Presentations in project management

The ability to present ideas clearly and convincingly is of crucial importance. Presentations are not only used for exchanging information, but also provide an opportunity to inspire, inform and mobilise team members, stakeholders and decision-makers. Whether communicating the progress of a project, introducing a new initiative or making an important decision, the quality of a presentation can determine success or failure.

Presentations have become an integral part of the daily work of project managers and their teams. Even experienced professionals ask themselves before every presentation: “Have I considered all aspects?” A project presentation should be far more than a monotonous lecture. Rather, the aim is to persuade through the use of interactive elements wherever possible. The presenter's goal is to win over the audience. Three key messages are crucial here and should subconsciously anchor themselves in the audience's minds:
 

1. Competence: “Professionals are at work here!”
2. Strength / dynamism: “We have the project firmly under control!”
3. Likeability / communication: “We are approachable people who are happy to engage with you!”

This essence must be conveyed skilfully in order to create a successful project presentation.

A successful presentation requires an environment appropriate to the occasion and the target audience. This includes:
 

• An appealing room with a suitable location and furnishings, comfortable temperature and lighting, as well as cleanliness, order and quiet.
• Reliable technology, including a projector and the correct connection cables.
• Catering: refreshments and light snacks for small appetites.
• Appearance: appropriate attire of the presenter, who should appear with clean and well-prepared materials.
• The right time slot: early in the morning at 8 a.m., many people are still tired and less receptive, and after lunch, mental performance is often reduced. Likewise, some colleagues are already thinking about dinner after 5 p.m. It is therefore important to choose the right time. Optimal time slots for presentations are in the morning from 9 a.m. until the lunch break and in the afternoon from 2 p.m. to around 5 p.m.

The content must be tailored to the target audience. It is important to consider whether participants are beginners, intermediate users or experts in the subject area. A helpful approach is to consult colleagues in advance who can assess the audience’s level of knowledge. For example: “How familiar is the client with project control?”
During preparation, the speaker should place themselves in the mindset and working environment of the audience. To maintain attention, it is advisable to present tangible elements such as models or prototypes. Such approaches create a stronger connection between the audience and the topic, going far beyond passive listening.
The final slide should summarise the key points of the presentation, limiting itself to a maximum of three keywords. Additional slides can be included in the appendix as backup for the audience. These contain information that is only accessed if required, for example content from project phase 1, even if the project is already in phase 3. In this way, the presenter demonstrates competence and foresight and is prepared for all eventualities with the appropriate information.

The following structure can serve as a basis for preparing a successful project presentation. It should be noted that this structure cannot be applied identically in every situation and that the previously defined target audience must be taken into account.
 

• Project task: At the beginning, the topic must be defined, i.e. the starting point of the project and the challenge it addresses.
• Benefits: This section explains the added value of the project for both the organisation and potential users.
• Objectives: Clearly formulated project goals are the focus here. What is to be achieved and how will success be measured?
• Path to the objective: Which strategies and steps are required to achieve the defined goals.
• Discussion and questions: It is important to create space for discussion and questions in order to enable deeper understanding and encourage interaction.
• Call to action: Here, for example, the audience can be encouraged to contribute or engage, strengthening participation and interest.

Alternatively, a structured three-stage approach can be used to build the presentation. This method is particularly suitable for situations where a targeted change is to be initiated or prepared:
 

• Assess the situation: The current situation should be described in detail to establish a foundation for subsequent steps.
• Explain the reasons for change: This section outlines why change is necessary and which arguments support it.
• Present solutions: Concrete measures and steps are presented to improve the situation.

For presentations that primarily serve to inform, such as status updates or progress reports, a more fact-oriented structure is advisable. The focus is not on initiating change, but on transparently presenting the current status of the project. Typical components include classification of the initial situation, presentation of the current status, key results or metrics, potential challenges and next steps.
Regardless of the chosen presentation type, all formats require maintaining a clear narrative thread throughout and building a sense of progression that is only resolved at the end. This keeps the audience curious about what comes next.
An effective introduction can, for example, be created through a practical example or an engaging scenario. This generates interest and may even prompt a smile or reflection. To add variety to otherwise text-heavy presentations, graphics and tables are useful for presenting figures and facts clearly.
When preparing, the presenter should ideally note down bullet points as memory aids. It is advisable to write in large lettering and leave sufficient spacing between lines so that the words can be easily read from a distance.

Interruptions and questions can unsettle some presenters. To avoid uncertainty and discussions during the presentation, the following approach can be considered:
 

• Depending on the setting, essential comprehension questions should only be asked in exceptional cases during the presentation and answered within 30 seconds. If this is not possible, they should be postponed until the end.
• Questions to which the presenter does not have an answer should be visibly noted for the audience. The presenter can assure that the answer will be provided by the following day at the latest, ideally via a group email to all attendees who have provided their email address or, for example in project meetings, are recorded in the minutes.
• A short break (e.g. one minute) between individual sections gives the audience time to reflect on what they have just heard and prepare for a new topic.

To ensure a smooth process, the presenter should take certain precautions in advance. Having the presentation materials available both on a computer and as a backup on a USB stick or in the cloud, conducting a technical check and ensuring a fully charged presenter device have already saved many presentations.

Less is often more. This principle also applies to the content of a presentation. Two or three strong arguments per topic are usually sufficient. If a speaker includes too many points or irrelevant information, the core messages lose clarity and impact. An excess of information can also confuse the audience.
The selection of information to be included is facilitated by asking, for each point: “Is this relevant to my audience? What added value does this information provide? Would they miss something important if this information were omitted?”
In situations where the presenter—often the case—considers several points to be important, prioritisation is essential. If it is still difficult to omit content, it is advisable to distribute the points across multiple slides. This helps the audience maintain an overview. As for the number of slides per unit of time, various recommendations exist, but they can be summarised as approximately three to five minutes per slide. However, it is recommended not to use more than 20 slides consecutively to ensure that the audience can adequately absorb the presented content.

A successful presentation is characterised by a clear structure, enabling the audience to absorb the content sustainably. Overloaded diagrams and graphics are counterproductive, as the audience may feel overwhelmed at first glance and lose the motivation to engage with them. Visual elements should convey a clear and immediately recognisable message. The presentation should appear professional and easy to understand. Graphics should be easy to understand at a glance, forming mental images rather than just existing on the screen.
When working with a projector or large display, the presenter should observe the following:
 

• Use a font size of at least 20 points
• Limit each slide to a maximum of three key messages
• Structure content through paragraphs and concise subheadings
• Provide each slide with a precise and succinct title
• Use clear and simple sentences in subject–predicate–object structure (e.g. “My colleague manages the project.”)
• Avoid passive constructions (e.g. “The project manager explains” is better than “It is explained by the project manager”)
• Highlight important points through formatting (e.g. bold), ideally limited to one point per paragraph
• Use only one typeface and a maximum of two font styles (e.g. regular and bold), as well as no more than three font sizes per slide
• Arrange elements carefully to maintain sufficient white space
• Integrate visual aids (e.g. icons) and use them consistently
• Use not only text, but also images, graphics, diagrams and tables
• Important: the project logo should be placed in the same position on every slide

Individuals without experience in creating and editing slides should refrain from doing so. Well-structured and clearly formatted text blocks are often more effective than poorly executed graphical representations.

The success of a presentation depends largely on the presenter’s presence. It is therefore essential that the presenter conveys calmness and avoids nervous movements, such as constantly shifting from one foot to the other. Instead, movements should be deliberate, confident and composed. Continuous eye contact with the audience, an open and audience-oriented posture, and controlled gestures and facial expressions—without exaggerated or intrusive arm movements—are indispensable. Defensive gestures, such as symbolically raising hands in a form of surrender, should be avoided.
Stage fright affects even experienced presenters. Nervousness before an important presentation is not problematic, but entirely natural. Fear of the unknown situation, concern about not meeting the audience’s expectations, the possibility of criticism and the potential for failure can place significant pressure on the presenter.
Helpful strategies for dealing with stage fright include:
 

• Viewing the situation as an opportunity rather than a threat
• Cultivating positive thoughts such as “Everything is as it should be” instead of dwelling on negative thoughts such as “I should have prepared better”
• Lowering expectations: no one is perfect; the audience primarily expects a well-structured and engaging presentation
• Recalling a difficult situation that has already been successfully managed to strengthen confidence
• Visualising a successful outcome in which the audience is satisfied
• Breathing deeply and quietly several times, ideally near an open window
• Walking around the room while focusing on the task
• Smiling
• Practising—because the more practice, the less stage fright

For every project manager, the ability to deliver compelling presentations is an indispensable skill. A well-conceived and professionally designed presentation can not only contribute to the success of a project, but also strengthen stakeholder trust and foster team collaboration. Mastering the fundamental principles of communication, design and strategy ensures that messages are conveyed clearly, engagingly and effectively. Whether celebrating a milestone, overcoming a challenge or presenting a new vision, the art of presentation provides the opportunity to achieve objectives and drive projects forward successfully. With the right tools and techniques, presentations can inform, inspire and persuade.