: Decide based on your audience's preferences.
• Include key points: Summarize main points for easy reference and reinforcement.

Pro tip: Include QR codes in handouts for easy access to additional resources.

Perform a dress rehearsal

Final polish for your performance.

• Practice in full attire: Ensure comfort and appropriateness. Dressing the part can boost confidence.
• Final run-through: Adjust pacing and refine delivery.

Pro tip: Simulate the actual presentation environment as closely as possible.

Checklist for delivering the presentation

Arrive early.

The early arrival of the presenter sets a positive tone.

• Set up materials: Arrange everything neatly to avoid last-minute rushes.
• Final equipment check: Ensure everything is working perfectly.

Pro tip: Use the extra time to calm your nerves and mentally prepare.

Check your appearance

Professional appearance boosts credibility.

• Dress appropriately: Suit your audience and occasion. Dressing professionally can enhance your authority.
• Grooming: Neat and tidy appearance to ensure you look your best.

Pro tip: Avoid distracting accessories or loud patterns.

Engage the audience

Make a connection from the start.

• Start strong: Use a hook to grab attention. An interesting fact or a question works well.
• Interactive elements: Polls, Q&A, or small activities keep the audience involved.

Pro tip: Make eye contact and use open body language to build rapport.

Manage time efficiently

Stick to your timeline.

• Keep track: Use a timer or clock to stay within your allotted time.
• Be flexible: Adjust if certain sections take longer. Having a buffer time is useful.

Pro tip: Plan for a buffer time towards the end for unexpected delays or audience interaction.

After the presentation checklist

Host a q&a session.

Encourage audience interaction.

• Open floor for questions: Invite questions warmly to engage with your audience.
• Be patient: Listen carefully and respond thoughtfully. This shows respect and understanding.

Pro tip: Prepare answers for common questions in advance.

Collect feedback

Learn and improve from audience insights.

• Feedback forms: Digital or paper-based can be used to collect audience opinions.
• Ask specific questions: They can be about content, delivery, and overall impression to get useful feedback.

Pro tip: Use feedback to refine future presentations.

Thank attendees and participants

Show appreciation for their time and attention.

• Express gratitude: Sincerely thank everyone involved. Appreciation can leave a positive, lasting impression.
• Acknowledge contributions: Of co-presenters and organizers to show teamwork.

Pro tip: A personalized thank you can leave a lasting positive impression.

Keep the engagement going.

• Send follow-up emails with additional resources or a summary. This keeps the information fresh in your audience's minds and encourages further engagement.
• Include a Call to Action for further engagement or feedback, such as subscribing to a newsletter or attending future events.

Pro tip: Use follow-up as an opportunity to reinforce key points and build relationships.

This comprehensive checklist ensures that every presentation aspect is polished and poised for success. Remember, the key to a successful presentation lies in preparation, practice, and the ability to engage and connect with your audience. Good luck!

Prezent is an invaluable tool for enterprises looking to streamline their presentation creation process. In addition to the features mentioned throughout this blog, Prezent offers gamified, engaging courses that not only build effective presentation skills but are also designed to accelerate your overall communication abilities, no matter which field you belong to.

Explore more about Prezent by scheduling a detailed demo with our experts or signing up for a free trial !

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The Complete Presentation Checklist

presentation checklist

presentation planning

presentation preparation

Nov 26, 2014

Creating a complete presentation checklist ensures you’re prepared, confident, and able to deliver a polished and engaging presentation. Here’s a step-by-step breakdown of everything you need to check before stepping up to present:

1. Content Preparation

• Define Your Objective : Clarify the purpose of your presentation. Are you informing, persuading, or motivating your audience? Understanding your goal will shape your content and tone.
• Audience Research : Tailor your message to your audience. Consider their level of knowledge, interests, and what they hope to get out of your presentation.
• Introduction : Craft a compelling hook or opening statement to grab attention. State your purpose clearly.
• Body : Organize your key points logically. Use a problem-solution structure, or chronological , comparative , or narrative formats depending on your message.
• Conclusion : Summarize your key points and include a clear call to action or final takeaway.

2. Slide Design

• Consistent Theme : Ensure that your slides follow a consistent color scheme, font, and layout. Avoid using too many fonts or clashing colors. Consider using a professional template for cohesion.
• Clarity Over Complexity : Simplify your slides. Each slide should focus on one key message . Avoid overwhelming your audience with excessive text or data.
• Use of Visuals : Integrate relevant visuals (charts, graphs, images, and infographics) that support your message. Make sure visuals are high quality and easy to interpret.
• Readable Fonts : Use large, clear fonts (minimum 24pt for body text) to ensure readability. Stick to clean, sans-serif fonts like Arial or Helvetica for a professional look.
• Slide Transitions and Animations : Keep transitions smooth and animations subtle. Too many flashy effects can distract the audience.
• Branding : If presenting on behalf of a company, ensure your slides reflect the company’s branding guidelines.

3. Technology Check

• Test Your Equipment : Ensure your laptop, projector, microphone, or any other equipment is functioning properly. Test all connections, cables, and speakers.
• Backup Your Presentation : Save multiple copies of your presentation on USB , cloud storage (e.g., Google Drive, Dropbox) , and your laptop. This reduces the risk of losing access to your content.
• Software Compatibility : Ensure your presentation works seamlessly with the software being used on-site. If using PowerPoint , Google Slides , or Keynote , test it on the system you’ll be presenting from.
• Check for External Media : If you have embedded videos or external media, verify that they load correctly. Have offline versions ready in case of an internet failure.

4. Practice and Rehearsal

• Time Your Presentation : Practice delivering your presentation within the allocated time. Adjust your content if necessary to fit within the timeframe.
• Rehearse Out Loud : Go through your entire presentation out loud, simulating the real experience. This helps you get comfortable with the flow, language, and timing.
• Anticipate Questions : Prepare for potential audience questions. Rehearse answers for common queries related to your presentation topic.
• Practice standing, gesturing, and moving naturally.
• Work on voice modulation , varying tone, and avoiding filler words like “um” or “uh.”
• Record Yourself : If possible, record your practice session to identify areas for improvement in body language, pacing, or clarity.

5. Day of the Presentation

• Arrive Early : Get to the venue early to set up and address any potential technical issues.
• Check the Room Setup : Confirm that the seating arrangement, lighting, and screen visibility are all conducive to a good presentation. Ensure all audience members will be able to see your slides clearly.
• Bring Water : Have water on hand to stay hydrated and keep your voice clear during the presentation.
• Backup Materials : Bring a printed version of your slides or notes in case of technical issues, so you can continue without disruption.

6. Engaging the Audience

• Opening Interaction : Engage the audience right away with a question, anecdote, or interesting statistic to grab attention.
• Eye Contact : Make consistent eye contact with different sections of the audience to keep them engaged.
• Encourage Participation : Invite questions, comments, or polls during or after your presentation to create a dialogue and keep the audience invested.
• Use Pauses : Strategic pauses give your audience time to absorb key points, and give you a moment to collect your thoughts.

7. Post-Presentation Follow-Up

• Handle Q&A Smoothly : End with a strong call to action and then open the floor for questions. Be prepared to handle difficult or unexpected questions diplomatically.
• Provide Supporting Materials : If appropriate, offer handouts, links, or other supplementary materials for further learning or reference.
• Follow-Up : After the presentation, follow up with any key audience members or participants who expressed interest or asked for more information.

8. Review and Improve

• Seek Feedback : Ask for constructive feedback from colleagues or attendees. This will help you refine your presentation skills for the next time.
• Self-Assessment : Reflect on what went well and what didn’t. Were there any technical issues, timing challenges, or parts where you lost the audience? Use these insights to improve future presentations.

By following this complete presentation checklist , you ensure that your content is well-prepared, your technology is reliable, and your delivery is smooth and engaging. Whether you’re presenting in front of a small team or a large audience, this systematic approach will help you deliver with confidence.

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24×7 Design Services

• Effective Presentation Skills Tutorial
• Presentation Preparation Checklist
• Time available for the presentation
• Type of audience (faculty, students, client, etc.)
• Type of attire to wear
• Impact of the presentation (e.g. evaluated for a grade)
• Location of the presentation
• Delivery technologies available for the presentation
• Present alone, or as part of a team or panel
• Prepare handouts to distribute to audience members or not
• Alternatives, in case some of the above change at the last minute

Preparation and Design

• Purpose of the presentation – inform, persuade, entertain, honor, educate, etc.
• Presentation has an outline
• Presentation has a beginning, middle and end
• Opening statement attracts audience's attention
• Main points of sections have an order – chronological, causal, spatial, topical, problem-solution, etc.
• Type of audio-visuals to use – slides, audio, video clips, real or scaled objects, etc.
• Background of slides is simple and not distracting
• Font size (headings at least 28 pts and bullets at least 24 pts) – large enough to read from the last row of the room
• Style of titles of slides are distinguishable from bullet points
• Each slide has no more than 5 to 7 bullet points
• Each bullet point is not more than 2 to 3 lines, and are phrases but not complete sentences (unless it is a quote or a definition)
• Titles and bullet points are consistent in font size throughout the presentation
• Color contrast between background and bullet points is appropriate
• Slides do not have inappropriate or unnecessary graphics or clip art
• Presentation material has been proof-read and spell-checked thoroughly
• Content (text, quotes, figures, tables) from external sources include in-text citations and corresponding references at the end
• Sound system is adequate to listen to the video or audio clips, if any, included in the presentation
• Screen size and resolution are adequate for viewing video clips
• Presentation has been rehearsed, and timing is adequate for the allotted duration
• Coordinated with other presenters, if it is a team or panel presentation
• Any planned interactions with the audience have been rehearsed
• The pace of delivery is consistent for all the sections of the presentation
• There are no unnecessary fillers or sentence starters in the delivery
• Delivery technologies have been checked and work properly
• Gestures, eye contact, and body language are appropriate for the presentation
• Prepared responses for anticipated questions are appropriate
• Prepared conclusion ends the presentation appropriately, and does not end it abruptly
• Attire chosen to wear for the presentation is appropriate for the presentation context
• Any demonstration of software has been verified in advance to make sure it works properly
• Handouts, if any, are readable as hardcopy of presentation slides
• Preparing for the Presentation
• Organizing the Presentation
• Designing Effective Presentation Materials
• Rehearsing the Presentation
• Delivering the Presentation
• Handling Questions and Answers
• Presentation Skills Quiz
• Common Reasons for Ineffective Presentations

Presentation Checklist

By Jake R Brady

• Determine the amount of time that you will have.
• Selected the topic wisely.
• Determine if you are familiar with all aspects of the topic.
• Decide what is the purpose of the presentation.
• Determine Who is the audience. Are there special considerations?
• Check what are the facilities of the venue. Are there special considerations?
• Preparation
• Decide if you want to use handouts If yes, make sure they are they reproduced clearly.
• Decide if you want to use audio visual materials.
• Check if you need to book equipment.
• Test all the equipment.
• Practise your timing.
• Make sure to relax before and during delivery.
• Introduce yourself or team.
• Give overview of presentation.
• Defined problem.
• Presented benefits of solution early.
• Emphasized key points.
• Analyze data/results.
• Plan a conclusion.
• Use humor appropriately.
• Keep eye contact with the audience.
• Avoid fillers: "uhm" "you know"
• Speak loudly enough to be heard.
• Pronounce words clearly.
• Speak without noticeable pauses in mid-sentence.
• Use falling intonation at the end of sentences.
• Look at entire audience.
• Do not read to audience much from screen.
• Used concept-related gestures to show relationships.
• Avoided nervous hand movements.
• Share via: Twitter , LinkedIn , Facebook , Whatsapp
• 7 views today
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Presentation Training Institute

A division of bold new directions training, your presentation checklist.

Having the ability to effectively design and deliver a dynamic presentation will propel you ahead in the business world. Employees who can present successfully are highly valuable and can see better opportunities for career advancement. While there is no denying the value in giving a great presentation, actually doing it can be a different story. The ability to present well comes with lots of practice; however, preparation also plays a very important role. Preparation is the most important thing a presenter can do in order to deliver a successful presentation and part of the preparation involves creating a presentation checklist. This checklist will ensure you have covered all of your bases and have prepared thoroughly for your presentation. 

Presentation

The audience came to listen to what you have to say; therefore, the information itself must be relevant and interesting. A great presentation starts with narrowing down your main points and their supporting details.  Your presentation will also need a strong opening and conclusion. Here are a few things to consider when planning the presentation itself.

• Do you have a strong opening that captures the audience’s attention?
• Have you included all your main points and are they in a logical sequence?
• Does your presentation flow well and transition smoothly from one topic to the next?
• Do any of your main points require support from visual aids?
• Have you timed your presentation appropriately?
• Do you have a strong conclusion?

Equally important as what you say, is how you say it. You can have exceptional content, but if it’s not delivered well it won’t amount to much. The way you deliver your presentation is extremely important and will have a significant impact on your audience. Consider these tips for smooth and effective delivery.

• Are you knowledgeable about the topic?
• Do you have notes and/or an outline prepared?
• How do you plan to present? (sitting, standing, at a podium, etc.)
• Have you visited the presentation site to plan for size, lighting, and audiovisual capabilities?
• Are you making eye contact with your audience?
• Are you engaging your audience through body language and interaction?

Visual aids are a great tool for enhancing your presentation. They help to attract and maintain the attention of the audience and they help audiences to understand and retain the information. 

Here are a few things to consider if you plan to incorporate visual aids.

• Are they easy to see from all areas of the room?
• Are they relevant to the topic?
• Are they interesting without being distracting?
• Are they easy to understand?
• Have you done a test-run with your visuals at the presentation site?

Checklist: Improve Your Slide Design for Clear and Engaging Presentations

Prepared by Samuel Mendez.

The lists below contain guidelines to make clear, engaging presentation slides. Follow the guidelines as you build your presentation. When your slides are done, use this checklist as a self-assessment tool. Keep in mind: this checklist is not a substitute for audience feedback. Even if you follow every guideline, there might still be room to improve how you communicate with your intended audience.

Presentation Structure

• The presentation uses 1 slide per minute.
• Longer presentations use title slides to break up the content into short sections.
• Except for title slides, each slide has a headline in the form of a sentence.
• Visual evidence supports each headline. This includes photographs, drawings, graphs, videos, and more.
• Slides use animations, special effects, and sounds sparingly.
• Bulleted lists, if necessary, contain only 2 to 4 items.
• Continuous lines of text take up no more than 2 lines.
• Slides use blank space generously.
• Slides use text sparingly.
• Slides use a bold sans serif font, example: Calibri Bold.
• Slides use a 28-point type for the headline.
• Slides use 18- to 24-point type for body text.
• Slide text has line spacing of at least 1.5
• Text and background color combinations have a  contrast ratio of at least 4.5
• Slides use a consistent color scheme.
• Photos, videos, and illustrations are  inclusive of diverse populations .
• Images consist of high-resolution photos or illustrations, not clipart.
• Graphs do not rely on color alone to convey information . They use strategies like shapes and patterns as well.
• The presentation leaves time to describe each visual out loud and summarize main points for accessibility.

This checklist was prepared by Samuel R. Mendez. It is based on the work of the  Writing and Communication Center at Harvard Catalyst ,  Web Content Accessibility Guidelines 2.2 ,  and “Better than Bullets: Transforming Slide Design” by  Melissa Marshall . It was reviewed by Amanda Yarnell and Elissa Scherer.

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