Structuring a Presentation

1. Importance of Structuring a Presentation

A well-structured presentation ensures clarity, coherence, and impact. The time limit, word count, and sentence structure must be carefully planned to create a persuasive and effective message.

2. Step-by-Step Approach to Structuring a Presentation

1. Determining Time and Word Limit

• If given 5 minutes, the total word count should be:
  • 5 × 120 = 600 words (assuming 120 words per minute).
• To calculate sentences:
  • 600 ÷ 15 = 40 sentences (average sentence length: 15 words).

2. Allocating Sentences to Different Sections

Using the 15-70-15 rule:

• Opening (15%) → 6 sentences.
• Body (70%) → 28 sentences.
• Conclusion (15%) → 6 sentences. This structured breakdown helps maintain clarity and ensures the message stays within the allotted time.

3. Crafting Each Section

1. The Opening (6 Sentences)

The opening must capture attention and set the stage for the presentation. It should include:

• Greeting – Example: “Thank you for your time” or “Good morning, my name is…”
• Context Setting – Clearly state what the presentation is about.
• Objective Statement – Define the purpose of the presentation.
• Engaging Hook (Optional) – Example: “By the end of this talk, you’ll be surprised by…”
• Transition to the Body – Lead into the main discussion smoothly.

The objective statement is non-negotiable, while the hook is optional but recommended.

2. The Body (28 Sentences)

• The body should be aligned with the objective stated in the opening.
• If the objective states “I will discuss three key reasons,” the body must cover those three reasons in a structured manner.
• The body must include:
  1. Logical flow of ideas.
  2. Supporting examples, facts, and analysis.
  3. Clear transitions between points (signposting).

Each point should be backed with logic, data, or relevant examples to maintain credibility.

3. The Conclusion (6 Sentences)

The conclusion must summarize the key takeaways and provide closure. It should include:

• Summary of the Main Points – Recap the key ideas discussed.
• Restate the Objective – Reinforce the purpose of the presentation.
• Closing Remark – End with a strong final sentence.
• Optional Thank You Note – Express gratitude if time permits.

4. Drafting and Refining the Presentation

• Draft 1: The Raw Version

  • Write down all key ideas without overthinking structure.

• Draft 2: Refinement

  • Remove unnecessary jargon.
  • Ensure each sentence aligns with the BERC framework (Brevity, Engagement, Relevance, Clarity).
  • Maintain logical flow.

• Draft 3: Final Version

  • Ensure sentence count matches the structured breakdown (6-28-6 rule).
  • Clean up language for clarity and impact.

5. Key Takeaways

• Follow the 15-70-15 rule – Allocate time effectively between opening, body, and conclusion.

• Ensure the opening sets the context and engages the audience.

• Structure the body logically with supporting evidence.

• Summarize and reinforce the objective in the conclusion.

• Refine through multiple drafts to enhance clarity and impact. A well-structured presentation ensures that the audience remains engaged, the message is clear, and the delivery is effective.