Sooner or later in your first job, someone will ask you to “present a quick update to the team”. It might be five minutes in a team meeting, a project summary for your manager or training for new colleagues. Presenting can feel intimidating, but most workplace presentations are short and practical, and a clear structure does most of the work.
Here is how to prepare a simple presentation that people understand and remember.
Step 1: Know your audience and purpose
Answer three questions before opening any slide software:
- Who is listening? Your team, managers, another department, customers?
- What do they need to know or decide?
- What should they do after your presentation?
Write your main message in one sentence. For example: “The new checklist reduced repeat customer questions, and I recommend we use it for all new support hires.”
Step 2: Use a simple structure
For most team presentations, this structure works:
| Part | Content | Time (5-minute talk) |
|---|---|---|
| Opening | Main message and why it matters | 30 seconds |
| Context | The situation or problem | 1 minute |
| Key points | Two or three points with evidence | 2.5 minutes |
| Recommendation or next steps | What should happen now | 45 seconds |
| Questions | Invite questions | 15 seconds + Q&A |
Start with your main message rather than building up to it. Busy audiences appreciate knowing the point immediately.
Step 3: Make clear slides
Slides support you; they are not a script.
- One idea per slide. Use the slide title as a full sentence stating the point: “Repeat questions dropped after the checklist launch.”
- Few words. Short phrases, not paragraphs.
- Readable text. Large font sizes and high contrast.
- Simple charts. One clear chart beats a dense table. Label axes and highlight the key number.
- Consistent design. Use your company’s template if there is one.
- Use real numbers you can explain and verify.
As a rough guide, plan about one slide per minute for short talks.
Step 4: Prepare your speaking notes
Write brief notes for each slide: the point, one example and the transition to the next slide. Do not write a full script you will read aloud; it sounds stiff and makes eye contact difficult.
Step 5: Practice
- Practice out loud at least twice, timing yourself.
- Practice the opening and closing until they feel natural.
- If possible, practice in front of a friend or colleague and ask for one piece of feedback.
- Check your technology: screen sharing, file format, clicker or video settings.
Step 6: Deliver with confidence
- Start strong: greet the audience and state your main message.
- Slow down: nerves make people speak fast. Pause between slides.
- Look at people (or the camera, on video), not at the screen.
- Use your notes when needed; glancing at notes is normal.
- Finish clearly: repeat your main message and next steps, then invite questions.
If you feel nervous, breathe slowly before you start. Most audiences are supportive, especially of new colleagues.
Step 7: Handle questions
- Listen to the full question.
- Repeat or rephrase it if the room is large or on a call.
- Answer briefly.
- If you do not know: “Good question. I don’t know yet, but I’ll find out and follow up by Friday.” Then do it.
- If a question goes off-topic, offer to discuss it afterward.
After the presentation
Send the slides or a short summary with key points and next steps. Ask your manager for feedback: “Was the level of detail right?” Use it to improve next time; see receiving feedback as a new employee.
Presenting online
On video calls, share only the presentation window, close notifications, keep your camera on if it is the norm and check occasionally for questions in the chat. Our video interview tips include setup advice that applies to presentations too.
Start with your main message
For your next update, write your one-sentence main message first, build no more than five slides around it and practice twice with a timer. If the presentation involves data, our guide to Excel skills for entry-level roles can help you prepare clear charts.