write 4ps of communication for presentation skills

The four Ps you need to focus on for your next presentation

• Presentation skills

At the end of our presentation skills courses , we give our delegates a guide to help them continue their learning.

Why? Because we believe that learning and skills development should not stop when you leave the training room or the Zoom session comes to an end.

The guide is called ‘The Four Ps’, and we thought we would share it with you in our blog.

So, what are The Four Ps?

We believe there are four key steps to communicating with confidence, cohesion and clarity:

Good presenters put most of their effort into the first three – planning, preparing and practising – because, once you have got that right, the presenting part is much easier.

The only way to ensure an effective presentation is through careful planning and preparation.

Every memorable speech that has compelled, educated and entertained audiences has done so thanks to good preparation.

Mark Twain famously said: “It usually takes me more than three weeks to prepare a good impromptu speech.”

And that is how we feel about public speaking.

Bullet points, mind maps and message preparation sheets will all help you to plan an effective presentation.

Always think about your audience and your message. Can you come up with a one-sentence description that describes who you are talking to?

For example - Senior managers of a large university hospital, aged 40-55, mostly male and all with business degrees or MBAs

Once you are clear on who you are talking to, you can focus on what you want to tell them.

What is the main point you want them to take away? How can you make what you say relevant, captivating and memorable?

It is essential to think of ways to engage your audience and illustrate your message with examples – a good anecdote, fact, or analogy, will help bring a message to life.

Also, think about the structure. When a presentation is structured well, the audience can follow what is being said and are more likely to leave inspired, motivated and clear on what they should do next.

But when that structure isn’t there, they get lost as they are bombarded with uncoordinated facts, figures, thoughts and messages. And when that happens, they inevitably switch off. You can find out more about presentation structures in this recent blog .

Preparation and planning might sound similar. But the preparation stage is where you develop that initial plan and consider how to make what you want to say resonate. It is where the fine-tuning takes place.

And it involves saying AMEN.

That might sound like an appeal for some divine inspiration. And many of us have been asked to give a presentation where that might have felt like a good option.

But AMEN is an acronym we use on our presentation skills training courses (and during our message development and testing training ) to help people get their messages right.

It stands for Audience, Message, Example, Negatives.

Let’s take you through it:

Who are you talking to? Is it an internal presentation? Are you talking to existing customers? Potential new customers? An industry group?

It is crucial to be clear on who you are talking to.

If you are presenting to people within your organisation, you can refer to common ground. And use more technical language and acronyms.

But a wider audience is unlikely to understand much of this, and the content would need to be simplified.

What key message do you want to get across in your presentation?

What do you want the audience to remember about what you have said?

What do you want them to do as a result?

Or, how do you want them to feel?

What is the call to action and how can you close your presentation with a bang ? 

Hopefully, you notice we are talking about one message. It’s because, as harsh as it might sound, few people will remember more than one major point you make.

That message should be capable of being spelt out in a single sentence of fewer than 20 words, otherwise, it is likely to be too complex for people to remember.

What examples can you use to support your message?

Tell stories to bring the message to life and make it resonate with your audience.

Entertaining and moving your audience through storytelling is vital to giving a great presentation.

Are there any negative angles to what you are discussing? 

Could anyone dispute or question what you are suggesting in your presentation?

Has your sector or organisation been in the news recently?

Has a competitor made a big announcement?

Spend a little time anticipating anything that could detract from the message you want to get across.

You can download your AMEN messaging template here.

Don't worry, we have another cohort starting in the summer. Find out more.

Practice makes perfect.

You must keep practising your presentation skills. Like any good athlete, we need to keep our brain and muscle memory fine-tuned. Don’t wait until that crucial next presentation is on the horizon

Pick up a video camera - or use your smartphone - and practice with colleagues, friends, family, and even the dog – if it will listen.

The more you practice, the more confident you will become and the better you will come across when it is time to present for real.

And, those skills will help you with more everyday interactions, like meetings.

Practice should also include thinking about your personal branding and image.

Personal branding and image

We know it sounds shallow.

But the harsh reality is that when you are public speaking and presenting, your audience will form an almost instant impression of you.

And they will only pay attention if you sound and look like you know what you are discussing.

Generally, your impact in the first 30 seconds is determined by: 

• Body image - 55 per cent – what you wear, posture, gestures and eye contact
• Voice - 38 per cent - your tone, volume, accent and clarity
• What you say - just 7 per cent.

First impressions are formed almost instantly. And then, in the subsequent few minutes, the audience will be looking for proof that their initial assessment is correct. This is called confirmation bias, and everyone is susceptible to it.

So, how do you create the right first impression?

Start by considering how you want to be perceived. As someone knowledgeable, professional and experienced? Or someone who has integrity and is approachable, decent and trustworthy? Or a combination of all these qualities?

The audience will tend to assume how you have presented yourself in terms of your appearance reflects your state of mind. So, it’s vital to consider the tone you want to set and reflect that in your dress.

As the speaker, you want to be about 10 per cent smarter than your audience.

You should also look to make eye contact with the audience and smile – smiling will make you appear confident and suggests you are happy to be there.

If you are presenting in a room, avoid starting by tapping the microphone and asking whether people at the back can hear. Not only is it boring, but it also doesn’t create the impression of someone who is going to communicate with confidence and clarity.

Similarly, opening with phrases like “I haven’t had a lot of time to prepare”, or “I’ll keep it brief”, does not suggest you are taking the opportunity seriously or that the audience will get much out of the presentation.

Any negative introduction or self-deprecation will alert your audience to look out for flaws in your presentation that they may never have noticed had you not drawn attention to them.

But what should you wear?

Well, this gets trickier all the time. Fashions change constantly, and many presentations now take place online.

So, rather than tell you what you should wear, we will highlight some pitfalls we think you should avoid and offer a few tips.

1 Don’t try something new – the presentation stage is not the right time to find out if that new outfit looks as good as you thought it did in the fitting room, or whether it is as comfortable as you imagined.

2 Choose comfort – of course, you want to look professional. But don’t make yourself uncomfortable and unable to move freely. Choose clothes that don’t feel restrictive.

3 Choose clothes that make you feel confident – most of us will have ‘go-to’ items in our wardrobes we turn to when we need to feel good about ourselves. If they are appropriate for the situation then choose them for your presentations. If you feel good, you will appear more confident.

4 Avoid clothes that might distract – you don’t want the audience to go away thinking about what you were wearing, so avoid distracting clothes. Glittery outfits can be particularly distracting, as can loud socks, anything with large writing on it and comedy ties. If in doubt we recommend choosing items with solid colours, rather than anything with patterns.

5 If you opt for a dark suit, match it with a lighter shirt or blouse to provide a little contrast.

6 Be careful with jewellery and accessories. If it makes a noise when you move around, or continually knocks against the microphone, it will take the attention of the audience away from what you are saying. Jewellery can also reflect light at the audience, especially on TV, which is distracting.

7 Similarly, avoid shoes that make a noise when you walk around.

8 Think about the audience – if you know it is a formal event, then you need to dress smarter. But, in many countries, the business suit is not as popular as it once was. Many people go to work in jeans, for example. If you turn up in a suit to talk to an audience wearing informal clothes, you may seem old-fashioned and out of touch. Speak to the organisers and venue before the event and bring an alternative option just in case.

9 Many presentations now take place online, and its ease and convenience mean it is likely to remain a popular option. 

If you are presenting online, you can usually relax the dress code a little – no one expects you to login wearing a suit and tie. Choose something you will be comfortable in, but still consider the impression you want to get across to the audience. 

Remember that block colours look good on camera, and avoid black and white because they are harsh and can make you look stern or washed out. Patterns and stripes should be left in the wardrobe as they can create a strobing effect with many TV and video cameras.

As you will be on camera, avoid wearing anything that will distract from what you are saying (such as large dangly earrings) and make sure your hair doesn’t need to be constantly brushed away from your face. 

It's time to take a deep breath.

Let’s assume you have planned properly, prepared carefully and you are confident you look the part.

The final part of the Ps is presenting. And getting your body language right can make a massive difference to its success.

So, let’s take a look at it and how you need to adapt it for different presentation formats:

Standing in front of a seated audience is probably the presentation format that causes the most fear. The good news is there are simple steps to help you appear composed and confident.

When you are on the stage, plant your feet hip-width apart. Now imagine your feet are on a clock, and your toes are pointing at 5 minutes to 1. This maximises your floor coverage and makes you look as if you’re standing on solid ground - even if you’re behind a lectern.

Draw yourself up to your full height. Shoulders should be relaxed.

Everyone’s favourite actress Dame Helen Mirren says she bases all of her characters on one part of the body: the elbows. The more confident her character, the looser she is at the elbow. So, you want those arms away from your body. Allow the energy to come up and out to the audience, forget about your hands and use your whole arms to help get your points across. We promise your hands will follow.  

Gesture to your slides and visual aids (if you’re using them – more on this later) and out to the audience. The bigger the stage, the bigger the gestures need to be. Fill that stage.  

If you like to move around to encompass the whole audience, that’s fine. But always stand still with your feet planted when you make a crucial point.

As part of that all-important preparation, we spoke about earlier, practice delivering your presentation in front of a tall mirror, so you can see if you are standing confidently and using your arms and hands to emphasise particular points.  

Learn how to overcome your nerves and present with confidence and clarity, whatever the format, with this online course.

What about if you are sitting down?

Well, traditionally sitting down to deliver a presentation has been frowned upon.

But, in the real world, there are many times when we present sat on our bottoms.

Boardroom meetings, team meetings and even some conferences or panel events call for speakers to be seated. 

The key is to not become too relaxed in this slightly less daunting format – body language remains crucial if you want to show authority and capture the attention of the audience.

It’s crucial to make sure you have your feet flat on the ground. And position yourself as far back in the chair as you can.

During our presentation skills training courses , we use the acronym BBC to help people remember to sit with their  B um to the  B ack of the  C hair. One tip to add here is that speakers should opt for a stationary chair, as moving around on a swivel one will prove distracting. 

Draw yourself up to your full height, keeping your shoulders relaxed. Then lean forward, placing your forearms on the table in front of you, with arms separated. TV directors call this ‘bringing the face into shot’. The light catches your cheekbones, you appear authoritative and full of integrity – and you haven’t said a word yet.

From here, you can lean back, removing your arms so you can listen to others comment. And then, when you want to assume charge again, you go back to that position of authority.

Who is the most important person in the room? The answer is everyone. So, make sure you engage in eye contact with all those around the table – including the people on either side of you.

Next time you watch TV, notice how presenters use open gestures towards the guests on either side of them. It looks dynamic and is very engaging and inclusive.

Many presentations and meetings take place online.

While there are some similarities to sit-down presentations, online ones do have their intricacies and requirements. 

The most important thing is maintaining eye contact with your audience. Poor eye contact and wandering eyes can make you look shifty and uncomfortable, and your audience will wonder what else you are looking at.

Look into the lens and maintain that contact.

But, also consider whether you would be better standing. You have to work harder online to get your message across, so sitting down hunched over a laptop may not be the best solution.

Why not put the laptop on a shelf so it is at eye level with you when you are standing? That would give much more energy to your performance.

Your voice is also vital, whether you are presenting in person or online.

You need to add energy to your delivery to keep your audience engaged.

Balance is vital - don’t shout, but vary the pace and tone of your voice. Even subtle changes can dramatically improve the attentiveness of an audience.

Remember your volume and tone should be driven by your content. There are moments when you will want to sound inspiring, times when you will want to sound more like a friend, and points at which you will want to challenge your audience. Your voice needs to change to reflect the goals of your message.

If you have a presentation coming up and want to look back on your training with us in more detail, our online Presentation and Personal Impact Skills course enables you to refresh your knowledge and hone your skills whenever and wherever you need it.

Media First  are media and communications training specialists with more than 35 years of experience. We have a team of trainers, each with decades of experience working as journalists, presenters, communications coaches and media trainers. 

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4 p’s of presentation

This document outlines the four Ps (Planning, Preparation, Practice, Performance) that are essential for an effective presentation. It discusses that the presenter must first determine the objective and audience for the presentation. The presenter should then plan the content, structure, and visual aids. Thorough practice and rehearsal is important to eliminate mistakes. On the day of presentation, the presenter should be well-prepared and deliver the speech confidently while engaging the audience. Following the four Ps approach will help the presenter be successful. Read less

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• 1. Presented by: Rohit Kumar Pragya Sandhya Darmwal Samarjit Ghosh Harsheen Kaur Khanna
• 2. What is a Presentation? Presentation can be defined as “combination of a speech and some visual aid, which could be foils, flip charts or props.”
• 3. 4 P’s Presentatio n Strategy Planning Practice Perfor m Every presentation must have the 4 P's which are as shown below and must be followed with a bottom-up approach.
• 4. 1st P- Presentation Strategy  This is one of the most important stages of every presentation. The first thing every presenter must do is ask himself the following: - • Why am I doing this presentation ? or what is the objective of this presentation? • Who is my audience ?
• 5.  The first question will give you an answer that is the theme and objective of the presentation. It could be a call-to-action or an approval or a status update. But essentially, your presentation should have a single key idea and a thread that runs throughout the presentation.  The second question will answer the kind of audience who is listening to and therein lays the heart of the presentation. If you have a great technical idea and your audience is senior management, you better tune the presentation to what they want to listen to. They are not interested in your design or your code that implements the idea.  Be energetic and passionate about your subject and collect as much data as you can to prove your point and establish credibility with the audience.
• 6. 2nd P- Planning What is the purpose of your presentation? • Teach / Train • Inform / Educate • Persuade • Motivate to action – Select a topic that will hold the audience’s attention What impression do you want to leave with the audience?
• 7.  Research your topic thoroughly  Organize your presentation:  Introduction, body and conclusion – Prepare a memorable introduction and conclusion  As a good presenter, please make sure that visual aids are there just to help you as a cue for your information and also to provide some information to the audience for their reference.
• 8.  There are various ways to prepare your visual aids, but here are a few tips that you might want to keep in mind: - 1. If you have X minutes to deliver your presentation, finish it off in X minutes 2. Use Pictures 3. KISS - keep it short and simple. 4. Use Opening-Body-Conclusion approach to structure your information
• 9. 3rd P- Practice  Take time to run through your presentation and your aids. You will be amazed the amount of mistakes you will capture and eliminate.  Practice before an audience, coach, mirror or video camera. The feedback is very important from them and you can tune the presentation accordingly.
• 11.  On the day of your presentation: Properly groomed and appropriately dressed Arrive early to the location Become familiar with the room, stage and microphone Meet and get to know the audience prior to speaking Visualize yourself speaking successfully Relax and breathe deeply
• 12. 4th P- Perform  Stand straight; take a deep breath, smile and start.  Enjoy every moment of your presentation. After all, where will you get an audience ready to listen? So make the best of it.  Hold your audience’s attention Articulate vivid, colorful and expressive words Eye contact with the entire audience Body language and hand gestures Vocal variety Dramatic pauses
• 13.  Involve the audience; don't just leave them to listen. Take names, make friends and use humor as and when required.  Remember - it's your presentation and you are the presentation. So you own it and control it.
• 14.  Presentation is effective only when the presenter adds value to it and meets the overall objective of the event.  So the next time you have a presentation to deliver, follow the Four P's and I am sure that you have better chances to make it an effective presentation.

What are the four P’s of presentation?

What are the four p’s of presentation, preparation, performance, 1. how much time should i allocate for preparation, 2. how can i effectively engage my audience during a presentation, 3. what are the most effective visual aids for a presentation, 4. how can i overcome nervousness before and during a presentation, 5. what should i do if i forget a part of my presentation during delivery, 6. how can i handle difficult or challenging questions from the audience, 7. how can i ensure my presentation has a lasting impact on the audience, 8. is it necessary to rehearse a presentation multiple times, 9. how can i make my presentation inclusive and accessible to all, 10. should i memorize my entire presentation, 11. how can i effectively use humor in my presentation, 12. what should be the ideal duration of a presentation, 13. how can i make my presentation visually appealing, 14. how can i ensure that my presentation is well-structured, 15. how should i handle presentation nerves if they occur during the actual presentation.

Presentations play a vital role in both academic and professional environments, enabling individuals to communicate effectively and engage their audience. To deliver an impactful presentation, one must consider several crucial elements, including structure, content, and delivery. The Four P’s of Presentation – Preparation, Planning, Practice, and Performance – provide a comprehensive framework to guide presenters towards successful communication. In this article, we will explore each of these P’s in detail, offering insights and tips to help enhance your presentation skills.

Preparation is the foundation upon which a successful presentation is built. It involves gathering relevant information, understanding your audience, and defining the objective of your presentation. By adequately preparing, you can ensure that your content is relevant, organized, and effectively tailored to your audience’s needs. The key steps involved in the preparation stage are:

1. Research: Conduct thorough research on your topic to gather accurate and up-to-date information. Utilize credible sources such as academic journals, books, and reputable websites to enhance the credibility of your presentation.

2. Audience Analysis: Understand your audience’s demographics, knowledge level, and expectations. This knowledge will enable you to adapt your content, language, and examples to resonate with your specific audience.

3. Objective Setting: Clarify the purpose of your presentation and define the key message you aim to convey. Setting clear objectives will help you stay focused and engage your audience more effectively.

4. Structure: Organize your content in a logical and coherent manner. Employ techniques such as creating an outline, using headings, and dividing your presentation into sections to enhance clarity and flow.

Once you have prepared the foundational elements, it is time to move on to the planning stage. Planning involves determining the most effective strategies for delivery, visual aids, and supporting materials. Consider the following factors during the planning process:

1. Visual Aids: Select appropriate visual aids to enhance the clarity and impact of your presentation. Utilize charts, graphs, images, and videos to illustrate complex concepts or data. Ensure your visual aids are visually appealing and easy to understand.

2. Engagement Strategies: Plan interactive elements, such as Q&A sessions, group discussions, or surveys, to actively involve your audience. This fosters engagement, promotes retention, and allows for valuable exchange of ideas.

3. Timing: Allocate appropriate time for each section of your presentation, ensuring all key points are covered without rushing or exceeding the allotted time. Practice your presentation at this stage to determine if any adjustments are necessary.

4. Takeaways: Prepare handouts or digital resources that summarize the key points of your presentation. This provides your audience with a tangible resource and helps reinforce the information you shared.

Practice is essential for refining your delivery and gaining confidence in your presentation skills. Engaging in regular practice sessions allows you to identify areas that require improvement and ensures smooth delivery on the day of your presentation. Consider the following elements during the practice stage:

1. Rehearsal: Practice your presentation multiple times, ideally in front of a mirror or a supportive audience. This helps you become familiar with the flow of your presentation, improve your timing, and identify any areas of weakness.

2. Visual and Vocal Techniques: Pay attention to your body language, eye contact, facial expressions, and gestures during practice sessions. Additionally, focus on vocal elements such as tone, volume, and pace. Practice using these components to effectively convey your message and engage your audience.

3. Feedback: Seek feedback from colleagues, mentors, or friends who can provide constructive criticism. Their unbiased insights can help you identify areas for improvement and refine your presentation further.

4. Tech Check: If using technology or presentation software, ensure that all equipment and software are functioning correctly. Practice using the equipment and test your presentation on the intended display system to avoid any technological glitches during the actual presentation.

The performance stage is where all your preparation, planning, and practice culminate in the actual presentation. Your performance relies on your ability to connect with your audience, deliver your message confidently, and handle unexpected situations. Consider the following factors during the performance stage:

1. Confidence: Approach the stage with self-assurance and maintain a positive mindset. Confidence is contagious and will help establish credibility and captivate your audience’s attention.

2. Body Language: Utilize confident and open body language to convey authority and engagement. Maintain eye contact, use appropriate gestures, and stand tall to project confidence and establish a connection with your audience.

3. Voice Modulation: Vary your tone, volume, and pace to maintain audience engagement. Use emphasis to highlight key points and adjust your speaking style according to the atmosphere and content of your presentation.

4. Adaptability: Be prepared for unexpected situations such as technical difficulties, interruptions, or challenging questions. Remain calm, composed, and adaptable, utilizing your preparation and practice to handle such situations professionally.

5. Engagement: Continuously assess and adapt to your audience’s level of engagement. Encourage participation, respond to questions, and make efforts to re-engage if you sense a decline in attention.

Frequently Asked Questions (FAQs)

The time required for preparation varies depending on factors such as the complexity of the topic, your familiarity with the subject matter, and the depth of research required. However, a general rule of thumb is to allocate sufficient time to ensure a thorough understanding of the topic and the ability to organize your thoughts effectively. This may range from a few hours to several days or even weeks, depending on the nature of your presentation.

Engaging your audience involves capturing their attention, maintaining their interest, and promoting active participation. Employing techniques such as storytelling, using humor, asking thought-provoking questions, and incorporating interactive elements can help foster engagement. Additionally, adapting your language, examples, and visuals to resonate with your specific audience can significantly enhance engagement.

The choice of visual aids depends on various factors, including the content, audience, and the desired impact. However, commonly used effective visual aids include PowerPoint or Keynote slides, graphs and charts, images, videos, and props. It is essential to ensure that your visual aids are clear, visually appealing, and relevant to your message without overwhelming or distracting your audience.

Nervousness is a natural response before and during a presentation, but there are effective strategies to manage it. Practice your presentation thoroughly to build confidence and familiarize yourself with the content. Deep breathing exercises, positive visualization, and focusing on the value you bring to the audience can help alleviate nervousness. Additionally, engaging in relaxation techniques and adopting a confident posture can positively impact your demeanor during the presentation.

Forgetting a part of your presentation can happen to anyone, and it is essential to remain composed. Avoid panicking or apologizing excessively. Take a moment to gather your thoughts, refer to your notes or visual aids if necessary, and calmly find a natural segue or backtrack to the next relevant point. Recovering gracefully and confidently will help maintain the flow of your presentation.

Difficult or challenging questions from the audience provide an opportunity to showcase your expertise and adaptability. Stay calm, thank the questioner for their contribution, and ensure you fully understand the question before responding. If you are unsure or do not know the answer, it is better to admit it honestly than to provide incorrect information. Offer to follow up later with a well-researched response, if applicable.

To ensure a lasting impact, consider incorporating memorable stories, personal experiences, or relevant anecdotes that resonate with your audience. Utilize powerful visuals, clear examples, and relatable metaphors to enhance the understanding and retention of your message. Additionally, encourage audience participation, provide actionable takeaways, and offer resources or references for further exploration.

Yes, rehearsing a presentation multiple times is essential for several reasons. It allows you to internalize your content, improve your timing, refine your delivery, and gain confidence. Rehearsing also helps you identify any areas of weakness or improvement, ensuring that your presentation flows smoothly and maintains a high level of engagement.

To ensure inclusivity and accessibility, consider diverse factors such as language proficiency, cultural sensitivity, visual impairment, or hearing limitations. Use clear and concise language, avoid excessive jargon, or provide explanations when using specialized terms. Consider providing closed captioning or transcripts for videos if applicable. Additionally, use color schemes and visual aids that are accessible to individuals with color blindness or visual impairments.

While it is essential to be well-prepared and familiar with your content, it is generally not recommended to memorize your entire presentation verbatim. Memorization can make your delivery appear robotic and hinder natural engagement with the audience. Instead, focus on understanding the key points, concepts, and transitions of your presentation while maintaining flexibility in your delivery style.

Humor can be a powerful tool to engage and connect with your audience, but it must be used appropriately and in moderation. Incorporate relevant and relatable anecdotes, witty remarks, or clever observations related to your topic. However, be mindful of the cultural, social, and professional context of your audience, language barriers, and potential sensitivities to ensure your humor adds value without alienating anyone.

The ideal duration of a presentation depends on various factors, including the nature of the topic, the audience’s attention span, and the allotted time for the presentation. However, as a general guideline, most audiences appreciate concise and focused presentations that can be delivered within 15 to 20 minutes. Prioritize clarity, engagement, and relevance to ensure your presentation meets its goals in the allocated time.

To make your presentation visually appealing, consider using a consistent color scheme, clear and legible fonts, appropriate font sizes, and high-quality visuals. Utilize white space effectively to avoid visual clutter. Incorporate visually engaging elements such as infographics, images, or videos to enhance the aesthetic appeal and accommodate different learning preferences among your audience.

To ensure a well-structured presentation, create a clear introduction that captures the audience’s attention and provides an overview of your topic. Organize key points coherently and logically, utilizing headings, subheadings, or sections to enhance clarity and navigability. Conclude your presentation by summarizing the main points and providing a memorable closing statement or call-to-action.

If presentation nerves occur during your presentation, remind yourself of your preparation, expertise, and the value you bring to your audience. Take deep breaths to calm your nerves and maintain a steady pace. Pause briefly to compose yourself if necessary, and maintain eye contact with friendly and engaged members of the audience. Focus on delivering your message with clarity and conviction, knowing that your nerves will subside with time and experience.

About The Author

Kristin Gordon

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