How to Plan A Presentation

If You Fail To Plan, You Plan To Fail!

How to Plan A Presentation
How to Plan A Presentation
How to plan a presentation

The success or failure of a presentation is determined long before you walk into the venue and try to engage the audience. Let’s consider how you can plan your presentation effectively, making it as relevant, concise and targeted for your audience as possible. They’ll really appreciate your efforts!

If you struggle with planning, it’s really all about the 6 essential planning questions: why, who, what, where, when and how?

If you can answer these in relation to your presentation, you have a plan!
WHY? Let’s start here.

Why are you delivering the presentation – what’s your goal or objective? What are you trying to achieve? You need to know this! Presentations usually have one of two purposes – they’re either informative or persuasive. You’re telling or you’re selling. In fact, you’re always selling. You’re selling you. And if the audience buy you, they’ll buy what you’re saying!

If you’re telling, the aim could be to inform, update, advise, explain, clarify, teach, thank or congratulate the audience members. If you’re selling, the goal is to influence and persuade, to gain their willing buy-in and cooperation for whatever you are selling. This might be a product or service, or a new system or process, or way of thinking.

Make sure you are clear regarding the purpose of your presentation.

It’s time to KYA – know your audience! Another vital part of the planning process.

What would be useful to know about them?

• How many people will you be presenting to? Useful to know for room logistics, and your own nervousness!
• Who are they? Internal or external to the company? Colleagues, customers or suppliers? Levels of knowledge regarding the topic will vary greatly. Don’t tell them what they already know, or don’t need to know!
• Consider age and status within the company – will you use a formal, or quite informal delivery style?
• Have you presented to this audience before, and how did it go? Was it well received? Did you listen to the feedback and act on it?


This question is all about the content of your presentation – what will you cover? You want the content to be relevant and targeted for your audience, so it’s time to use the following equation: why + who = what! You know why you are presenting, and to whom, which will help you to determine what to include. Some presenters focus too much on the ‘what’ question, without considering ‘why’ and ‘who’.

They brainstorm potential content and end up with far too much information, and no idea what to leave out!


This is about venue considerations. Do your homework – what can you find out about the room? Factors include the size, shape and layout, location, accessibility, resources available (projector, flipchart?), lighting, heating and refreshments. Find out what you can prior to presenting – it’s one less thing to worry about!


When are you presenting? The morning is better, because after lunch the audience will find a siesta more appealing than listening to you! Also, in your introduction, let them know about timings and breaks.


Finally, think about how you’re going to deliver the presentation. This includes your delivery style, formal or informal, what you’re going to wear, and any resources needed, for example visual aids, handouts or a microphone.


Some people struggle with planning a presentation, but it really is short-term sacrifice for long-term benefit. For your presentation, make sure you can answer the why, who, what, where, when and how questions. Remember, proper planning and preparation prevents poor presentation performance!

Everybody should be using Power BI – 10 Reasons Why

What is Power bi?

Perhaps you have heard it said that everybody should be using Power BI. But what is it, exactly? Power BI is a collection of software services, apps, and connectors. These work together to turn unrelated data sources into coherent, visually immersive, and interactive insights.

The application consists of several elements that all work together, starting with these three basics:

  • A Windows desktop application
  • An online SaaS (Software as a Service) service
  • Mobile apps for Windows, iOS, and Android devices

Built on Excel technology, the application will feel familiar to more advanced Excel users. You create visualisations in much the same way as you do with Pivot Tables. Power BI will make you much more productive  in your data analysis and reporting. This increased efficiency will lead to greater profitability.

everybody should be using power bi

Power BI is easy to use and it’s cheap to train users

It’s intuitive and easy to learn for most users. The training costs are low and learner adoption is rapid.

 it has free mobile apps

Microsoft have released mobile applications that are free for Windows, Apple, and Android.

You can subscribe via email

Most of us would like a static report to appear in our inbox every morning when we power up. All you need to do is to go to your report tab, click ‘subscribe via email’.  You will then receive a nicely formatted PDF document, ready for printing. However, these reports are so much better when you have full interactivity.

it can be embedded into your own custom apps

When working from the ground up, you’ll always have the option of designing your own architecture around it. So, if you want to build your own website and set user access via your own login credentials, this will be no problem for Microsoft.

it is extremely competitively priced

It’s free to try for as long as you want. However, if you want to take advantage of all the enterprise features such as automatic refreshes, controlled sharing of data, then all you have to pay is a mere $9.99 per month.

Power bi has a modelling engine that power users can learn

Microsoft is conveniently enabling a culture of self-service which is breeding a new generation of ‘developers’. Power BI uses a language called DAX (Data Analysis Expressions); this is a functional language that can easily be learned by Excel professionals.

The application has data loading tools that power users can learn

Power Query, which is also built into Excel, is so easy to use, it’s almost embarrassing to the skilled developers out there.

Power BI provides self-service Business Intelligence

The app is self-service Business Intelligence personified. Any competent Excel user can learn to use the tools, allowing them to become semi self-sufficient in their analytics and reporting.

it is an Enterprise-strength tool

Power BI has the foundation to be an enterprise-strength tool. No matter the size or complexity of your enterprise, the application is able to process your data.

consolidation dashboards

Among other things, Power BI is  a data source aggregator. It doesn’t matter where the data originates from, all you have to do is to click on a visualisation to view the information.

It is time for you to invest in Power BI, both the software and the training!