presentation email meaning

How to Email a PowerPoint Slideshow: A Step-by-Step Guide

Emailing a PowerPoint slideshow is as simple as attaching a file to an email. But to do it correctly, you need to save your presentation in the right format, choose the right file size, and ensure that your recipient can view it. After completing these steps, your PowerPoint slideshow will be successfully sent and accessible to your intended audience.

After you complete the action, your recipient should receive an email with your PowerPoint slideshow attached. They will be able to download and view the presentation on their own device, provided they have the necessary software or app to open PowerPoint files.

Introduction

In our digital age, sharing information has never been easier. Whether you’re a student presenting a project, a professional sharing a business proposal, or someone just looking to spread ideas, PowerPoint slideshows are a go-to method. But what good is a stunning presentation if you can’t get it in front of your audience? Emailing your PowerPoint slideshow is a quick and efficient way to do just that. This simple action is relevant to almost everyone in the digital workspace. It saves time, resources, and allows for instant sharing of information.

Emailing a PowerPoint slideshow seems straightforward, right? Well, it is, but there are a few tips and tricks that can ensure your presentation arrives just as impressively as it leaves your outbox. It’s crucial to know the ropes to avoid any hiccups, such as large file sizes causing your email to bounce back, or the recipient not being able to open the file. Let’s dive into the know-how of emailing a PowerPoint slideshow, ensuring your hard work gets seen and appreciated.

Step by Step Tutorial: Emailing a PowerPoint Slideshow

Before jumping into the steps, understand that following them will help you send a PowerPoint slideshow via email. This process is handy for sharing presentations with colleagues, friends, or anyone who needs to view your slides.

Step 1: Save Your PowerPoint Slideshow

Save your PowerPoint presentation in a format that’s suitable for email.

When saving your PowerPoint presentation, choose a format that maintains the quality of your slides while keeping the file size manageable. The standard .ppt or .pptx formats work well, but if you’re concerned about compatibility, a PDF format is a universal option.

Step 2: Compress Your Presentation

Compress your PowerPoint file if it’s too large to email.

Large files can be troublesome to send via email. If your presentation is too large, consider compressing it to reduce the size. PowerPoint has built-in tools that can help you compress images and media within your slides to make the file smaller.

Step 3: Open Your Email Client

Open your preferred email client to compose a new message.

Whether you use Gmail, Outlook, or any other email service, start by opening your email client and clicking the option to compose a new email. This will be the vehicle to deliver your PowerPoint slideshow to your recipient.

Step 4: Attach Your PowerPoint Slideshow

Attach your saved PowerPoint presentation to your email.

Look for the ‘attach file’ icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.

Step 5: Compose Your Email

Write a brief message to accompany your PowerPoint slideshow.

Don’t just send an email with an attachment and no context. Write a short message explaining what the presentation is and why you’re sending it. This will provide your recipient with the necessary information and entice them to open your slideshow.

Benefit	Explanation
Convenience	Emailing a PowerPoint slideshow is incredibly convenient. You can send your presentation from anywhere, at any time, to anyone with an email address. It eliminates the need for physical meetings or mail, saving you time and effort.
Efficiency	This method is efficient because it allows for instant sharing. There’s no waiting around for your recipient to receive a physical copy. As soon as you hit send, your presentation is on its way.
Versatility	Email is a universal communication tool. Almost everyone has an email address, making it a versatile way to share your PowerPoint slideshow with a wide audience. It doesn’t matter where your recipient is in the world, they can access your presentation.

Drawback	Explanation
File Size Limitations	Many email services have a limit on the size of files you can send. If your PowerPoint slideshow is too large, you may need to use a file-sharing service or compress your presentation, which can reduce quality.
Dependency on Internet	You need an internet connection to send an email. If you or your recipient has connectivity issues, sharing your PowerPoint slideshow could be delayed.
Compatibility Issues	Not everyone uses PowerPoint. If your recipient doesn’t have the right software or app to open the slideshow, they won’t be able to view your presentation. Always check with your audience beforehand.

Additional Information

When it’s time to share your PowerPoint slideshow, there are a few additional things to consider. First, think about the accessibility of your presentation. Will your recipient need any special software to view it? It’s always a good idea to ask ahead of time or provide options, such as saving your slideshow as a PDF, which can be opened on almost any device.

Another tip is to use file-sharing services for particularly large presentations. Platforms like Google Drive, Dropbox, or WeTransfer allow you to upload your PowerPoint slideshow to the cloud, and then send a link via email. This way, you avoid the file size limits of email services and ensure your recipient can download the presentation at their leisure.

Also, be mindful of the security of your content. If your PowerPoint slideshow contains sensitive information, consider password-protecting it before sending. You can also use encrypted email services for added security.

Remember, the goal is to make sure your PowerPoint slideshow is received and can be viewed with ease. The last thing you want is for your hard work to go unseen due to a technical hiccup.

Save your presentation in a suitable format.
Compress your presentation if it’s too large.
Open your email client and compose a new message.
Attach your PowerPoint slideshow to the email.
Write a message to accompany your presentation and hit send.

Frequently Asked Questions

Can i email a powerpoint slideshow from my phone.

Yes, you can email a PowerPoint slideshow from your phone using your mobile email client. Just ensure that your presentation is saved on your phone or accessible through a cloud service.

How can I make my PowerPoint file smaller to email?

You can compress images within PowerPoint or use a file compression tool. Also, saving your presentation in PDF format can sometimes reduce the file size.

What’s the maximum file size I can email?

This depends on your email provider. For example, Gmail has a limit of 25MB for attachments. If your presentation is larger, you’ll need to use a file-sharing service.

Can I password-protect my PowerPoint slideshow before emailing it?

Yes, PowerPoint allows you to add a password to your presentation. This can be done in the ‘File’ menu under ‘Info’ and then ‘Protect Presentation.’

What if my recipient doesn’t have PowerPoint?

If your recipient doesn’t have PowerPoint, consider saving your presentation as a PDF. Alternatively, they can view it using free software like PowerPoint Viewer or Google Slides.

Emailing a PowerPoint slideshow is a crucial skill in the modern world of digital communication. It’s a simple yet effective way to share your ideas, projects, or proposals with anyone, anywhere. While there are some hurdles like file size limits and software compatibility, a little preparation and foresight can overcome these challenges.

Remember to save your presentation in an accessible format, keep the file size manageable, and always double-check with your recipient for any specific requirements they might have. With these tips and tricks up your sleeve, you’re ready to share your PowerPoint masterpiece with confidence and ease. So go ahead, hit that send button, and let your slideshow make the impact it deserves!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

Powerful and Effective Presentation Skills: More in Demand Now Than Ever

When we talk with our L&D colleagues from around the globe, we often hear that presentation skills training is one of the top opportunities they’re looking to provide their learners. And this holds true whether their learners are individual contributors, people managers, or senior leaders. This is not surprising.

Effective communications skills are a powerful career activator, and most of us are called upon to communicate in some type of formal presentation mode at some point along the way.

For instance, you might be asked to brief management on market research results, walk your team through a new process, lay out the new budget, or explain a new product to a client or prospect. Or you may want to build support for a new idea, bring a new employee into the fold, or even just present your achievements to your manager during your performance review.

And now, with so many employees working from home or in hybrid mode, and business travel in decline, there’s a growing need to find new ways to make effective presentations when the audience may be fully virtual or a combination of in person and remote attendees.

Whether you’re making a standup presentation to a large live audience, or a sit-down one-on-one, whether you’re delivering your presentation face to face or virtually, solid presentation skills matter.

Even the most seasoned and accomplished presenters may need to fine-tune or update their skills. Expectations have changed over the last decade or so. Yesterday’s PowerPoint which primarily relied on bulleted points, broken up by the occasional clip-art image, won’t cut it with today’s audience.

The digital revolution has revolutionized the way people want to receive information. People expect presentations that are more visually interesting. They expect to see data, metrics that support assertions. And now, with so many previously in-person meetings occurring virtually, there’s an entirely new level of technical preparedness required.

The leadership development tools and the individual learning opportunities you’re providing should include presentation skills training that covers both the evergreen fundamentals and the up-to-date capabilities that can make or break a presentation.

So, just what should be included in solid presentation skills training? Here’s what I think.

The fundamentals will always apply When it comes to making a powerful and effective presentation, the fundamentals will always apply. You need to understand your objective. Is it strictly to convey information, so that your audience’s knowledge is increased? Is it to persuade your audience to take some action? Is it to convince people to support your idea? Once you understand what your objective is, you need to define your central message. There may be a lot of things you want to share with your audience during your presentation, but find – and stick with – the core, the most important point you want them to walk away with. And make sure that your message is clear and compelling.

You also need to tailor your presentation to your audience. Who are they and what might they be expecting? Say you’re giving a product pitch to a client. A technical team may be interested in a lot of nitty-gritty product detail. The business side will no doubt be more interested in what returns they can expect on their investment.

Another consideration is the setting: is this a formal presentation to a large audience with questions reserved for the end, or a presentation in a smaller setting where there’s the possibility for conversation throughout? Is your presentation virtual or in-person? To be delivered individually or as a group? What time of the day will you be speaking? Will there be others speaking before you and might that impact how your message will be received?

Once these fundamentals are established, you’re in building mode. What are the specific points you want to share that will help you best meet your objective and get across your core message? Now figure out how to convey those points in the clearest, most straightforward, and succinct way. This doesn’t mean that your presentation has to be a series of clipped bullet points. No one wants to sit through a presentation in which the presenter reads through what’s on the slide. You can get your points across using stories, fact, diagrams, videos, props, and other types of media.

Visual design matters While you don’t want to clutter up your presentation with too many visual elements that don’t serve your objective and can be distracting, using a variety of visual formats to convey your core message will make your presentation more memorable than slides filled with text. A couple of tips: avoid images that are cliched and overdone. Be careful not to mix up too many different types of images. If you’re using photos, stick with photos. If you’re using drawn images, keep the style consistent. When data are presented, stay consistent with colors and fonts from one type of chart to the next. Keep things clear and simple, using data to support key points without overwhelming your audience with too much information. And don’t assume that your audience is composed of statisticians (unless, of course, it is).

When presenting qualitative data, brief videos provide a way to engage your audience and create emotional connection and impact. Word clouds are another way to get qualitative data across.

Practice makes perfect You’ve pulled together a perfect presentation. But it likely won’t be perfect unless it’s well delivered. So don’t forget to practice your presentation ahead of time. Pro tip: record yourself as you practice out loud. This will force you to think through what you’re going to say for each element of your presentation. And watching your recording will help you identify your mistakes—such as fidgeting, using too many fillers (such as “umm,” or “like”), or speaking too fast.

A key element of your preparation should involve anticipating any technical difficulties. If you’ve embedded videos, make sure they work. If you’re presenting virtually, make sure that the lighting is good, and that your speaker and camera are working. Whether presenting in person or virtually, get there early enough to work out any technical glitches before your presentation is scheduled to begin. Few things are a bigger audience turn-off than sitting there watching the presenter struggle with the delivery mechanisms!

Finally, be kind to yourself. Despite thorough preparation and practice, sometimes, things go wrong, and you need to recover in the moment, adapt, and carry on. It’s unlikely that you’ll have caused any lasting damage and the important thing is to learn from your experience, so your next presentation is stronger.

How are you providing presentation skills training for your learners?

Manika Gandhi is Senior Learning Design Manager at Harvard Business Publishing Corporate Learning. Email her at [email protected] .

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Blog Beginner Guides 8 Types of Presentations You Should Know [+Examples & Tips]

8 Types of Presentations You Should Know [+Examples & Tips]

Written by: Krystle Wong Aug 11, 2023

From persuasive pitches that influence opinions to instructional demonstrations that teach skills, the different types of presentations serve a unique purpose, tailored to specific objectives and audiences.

Presentations that are tailored to its objectives and audiences are more engaging and memorable. They capture attention, maintain interest and leave a lasting impression.

Don’t worry if you’re no designer — Whether you need data-driven visuals, persuasive graphics or engaging design elements, Venngage can empower you to craft presentations that stand out and effectively convey your message.

Venngage’s intuitive drag-and-drop interface, extensive presentation template library and customizable design options make it a valuable tool for creating slides that align with your specific goals and target audience.

Click to jump ahead:

8 Different types of presentations every presenter must know

How do i choose the right type of presentation for my topic or audience, types of presentation faq, 5 steps to create a presentation with venngage .

When it comes to presentations, versatility is the name of the game. Having a variety of presentation styles up your sleeve can make a world of difference in keeping your audience engaged. Here are 8 essential presentation types that every presenter should be well-acquainted with:

1. Informative presentation

Ever sat through a presentation that left you feeling enlightened? That’s the power of an informative presentation.

This presentation style is all about sharing knowledge and shedding light on a particular topic. Whether you’re diving into the depths of quantum physics or explaining the intricacies of the latest social media trends, informative presentations aim to increase the audience’s understanding.

When delivering an informative presentation, simplify complex topics with clear visuals and relatable examples. Organize your content logically, starting with the basics and gradually delving deeper and always remember to keep jargon to a minimum and encourage questions for clarity.

Academic presentations and research presentations are great examples of informative presentations. An effective academic presentation involves having clear structure, credible evidence, engaging delivery and supporting visuals. Provide context to emphasize the topic’s significance, practice to perfect timing, and be ready to address anticipated questions.

2. Persuasive presentation

If you’ve ever been swayed by a passionate speaker armed with compelling arguments, you’ve experienced a persuasive presentation .

This type of presentation is like a verbal tug-of-war, aiming to convince the audience to see things from a specific perspective. Expect to encounter solid evidence, logical reasoning and a dash of emotional appeal.

With persuasive presentations, it’s important to know your audience inside out and tailor your message to their interests and concerns. Craft a compelling narrative with a strong opening, a solid argument and a memorable closing. Additionally, use visuals strategically to enhance your points.

Examples of persuasive presentations include presentations for environmental conservations, policy change, social issues and more. Here are some engaging presentation templates you can use to get started with:

3. Demonstration or how-to presentation

A Demonstration or How-To Presentation is a type of presentation where the speaker showcases a process, technique, or procedure step by step, providing the audience with clear instructions on how to replicate the demonstrated action.

A demonstrative presentation is particularly useful when teaching practical skills or showing how something is done in a hands-on manner.

These presentations are commonly used in various settings, including educational workshops, training sessions, cooking classes, DIY tutorials, technology demonstrations and more. Designing creative slides for your how-to presentations can heighten engagement and foster better information retention.

Speakers can also consider breaking down the process into manageable steps, using visual aids, props and sometimes even live demonstrations to illustrate each step. The key is to provide clear and concise instructions, engage the audience with interactive elements and address any questions that may arise during the presentation.

4. Training or instructional presentation

Training presentations are geared towards imparting practical skills, procedures or concepts — think of this as the more focused cousin of the demonstration presentation.

Whether you’re teaching a group of new employees the ins and outs of a software or enlightening budding chefs on the art of soufflé-making, training presentations are all about turning novices into experts.

To maximize the impact of your training or instructional presentation, break down complex concepts into digestible segments. Consider using real-life examples to illustrate each point and create a connection.

You can also create an interactive presentation by incorporating elements like quizzes or group activities to reinforce understanding.

5. Sales presentation

Sales presentations are one of the many types of business presentations and the bread and butter of businesses looking to woo potential clients or customers. With a sprinkle of charm and a dash of persuasion, these presentations showcase products, services or ideas with one end goal in mind: sealing the deal.

A successful sales presentation often has key characteristics such as a clear value proposition, strong storytelling, confidence and a compelling call to action. Hence, when presenting to your clients or stakeholders, focus on benefits rather than just features.

Anticipate and address potential objections before they arise and use storytelling to showcase how your offering solves a specific problem for your audience. Utilizing visual aids is also a great way to make your points stand out and stay memorable.

A sales presentation can be used to promote service offerings, product launches or even consultancy proposals that outline the expertise and industry experience of a business. Here are some template examples you can use for your next sales presentation:

6. Pitch presentation

Pitch presentations are your ticket to garnering the interest and support of potential investors, partners or stakeholders. Think of your pitch deck as your chance to paint a vivid picture of your business idea or proposal and secure the resources you need to bring it to life.

Business presentations aside, individuals can also create a portfolio presentation to showcase their skills, experience and achievements to potential clients, employers or investors.

Craft a concise and compelling narrative. Clearly define the problem your idea solves and how it stands out in the market. Anticipate questions and practice your answers. Project confidence and passion for your idea.

7. Motivational or inspirational presentation

Feeling the need for a morale boost? That’s where motivational presentations step in. These talks are designed to uplift and inspire, often featuring personal anecdotes, heartwarming stories and a generous serving of encouragement.

Form a connection with your audience by sharing personal stories that resonate with your message. Use a storytelling style with relatable anecdotes and powerful metaphors to create an emotional connection. Keep the energy high and wrap up your inspirational presentations with a clear call to action.

Inspirational talks and leadership presentations aside, a motivational or inspirational presentation can also be a simple presentation aimed at boosting confidence, a motivational speech focused on embracing change and more.

8. Status or progress report presentation

Projects and businesses are like living organisms, constantly evolving and changing. Status or progress report presentations keep everyone in the loop by providing updates on achievements, challenges and future plans. It’s like a GPS for your team, ensuring everyone stays on track.

Be transparent about achievements, challenges and future plans. Utilize infographics, charts and diagrams to present your data visually and simplify information. By visually representing data, it becomes easier to identify trends, make predictions and strategize based on evidence.

Now that you’ve learned about the different types of presentation methods and how to use them, you’re on the right track to creating a good presentation that can boost your confidence and enhance your presentation skills .

Selecting the most suitable presentation style is akin to choosing the right outfit for an occasion – it greatly influences how your message is perceived. Here’s a more detailed guide to help you make that crucial decision:

1. Define your objectives

Begin by clarifying your presentation’s goals. Are you aiming to educate, persuade, motivate, train or perhaps sell a concept? Your objectives will guide you to the most suitable presentation type.

For instance, if you’re aiming to inform, an informative presentation would be a natural fit. On the other hand, a persuasive presentation suits the goal of swaying opinions.

2. Know your audience

Regardless if you’re giving an in-person or a virtual presentation — delve into the characteristics of your audience. Consider factors like their expertise level, familiarity with the topic, interests and expectations.

If your audience consists of professionals in your field, a more technical presentation might be suitable. However, if your audience is diverse and includes newcomers, an approachable and engaging style might work better.

3. Analyze your content

Reflect on the content you intend to present. Is it data-heavy, rich in personal stories or focused on practical skills? Different presentation styles serve different content types.

For data-driven content, an informative or instructional presentation might work best. For emotional stories, a motivational presentation could be a compelling choice.

4. Consider time constraints

Evaluate the time you have at your disposal. If your presentation needs to be concise due to time limitations, opt for a presentation style that allows you to convey your key points effectively within the available timeframe. A pitch presentation, for example, often requires delivering impactful information within a short span.

5. Leverage visuals

Visual aids are powerful tools in presentations. Consider whether your content would benefit from visual representation. If your PowerPoint presentations involve step-by-step instructions or demonstrations, a how-to presentation with clear visuals would be advantageous. Conversely, if your content is more conceptual, a motivational presentation could rely more on spoken words.

6. Align with the setting

Take the presentation environment into account. Are you presenting in a formal business setting, a casual workshop or a conference? Your setting can influence the level of formality and interactivity in your presentation. For instance, a demonstration presentation might be ideal for a hands-on workshop, while a persuasive presentation is great for conferences.

7. Gauge audience interaction

Determine the level of audience engagement you want. Interactive presentations work well for training sessions, workshops and small group settings, while informative or persuasive presentations might be more one-sided.

8. Flexibility

Stay open to adjusting your presentation style on the fly. Sometimes, unexpected factors might require a change of presentation style. Be prepared to adjust on the spot if audience engagement or reactions indicate that a different approach would be more effective.

Remember that there is no one-size-fits-all approach, and the best type of presentation may vary depending on the specific situation and your unique communication goals. By carefully considering these factors, you can choose the most effective presentation type to successfully engage and communicate with your audience.

To save time, use a presentation software or check out these presentation design and presentation background guides to create a presentation that stands out.

What are some effective ways to begin and end a presentation?

Capture your audience’s attention from the start of your presentation by using a surprising statistic, a compelling story or a thought-provoking question related to your topic.

To conclude your presentation , summarize your main points, reinforce your key message and leave a lasting impression with a powerful call to action or a memorable quote that resonates with your presentation’s theme.

How can I make my presentation more engaging and interactive?

To create an engaging and interactive presentation for your audience, incorporate visual elements such as images, graphs and videos to illustrate your points visually. Share relatable anecdotes or real-life examples to create a connection with your audience.

You can also integrate interactive elements like live polls, open-ended questions or small group discussions to encourage participation and keep your audience actively engaged throughout your presentation.

Which types of presentations require special markings

Some presentation types require special markings such as how sales presentations require persuasive techniques like emphasizing benefits, addressing objections and using compelling visuals to showcase products or services.

Demonstrations and how-to presentations on the other hand require clear markings for each step, ensuring the audience can follow along seamlessly.

That aside, pitch presentations require highlighting unique selling points, market potential and the competitive edge of your idea, making it stand out to potential investors or partners.

Need some inspiration on how to make a presentation that will captivate an audience? Here are 120+ presentation ideas to help you get started.

Creating a stunning and impactful presentation with Venngage is a breeze. Whether you’re crafting a business pitch, a training presentation or any other type of presentation, follow these five steps to create a professional presentation that stands out:

Sign up and log in to Venngage to access the editor.
Choose a presentation template that matches your topic or style.
Customize content, colors, fonts, and background to personalize your presentation.
Add images, icons, and charts to enhancevisual style and clarity.
Save, export, and share your presentation as PDF or PNG files, or use Venngage’s Presentation Mode for online showcasing.

In the realm of presentations, understanding the different types of presentation formats is like having a versatile set of tools that empower you to craft compelling narratives for every occasion.

Remember, the key to a successful presentation lies not only in the content you deliver but also in the way you connect with your audience. Whether you’re informing, persuading or entertaining, tailoring your approach to the specific type of presentation you’re delivering can make all the difference.

Presentations are a powerful tool, and with practice and dedication (and a little help from Venngage), you’ll find yourself becoming a presentation pro in no time. Now, let’s get started and customize your next presentation!

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PRESENTATION SKILLS

What is a Presentation?

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Preparing for a Presentation
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7 Qualities of Good Speakers That Can Help You Be More Successful
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The formal presentation of information is divided into two broad categories: Presentation Skills and Personal Presentation .

These two aspects are interwoven and can be described as the preparation, presentation and practice of verbal and non-verbal communication.

This article describes what a presentation is and defines some of the key terms associated with presentation skills.

Many people feel terrified when asked to make their first public talk. Some of these initial fears can be reduced by good preparation that also lays the groundwork for making an effective presentation.

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered.

A presentation requires you to get a message across to the listeners and will often contain a ' persuasive ' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

The Key Elements of a Presentation

Making a presentation is a way of communicating your thoughts and ideas to an audience and many of our articles on communication are also relevant here, see: What is Communication? for more.

Consider the following key components of a presentation:

Ask yourself the following questions to develop a full understanding of the context of the presentation.

When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.

Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.

Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.

Will the presentation be to a small group or a large crowd?

Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your side.

What equipment and technology will be available to you, and what will you be expected to use?

In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.

What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

All these aspects will change the presentation. For more on this, see our page on Deciding the Presentation Method .

The role of the presenter is to communicate with the audience and control the presentation.

Remember, though, that this may also include handing over the control to your audience, especially if you want some kind of interaction.

You may wish to have a look at our page on Facilitation Skills for more.

The audience receives the presenter’s message(s).

However, this reception will be filtered through and affected by such things as the listener’s own experience, knowledge and personal sense of values.

See our page: Barriers to Effective Communication to learn why communication can fail.

The message or messages are delivered by the presenter to the audience.

The message is delivered not just by the spoken word ( verbal communication ) but can be augmented by techniques such as voice projection, body language, gestures, eye contact ( non-verbal communication ), and visual aids.

The message will also be affected by the audience’s expectations. For example, if you have been billed as speaking on one particular topic, and you choose to speak on another, the audience is unlikely to take your message on board even if you present very well . They will judge your presentation a failure, because you have not met their expectations.

The audience’s reaction and therefore the success of the presentation will largely depend upon whether you, as presenter, effectively communicated your message, and whether it met their expectations.

As a presenter, you don’t control the audience’s expectations. What you can do is find out what they have been told about you by the conference organisers, and what they are expecting to hear. Only if you know that can you be confident of delivering something that will meet expectations.

See our page: Effective Speaking for more information.

How will the presentation be delivered?

Presentations are usually delivered direct to an audience. However, there may be occasions where they are delivered from a distance over the Internet using video conferencing systems, such as Skype.

It is also important to remember that if your talk is recorded and posted on the internet, then people may be able to access it for several years. This will mean that your contemporaneous references should be kept to a minimum.

Impediments

Many factors can influence the effectiveness of how your message is communicated to the audience.

For example background noise or other distractions, an overly warm or cool room, or the time of day and state of audience alertness can all influence your audience’s level of concentration.

As presenter, you have to be prepared to cope with any such problems and try to keep your audience focussed on your message.

Our page: Barriers to Communication explains these factors in more depth.

Continue to read through our Presentation Skills articles for an overview of how to prepare and structure a presentation, and how to manage notes and/or illustrations at any speaking event.

Continue to: Preparing for a Presentation Deciding the Presentation Method

See also: Writing Your Presentation | Working with Visual Aids Coping with Presentation Nerves | Dealing with Questions Learn Better Presentation Skills with TED Talks

How to Give a Killer Presentation

Lessons from TED by Chris Anderson

Summary .

For more than 30 years, the TED conference series has presented enlightening talks that people enjoy watching. In this article, Anderson, TED’s curator, shares five keys to great presentations:

Frame your story (figure out where to start and where to end).
Plan your delivery (decide whether to memorize your speech word for word or develop bullet points and then rehearse it—over and over).
Work on stage presence (but remember that your story matters more than how you stand or whether you’re visibly nervous).
Plan the multimedia (whatever you do, don’t read from PowerPoint slides).
Put it together (play to your strengths and be authentic).

According to Anderson, presentations rise or fall on the quality of the idea, the narrative, and the passion of the speaker. It’s about substance—not style. In fact, it’s fairly easy to “coach out” the problems in a talk, but there’s no way to “coach in” the basic story—the presenter has to have the raw material. So if your thinking is not there yet, he advises, decline that invitation to speak. Instead, keep working until you have an idea that’s worth sharing.

A little more than a year ago, on a trip to Nairobi, Kenya, some colleagues and I met a 12-year-old Masai boy named Richard Turere, who told us a fascinating story. His family raises livestock on the edge of a vast national park, and one of the biggest challenges is protecting the animals from lions—especially at night. Richard had noticed that placing lamps in a field didn’t deter lion attacks, but when he walked the field with a torch, the lions stayed away. From a young age, he’d been interested in electronics, teaching himself by, for example, taking apart his parents’ radio. He used that experience to devise a system of lights that would turn on and off in sequence—using solar panels, a car battery, and a motorcycle indicator box—and thereby create a sense of movement that he hoped would scare off the lions. He installed the lights, and the lions stopped attacking. Soon villages elsewhere in Kenya began installing Richard’s “lion lights.”

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Business Jargons

A Business Encyclopedia

Presentation

Definition : A presentation is a form of communication in which the speaker conveys information to the audience. In an organization presentations are used in various scenarios like talking to a group, addressing a meeting, demonstrating or introducing a new product, or briefing a team. It involves presenting a particular subject or issue or new ideas/thoughts to a group of people.

It is considered as the most effective form of communication because of two main reasons:

Use of non-verbal cues.
Facilitates instant feedback.

Business Presentations are a tool to influence people toward an intended thought or action.

Parts of Presentation

Introduction : It is meant to make the listeners ready to receive the message and draw their interest. For that, the speaker can narrate some story or a humorous piece of joke, an interesting fact, a question, stating a problem, and so forth. They can also use some surprising statistics.
Body : It is the essence of the presentation. It requires the sequencing of facts in a logical order. This is the part where the speaker explains the topic and relevant information. It has to be critically arranged, as the audience must be able to grasp what the speaker presents.
Conclusion : It needs to be short and precise. It should sum up or outline the key points that you have presented. It could also contain what the audience should have gained out of the presentation.

Purpose of Presentation

To inform : Organizations can use presentations to inform the audience about new schemes, products or proposals. The aim is to inform the new entrant about the policies and procedures of the organization.
To persuade : Presentations are also given to persuade the audience to take the intended action.
To build goodwill : They can also help in building a good reputation

Factors Affecting Presentation

Audience Analysis

Communication environment, personal appearance, use of visuals, opening and closing presentation, organization of presentation, language and words, voice quality, body language, answering questions, a word from business jargons.

Presentation is a mode of conveying information to a selected group of people live. An ideal presentation is one that identifies and matches the needs, interests and understanding level of the audience. It also represents the facts, and figures in the form of tables, charts, and graphs and uses multiple colours.

Related terms:

Verbal Communication
Visual Communication
Non-Verbal Communication
Communication
7 C’s of Communication

Reader Interactions

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October 2, 2022 at 11:33 pm

Thank you so much for providing us with brief info related to the presentation.

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July 3, 2023 at 2:04 am

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Importance of Presentation Skills

Interaction with others is a routine job of businesses in today’s world. The importance of good presentation skills is established on the basis of following points:

They help an individual in enhancing his own growth opportunities. In addition, it also grooms the personality of the presenter and elevates his levels of confidence.
In case of striking deals and gaining clients, it is essential for the business professionals to understand the audience. Good presentation skills enable an individual to mold his message according to the traits of the audience. This increases the probability of successful transmission of messages.
Lastly, business professionals have to arrange seminars and give presentations almost every day. Having good presentation skills not only increases an individual’s chances of success, but also enable him to add greatly to the organization.

How to Improve Presentation Skills

Development of good presentation skills requires efforts and hard work. To improve your presentation skills, you must:

Research the Audience before Presenting: This will enable you to better understand the traits of the audience. You can then develop messages that can be better understood by your target audience. For instance, in case of an analytical audience, you can add more facts and figures in your presentation.
Structure your Presentation Effectively: The best way to do this is to start with telling the audience, in the introduction, what you are going to present. Follow this by presenting the idea, and finish off the presentation by repeating the main points.
Do a lot of Practice: Rehearse but do not go for memorizing the presentation. Rehearsals reduce your anxiety and enable you to look confident on the presentation day. Make sure you practice out loud, as it enables you to identify and eliminate errors more efficiently. Do not memorize anything as it will make your presentation look mechanical. This can reduce the degree of audience engagement.
Take a Workshop: Most medium and large businesses allow their employees to take employee development courses and workshops, as well-trained employees are essential to the success of any company. You can use that opportunity to take a workshop on professional presentation skills such as those offered by Langevin Learning Services , which are useful for all business professionals, from employees to business trainers and managers.

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Informal vs Formal Presentation: What You Need To Know

Table of contents, what is a formal presentation.

There are three key elements which make a presentation formal – your audience, your supporting material and the time you’re given to prepare in advance.

A presentation is considered formal when you’ve been asked to share ideas with an individual or group and you’ve been given time to prepare. Formal presentations require a very different approach than presenting to your team during a weekly meeting or in an impromptu discussion.

Let’s take a closer look at what goes into creating a formal presentation.

How Do You Create A Formal Presentation?

Creating a formal presentation is an art which requires hours of practice to create an effective presentation.

At Presentation Geeks, we know the importance of crafting an excellent formal presentation. That’s why we’ve put together a simple structured template of main points you should include in your next presentation to take it from a generic, informal presentation to a formal presentation which will surpass your audience’s expectations.

1 – Clearly Defined Goals

Before you begin writing your presentation or the speech you’ll deliver, you want to take the time to think about the following questions, “What do I want the audience members to remember and what is the key message I’m trying to drive?”.

Knowing your expected outcome is the goal of the presentation. Always keep reminding yourself what the goal is and don’t lose sight of it. This is the foundation of your formal presentation.

2 – Know Your Audience

Every audience is different and every audience consumes, absorbs and remembers information differently.

If you’re presenting to a graduating class of university students, your delivery will be much different than your presentation to an audience of senior executives at a Fortune 500 company or an audience of single mothers with newborns.

Get familiar with your audience members and prepare your presentation accordingly.

Bonus Tip: Try and figure out where the presentation will take place. Will it be held in an auditorium? A church? A boardroom? Perhaps it will even be held virtually. The venue in which your presentation will take place will also determine the supporting material you’ll use to help engage the audience during your presentation.

3 – Create An Outline

The success of your presentation depends on how well your audience can understand it. If you’re delivering a presentation that continuously jumps back and forth from one idea to another, your audience won’t follow and you’ll lose them.

Develop an outline that will guide the flow of your presentation. Think of it like a story. You want to keep it interesting. Provide appropriate examples that resonate with your audience. By tapping into an experience your audience is familiar with, it will work to your advantage as it will help the audience get engaged and keep them interested.

4 – Use Visual Aids

Using visual aids will help support your overall presentation and increase audience engagement.

Visual aids can include slides, videos, images and other visual supporting material. Although it might take some creative finesse to put visual aids together, you don’t have to do it alone.

Consider enlisting the help of a company that offers presentation design services. Presentation Geeks offers a variety of presentation services ranging from e-learning solutions, Google Slides, sizzle reels, Prezi design and much more!

5 – Dress Appropriately

Remember, first impressions are everything and your attire is a form of communication.

If you want to be seen as the expert on the topic matter and have people take your knowledge seriously, you want to dress appropriately.

Although this might seem like an outdated way of thinking, it is rooted in our psychology. These small details make or break a presentation and you don’t want to take a chance.

Don’t know where to start? Nine millionaires shared how they dress to make an impactful first impression which you can use in your wardrobe.

What are the types of formal presentations?

There are many types of formal presentations you’ll be exposed to throughout your career.

We’ve outlined six types of formal presentations you may consider when developing your next presentation.

However, if you’re looking for more examples of formal presentations in action, TED Talks are a great resource. TED Talks are presentations ranging on a variety of topics from science and business to motivational and unique life experiences.

Review the list below and determine which style your presentation will focus on. This will help you structure your notes, write your presentation and ultimately how you will present.

1 – Informative Presentation

This is the most common type of presentation, be it in an educational setting, business or corporate setting.

The aim of an informative presentation is to give detailed information about a product, concept, or idea to a specific kind of audience.

2 – Persuasive Presentation

Persuasive presentations are used to motivate or convince someone to act or make a change in their actions or thoughts.

3 – Demonstrative Presentation

A demonstrative presentation involves demonstrating a process or the functioning of a product in a step-by-step fashion.

4 – Inspirational Presentation

An inspirational presentation’s aim is to motivate or emotionally move your audience.

Using techniques like storytelling, narrating personal anecdotes, or even humor work wonders to enhance your presentation as your audience develops an emotional connection to the message.

5 – Business Presentation

A business presentation can encompass pitching client presentations , raising business capital, articulating company goals, RFP presentations , screening candidates, status reports, investment pitching and many more.

6 – PowerPoint Presentation

PowerPoint presentations or PPTs are the most effective ones among all types of presentations simply because they are convenient and easy to understand.

They are available in different formats and are suitable to use in practically any type of presentation and context, be it business, educational, or for informal purposes.

The only downside to PowerPoint presentations is the time it takes to create them and the creativity needed to make them stand out. Fortunately, there are PowerPoint presentation design services you can use that will help you save time and deliver new ideas in a creative way.

See What We Can Do For You

What is an informal presentation.

It is fairly common for business meetings to include impromptu presentations. Most presentations you’ll encounter are informal presentations.

These types of presentations are usually prepared in a short amount of time and do not require the same organizational methods as a formal presentation such as using audience engagement or presentation software.

Oftentimes, they are very much like a conversation and you won’t be using any note cards. The presenter is usually speaking to a much smaller audience where each audience member will feel like they’re being spoken to.

What Presentation Style Should I Use?

Now that you know what the difference is between a formal presentation and an informal presentation, it is now time for you to decide which style to choose.

More often than not, if you have the time to be reading this article, you have the time to prepare a presentation. That means you’ll likely lean towards the formal style.

Informal presentations are more impromptu and you won’t have the time to research it ahead of time like you are now. But since you do have the time, here are some additional resources to help you master the craft of a formal presentation.

Additional Resources To Master Your Formal Presentation

Presentation 101: How to become a better presenter . We’ve put together a list of 10 actionable items you can start working on to become a better presenter. This article covers body language such as eye contact and voice projection to the topic you’ll talk about.

Secondly, if your presentation is held online, you need to have the skills to present a virtual presentation. We’ve got you covered once again. We take a deep-dive into how to ace your virtual presentation . We cover virtual presentation software you might encounter,

The last article you should review to incorporate into your presentation arsenal is how to give and receive constructive presentation feedback . The only way you’ll improve is through ongoing feedback and data collection of what your audience thought of your presentation and presentation skills.

If these aren’t enough, download and review some of the past presentation work we’ve done for Fortune 500 companies and other industries to help spark some inspiration for your next presentation.

If you review these three articles and incorporate them into your next presentation, you’ll be on your way to becoming an influential speaker who can convert any audience with a well crafted presentation.

Author: Ryan

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The Writing Center • University of North Carolina at Chapel Hill

Effective Email Communication

What this handout is about.

This handout is intended to help students, faculty, and University professionals learn to use email more effectively. It can help you determine whether email is the best mode of communication in a particular situation and write messages that successfully convey your meaning to your intended audience.

Although email is a valuable tool, it creates some challenges for writers. Miscommunication can easily occur when people have different expectations about the messages that they send and receive. Email is used for many different purposes, including contacting friends, communicating with professors and supervisors, requesting information, and applying for jobs, internships, and scholarships. Depending on your purposes, the messages you send will differ in their formality, intended audience, and desired outcomes.

So—how do you know when sending an email is the most effective way of accomplishing your communication goals? When is a brief message OK, and when it is more appropriate to send a longer, more professional-sounding email? How should you decide what style of writing is appropriate for each task? Keep reading for answers to these questions!

When is email the appropriate form of communication to use?

Email is a good way to get your message across when:

You need to get in touch with a person who is hard to reach via telephone, does not come to campus regularly, or is not located in the same part of the country or world (for instance, someone who lives in a different time zone).
The information you want to share is not time-sensitive. The act of sending an email is instantaneous, but that does not mean the writer can expect an instantaneous response. For many people, keeping up with their email correspondence is a part of their job, and they only do it during regular business hours. Unless your reader has promised otherwise, assume that it may take a few days for them to respond to your message.
You need to send someone an electronic file, such as a document for a course, a spreadsheet full of data, or a rough draft of your paper.
You need to distribute information to a large number of people quickly (for example, a memo that needs to be sent to the entire office staff).
You need a written record of the communication. Saving important emails can be helpful if you need to refer back to what someone said in an earlier message, provide some kind of proof (for example, proof that you have paid for a service or product), or review the content of an important meeting or memo.

When is email NOT an appropriate form of communication to use?

Email is not an effective means of communication when:

Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. For example, if you want feedback from your supervisor on your work or if you are asking your professor a question that requires more than a yes/no answer or simple explanation, you should schedule a meeting instead.
The information is highly confidential. Email is NEVER private! Keep in mind that your message could be forwarded on to other people without your knowledge. A backup copy of your email is always stored on a server where it can be easily retrieved by interested parties, even when you have deleted the message and think it is gone forever.
Your message is emotionally charged or the tone of the message could be easily misconstrued. If you would hesitate to say something to someone’s face, do not write it in an email.

Who is your audience?

People have different opinions what email should look like, so it is always helpful to be aware of the expectations of your audience . For example, some people regard email as a rapid and informal form of communication—a way to say “hello” or to ask a quick question. However, others view email as simply a more convenient way to transmit a formal letter. Such people may consider an informal email rude or unprofessional.

A message like this one might be OK to send your friend, but not to your professor:

Do you know what the assignment is about? Can U help me?

Although it may be obvious to you that you wouldn’t send such an email to your professor, let’s carefully examine what assumptions this message makes about the reader and their expectations. The tone of this message is very casual; it assumes that the reader knows who the sender is and has a close personal relationship with the sender. Because it contains an ambiguous reference to “the assignment,” this message also assumes that the reader is familiar with the subject matter at hand (for instance, it assumes the reader will know which course and which particular assignment the sender is referring to). The writer also makes an implicit assumption about the reader’s comfort with the language that is often used when sending an instant message or text message. The “U” might be taken by some readers as a sign that the writer is too lazy to type out the word “you.”

Making assumptions about your audience’s expectations increases the risk that your message or its tone will be misinterpreted. To ensure that your message has its intended effect, use the following questions to help you think about your audience and their needs:

Who is your audience? How often does your audience use email to communicate?
What is your audience’s relationship to you—for example, is the reader your teacher? Your boss? A friend? A stranger? How well do you know them? How would you talk to them in a social situation?
What do you want your audience to think or assume about you? What kind of impression do you want to make?

Important components of an effective email:

Subject lines.

Email subject lines are like newspaper headlines. They should convey the main point of your message or the idea that you want the reader to take away. Therefore, be as specific as possible. One-word subjects such as “Hi,” “Question,” or “FYI” are not informative and don’t give the reader an idea of how important your message is. If your message is time sensitive, you might want to include a date in your subject line, like “Meeting on Thurs, Dec 2”. Think about the subject lines on the email messages you receive. Which ones do you think are most effective? Why?

Greetings and Sign-offs

Use some kind of greeting and some kind of sign-off. Don’t just start with your text, and don’t just stop at the end without a polite signature. If you don’t know the person well, you may be confused about how to address them (“What do I call my TA/professor?”) or how to sign off (Best? Sincerely?). Nonetheless, it is always better to make some kind of effort. When in doubt, address someone more formally to avoid offending them. Some common ways to address your reader are:

Dear Professor Smith,
Hello, Ms. McMahon,
Hi, Mary Jane,

If you don’t know the name of the person you are addressing, or if the email addresses a diverse group, try something generic, yet polite:

To whom it may concern,
Dear members of the selection committee,
Hello, everyone,

Your closing is extremely important because it lets the reader know who is contacting them. Always sign off with your name at the end of your message. If you don’t know the reader well, you might also consider including your title and the organization you belong to; for example:

Mary Watkins Senior Research Associate Bain and Company

Joseph Smith UNC-CH, Class of 2009

For your closing, something brief but friendly, or perhaps just your name, will do for most correspondence:

Best wishes,
See you tomorrow,

For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:

Respectfully yours,

Cc: and Bcc: (‘carbon copy’ and ‘blind carbon copy’)

Copying individuals on an email is a good way to send your message to the main recipient while also sending someone else a copy at the same time. This can be useful if you want to convey the same exact message to more than one person. In professional settings, copying someone else on an email can help get things done, especially if the person receiving the copy is in a supervisory role. For example, copying your boss on an email to a non-responsive co-worker might prompt the co-worker to respond. Be aware, however, that when you send a message to more than one address using the Cc: field, both the original recipient and all the recipients of the carbon copies can see all the addresses in the To: and Cc: fields. Each person who receives the message will be able to see the addresses of everyone else who received it.

Blind copying emails to a group of people can be useful when you don’t want everyone on the list to have each other’s addresses. The only recipient address that will be visible to all recipients is the one in the To: field. If you don’t want any of the recipients to see the email addresses in the list, you can put your own address in the To: field and use Bcc: exclusively to address your message to others. However, do not assume that blind copying will always keep recipients from knowing who else was copied—someone who is blind copied may hit “reply all” and send a reply to everyone, revealing that they were included in the original message.

Some additional tips for writing more effective emails

Think about your message before you write it. Don’t send email in haste. First, decide on the purpose of your message and what outcome you expect from your communication. Then think about your message’s audience and what they may need in order for your message to have the intended result. You will also improve the clarity of your message if you organize your thoughts before you start writing. Jot down some notes about what information you need to convey, what questions you have, etc., then organize your thoughts in a logical sequence. You can try brainstorming techniques like mapping, listing, or outlining to help you organize your thoughts.

Reflect on the tone of your message. When you are communicating via email, your words are not supported by gestures, voice inflections, or other cues, so it may be easier for someone to misread your tone. For example, sarcasm and jokes are often misinterpreted and may offend your audience. Similarly, be careful about how you address your reader. For instance, beginning an email to your professor or TA with “Hey!” might be perceived as being rude or presumptuous (as in “Hey you!”). If you’re unsure about how your message might be received, you might try reading it out loud to a friend to test its tone.

Strive for clarity and brevity in your writing. Have you ever sent an email that caused confusion and took at least one more communication to straighten out? Miscommunication can occur if a message is unclear, disorganized, or just too long and complex for readers to easily follow. Here are some steps you can take to ensure that your message is understood:

Briefly state your purpose for writing in the very beginning of your message.
Be sure to provide the reader with some context. If you’re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don’t understand, part of a previous message, etc.) into the email so that the reader has some frame of reference for your question. When replying to someone else’s email, it can often be helpful to either include or restate the sender’s message.
Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated points or questions).
Finally, state the desired outcome at the end of your message. If you’re requesting a response, let the reader know what type of response you require (for example, an email reply, possible times for a meeting, a recommendation letter, etc.) If you’re requesting something that has a due date, be sure to highlight that due date in a prominent position in your message. Ending your email with the next step can be really useful, especially in work settings (for example, you might write “I will follow this up with a phone call to you in the next day or so” or “Let’s plan to further discuss this at the meeting on Wednesday”).

Format your message so that it is easy to read. Use white space to visually separate paragraphs into distinct blocks of text. Bullet important details so that they are easy to pick out. Use bold face type or capital letters to highlight critical information, such as due dates. (But do not type your entire message in capital letters or boldface—your reader may perceive this as “shouting” and won’t be able to tell which parts of the message are especially important.)

Proofread . Re-read messages before you send them. Check your grammar, spelling, capitalization, and punctuation. If your email program supports it, use spelling and grammar checking tools. Try reading your message out loud to help you catch any mistakes or awkward phrasing that you might otherwise miss.

Questions to ask yourself before sending an email message

Is this message suitable for email, or could I better communicate the information with a letter, phone call, or face-to-face meeting?
What is my purpose for sending this email? Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time?
How much email does the reader usually receive, and what will make them read this message (or delete it)?
Do the formality and style of my writing fit the expectations of my audience?
How will my message look when it reaches the receiver? Is it easy to read? Have I used correct grammar and punctuation? Have I divided my thoughts into discrete paragraphs? Are important items, such as due dates, highlighted in the text?
Have I provided enough context for my audience to easily understand or follow the thread of the message?
Did I identify myself and make it easy for the reader to respond in an appropriate manner?
Will the receiver be able to open and read any attachments?

Sample emails

Use what you’ve just learned to explain why Student 2’s email to Professor Jones is more effective than the email written by Student 1. How does the tone of the messages differ? What makes Student 2’s email look and sound more appropriate? What are the elements that contribute its clarity? If you were Professor Jones and you received both messages, how would you respond to each one?

Email from Student 1:

hey, i need help on my paper can i come by your office tomorrow

Email from Student 2:

Hi Dr. Jones,

I am in your ENGL 101 class on Thursdays, and I have a question about the paper that is due next Tuesday. I’m not sure that I understand what is meant by the following sentence in the prompt:

“Write a 10 page paper arguing for or against requiring ENGL 101 for all UNC freshmen and provide adequate support for your point of view.”

I am not sure what would count as “adequate” support. Would using 3 sources be OK?

Can I come by your office tomorrow at 2:00 pm to talk to you about my question? Please let me know if that fits your schedule. If not, I could also come by on Friday after 1:00.

Here are two versions of an email from a supervisor, Jane Doe, to a group of her employees. Which version do you think is most effective? Why?

Version 1 of Jane Doe’s Email:

Subject: tomorrow As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of our current projects. Donuts will be provided. Be sure to arrive on time and bring along the materials you have been working on this week—bring enough copies for everyone. Some of these material might include your calendars, reports, and any important emails you have sent. Also, I wanted to remind you that your parking permit requests are due later this week; you should turn those in to Ms. Jones, and if she is not at her desk when you stop by, you can email them to her.

Version 2 of Jane Doe’s Email:

Subject: materials for Wed. staff meeting

Hi, everyone—

For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15 copies of the following materials:

Your project calendar
A one-page report describing your progress so far
A list of goals for the next month
Copies of any progress report messages you have sent to clients this past month

See you tomorrow—

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Lamb, Sandra E. 2006. How to Write It: A Complete Guide to Everything You’ll Ever Write , 2nd ed. Berkeley: Ten Speed Press.

Terminello, Verna, and Marcia G Reed. 2002. E-Mail: Communicate Effectively . New Jersey: Prentice Hall.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

For many people the thought of delivering a presentation is a daunting task and brings about a great deal of nerves . However, if you take some time to understand how effective presentations are structured and then apply this structure to your own presentation, you’ll appear much more confident and relaxed.

Here is our complete guide for structuring your presentation, with examples at the end of the article to demonstrate these points.

Why is structuring a presentation so important?

If you’ve ever sat through a great presentation, you’ll have left feeling either inspired or informed on a given topic. This isn’t because the speaker was the most knowledgeable or motivating person in the world. Instead, it’s because they know how to structure presentations – they have crafted their message in a logical and simple way that has allowed the audience can keep up with them and take away key messages.

Research has supported this, with studies showing that audiences retain structured information 40% more accurately than unstructured information.

In fact, not only is structuring a presentation important for the benefit of the audience’s understanding, it’s also important for you as the speaker. A good structure helps you remain calm, stay on topic, and avoid any awkward silences.

What will affect your presentation structure?

Generally speaking, there is a natural flow that any decent presentation will follow which we will go into shortly. However, you should be aware that all presentation structures will be different in their own unique way and this will be due to a number of factors, including:

Whether you need to deliver any demonstrations
How knowledgeable the audience already is on the given subject
How much interaction you want from the audience
Any time constraints there are for your talk
What setting you are in
Your ability to use any kinds of visual assistance

Before choosing the presentation’s structure answer these questions first:

What is your presentation’s aim?
Who are the audience?
What are the main points your audience should remember afterwards?

When reading the points below, think critically about what things may cause your presentation structure to be slightly different. You can add in certain elements and add more focus to certain moments if that works better for your speech.

Good presentation structure is important for a presentation

What is the typical presentation structure?

This is the usual flow of a presentation, which covers all the vital sections and is a good starting point for yours. It allows your audience to easily follow along and sets out a solid structure you can add your content to.

1. Greet the audience and introduce yourself

Before you start delivering your talk, introduce yourself to the audience and clarify who you are and your relevant expertise. This does not need to be long or incredibly detailed, but will help build an immediate relationship between you and the audience. It gives you the chance to briefly clarify your expertise and why you are worth listening to. This will help establish your ethos so the audience will trust you more and think you’re credible.

Read our tips on How to Start a Presentation Effectively

2. Introduction

In the introduction you need to explain the subject and purpose of your presentation whilst gaining the audience’s interest and confidence. It’s sometimes helpful to think of your introduction as funnel-shaped to help filter down your topic:

Introduce your general topic
Explain your topic area
State the issues/challenges in this area you will be exploring
State your presentation’s purpose – this is the basis of your presentation so ensure that you provide a statement explaining how the topic will be treated, for example, “I will argue that…” or maybe you will “compare”, “analyse”, “evaluate”, “describe” etc.
Provide a statement of what you’re hoping the outcome of the presentation will be, for example, “I’m hoping this will be provide you with…”
Show a preview of the organisation of your presentation

In this section also explain:

The length of the talk.
Signal whether you want audience interaction – some presenters prefer the audience to ask questions throughout whereas others allocate a specific section for this.
If it applies, inform the audience whether to take notes or whether you will be providing handouts.

The way you structure your introduction can depend on the amount of time you have been given to present: a sales pitch may consist of a quick presentation so you may begin with your conclusion and then provide the evidence. Conversely, a speaker presenting their idea for change in the world would be better suited to start with the evidence and then conclude what this means for the audience.

Keep in mind that the main aim of the introduction is to grab the audience’s attention and connect with them.

3. The main body of your talk

The main body of your talk needs to meet the promises you made in the introduction. Depending on the nature of your presentation, clearly segment the different topics you will be discussing, and then work your way through them one at a time – it’s important for everything to be organised logically for the audience to fully understand. There are many different ways to organise your main points, such as, by priority, theme, chronologically etc.

Main points should be addressed one by one with supporting evidence and examples.
Before moving on to the next point you should provide a mini-summary.
Links should be clearly stated between ideas and you must make it clear when you’re moving onto the next point.
Allow time for people to take relevant notes and stick to the topics you have prepared beforehand rather than straying too far off topic.

When planning your presentation write a list of main points you want to make and ask yourself “What I am telling the audience? What should they understand from this?” refining your answers this way will help you produce clear messages.

4. Conclusion

In presentations the conclusion is frequently underdeveloped and lacks purpose which is a shame as it’s the best place to reinforce your messages. Typically, your presentation has a specific goal – that could be to convert a number of the audience members into customers, lead to a certain number of enquiries to make people knowledgeable on specific key points, or to motivate them towards a shared goal.

Regardless of what that goal is, be sure to summarise your main points and their implications. This clarifies the overall purpose of your talk and reinforces your reason for being there.

Follow these steps:

Signal that it’s nearly the end of your presentation, for example, “As we wrap up/as we wind down the talk…”
Restate the topic and purpose of your presentation – “In this speech I wanted to compare…”
Summarise the main points, including their implications and conclusions
Indicate what is next/a call to action/a thought-provoking takeaway
Move on to the last section

5. Thank the audience and invite questions

Conclude your talk by thanking the audience for their time and invite them to ask any questions they may have. As mentioned earlier, personal circumstances will affect the structure of your presentation.

Many presenters prefer to make the Q&A session the key part of their talk and try to speed through the main body of the presentation. This is totally fine, but it is still best to focus on delivering some sort of initial presentation to set the tone and topics for discussion in the Q&A.

Questions being asked after a presentation

Demonstration

Use the demonstration structure when you have something useful to show. This is usually used when you want to show how a product works. Steve Jobs frequently used this technique in his presentations.

Explain why the product is valuable.
Describe why the product is necessary.
Explain what problems it can solve for the audience.
Demonstrate the product to support what you’ve been saying.
Make suggestions of other things it can do to make the audience curious.

Problem-solution

This structure is particularly useful in persuading the audience.

Briefly frame the issue.
Go into the issue in detail showing why it ‘s such a problem. Use logos and pathos for this – the logical and emotional appeals.
Provide the solution and explain why this would also help the audience.
Call to action – something you want the audience to do which is straightforward and pertinent to the solution.

Storytelling

As well as incorporating stories in your presentation , you can organise your whole presentation as a story. There are lots of different type of story structures you can use – a popular choice is the monomyth – the hero’s journey. In a monomyth, a hero goes on a difficult journey or takes on a challenge – they move from the familiar into the unknown. After facing obstacles and ultimately succeeding the hero returns home, transformed and with newfound wisdom.

Storytelling for Business Success webinar , where well-know storyteller Javier Bernad shares strategies for crafting compelling narratives.

Another popular choice for using a story to structure your presentation is in media ras (in the middle of thing). In this type of story you launch right into the action by providing a snippet/teaser of what’s happening and then you start explaining the events that led to that event. This is engaging because you’re starting your story at the most exciting part which will make the audience curious – they’ll want to know how you got there.

Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

The remaining method structure is good for situations where you’re presenting your perspective on a controversial topic which has split people’s opinions.

Go into the issue in detail showing why it’s such a problem – use logos and pathos.
Rebut your opponents’ solutions – explain why their solutions could be useful because the audience will see this as fair and will therefore think you’re trustworthy, and then explain why you think these solutions are not valid.
After you’ve presented all the alternatives provide your solution, the remaining solution. This is very persuasive because it looks like the winning idea, especially with the audience believing that you’re fair and trustworthy.

Transitions

When delivering presentations it’s important for your words and ideas to flow so your audience can understand how everything links together and why it’s all relevant. This can be done using speech transitions which are words and phrases that allow you to smoothly move from one point to another so that your speech flows and your presentation is unified.

Transitions can be one word, a phrase or a full sentence – there are many different forms, here are some examples:

Moving from the introduction to the first point

Signify to the audience that you will now begin discussing the first main point:

Now that you’re aware of the overview, let’s begin with…
First, let’s begin with…
I will first cover…
My first point covers…
To get started, let’s look at…

Shifting between similar points

Move from one point to a similar one:

In the same way…
Likewise…
Equally…
This is similar to…
Similarly…

Internal summaries

Internal summarising consists of summarising before moving on to the next point. You must inform the audience:

What part of the presentation you covered – “In the first part of this speech we’ve covered…”
What the key points were – “Precisely how…”
How this links in with the overall presentation – “So that’s the context…”
What you’re moving on to – “Now I’d like to move on to the second part of presentation which looks at…”

Physical movement

You can move your body and your standing location when you transition to another point. The audience find it easier to follow your presentation and movement will increase their interest.

A common technique for incorporating movement into your presentation is to:

Start your introduction by standing in the centre of the stage.
For your first point you stand on the left side of the stage.
You discuss your second point from the centre again.
You stand on the right side of the stage for your third point.
The conclusion occurs in the centre.

Key slides for your presentation

Slides are a useful tool for most presentations: they can greatly assist in the delivery of your message and help the audience follow along with what you are saying. Key slides include:

An intro slide outlining your ideas
A summary slide with core points to remember
High quality image slides to supplement what you are saying

There are some presenters who choose not to use slides at all, though this is more of a rarity. Slides can be a powerful tool if used properly, but the problem is that many fail to do just that. Here are some golden rules to follow when using slides in a presentation:

Don’t over fill them – your slides are there to assist your speech, rather than be the focal point. They should have as little information as possible, to avoid distracting people from your talk.
A picture says a thousand words – instead of filling a slide with text, instead, focus on one or two images or diagrams to help support and explain the point you are discussing at that time.
Make them readable – depending on the size of your audience, some may not be able to see small text or images, so make everything large enough to fill the space.
Don’t rush through slides – give the audience enough time to digest each slide.

Guy Kawasaki, an entrepreneur and author, suggests that slideshows should follow a 10-20-30 rule :

There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

Here are some additional resources for slide design:

7 design tips for effective, beautiful PowerPoint presentations
11 design tips for beautiful presentations
10 tips on how to make slides that communicate your idea

Group Presentations

Group presentations are structured in the same way as presentations with one speaker but usually require more rehearsal and practices. Clean transitioning between speakers is very important in producing a presentation that flows well. One way of doing this consists of:

Briefly recap on what you covered in your section: “So that was a brief introduction on what health anxiety is and how it can affect somebody”
Introduce the next speaker in the team and explain what they will discuss: “Now Elnaz will talk about the prevalence of health anxiety.”
Then end by looking at the next speaker, gesturing towards them and saying their name: “Elnaz”.
The next speaker should acknowledge this with a quick: “Thank you Joe.”

From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.

Example of great presentation structure and delivery

Having examples of great presentations will help inspire your own structures, here are a few such examples, each unique and inspiring in their own way.

How Google Works – by Eric Schmidt

This presentation by ex-Google CEO Eric Schmidt demonstrates some of the most important lessons he and his team have learnt with regards to working with some of the most talented individuals they hired. The simplistic yet cohesive style of all of the slides is something to be appreciated. They are relatively straightforward, yet add power and clarity to the narrative of the presentation.

Start with why – by Simon Sinek

Since being released in 2009, this presentation has been viewed almost four million times all around the world. The message itself is very powerful, however, it’s not an idea that hasn’t been heard before. What makes this presentation so powerful is the simple message he is getting across, and the straightforward and understandable manner in which he delivers it. Also note that he doesn’t use any slides, just a whiteboard where he creates a simple diagram of his opinion.

The Wisdom of a Third Grade Dropout – by Rick Rigsby

Here’s an example of a presentation given by a relatively unknown individual looking to inspire the next generation of graduates. Rick’s presentation is unique in many ways compared to the two above. Notably, he uses no visual prompts and includes a great deal of humour.

However, what is similar is the structure he uses. He first introduces his message that the wisest man he knew was a third-grade dropout. He then proceeds to deliver his main body of argument, and in the end, concludes with his message. This powerful speech keeps the viewer engaged throughout, through a mixture of heart-warming sentiment, powerful life advice and engaging humour.

As you can see from the examples above, and as it has been expressed throughout, a great presentation structure means analysing the core message of your presentation. Decide on a key message you want to impart the audience with, and then craft an engaging way of delivering it.

By preparing a solid structure, and practising your talk beforehand, you can walk into the presentation with confidence and deliver a meaningful message to an interested audience.

It’s important for a presentation to be well-structured so it can have the most impact on your audience. An unstructured presentation can be difficult to follow and even frustrating to listen to. The heart of your speech are your main points supported by evidence and your transitions should assist the movement between points and clarify how everything is linked.

Research suggests that the audience remember the first and last things you say so your introduction and conclusion are vital for reinforcing your points. Essentially, ensure you spend the time structuring your presentation and addressing all of the sections.

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Design Tips

Informal vs formal presentation (plus tips on creating and delivering both)

To give a successful presentation, whether in front of a client, student, colleague, or stranger audience or virtually, you must understand the difference between formal and informal presentation. This article will help you learn just that and provide information on delivering powerful presentations in both styles to effectively promote your skills and make your audience more receptive to your message. So, let’s dive in!

What is a formal presentation?

Your audience, supporting materials, and the amount of time you have to prepare in advance are the main elements that define a presentation as formal.

A presentation is considered formal when you are requested to share your thoughts with a person or group and given the opportunity to prepare. This type of presentation requires a totally different approach than presenting to your team during an informal discussion or weekly meeting.

Formal presentations often take place in an academic or professional setting and adhere to a specific set of guidelines. They can be delivered orally or via video chat, which enables participants to connect from different locations and meet on screen so they can see each other while speaking without having anybody else around to listen.

The different types of formal presentations include:

Informative
Demonstrative
Inspirational

Now that you know the formal presentation definition and its types, let’s examine how to create one in more detail.

How to make a formal presentation?

Crafting an excellent formal presentation that surpasses your audience’s expectations is an art that requires countless hours of practice to master.

Here at SlidePeak, we understand that a properly delivered formal speech can make a huge difference in how effectively someone expresses their thoughts. That’s why we’ve created this simple guide that will educate you on how to make your formal presentation PowerPoint the best it can be and help you prevent typical rookie mistakes.

What to include in the formal presentation:

A clear introduction that captures the audience’s attention.
A well-organized body that presents your research and supporting evidence.
A brief conclusion that summarizes your main idea.

What is the voice of the formal presentation?

Typically, the voice of a formal presentation is strong, authoritative, and appealing. Such a voice is crucial when presenting or speaking to a large audience. This comes from your ability to make your voice resonate since a resonant voice is more pleasing and can make you sound more confident. Speaking softly or mumbling, on the contrary, might give the impression that you are uncertain and undermine the strength of your presentation.

Tips for creating a formal presentation:

Clearly define your goals.
Get to know your audience and prepare a presentation accordingly.
Ensure the topic you choose is suitable for the audience.
Conduct in-depth research and collect reliable data.
Craft a detailed outline that will guide the presentation’s flow.
Include questions for audience interaction.
Choose a professional presentation format, such as Keynote or PowerPoint.
Add visual aids (e.g., slides, videos, images) to support your presentation and increase audience engagement.

Don’t know where to start? Check this formal presentation example or enlist the help of PowerPoint presentation services to save time and ensure your ideas are presented in an appealing way that combines aesthetics alongside content.

Tips for delivering a formal presentation in person

When giving a formal presentation, there are also a few things to consider:

Ensure you are well prepared.
Speak slowly and try to be as clear as possible.
Look your audience in the eyes when speaking.
Use formal language.
Dress appropriately, as first impressions are everything.

Tips for delivering a formal presentation virtually

If you are going to give an online presentation, make sure to consider the below tips in addition to the ones above.

Choose a background that looks professional.
Test your video and audio settings beforehand.

So, what is the difference between a formal and informal presentation? Read on to find out what an informal presentation is, what makes it different from a formal one, and how to give one like a pro.

Informal presentation definition

Informal presentations, also known as impromptu presentations, can be presented in a variety of settings. They have the same structure as formal ones but are less formal. This type of presentation can be delivered in person or virtually via video chat and frequently has a more conversational tone.

An informal presentation is pretty common for business meetings and is typically prepared quickly, without much organization. It’s more like a conversation where everyone feels like they’re being spoken to directly by the presenter rather than watching the presenter talk to an audience from behind slides. This makes it a fantastic way to engage the audience. And unlike a formal, lecture-like presentation with a few questions at the end, informal presentations are often followed by vivid discussions.

Tips for creating informal presentations:

Understand the purpose of your presentation.
Pick a topic that is suitable for the setting and audience.
Conduct research, but don’t try to compile as much data as for a formal presentation.
Make an outline, but it doesn’t have to be as thorough as one for a presentation in a formal setting. Instead, hit what’s important.
Choose an appropriate presentation format, such as a PowerPoint or whiteboard.
Consider a hand-out (in case of an in-person presentation).

Here are some excellent informal presentation examples to get you started:

Pro tip: If you have an outdated presentation on a similar topic or one with a similar structure but on a different topic, you can opt for a PPT redesign service and have it revamped while you practice your presentation or indulge in other important activities.

How to give an informal presentation?

There are a few things to remember when delivering informal presentations, and they are as follows:

Ensure you are adequately prepared.
Keep eye contact with the audience.
Stick to a conversational, positive, and optimistic tone.
Don’t mumble; speak slowly and try to be as clear as possible.
Interact with your audience: ask questions and allow feedback.
Insert on-purpose jokes every now and then (if suitable for the audience).
Make sure to test your audio and video settings (in case of a virtual presentation).

Wrapping up

Both formal and informal presentations have their benefits. However, it’s crucial to take your particular situation into account to choose the most appropriate style, as formal presentations are more acceptable in a professional setting, while informal ones work better if there is no formality requirement (e.g., team discussion, conference, weekly meeting).

“But what is the secret to delivering powerful presentations in both styles?” you might ask. The answer is pretty straightforward: when you’re putting together your presentation, always ensure that your organization and research abilities work in harmony and find time to practice. Remember, practice makes perfect, and passion persuades. Polished presenting skills provide payoffs. Speak slowly and clearly, look your audience in the eyes, and give them something to talk about when your speech is over.

For assistance with the presentation design part, you can always count on slidepeak.com . Our dedicated team is at your service 24/7!

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What is a Presentation? Objectives, Elements, Important skills, Four Ps

Post last modified: 4 June 2023
Reading time: 19 mins read
Post category: Business Communication

What is a Presentation?

A presentation communicates a message, an idea or information to a group. It is similar to a report, but with a key difference–the human element. A presentation conveys the speaker’s personality and enables immediate interaction among all participants.

Table of Content

1 What is a Presentation?
2.1 To Inform
2.2 To Train
2.3 To Persuade
2.4 To Motivate
2.5 To Entertain
3 Main Elements of Presentation
4.1 Analytical ability
4.2 Effective communication ability
4.3 Creative ability
4.4 Good interpersonal skill
4.5 Sound time management
4.6 Problem-solving ability
4.7 A sense of humour
5 Evaluation Wheel
6.1 Prepare
6.2 Practice
6.3 Present
7.1 Know Yourself
7.2 Know Your Material
7.3 Know Your Purpose
7.4 Know Your Audience

Objectives of Presentation

The main objectives of a presentation are:

To Persuade

To motivate, to entertain.

A presentation is created to convey some information to a group of people. For example, a presentation may display an organisation’s quarterly performance.

Most training programmes in organisations are done through the presentation mode. Such instructional presentations convey a lot of information and are created with instructional design principles to keep the audience engaged for a long period.

Some presentations are used to convince a group of people to accept a particular idea and/or make a certain choice.

The growing popularity of TED Talks indicates how a presentation can be a powerful motivation tool. These presentations trigger emotions and inspire people to act.

Presentations can also be used to celebrate an event. For example, a farewell presentation of a colleague can be used to narrate the story of his/her overall tenure, experiences and achievement in the organisation.

Main Elements of Presentation

A presentation is said to be effective if it has three main elements, which are as follows:

Specific content : This refers to the information that a presentation will comprise. The information must be conveyed effectively so that it is absorbed by the audience in one sitting. It should be relevant and meaningful to them.
Audience : A presentation should be targeted for a specific group of audience who share the same purpose and have a similar level of pre-knowledge.
Presenter: The presenter should act as the advocate of the information. If his/her conviction and passion in the message are clearly articulated, the audience will also pay attention to the subject.

Important Presentation Skills

In today’s business environment, presentation skills are requisite in almost every professional arena. Employees are often required to give presentations on the targets achieved by them. A presentation can be effective if it is carefully planned and prepared.

However, delivering presentations is not always easy for every individual. Some people take presenting as a probable opportunity to showcase skills, while others find it a challenging task. To provide an effective presentation, a presenter must possess some abilities.

Some of them are explained as follows:

Analytical ability

Effective communication ability, creative ability, good interpersonal skill, sound time management, problem-solving ability, a sense of humour.

It refers to a calibre which empowers an individual to collect, organise, visualise and comprehend data. Such skills enable a person to look at related patterns, draw conclusions and find solutions to problems. In addition, sound analytical skills also enable an individual to forecast future trends using various techniques such as brainstorming, forecasting, data mining and metrics interpretation.

Communication entails much more than mere talking to the audience. To communicate effectively during a presentation, one ought to showcase information lucidly. During a presentation, a person should not just have a good set of slides together; rather he needs to engage and strike a chord with the audience to transmit the intended message.

It refers to the ability to present things in a creative way that have not been explored earlier. Creative skills in presentation enable an individual to invent or develop something path-breaking, such as a new concept, unique way out from a problem, a method, a work of art or new machinery, etc.

It encompasses how an individual portrays or presents himself to the audience and builds a rapport with the audience. During a presentation, sound interpersonal skills empower a speaker to interact, communicate and collaborate with the audience effectively.

Interpersonal skills are prevalent across all personal and professional interactions between people. Interpersonal skills entail empathy, active listening and emotional intelligence.

While delivering a presentation, a person should manage time effectively, set a presentation schedule and end a presentation within a stipulated time. If a presentation is long, there are chances the audience may lose interest and the message may not be delivered.

A speaker cannot expect audience to actively listen to the presentation for hours. At the start of presentation, a speaker should aim to grab audience’s attention and allocate time for questions and answers at the end.

Problem-solving is a requisite skill for a presentation. During a presentation, the audience may ask the speaker any kind of questions. On the other hand, it is important for the speaker to provide an appropriate answer to the audience to make the presentation successful.

A sense of humour is crucial to deliver a quality presentation to make the environment light and engaging. Appropriate usage of light jokes relieves stress and holds the attention of an audience, which makes the presentation a memorable experience for both the speaker and the audience.

Evaluation Wheel

Evaluation wheel is a creative and effective tool that accumulates information on outcomes in a simple and accessible manner. A presenter can opt for the evaluation wheel tool to show the outcomes of the research or reports. This tool is used to provide various types of information and journeys of change within the organisation.

It offers a visual representation of progression and results in the form of a spider diagram. The evaluation wheel measures the exact outcomes for a programme at the start and end. It also helps educators, designers to comprehend information systematically. Figure shows an example of evaluation wheel:

Figure states the scale questionnaire in a circle form wherein respondents will analyse the instances from their discretion and experience and give rating on a scale of 1 to 5.

For instance, service users are appropriately involved. In this case, if the respondent strongly agrees, he/she will give 5 rating and if he/she does not agree, he/she will give 1 rating. The centre of the circle is for 1 and as the respondent agrees, they reach out to edge for 5 rating.

Ps of Presentation

Even the most powerful presentation may fail if the presenter comes unprepared. A presentation is both a mental and a physical effort. There are Ps of presentation that provide a checklist to the presenter for ensuring that the presentation is well-constructed and clear so that the audience gets the message. These four Ps are explained as follows:

A thoroughly prepared presentation captivates the interests of the audience. The topic or content of the presentation must be thoroughly researched. No one would develop interest in a vague or equivocal presentation. A speaker can make use of stories or relatable examples and quote references to give more depth to the presentation and make it intriguing.

Apart from that, it should be ensured that only important points are highlighted in bullets or using other graphical elements. Providing too much of theory or full sentences can create boredom for the audience.

While preparing for a presentation, the presenter should include the following sections:

Introduction : This section includes the name of the topic and the purpose of the presentation.
Body : This section contains the main content of the presentation; thus, it must be prepared in a well-organised manner.
Summary : It provides a recap of the content of the presentation. It outlines the most important points of the presentation to ensure the key message is retained by the audience.

Practice will make a man perfect is an adage that is appropriate across all spheres of life. It helps a speaker become familiar with his/her own voice, words and phrases and adjust accordingly. By practising thoroughly, a speaker can explore how to fit different pieces of information together and practise transition.

Also, a speaker should make notes wherever required as a part of presentation support. Using an index card is a common form of note-taking that provides a quick glimpse of important points.

While delivering a presentation, the speaker needs to demonstrate confidence in front of the audience. The speaker must be polite, but not apologetic in situations, such as if the session is running overtime or the microphone has stopped working.

Instead he/she should expect and ask for discipline and attention. It is important for a speaker to engage with the audience during the presentation in order to assure them that he/she is genuinely interested in talking to them. 4. Pace, pitch and pause: A presenter should deliver the presentation in an easy-to-follow pace and try changing the pace to enliven the presentation.

For example, pauses can be taken intentionally between main points to reinforce them. Along with pace, pitch is equally important. Just as pace varies in normal conversations, it should be used effectively during presentations too. For example, when asking a question, the presenter can raise the pitch and can lower it down when explaining a point.

Four Cornerstones of Making Memorable Presentations

The most crucial aspect of delivering an effective presentation is that the speaker should appear confident and the speech should look effortless. Presentations are a source of anxiety for many individuals. However, getting well-prepared before delivering a presentation can reduce this feeling considerably and ease apprehension.

There are a number of ways to overcome feelings of anxiety, stress and stage fright before the presentation in order to appear confident in front of the audience. The four cornerstones of making a memorable presentation are provided in the upcoming sections.

Know Yourself

Know your material, know your purpose, know your audience.

A presenter should acknowledge his/her strengths and weaknesses. Accordingly, he/she should decide the style of delivering a presentation. For instance, if a presenter has a great sense of humour and can use it comfortably in the speech, he/she can make the presentation more engaging and interesting.

On the other hand, if the speaker who is an introvert and prefers to talk or engage less, he/she can add visuals in the presentation. Therefore, the trick is whosoever is delivering the presentation should feel comfortable.

Knowing the topic thoroughly is the most important step in preparing and delivering a presentation. A presenter with well-versed knowledge of the topic is bound to feel more confident. One should perform extensive research of the topic using credible websites and surveys.

A presenter with minimal information about the topic will not be able to deliver a memorable presentation; rather, it would create a negative image in front of the audience. A good presentation is one that is centred around the main theme, presents relevant information and stimulates thought.

It is crucial to know the purpose of the presentation. A presenter should be aware of whether the purpose is to create awareness or to build new skills or to change attitudes. For instance, professional firms or businesses use presentations for various purposes such as to create awareness, educate, motivate and persuade internal and external audiences.

Therefore, to prepare a presentation, identify its objective/purpose, determine the method of delivery, formulate a structure, include visual aids and rehearse.

One should know the type of audience and what is their purpose of attending the presentation. For instance, whether they are there for gaining knowledge or learning new skills, etc. The age, culture and knowledge base of the audience help a presenter in designing and delivering his/her presentation effectively and in a manner in which audience can easily understand and relate to.

A well-designed presentation uses visual aids effectively to reinforce the main points and enhance the audience’s level of understanding.

Business Communication Notes

( Click on Topic to Read )

What is Business Communication?
What is Communication?
Types of Communication
7 C of Communication
Barriers To Business Communication
Oral Communication
Types Of Non Verbal Communication
What is Written Communication?
What are Soft Skills?
Interpersonal vs Intrapersonal communication
Barriers to Communication
Importance of Communication Skills

Listening in Communication

Causes of Miscommunication
What is Johari Window?
What is Presentation?
Communication Styles
Channels of Communication
Hofstede’s Dimensions of Cultural Differences and Benett’s Stages of Intercultural Sensitivity

Organisational Communication

Horizontal C ommunication
Grapevine Communication
Downward Communication
Verbal Communication Skills
Upward Communication
Flow of Communication
What is Emotional Intelligence?
What is Public Speaking?
Upward vs Downward Communication
Internal vs External Communication
What is Group Discussion?
What is Interview?
What is Negotiation?
What is Digital Communication?
What is Letter Writing?

Resume and Covering Letter

What is Report Writing?
What is Business Meeting?
What is Public Relations?
What Is Market Segmentation?
What Is Marketing Mix?
Marketing Concept
Marketing Management Process
What Is Marketing Environment?
What Is Consumer Behaviour?
Business Buyer Behaviour
Demand Forecasting
7 Stages Of New Product Development
Methods Of Pricing
What Is Public Relations?
What Is Marketing Management?
What Is Sales Promotion?
Types Of Sales Promotion
Techniques Of Sales Promotion
What Is Personal Selling?
What Is Advertising?
Market Entry Strategy
What Is Marketing Planning?
Segmentation Targeting And Positioning
Brand Building Process
Kotler Five Product Level Model
Classification Of Products
Types Of Logistics
What Is Consumer Research?
What Is DAGMAR?
Consumer Behaviour Models
What Is Green Marketing?
What Is Electronic Commerce?
Agricultural Cooperative Marketing
What Is Marketing Control?
What Is Marketing Communication?
What Is Pricing?
Models Of Communication
What is Sales Management?
Objectives of Sales Management
Responsibilities and Skills of Sales Manager
Theories of Personal Selling
What is Sales Forecasting?
Methods of Sales Forecasting
Purpose of Sales Budgeting
Methods of Sales Budgeting
Types of Sales Budgeting
Sales Budgeting Process
What is Sales Quotas?
What is Selling by Objectives (SBO) ?
What is Sales Organisation?
Types of Sales Force Structure
Recruiting and Selecting Sales Personnel
Training and Development of Salesforce
Compensating the Sales Force
Time and Territory Management
What Is Logistics?
What Is Logistics System?
Technologies in Logistics
What Is Distribution Management?
What Is Marketing Intermediaries?
Conventional Distribution System
Functions of Distribution Channels
What is Channel Design?
Types of Wholesalers and Retailers
What is Vertical Marketing Systems?
What i s Marketing?
What i s A BCG Matrix?
5 M’S Of Advertising
What i s Direct Marketing?
Marketing Mix For Services
What Market Intelligence System?
What i s Trade Union?
What Is International Marketing?
World Trade Organization (WTO)
What i s International Marketing Research?
What is Exporting?
What is Licensing?
What is Franchising?
What is Joint Venture?
What is Turnkey Projects?
What is Management Contracts?
What is Foreign Direct Investment?
Factors That Influence Entry Mode Choice In Foreign Markets
What is Price Escalations?
What is Transfer Pricing?
Integrated Marketing Communication (IMC)
What is Promotion Mix?
Factors Affecting Promotion Mix
Functions & Role Of Advertising
What is Database Marketing?
What is Advertising Budget?
What is Advertising Agency?
What is Market Intelligence?
What is Industrial Marketing?
What is Customer Value
What is Consumer Behaviour?
What Is Personality?
What Is Perception?
What Is Learning?
What Is Attitude?
What Is Motivation?
Consumer Imagery
Consumer Attitude Formation
What Is Culture?
Consumer Decision Making Process
Applications of Consumer Behaviour in Marketing
Motivational Research
Theoretical Approaches to Study of Consumer Behaviour
Consumer Involvement
Consumer Lifestyle
Theories of Personality
Outlet Selection
Organizational Buying Behaviour
Reference Groups
Consumer Protection Act, 1986
Diffusion of Innovation
Opinion Leaders
What is Business Law?
Indian Contract Act 1872
Essential Elements of a Valid Contract
Types of Contract
What is Discharge of Contract?
Performance of Contract
Sales of Goods Act 1930
Goods & Price: Contract of Sale
Conditions and Warranties
Doctrine of Caveat Emptor
Transfer of Property
Rights of Unpaid Seller
Negotiable Instruments Act 1881
Types of Negotiable Instruments
Types of Endorsement
What is Promissory Note?
What is Cheque?
What is Crossing of Cheque?
What is Bill of Exchange?
What is Offer?
Limited Liability Partnership Act 2008
Memorandum of Association
Articles of Association
What is Director?
Trade Unions Act, 1926
Industrial Disputes Act 1947
Employee State Insurance Act 1948
Payment of Wages Act 1936
Payment of Bonus Act 1965
Labour Law in India
What is Brand Management?
4 Steps of Strategic Brand Management Process
Customer Based Brand Equity
What is Brand Equity?

What is Downward Communication? Advantages, Disadvantages

What is Written Communication? Advantages, Disadvantages

Importance of education and proper training for medical professionals.

What is Public Relations? Definition, Tools, Function, Advantages, Process

Difference between interpersonal and intrapersonal communication, what is johari window model, what is letter writing layouts, types.

Read more about the article Listening in Communication

What is Horizontal Communication? Definition, Advantage, Flow

10 Verbal Communication Skills Worth Mastering

Read more about the article Organisational Communication

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150+ Useful Email Phrases That Will Make Your Life Easier

By Paola Pascual on January 10, 2022

Writing business emails can be time-consuming, but learning some useful phrases will save you lots of time. In this post, you will find over 150 useful email phrases to help you make your emails more varied and rich. We’ve divided them into three main categories: opening lines to start your email, body lines to convey the message, and closing lines to finish off.

You can also download our free guide How to write professional emails in English , for more phrases, psychology-backed tips and strategies to get more responses to your emails, templates to save time, and examples to avoid miscommunication at work.

Before we begin, below is a quick template you can use for your professional emails. Following a standardized email template, along with a few simple email tips, will help your readers more easily follow your message. Business email messages should be structured and to the point. The clearer your email is, the more likely your readers will act on it. Here’s a simple email writing format you can adopt:

Business Email Template Talaera Training

#1 Opening Lines

If you are looking for ideas for your email opening and email greetings , here you have different types of opening sentences.

1.a Being social

An email starting line will help you sound more friendly and social. “I hope this email finds you well’ should be the opening phrase in emails… But not always. Here are some alternative email greeting lines:

I hope this email finds you well.
I hope you had a good weekend.
I hope you had a great trip.
Hope you had a nice break.
I hope you are well.
I hope all is well.
Hope you’re enjoying your holiday.
I hope you enjoyed the event.
I’m glad we had a chance to chat at the convention.
It was great to see you on Thursday.
It was a pleasure to meet you yesterday.

1.b Reason of the email

Tell them why you’re writing this email.

I am writing to you about our last meeting/your presentation yesterday/our next event.
I am writing to you with regards to/regarding/concerning/in connection with…
I am writing to ask/enquire/let you know/confirm/check/invite you to/to update you on/ask for a favor…
I am writing you to follow up on…
I am contacting you to inform…
I am reaching out because…
This is just a quick note to…
This is just a quick reminder…
I wanted to let you know that…
Might I take a moment of your time to… (very formal)
It’s [Your Name] from [Your Company].
This email is just to let you know that…

1.c Replying

I just got your request for…
I just read your email about…
As we discussed, I would like to send you…
Thank you for your email about…
Thanks for your email this morning/yesterday/on Wednesday/last month…
Thanks for your feedback on/your invitation/your suggestion
Thanks for sending/asking about/attending
Thanks for your quick reply.
Thanks for getting back to me so quickly.
Thank you for reaching out (to me).

1.d Apologizing

Sorry for my late reply.
Sorry that it took me so long to get back to you.
I apologize for the late response.
Sorry it’s been so long since my last email.
I was sorry to hear about…
Please accept our apologies for any inconvenience caused.

Keep reading: How To Start An Email – 45 Great Ways To Do It

#2 Body Lines

2.a attachments and information.

I’ve attached…
Please find [file] attached.
I’m enclosing [file].
Please see the information below for more details about…
The parts in bold/in red/in blue are my comments/are the changes we made.
Here’s the document that you asked for,
I’ve attached [file] for your review.
I’m sending you [file] as a pdf file.
The attached file contains…
Could you please sign the attached form and send it back to us by [date]?
Here’s the [document] we discussed.
[file] is attached.
Please take a look at the attached file.
Take a look at the [file] I’ve attached to this email.
I’ve attached [file].
More information is available at www.talaera.com .
Please note that…

2.b Requests and inquiries

Could you please…?
Could you possibly tell me…?
Can you please fill out this form?
I’d really appreciate it if you could…
I’d be very grateful if you could…
It would be very helpful if you could send us/me…
I was wondering if you could/if you would be able to…
If possible, I’d like to know (more) about…
Please find my two main questions below.

2.c Asking for clarifications

I didn’t/don’t fully understand [something]. Could you please explain that again?
I didn’t quite get your point about [something]. Could you be more specific?
Could you repeat what you said about…?
Could you give us some more details on…?
If you could please shed some light on this topic, I would really appreciate it.
Could you please clarify [something]?
Could you please clarify when you would like us to finish this?
When exactly are you expecting to have this feature?
Here are the details on…
Could you please clarify what you would like us to do about…?
If I understood you correctly, you would like me to…
What exactly do you mean by [something]?
Could you explain what you mean by [something]?
In other words, would you like us to…

2.d Sharing information

Use these helpful phrases when need to give or receive some information (or when you already did).

Thank you for letting me know.
Thank you for the heads up.
Thank you for the notice.
Please note…
Quick reminder…
Just a quick/friendly reminder that…
Thank you for sharing.
I’d like to inform you that…
Just a quick heads up –
Thanks for keeping me in the loop.
Please keep me informed/posted/updated/in the loop.

2.e Getting and giving approval

If you’re looking for a few please let me know synonyms, this section will help.

Please let me know if this is OK with you.
Please let me know what you think.
What are your thoughts (on this)?
What do you think?
We just need the thumbs up/the green light. (=we’re waiting for approval)
You (totally) have the green light!
Please guide me in this regard.
He approved of it, so you can go ahead with the project.

2.f Scheduling

I’d like to schedule a meeting on [day] if you are available/free then.
I am available on [day], if that’s convenient for you.
Would you be available on [day]? If so, I’ll send you an invite shortly.
Can you make it on [day]? If so, I’ll book accordingly.
I’m afraid I can’t make it on [day]. How about…?
(Due to…) I’m afraid we need to reschedule/delay/postpone/put back/cancel/call off/move/rearrange our meeting.
We are sorry to inform you that the interview/meeting scheduled for [day] will have to be rescheduled.

2.g Giving bad news

Unfortunately, …
Unfortunately, we cannot/we are unable to …
I’m afraid it will not be possible to…
Unfortunately, I have to tell you that…
I’m afraid that we can’t…
We regret to inform you that…
I regret to inform you that (due to…) …
After careful consideration, we have decided (not) to …
Due to [reason], it won’t be possible to…
It’s against company policy to…
I tried my best, but…
Despite my best efforts, …
I can’t see how…
I’m sorry but it’s out of my hands.
I’m afraid I won’t be able to…
I’m sorry to tell you that…

#3 Closing Lines

3.a when something is expected.

Do you need a reply? Are you asking for a favor or you are meeting soon? These sentences are perfect for those moments!

Looking forward to hearing from you soon.
I look forward to hearing from you soon.
Please let me know if this works/if you are available/if that sounds good/if you can/if you can help/if you need to reschedule…
I look forward to seeing/meeting you.
See you on Thursday/next week.
Thank you in advance.
Thank you for everything.
Any feedback you can give me on this would be greatly/highly/much appreciated.
If you could have it ready by tomorrow/the end of next week, I would really appreciate it.
I would appreciate your help in this matter.

3.b Offering help or information

I hope you find this helpful.
I hope it’s clearer now.
I hope that answers all your questions.
If we can be of any further assistance, please let us know.
Let me know if you need any help.
For further details…
If you have any (more) questions (about)…
In the meantime, if you need any more information,
If you need more information/more info/further information,
I know that’s a lot to take in, so let me know if anything I’ve said doesn’t make sense.
… please do not hesitate to contact me.
… please feel free to contact me/to get in touch.
… please let me know.
… drop me an email/drop me a line.

3.c Apologizing (again!)

Thank you for your understanding/for your patience.
Thanks again for your understanding/for your patience.
Once again, please accept our apologies for any inconvenience caused/for the inconvenience caused/for the delay/for the misunderstanding.
I hope this is okay with you.
I really hope we can find a solution soon.
I hope you can understand.
Sorry I couldn’t be of more help.

3.d Friendly ways to say ‘bye’

Best regards,
All the best,
Best wishes,
Cheers, (*common in the UK and Australia, informal in other countries)
Have a great weekend!
Have a wonderful day!

Explore our Business English Programs

Contact [email protected]

12 Effective Examples: How to Schedule a Meeting by Email

By Status.net Editorial Team on October 24, 2023 — 11 minutes to read

Key Components of a Meeting Schedule Email Part 1
How to Schedule a Meeting by Email Part 2
Effective Subject Lines for Meeting Requests Part 3
Meeting Request Email Examples Part 4
Meeting Invitation Template Part 5
Meeting Invitation Template (Multiple Attendees) Part 6
Meeting Invitation Template (Remote or Virtual Meetings) Part 7
Sample Email to Set Up a Meeting with a Manager Part 8
Sample Email: Requesting a Meeting with a Client Part 9
Sample Email to Schedule a Phone Call Part 10
Online Meeting Request Email Template Part 11
Sample Email to Schedule a Zoom Meeting Part 12
Sample Email to Reschedule a Meeting Part 13
Step-by-Step Guide to Writing a Meeting Schedule Email Part 14

Part 1 Key Components of a Meeting Schedule Email

Subject line.

Craft a clear and concise subject line that immediately informs the recipient of your email’s purpose. Use specific words that convey the topic and urgency of the meeting. For example:

“Request to Schedule a Team Meeting on Oct 30, 3:00 PM | Your Input Needed”

Begin your email by providing a brief context for the meeting, including the main objectives, critical topics, or any new information that participants should be aware of. Aim for concise and clear, but make sure to address any questions or concerns the recipient may have.

Next, propose a specific date, time, and location (physical or virtual) for the meeting, and ask for confirmation or availability. You can provide multiple options if you’re uncertain about the recipient’s schedule.

Closing Remarks

End your email on a positive note, expressing your anticipation for the recipient’s participation and their valuable input in the meeting. Reiterate your gratitude for their time and consideration. You can use a phrase like:

Attachments

If you have any relevant materials, such as an agenda, reports, or supporting documents, attach them to the email. Make sure to mention these attachments in the body of your email to ensure the recipient knows to look for them.

Part 2 How to Schedule a Meeting by Email

Begin by choosing an appropriate subject line that lets the recipient know the email’s purpose, such as “Scheduling a Team Meeting” or “Discussing Project Goals” .

In the body of the email, start by briefly mentioning the purpose of the meeting.

“Hi John, I hope you’re doing well. I wanted to touch base with you regarding our upcoming project. It would be great if we could schedule a meeting to discuss our team goals and timeline.”

Next, propose a few possible dates and times for the meeting. Make sure to take into consideration any time differences if you’re scheduling a virtual meeting with participants in different locations. It’s a good idea to provide at least two or three options for the recipient to choose from. For example:

“Here are a few dates and times that work for me: Tuesday, October 24th at 10:00 AM Wednesday, October 25th at 2:00 PM Thursday, October 26th at 2:00 PM Please let me know which time works best for you or suggest an alternative if none of these options are convenient.”

To make it easy for the recipient to confirm a date and time, ask them to reply with their preferred option or any other suggestions they might have. Additionally, you can include any relevant information about the meeting platform, access links, or phone numbers. For example:

“Once we have confirmed a date and time, I will send an official calendar invite with all the necessary details, including the video conferencing link.”

If you’re organizing a meeting with multiple participants, consider using a scheduling tool like Doodle or Calendly to help find a time that works for everyone. This can help save time and minimize back-and-forth emails.

To wrap up the email, thank the recipient in advance for their response:

“Looking forward to your insights on this matter. Thank you for your time!”

“Thank you for your time, and I’m looking forward to discussing our project goals with you.”

Part 3 Effective Subject Lines for Meeting Requests

Crafting a clear and concise subject line is important for grabbing the recipient’s attention. Here are some examples of effective subject lines:

“Meeting Request: [Topic/Project Name]”
“Discussing [Project Name] on [Date]”
“Team Catch-Up: [Topic/Department] on [Date and Time]”
“Request for Meeting: [Your Name] and [Recipient’s Name]”

Part 4 Meeting Request Email Examples

Here are a few email meeting schedule examples in real life situations to help you effectively schedule a meeting:

Example 2: Simple Meeting Request

Subject: Meeting Request – Project Update

Dear [Colleague’s Name],

I hope you’re doing great. I’d like to schedule a meeting to discuss the progress and updates on our current project. Are you available on [date] at [time]? The meeting should take around 45 minutes to 1 hour.

Please let me know if that works for you or suggest alternative dates and times.

Looking forward to your response.

Best, [Your Name]

Example 3: Group Meeting

Subject: Team Meeting on [date] – [MM/DD/YYYY]

I’d like to set up a team meeting for us to discuss our current work and future plans. We’ll meet on [date] at [time] in the [conference room or virtual meeting link]. The topics for the meeting include:

Project updates
Upcoming deadlines

Please confirm your attendance and feel free to suggest any additional topics you’d like to discuss.

Thank you, [Your Name]

Templates to Schedule Meetings

Using templates can make scheduling meetings via email a breeze. Templates allow you to quickly create professional-looking emails that contain all the necessary information without having to type it all out each time. You can customize a template once, save it, and use it for future meeting requests.

Part 5 Meeting Invitation Template

Subject: Meeting Request: [Meeting Topic]

Hi [Recipient’s Name],

I hope you’re having a great day! I’d like to schedule a meeting with you to discuss [Meeting Topic]. Are you available on [Date] at [Time]? The meeting will take place at [Location] and is expected to last for [Duration].

Please let me know if that works for you or if you have an alternative date and time in mind. Looking forward to speaking with you!

Best regards,

[Your Name]

Part 6 Meeting Invitation Template (Multiple Attendees)

Subject: Meeting Invitation: [Meeting Topic]

Hello everyone,

I’d like to invite you all to a meeting on [Meeting Topic]. The meeting is scheduled for [Date] at [Time] and will take place at [Location]. We expect the meeting to last approximately [Duration]. The agenda includes:

– [Agenda Item 1] – [Agenda Item 2] – [Agenda Item 3]

Please confirm your availability by replying to this email. If you can’t make it or have any questions, don’t hesitate to let me know.

Thanks and looking forward to our discussion!

Part 7 Meeting Invitation Template (Remote or Virtual Meetings)

Subject: Virtual Meeting Invitation: [Meeting Topic]

I hope this email finds you well. I’m reaching out to schedule a virtual meeting to discuss [Meeting Topic]. Let’s plan for [Date] at [Time]. The meeting will be held on [Video Conferencing Platform] and is expected to last [Duration].

Here’s the link to join the meeting: [Virtual Meeting Link]

Please let me know if that works for you or if you have an alternative date and time in mind. In case you have any difficulties joining the meeting or need assistance, feel free to reach out. Looking forward to seeing you there!

Part 8 Sample Email to Set Up a Meeting with a Manager

When writing an email to schedule a meeting with your manager, it’s important to emphasize the purpose, be respectful of their time, and offer flexibility:

Subject: Request for Meeting to Discuss [Project/Goal]

Hi [Manager’s Name],

I hope all is well. I’d like to discuss [topic or project] with you, to gather some insight and guidance. Could we schedule a [duration] meeting at your earliest convenience?

Here are a few available time slots that work for me: [Date and Time options]

Please let me know which time suits you best or if there are any alternative times that would work better for you.

Part 9 Sample Email: Requesting a Meeting with a Client

Subject: [Your Company Name] – Meeting Request

Dear [Client’s Name],

I hope this email finds you well. I’m reaching out to request a meeting with you to discuss [specific topic or goal]. We believe that our expertise in [your area of expertise] could provide great value to your business, and we would like to explore potential collaboration opportunities.

Are you available [date and time range]? If not, please suggest some alternative times that may work for you over the next two weeks.

Looking forward to speaking with you.

Best regards, [Your Name] [Your Company Name]

Part 10 Sample Email to Schedule a Phone Call

When requesting a phone call, provide context about the purpose, be polite, and suggest a few time options:

Subject: Phone Call Request: Discussing [Topic]

I hope you’re doing well. I am reaching out to see if we could schedule a quick phone call to discuss [purpose of the call]. Our conversation should take no more than [duration].

Here are a few time slots that work for me: [Date and Time options]

Please let me know which one works for you, or feel free to suggest alternative times.

Part 11 Online Meeting Request Email Template

When requesting an online meeting, be clear about the platform and provide all necessary details:

Example 10:

Subject: Online Meeting Request: [Meeting Topic]

I hope this message finds you well. I would like to suggest an online meeting to discuss [topic/goal], which I believe will be beneficial for both parties.

We can host the meeting on [platform, e.g., Zoom, Microsoft Teams, etc.]. Please find the proposed meeting details below:

Date: [Date] Time: [Time] Duration: [Duration]

Does this work for you? If not, kindly suggest some alternative dates and times.

Looking forward to connecting with you!

Best regards, [Your Name]

Part 12 Sample Email to Schedule a Zoom Meeting

When scheduling a Zoom meeting, provide the purpose, meeting details, and offer multiple options for the recipient’s convenience:

Example 11:

Subject: Zoom Meeting Request: Discussing [Topic]

Dear [Recipient’s Name],

I hope you’re doing well. I’d like to set up a Zoom meeting to discuss [topic] and gather your input on [specific issue or decision].

Please find the proposed meeting details below:

Date: [Date] Time: [Time] Duration: [Duration] Zoom Meeting Link: [Link]

If this time is not suitable, please let me know your preferred dates and times over the next week, and I will gladly reschedule.

Thank you for your time and cooperation.

Part 13 Sample Email to Reschedule a Meeting

Example 12:.

Subject: Rescheduling Our Meeting

Hi [Colleague’s Name],

I hope you’re well. Unfortunately, I need to reschedule our planned meeting on [original date] due to [reason].

Could we meet instead on [new date] at [new time]? If this does not work for you, please let me know your availability, and we can find a suitable alternative.

Apologies for any inconvenience caused.

Regards, [Your Name]

Part 14 Step-by-Step Guide to Writing a Meeting Schedule Email

Subject Line: Start with a clear subject line that summarizes the purpose of the email, like “Meeting Request: Discuss Q4 Marketing Plan” or “Schedule a Call: New Project Kick-off.” This helps the recipients spot your email quickly and understand its relevance.
Opening Greeting: Address the recipients with a friendly, yet professional tone. Depending on your relationship with them, you can use first names or full names. For example, “Dear Jane,” or “Hello Mr. Smith.”
Purpose of the Meeting: Explain the reason for the meeting and what you hope to achieve. Provide context and necessary details to help the recipients prepare for the discussion. For example, “I’d like to schedule a meeting to discuss the upcoming Q4 marketing plan and finalize our strategy for the holiday season.”
Suggested Dates and Times: Offer multiple options for dates and times to increase the likelihood of finding a suitable slot for everyone. Don’t forget to mention the time zone if your team is spread across different regions. For example, “Please let me know your availability within the following time slots (all times in EST): Tuesday, October 26th: 2-4pm, Wednesday, October 27th: 10am-12pm, or Thursday, October 28th: 3-5pm.”
Duration and Format: Specify the expected duration of the meeting and whether it will be in person, over a conference call, or via a video call. Include any relevant dial-in or video call information if necessary.
Agenda: Briefly outline the main talking points or topics you want to cover during the meeting. This helps set expectations and allows the recipients to prepare any necessary materials in advance. For example, “During the meeting, we will discuss the following topics: a) Budget Allocation, b) Campaign Objectives, and c) Timeline and Milestones.”
RSVP and Deadlines: Request confirmation of attendance and provide a deadline for responses. Make it easy for the recipients to respond by offering a simple method such as a calendar invite or by asking them to reply directly to the email. For example, “Please confirm your attendance by replying to this email no later than Friday, October 22nd.”
Closing Salutation and Contact Information: End the email with a polite sign-off, like “Best regards,” or “Sincerely,” followed by your full name, job title, and contact information.
Interview Follow-up Email Examples (1-2-3 weeks)
9 Examples - How to Write a Formal Email (and Formatting Tips)
3 Detailed Examples: Job Interview Request Email Responses
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10 Examples: How to End an Email Professionally
What is a 9/80 Work Schedule? Examples, Benefits, and Drawbacks

EA Says AI Is 'the Very Core' of Its Business: What Does That Mean?

From college football 25 to the sims, ai is everywhere at ea now..

On Tuesday, Electronic Arts (EA) held its annual Investor Day — a three-hour presentation intended for its investors to learn more about the company's direction and promises to make them money in the coming year. But you'd be forgiven if you thought this was some sort of AI tech conference given how effusively the technology was brought up and touted as a key component of EA's future.

While we've known for a while that EA and a number of other gaming companies are experimenting with and investing heavily in AI, it was nonetheless a bit overwhelming just how often AI came up throughout the entire presentation. It was mentioned it just about every single segment in some capacity, had its own dedicated segment near the end, and was described during CEO Andrew Wilson's introductory speech as "the very core of our business" — a rather shocking new mission statement for a company that ostensibly makes and publishes video games.

We watched the entirety of the three-hour Investor Day presentation, and did our best to round up all the AI "highlights" in an effort to paint a picture of what, exactly, EA is doing with AI and what we can expect to see in the coming years if its investments and interest in the tech pan out.

Core of the Business

The first mention of AI in the presentation took place right at the top, in Andrew Wilson's opening speech. In addition to referring to AI as "the very core of our business" and "not merely a buzzword," he announced that EA apparently has over 100 active "novel AI projects" in the works right now, ranging from the practical to the very experimental. Wilson divvied these up into three categories: efficiency, expansion, and transformation.

Wilson describes the "efficiency" projects as not just cost-saving, but related to doing things faster, cheaper, and at "higher quality." Specifically, he cites College Football 25 , saying the developers could not have made the game's 150 different stadiums and over 11,000 player likenesses without AI.

Wilson elaborated by saying he believes AI can give developers "richer colors" to paint "more brilliant worlds" and make characters with "more depth and intelligence" while offering "more authenticity and deeper immersion" to the company's sports games. And for transformation, Wilson describes this as looking into the future and finding entirely new kinds of experiences that don't currently exist in games, especially around user-generated content.

Chief strategy officer Mihir Vaidya went into more depth about what the "transformation" element will mean for EA in a later section, but Wilson's opener made it clear that he's more than bullish on the technology.

AI Examples

In the talks that followed, a number of EA leads highlighted ways in which EA was already working with AI tech in its existing games. Laura Miele, president of EA entertainment, technology, and central development, talked about something called The Sims Hub, the first AI features coming to The Sims universe. EA plans to release a platform with "supercharged discovery tools" that use AI to allow players to find user-generated content more easily. She showed off an AI application that uses a photo search feature, allowing users to drop in photos of real life houses and then find user-generated houses that look similar to them. Miele also highlighted how the AI can be used for character creation, with users able to drop in an image of a celebrity or person in a certain outfit and then generate a Sim that matches up. Miele says The Sims Hub will be released "soon."

On the internal tech side, Miele talked about EA's asset library, which she described as "like the Smithsonian of game assets." Essentially, EA has a massive database of assets from all of its games and work behind the scenes over the years, and it's using it to train its machine learning capabilities and large language models. Those capabilities are then being used by the company's "SEED" innovation lab, aka "Search for Extraordinary Experiences Division", for things like EA's "Script to Scene" tool.

Script to Scene lets developers "create characters, direct performances, and define worlds all from text." Miele shows an example on screen, prompting an AI chat assistant to "build me a Parisian-style residential building." She then asks to make it taller, changes it to a modern high rise, and expands it into a larger neighborhood. With Script to Scene, Miele claims EA developers could eventually make an entire scene in a game using simple text prompts.

After Miele, president of EA Sports Cam Weber took the stage to talk about, well, EA Sports. He showed off the already announced FC IQ , which uses "tactical AI" and real-world data to more accurately simulate how players and teams play together in EA Sports FC 25. And he highlighted Wilson's prior statements about using AI in College Football 25, noting that the stadium creator AI tools in particular reduced creation time "by about 70%" and allowed developers to focus on building the "pageantry" and unique traditions of each school instead. "The investment in these tools and tech will benefit the rest of our portfolio in the months and years ahead," he said.

And finally, chief experience officer David Tinson briefly talked about an early prototype of a predictive simulation tool EA is working on. He claims the tool will combine EA game data, AI, and IQ ratings to allow users to run more accurate simulations and answer questions of which team would win in a match, who would have won in a hypothetical match, and which team is the best.

Cardboard boxes and AI soccer stars

If all that somehow wasn't enough AI chatter for you, chief strategy officer Mihir Vaidya took the stage next to talk about AI and nothing but. He opened by comparing the technology to the advent of makeup tutorial videos and cat videos, which he says people initially dismissed as trivial or niche, but now are ubiquitous and wildly popular. He says EA's experimental AI efforts should be viewed the same way as "early YouTube videos", and that while what he shows might feel rudimentary, it will naturally get better as AI improves.

Vaidya was specifically brought onstage to talk about the "transformation" portion of AI that Wilson mentioned earlier. He says the experiences he shows onstage are "not intended to replace AAA games, but instead unlock new and adjacent categories that add as opposed to take away from the existing gaming market."

Those "new and adjacent categories" Vaidya wanted to show off largely seem to involve apps of some sort that let people use AI to shuffle around EA proprietary assets and spit out minigames of a sort. One example he shows involves two people asking an AI to "make a maze out of cardboard boxes." They then ask the AI to make it more complex, then multi-level. Then they ask the AI to "make two characters with weapons," allowing them to select from a gallery of existing EA characters before settling on two that purport to be community-designed, then equip them with guns from a library of weapons. They then select from a handful of game modes and start chasing each other around the cardboard maze. The video ends with one of them asking the AI to "make it more epic," resulting in a giant cardboard box pyramid seemingly appearing in real-time to the astonishment of the two players.

In a second demonstration, Vaidya wants to demonstrate how AI can be used to create "more believable characters" that players care about even more. Unfortunately, we didn't get to see much of that in action, as Vaidya encourages investors to check out the demo at the investor event after the presentation is over. But we do see a few seconds of what he's talking about: an AI version of soccer star Jude Bellingham is apparently available to answer questions posed by investors using AI to simulate his likeness, voice, and likely responses. Vaidya demonstrates by asking him what it was like to play at Bernabéu "in front of millions of screaming fans." Bellingham briefly explains the indescribable thrill of the experience in a flat monotone, expressionless.

Finally, Vaidya demonstrates how EA wants to use AI for "social ecosystems", specifically something codenamed Project AIR. Project AIR seems to be a way to use short text prompts to generate characters, have text-based interactions with them, and then share those conversations with friends. In his example, he creates a "legendary investor" character using the prompt, "A high-stakes VC who swims in the deep waters of innovation."

He then decides the "game" will be to pitch business ideas to him. In an interface that looks suspiciously like Tik-Tok, the user pitches "self-tying shoes" only to be slapped down. He then invites a friend to help him pitch, but lost for any ideas on how to make self-tying shoes more interesting, he uses an AI co-pilot to write the pitch for him, which ultimately succeeds.

What does it all mean?

That's a lot of noise about AI, almost an astonishing amount even from a company we knew was pushing the tech hard. And it's a lot of noise specifically about generative AI. Artificial intelligence, broadly, has been used in games for decades. But generative AI, which is involved in most of the things EA shared yesterday, is different. Generative AI effectively spits out brand new images, text, sound, or other content based on data it's fed, which has led to numerous ethical questions regarding its use. Some of those EA has managed to answer effectively. For instance, EA is training its AI on its own proprietary material, so there's seemingly no concern about it stealing copyrighted work (we've reached out to EA for comment).

But other concerns remain. There's the environmental impact , for one, which we've also asked EA about. And then there's issues of using personal likenesses. EA says Jude Bellingham agreed to let EA train an AI on his likeness and voice for the model we saw yesterday, but will EA ensure it has permission from every single individual it uses in the future? What about voice actors for beloved characters, who are still at this moment on strike from companies including AI over these exact protections? We've asked EA for comment on all this, too.

On the game development side, how does this implementation of AI impact individual creatives at the company? It's easy to say that tools such as Script to Scene are intended to free up developers to work on other things. But it's a practical reality that the games industry has seen two years of unprecedented layoffs just as AI is beginning to creep into the mainstream, and EA has been a part of that . There are no guarantees that this tech might not eventually be used to replace developers eventually. Developers have said over and over that they are rightfully nervous about this possibility, but neither EA nor its investors seem to be especially interested in addressing that. Nor does it seem apparent to them the difference between the intentional, creative work of designers assembling a thoughtful map for a shoorter, and anyone at all prompting an AI to spit out a random array of cardboard boxes. It's all content to be sold in the end.

As some have pointed out online, EA is no stranger to pushing hard on new tech before immediately backing off the second the wind changed . But this feels different. EA leadership made it abundantly clear at the Investor Day that the company is already very, very deep in on AI even if the experiments themselves are still in their infancy. Investors might be kept happy by these experiments, but perhaps fans of EA's 40-year history as a video game company ought to be asking why AI, not games, has suddenly become the "core" of its business.

Rebekah Valentine is a senior reporter for IGN. Got a story tip? Send it to [email protected].

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Explained: What One Nation, One Election Means For India's Electoral Future

New delhi, sep 18 (ians) the narendra modi government has approved the report from a high-level panel led by former president ram nath kovind on the concept of 'one nation, one election' (onoe)..

The Narendra Modi government has approved the report from a high-level panel led by former President Ram Nath Kovind on the concept of 'One Nation, One Election' (ONOE).

A bill to implement simultaneous elections is expected to be introduced in the upcoming Winter session of Parliament. This initiative aims to synchronise Parliamentary and Assembly elections, which has been a part of the Modi government's 100-day agenda.

Prime Minister Modi has frequently emphasised the need for this system, arguing that the country incurs significant costs and disruptions from ongoing election seasons.

The panel submitted its report in March, recommending that the Election Commission of India (ECI) work with state election authorities to create a common electoral roll and voter ID cards.

The Kovind-led committee argued that simultaneous elections would conserve resources, eliminate electoral interruptions, and align with the vision of "India, that is Bharat."

The idea of simultaneous elections dates back to the 1980s, and the last time such elections were held was in 1951-52, 1957, 1962, and 1967, before being disrupted by the early dissolution of some assemblies.

To help readers understand this initiative better, IANS presents an explainer on 'One Nation, One Election.'

What is ONOE

In simple terms, 'One Nation, One Election' means that all Indians would cast their votes for both Lok Sabha and Assembly elections in the same year, if not simultaneously.

Currently, only a few states, such as Andhra Pradesh, Sikkim, and Odisha, have elections for a new state government coinciding with the Lok Sabha elections. Most states, including Karnataka, Madhya Pradesh, Rajasthan, Haryana, Jharkhand, Maharashtra and Telangana, follow a staggered five-year election cycle, with elections held at different times.

Implementing a synchronised electoral cycle presents various challenges, including logistical and financial issues, as well as constitutional and practical hurdles.

Why Is the government advocating for 'One Nation, One Election'?

The government has previously highlighted several potential benefits and challenges. The government is of the view that conducting simultaneous elections could lead to significant financial savings.

This approach would reduce the need for deploying poll officials and security forces multiple times a year, thereby lowering costs for both the public exchequer and political parties during campaigns.

Holding elections at different times, according to the government, results in the Election Code of Conduct being in effect more frequently. This situation can hinder the implementation of welfare schemes by both central and state governments.

The government also believes that a single election could enhance voter turnout, which currently varies widely between states and even during general elections.

How can it be implemented?

Implementing 'One Nation, One Election' would require an amendment to the Constitution, which must be ratified by the governments of all states and union territories, as well as potentially by major political parties.

Legal experts have cautioned that without amending certain key Articles, the proposal could face legal challenges regarding its compliance with India's federal structure.

One of the significant challenges is determining how to proceed if a state government or the central government is dissolved or faces a no-confidence motion before its term concludes. It would be impractical to mandate that all other states hold fresh elections in such a scenario, complicating the synchronisation of electoral cycles.

Poll panel's 2015 report

Nine years ago, the Election Commission of India (ECI) submitted a feasibility report on the 'One Nation, One Election' concept. In this report, it proposed that if a no-confidence motion were to pass, the process should include the nomination of a new Chief Minister or Prime Minister to take over immediately, requiring the new leader to face a confidence vote right away.

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Moreover, in the event of early dissolution of a government, the report recommended holding a short-term election solely to establish a government for the remainder of the term. Several measures were proposed, including the extension or shortening of terms to help synchronise electoral cycles

(Except for the headline, this story has not been edited by NDTV staff and is published from a syndicated feed.)

Panel On Simultaneous Polls Studied Process In Sweden, Germany, 5 Other Nations

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How to Email a PowerPoint Slideshow: A Step-by-Step Guide

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