Presentations and Explaining Your Work in English

At some point in your career, you will need to explain something to a group: show a result, introduce a plan, train a new colleague, or present a project to a manager. For many people, speaking in front of others is the most stressful part of work, and doing it in a second language adds more pressure. But a short, simple presentation is a skill that anyone can learn. This lesson gives you a structure, phrases and habits that make it manageable.

Start with the audience and the message

Before you write anything, answer three questions.

1. Who is listening? Managers, colleagues, customers, new staff? What do they know already?
2. What is the one message you want them to remember? If they remember only one thing, what should it be?
3. What do you want them to do afterwards? Approve a plan, give feedback, change a habit?

If you cannot say the main message in one sentence, you are not ready yet. Example: This quarter our delivery time improved from five days to three, and I recommend we keep the new process.

A simple structure

1. Opening       Greet. Say who you are and the topic. (30 seconds)
2. Preview       Say the 3 points you will cover.
3. Main part     Point 1, Point 2, Point 3, each with a fact or example.
4. Summary       Repeat the main message in one sentence.
5. Ending        Say thank you and invite questions.

An old rule helps: tell them what you will say, say it, and then tell them what you said. It sounds repetitive on paper, but listeners like it, especially when they listen in a second language, because it helps them follow.

Signposting phrases

Signposts tell the audience where you are. They are very useful for non-native speakers because they give you a fixed sentence to say when you move to the next point.

Opening:     Good morning, everyone. Thank you for coming.
             My name is Rohan, and today I will talk about our new
             delivery process.
Preview:     I will cover three things: what we changed, the results,
             and the next steps.
Moving on:   Let us move on to the results.
             Now I would like to talk about...
Example:     For example, last month we...
Emphasis:    The most important point is...
Summary:     To summarise, our delivery time is now three days.
Closing:     Thank you for listening. I am happy to answer questions.

Slides that help, not hurt

• One idea per slide. A short title that says the point.
• Few words. Aim for no more than six lines, with large text. If your audience has to read a lot, they stop listening to you.
• Use pictures, charts and numbers instead of long sentences. A chart helps more than a table of numbers.
• Do not read the slide. Say it in your own words, add the story or the reason. The slide is the outline, you are the explanation.
• Use a simple, clean design with two or three colours and strong contrast.
• Check spelling, and check how it looks on the screen in the room.

Explain a chart or a number

This chart shows our delivery time by month.
As you can see, it dropped from five days in March to three in June.
The main reason is the new packing process.
This means customers receive their orders two days earlier.

Four steps: introduce the chart, point out the key fact, give the reason, and say what it means. This pattern can be used for any chart or table.

Explain a process or your job

Use order words: first, next, then, after that, finally. Keep each step short. Use examples.

First, the customer sends an order by email.
Next, I check the stock in the system.
Then I prepare the invoice and send it to the customer.
After that, the warehouse packs the goods.
Finally, the driver delivers them and the customer signs.

Handle nerves

• Prepare and practise aloud, at least three times, ideally with a friend or in front of a mirror. Time yourself.
• Learn your opening by heart, the first 30 seconds. A good start calms you.
• Breathe slowly before you begin, and drink water.
• Speak slowly. Nerves make us rush. A pause is not a failure. It gives people time to understand.
• Use short notes, with key words, not full sentences. Do not read a script.
• Look at friendly faces, and at different people in the room. Keep eye contact for a few seconds with each.
• Remember that listeners want you to do well. Most people are kind, and they are thinking about their own work, not your mistakes.

Pronunciation and clarity

• Slow down and stress the important words.
• Practise the key words and names that you find hard. Check them in an online dictionary that has audio.
• If you make a mistake, carry on. Do not apologise again and again.
• Pause between sections.

Questions from the audience

Thank you for your question.
Could you repeat the question, please?
That is a good question. I do not have the exact figure now, but I will
find out and send it to you.
Does that answer your question?
We have time for one more question.

If you do not know an answer, say so honestly and promise to follow up. It is better than a wrong answer. If a question is unclear, ask for it to be repeated, or repeat it in your own words: So you are asking about the cost?.

Your task

1. Plan a three-minute presentation about your job or a recent project. Write the main message in one sentence, three points, and the summary.
2. Write your opening and your closing and say them aloud five times.
3. Explain a chart or a simple process using the four steps and the order words.
4. Practise the talk in front of a friend and ask for one thing to improve.

How to check it worked

• Your talk is about three minutes and has a clear message, three points and a summary.
• Your slides have few words and one idea each.
• You have a prepared answer to the question, I do not know.