meeting presentation layout

7 Useful PowerPoint Templates for More Efficient Meetings

Spending too much time in meetings? Use these handy PowerPoint templates to prepare and make your meetings more efficient.

Statistics indicate people spend up to 35-50 percent of their work time in meetings. It's no wonder many individuals grumble at the mere idea of meeting with colleagues during the workday.

Fortunately, tools like Microsoft PowerPoint make meetings less miserable. They can serve as aids and keep the pace of meetings flowing.

Even better, PowerPoint templates can shorten the time you have to spend putting your slides together. Below, you can explore several business, staff, and team meeting PowerPoint templates. Each template can be customized to suit the unique needs of your next presentation.

1. General Business Meeting Template

A company meeting is an excellent way to bring all your employees together. It helps to get them on the same page about new procedures, plans for the future, and future milestones. This Company Meeting PowerPoint template is a fine choice for any employee meeting on your agenda.

Made with a gray background, the template includes a crisp, easy-to-read font in black and dark blue. The good visibility of the lettering, combined with the contrasting color scheme, makes it simple for people to read the slides, even from the back of a large room. That reduces the likelihood of having to go over points repeatedly.

Also, you can customize the slides with other colors. This could help if you want to reflect your company's branding or if your meeting is about the changing look of your business.

A design tab within the template allows you to change things such as the font styles. That feature could be extremely useful when you want to give your audience visual cues that you are transitioning into a new segment of the meeting.

You can also use the customizable slides that come with themed titles. There is one for Revenue and Profit, another for Critical Success Factors, and a custom slide for an Organizational Overview.

You'll find 12 of these slides. Use them to give your presentation a polished and cohesive look.

2. New Hire Onboarding Template

The corporate onboarding process is essential for helping newly hired team members feel well equipped and at ease in their new workplace. However, it can also be very time-consuming when not done properly.

This Hello 2 PowerPoint template is great to use for employee orientations. It is so diverse that you can easily depend on it for other types of meetings too.

Choose from over 500 unique slides and build a presentation that skillfully gives new hires the need-to-know information about your company's history.

Slides include graphic-rich title slides, slides featuring smartphones --- great for explaining how to use an app you've made to acquaint employees with how things work --- and a title slide.

The latter features a mountaintop design that may work well if you are discussing things like advancement opportunities and continuing education for workers.

Behance's New Hire Onboarding Template is the only paid template on our list. It's just $15 and available directly from their website.

3. Company Meeting Template

This Company Meeting Template has everything you need for your next meeting slideshow. You have slides for a table of contents, objectives, and upcoming events. If your meeting is related to a project, you'll like the slides for the project schedule, timeline, and status report .

You can easily swap out the graphs and charts for your own. Plus, all other elements in the presentation are editable and ready for your company data.

The slideshow theme is for a company meeting but offers an attractive and airy nature background. There's also a slide formatted for an inspiring quote to get everyone in the room motivated.

The Company Meeting Template gives you 15 slides for the presentation and another 15 that include icons and graphics to spruce up your slideshow.

4. Timeline Meeting Template

When discussing things about your company's upcoming anniversary, a planned open house event for customers, or guidelines about how employees should ask for time off, a calendar-themed PowerPoint template is a smart option.

Consider this simple and straight-to-the-point template from Slide Hunter. It includes a red- or blue-themed calendar slide, which helps you get right to the point. Encourage continual focus on a chosen date by customizing the numerical text in each image so your team members know exactly what deadline you're talking about.

You can write subtitles made from white text inside a blue or red box, depending on the initial color scheme used. The high level of contrast between the text and background promotes quick and effective information retention.

Be sure to check out our PowerPoint tips for creating professional presentations .

5. New Property Meeting Template

In many cases, a company-wide meeting is the easiest way to inform employees about new building acquisitions or office space. That's when this business meeting PowerPoint template comes in.

The City Skyline Template from Presentation Load is a flexible template that makes it simple to get people excited about and in full support of an upcoming move to a new office building or news about an additional location opening soon.

Begin customizing the template by picking a 16:9 or 4:3 aspect ratio for ideal, properly scaled visual results.

Then, select from three appealing color schemes that are easy on the eyes and maintain a theme by showing various buildings set against a straightforward backdrop of the sky. Arrange content into bulleted lists and move it into one or two columns to showcase necessary information strategically.

6. Weekly Meeting Template

For companies with weekly meetings, this Weekly Meeting Template is the perfect tool. It has a nice, clean appearance with simple colors and well-structured elements.

You can use all of the slides or just those that pertain to your company or specific recurring meeting, such as a project update. Edit the slide elements quickly for your own table of contents, meeting objectives, and project status.

Slidesgo provides this template like the Company Meeting template, so you'll receive the slides for the presentation along with those extra images.

7. Monthly Meeting Template

If your business meetings take place monthly instead of weekly, check out this Monthly Meeting Template, also from Slidesgo. The slides offer a blue and white color scheme with a casual appearance using text bubbles and callouts, staggered lines, and hand-drawn graphics.

Slides include a table of contents, meeting objectives, a checklist, and project-related options. Like the other templates, it's super easy to switch the charts, graphs, and other elements for your own or simply edit them.

And you'll also receive that set of alternative resources like icons and graphics to match your type of business.

Try Out These Business Meeting PowerPoint Templates

Getting meetings to run smoothly and efficiently is a skill that even a seasoned professional can struggle with. Using these business, staff, and team meeting PowerPoint templates, you'll be able to create streamlined presentations that keep you and your talking points on track, without distracting your listeners.

If your business is in the education field, take a look at these PowerPoint templates specifically for education .

Image Credits: Rawpixel.com/Shutterstock

How to Conduct Effective Meeting Presentations?

Learn the art of conducting effective meeting presentations with our comprehensive guide.

How to Present During a Meeting?

When presenting during a meeting, utilize a visually appealing presentation template to impress your audience. Whether it's a business update, proposal pitch, or board meeting, a customizable PowerPoint or Google Slides template can keep your presentation persuasive and your audience engaged. Download popular templates for an intuitive and bold visual impact.

Craft infographics, charts, and graphs to communicate data effectively. Introduce speakers, analyze key points, and address stakeholders with an eye-catching design.

Pro tips: keep your presentation concise, address department KPIs, and be ready to communicate action items. Make your next meeting visually compelling, fully customizable, and ready for success.

What are the essential components of a successful meeting presentation?

The essential components of a successful meeting presentation encompass a blend of visual appeal, concise communication, and strategic engagement. Begin with a well-designed presentation template, whether in PowerPoint, Google Slides, or Keynote, to set a visually impressive tone. Craft a compelling agenda that outlines key updates, proposals, or pitches, ensuring your meeting presentation aligns with the overall goal. Utilize charts, graphs, and infographics to present data clearly and persuasively. Keep your presentation customizable, allowing for adaptability to different audiences. 

Address stakeholders, introduce speakers, and analyze departmental insights with a persuasive narrative. Engage your audience with eye-catching graphics, bold visuals, and an intuitive flow. Edit lengthier content, appeal to the CEO or board of directors, and pay attention to key performance indicators (KPIs). Enable collective participation by outlining action items, hosting a productive meeting, and keeping your team updated with impactful visuals.

Key slides to include in your meeting presentation

In crafting a comprehensive meeting presentation, several key slides are essential to convey information effectively. Begin with a title slide that sets the tone and introduces the topic. Follow with an agenda slide outlining the meeting structure. Utilize an updated slide to present key information succinctly, keeping stakeholders informed. Incorporate charts and graphs for visual impact in a data slide, providing a clear representation of metrics or performance.

For proposals or pitches, a persuasive slide detailing the proposition and benefits is crucial. An interactive timeline slide can visually map out project progress or plans. Engage the audience with infographics, showcasing complex data in an accessible manner. Conclude with a summary slide, recapping key points and opening the floor for discussions or questions. These key slides collectively create a dynamic and informative presentation, ensuring your message resonates with the audience.

Tips for creating an engaging meeting presentation

Creating an engaging meeting presentation involves a strategic blend of content, visuals, and delivery. Begin by understanding your audience and tailoring your content to their interests and needs. Craft a compelling narrative that follows a logical flow, ensuring clarity and coherence. Utilize visually appealing slides with graphics, charts, and minimal text to maintain audience interest. Incorporate interactive elements like polls or Q&A sessions to actively involve participants.

Practice your delivery to ensure a confident and engaging presence during the presentation. Keep the content concise, focusing on key points to avoid overwhelming your audience. Utilize storytelling techniques to make your presentation memorable and relatable. Invite questions and discussions to foster participant engagement, turning your meeting presentation into a dynamic and interactive experience.

How to customize a meeting presentation template

Customizing a meeting presentation template allows you to tailor the content to your specific needs and style. Begin by choosing a template that aligns with the theme and purpose of your presentation. Update the title slide with your presentation's title, date, and any relevant branding. Modify the agenda slide to reflect the meeting structure and topics. Replace placeholder text and images with your content, ensuring clarity and relevance. Adjust the color scheme and fonts to match your brand or personal preferences. Add or remove slides as needed to suit the presentation's flow. Incorporate your logo and other branding elements for a professional touch.

Don't forget to review the template for consistency and coherence after customization. By personalizing each aspect, you transform a generic template into a unique and impactful meeting presentation that effectively communicates your message.

Why PowerPoint is a popular choice for meeting presentations

PowerPoint remains a popular choice for meeting presentations due to its user-friendly interface, versatility, and widespread accessibility. The software provides a straightforward platform for creating visually appealing slides, allowing presenters to integrate text, images, and multimedia seamlessly. With a plethora of built-in templates and design tools, PowerPoint enables users to craft professional-looking presentations without extensive design skills.

The compatibility of PowerPoint files across different devices and operating systems ensures easy sharing and collaboration. Its robust features, including animations, transitions, and speaker notes, enhance engagement and convey complex information effectively.

As a staple in business and educational settings, PowerPoint's familiarity and integration with various technologies make it a go-to tool for delivering impactful meeting presentations that captivate audiences and facilitate effective communication.

Pro tips for delivering an impactful presentation

Delivering an impactful presentation requires a combination of preparation, confidence, and audience engagement. Start by thoroughly understanding your content and audience. Craft a compelling narrative with a clear structure, focusing on key messages. Utilize visuals effectively, incorporating charts, graphs, and images to enhance understanding. Practice your delivery to ensure a confident and natural presentation style.

Consider the pacing of your speech and maintain eye contact to connect with your audience. Use gestures and body language to emphasize key points. Be prepared to adapt to audience reactions and questions, fostering interaction. Manage nervousness by focusing on your message and the value you bring. Lastly, seek feedback for continuous improvement. By incorporating these pro tips, you can deliver presentations that captivate and leave a lasting impact on your audience.

How can I create an effective meeting presentation template?

Creating an effective meeting presentation template involves thoughtful design and consideration of your audience and content. Begin with a clean layout that aligns with your brand or theme. Use a consistent color scheme and fonts for a professional look. Include placeholders for titles, text, and visuals, ensuring flexibility for various content types. Integrate your logo and branding elements to enhance recognition.

Prioritize simplicity, allowing for easy customization while maintaining visual appeal. Test the template's functionality and coherence, adjusting as needed. By focusing on clarity, consistency, and adaptability, you can craft a versatile meeting presentation template that streamlines the creation process and enhances overall visual impact.

Choosing the right template for your meeting

Choosing the right template for your meeting is crucial for creating a visually appealing and cohesive presentation. Consider the nature of your meeting, whether it's a formal business gathering, a creative workshop, or an educational session. Select a template that aligns with the overall theme and purpose of your presentation. Pay attention to color schemes, fonts, and layouts that complement your content and brand identity. Evaluate the template's structure, ensuring it accommodates your agenda and content flow.

Prioritize simplicity and clarity to enhance audience comprehension. Customizability is key, allowing you to adapt the template to your specific needs. By thoughtfully choosing a template that resonates with your meeting's objectives, you set the stage for a visually engaging and impactful presentation.

Customizing a meeting presentation template to fit your needs

Customizing a meeting presentation template is essential to tailor it to your specific needs and enhance its effectiveness. Begin by replacing the default content with relevant information, ensuring clarity and alignment with your presentation goals. Adjust the color scheme and fonts to match your brand or personal preferences, fostering a cohesive and professional look. Add or remove slides as necessary to accommodate your agenda and content structure. Incorporate your organization's logo and branding elements for a personalized touch. 

Fine-tune the layout to optimize visual appeal and maintain consistency throughout the presentation. Pay attention to spacing, imagery, and the overall flow to create a polished and engaging template. By adapting each element to your requirements, you transform a generic template into a powerful tool that effectively communicates your message and resonates with your audience.

Utilizing PowerPoint or other presentation software for your meeting

Leveraging presentation software like PowerPoint for your meeting provides a dynamic platform to convey information effectively. With user-friendly interfaces, these tools allow you to craft visually engaging slides that incorporate text, images, charts, and multimedia elements. PowerPoint, in particular, offers a vast array of templates, design tools, and animation features, streamlining the creation process.

The ability to customize layouts, fonts, and colors ensures alignment with your branding or theme. Presentation software enhances audience engagement through visual aids, facilitating clearer communication of complex ideas. Additionally, compatibility across devices and easy sharing options contribute to seamless collaboration.

Whether it's PowerPoint or alternative software, utilizing these tools empowers presenters to deliver polished, professional, and impactful meetings that resonate with participants.

Tip for incorporating visual aids into your meeting presentation

Incorporating visual aids into your meeting presentation enhances engagement and reinforces key messages. Begin by aligning visuals with your content, ensuring they complement rather than distract. Use high-quality images, charts, and graphs to convey complex information. Maintain a consistent design theme for a polished look. Limit text on each slide, emphasizing concise, impactful points. Integrate animations sparingly to enhance transitions and maintain audience focus. Ensure readability by selecting appropriate fonts and font sizes. Practice your presentation with visuals to refine timing and delivery. 

Be prepared to explain each visual, providing context for better comprehension. Utilizing well-designed visual aids not only reinforces your message but also captivates your audience, making your meeting presentation more memorable and impactful.

Popular templates for meeting presentations

Popular templates for meeting presentations cater to diverse needs, providing versatile options for various occasions. Business professionals often opt for clean and professional templates with minimalist designs, featuring sections for agenda, key points, and data visualization. Creative templates are favored in brainstorming or design-oriented meetings, offering dynamic layouts and space for innovative ideas.

Educational templates include interactive elements and areas for instructional content. Board meetings benefit from structured templates with designated sections for reports, updates, and discussions. Google Slides, PowerPoint, and Keynote offer an extensive array of popular templates that users can customize.

Regardless of the theme, the best templates facilitate a seamless flow, maintain visual appeal, and contribute to a cohesive and impactful meeting presentation.

What are the best practices for presenting during a meeting?

Best practices for presenting during a meeting involve thorough preparation, starting with a clear understanding of your audience and content. Craft a compelling narrative with a structured outline. Utilize visuals judiciously for clarity, and practice your delivery to enhance confidence and fluency. Maintain eye contact, use gestures purposefully, and adapt to audience reactions. Manage time effectively, allowing for Q&A.

Seek feedback for continuous improvement and always stay attuned to the needs and dynamics of the meeting. Engaging, clear, and well-organized presentations contribute to a successful meeting experience for both presenters and attendees.

Tips for keeping your audience engaged during a meeting presentation

Keeping your audience engaged during a meeting presentation is crucial for effective communication. Begin with a compelling introduction that captures attention and establishes relevance. Utilize visuals, such as slides, infographics, or videos, to convey information in a dynamic and accessible manner. Incorporate interactive elements like polls, questions, or discussions to involve participants actively. Maintain a conversational tone, avoiding monotonous delivery. Vary your presentation pace and employ gestures to emphasize key points.

Encourage audience participation through Q&A sessions or interactive activities. Break longer presentations into digestible segments to sustain interest. Lastly, be responsive to audience cues, adapting your approach based on their reactions. By employing these tips, you can create a more engaging and memorable meeting presentation experience for your audience.

How to structure your meeting presentation for maximum impact

Structuring your meeting presentation for maximum impact involves careful planning and a strategic approach.

Begin with a compelling introduction, clearly stating the purpose and relevance of your presentation. Develop a well-organized outline, dividing content into logical sections. Create a narrative flow that guides the audience through your key points seamlessly. Use visuals strategically to enhance understanding and retention. Incorporate interactive elements or discussions to maintain engagement. Ensure a smooth transition between sections, building anticipation for each segment. 

Conclude with a strong summary and a call to action if applicable. Practice your delivery to refine timing and clarity. A structured presentation not only facilitates comprehension but also captivates your audience, leaving a lasting impact.

Ways to effectively convey your message during a meeting presentation

Effectively conveying your message during a meeting presentation requires a thoughtful and strategic approach.

Begin by understanding your audience and tailoring your content to their needs and interests. Clearly define your key message and structure your presentation to emphasize these points. Use engaging visuals, such as slides or infographics, to support and enhance your verbal communication. Practice a confident and clear delivery, paying attention to tone and body language. Incorporate real-life examples or anecdotes to make your message relatable. Encourage audience interaction through questions or discussions, fostering a dynamic exchange. 

Be mindful of time management to avoid information overload. Lastly, seek feedback and be open to adjusting your approach based on the audience's response. By employing these strategies, you can ensure that your message is not only heard but also understood and remembered by your audience.

Utilizing graphs and charts in your meeting presentation

Incorporating graphs and charts into your meeting presentation is a powerful way to convey complex information visually, keeping your audience engaged and enhancing overall comprehension.

Utilize popular meeting presentation templates available in PowerPoint, Google Slides, or Keynote for a customizable and professional layout. Graphs and charts, when strategically placed, make your presentation visually appealing and persuasive, catering to diverse learning styles. Craft infographics that provide a snapshot of key data, making it easy for your audience to grasp important insights. This visual approach adds an element of creativity to your business presentation, making it more compelling and memorable for stakeholders, including board members, corporate teams, and department heads.

Strategies for adapting your presentation to different types of meetings

Adapting your presentation to different types of meetings involves strategic planning and customization.

Begin by selecting a suitable meeting presentation template, ensuring it aligns with the specific nature and formality of the gathering, be it a board meeting, corporate event, or departmental briefing. Tailor your content to address the unique interests and expectations of your audience, incorporating persuasive elements such as graphs and charts to engage stakeholders effectively. Adjust your tone, language, and level of detail based on the formality of the meeting and the familiarity of the audience with the topic. 

Proactively address potential questions and concerns to enhance clarity. Employing these adaptive strategies ensures that your presentation resonates with various audiences, making it a valuable tool for communication in diverse meeting settings.

How to impress your audience with a meeting presentation?

Impressing your audience with a meeting presentation involves a combination of strategic planning, engaging content, and confident delivery.

Begin by selecting an eye-catching meeting presentation template that aligns with the tone of your message. Craft a compelling introduction to capture attention, clearly stating the purpose and relevance of your presentation. Utilize visually appealing elements such as graphs and charts to convey information in a digestible format. Ensure a well-organized structure that guides the audience seamlessly through key points. Practice your delivery to enhance confidence, maintaining a conversational tone and incorporating expressive gestures. Foster audience engagement through interactive elements or discussions.

Conclude with a strong and memorable summary. By combining these elements, you can leave a lasting impression on your audience, making your meeting presentation both impactful and memorable.

Creating a visually appealing meeting presentation

Creating a visually appealing meeting presentation is essential for capturing and maintaining your audience's attention.

Begin with a visually pleasing meeting presentation template, ensuring it aligns with the theme and formality of your presentation. Use a cohesive color scheme and professional fonts to enhance readability. Incorporate high-quality images, graphics, and icons to add visual interest and support key points. Utilize spacing and layout effectively to avoid clutter and maintain a clean, organized look. Consistency in design elements throughout the presentation enhances its professional appearance. Incorporating visually engaging elements not only makes your content more accessible but also contributes to a positive and memorable audience experience.

By combining these design principles, you can create a visually appealing meeting presentation that effectively conveys your message and resonates with your audience.

Delivering a persuasive pitch during a meeting presentation

Delivering a persuasive pitch during a meeting presentation requires a strategic blend of compelling content, confident delivery, and audience engagement.

Begin by clearly defining your key message and aligning it with the needs and interests of your audience. Craft a compelling narrative that includes relevant data, anecdotes, and persuasive elements. Utilize a visually appealing meeting presentation template to enhance professionalism. Practice your delivery to ensure a confident and dynamic presentation, paying attention to tone, pace, and body language. Foster audience engagement through interactive elements, questions, or discussions. Address potential concerns proactively and provide solutions.

Conclude with a strong call to action, prompting your audience to take the desired next steps. By combining these elements, you can deliver a persuasive pitch that not only captivates your audience but also motivates them to act on your proposed ideas or recommendations.

Tips for using PowerPoint to make an impactful meeting presentation

Leveraging PowerPoint effectively can significantly enhance the impact of your meeting presentation.

Begin by selecting a visually appealing meeting presentation template that aligns with your content and audience. Maintain a clean and organized layout, avoiding clutter to enhance visual clarity. Use bullet points, graphics, and charts to convey information concisely and memorably. Employ consistent fonts and color schemes for a professional look. Utilize animations and transitions judiciously to add dynamism without distracting from your message. Practice your delivery to ensure seamless integration with your slides. Incorporate impactful visuals, such as images and infographics, to support key points.

Remember that PowerPoint is a tool to complement your presentation, not overshadow it. By following these tips, you can harness the power of PowerPoint to create an impactful meeting presentation that effectively communicates your message.

Engaging your audience during a business meeting presentation

Engaging your audience during a business meeting presentation is crucial for a successful delivery.

Begin by capturing attention with a compelling introduction, clearly outlining the purpose and relevance of your presentation. Foster interaction through strategically placed questions, discussions, or audience participation activities. Utilize a visually appealing meeting presentation template to enhance engagement and maintain a professional appearance. Incorporate relatable anecdotes or case studies to make your content more accessible.

Keep your delivery dynamic by varying your tone, pace, and gestures. Address potential concerns proactively and encourage questions throughout the presentation. Emphasize the benefits or solutions your content offers to maintain audience interest. By creating an interactive and engaging atmosphere, you can ensure that your business meeting presentation resonates with your audience and effectively conveys your message.

How to make your meeting presentation memorable and effective

To make your meeting presentation memorable and effective, focus on creating a lasting impact on your audience.

Begin with a compelling story or anecdote to captivate attention from the start. Structure your content logically, emphasizing key messages and supporting them with visuals. Use a visually appealing meeting presentation template that aligns with your brand and enhances the overall experience. Incorporate memorable quotes, relevant statistics, or relatable examples to reinforce key points. Ensure a dynamic delivery by varying your tone and pace. Encourage audience interaction through questions or discussions.

Conclude with a strong and concise summary, leaving a lasting impression. Follow up with a well-designed handout or supplementary materials for reinforcement. By combining these elements, you can make your meeting presentation both memorable and effective, ensuring that your message resonates with your audience long after the presentation concludes.

Why is it important to tailor your presentation to the specific meeting?

Tailoring your presentation to the specific meeting is essential for effective communication and audience engagement. Understanding the context, goals, and expectations of the meeting allows you to customize your content, making it more relevant and impactful. This tailored approach demonstrates a commitment to meeting participants and enhances the likelihood that your message will resonate.

By aligning your presentation with the unique needs of the audience, you create a connection that fosters interest, comprehension, and retention. It also showcases adaptability and consideration, contributing to a more positive and productive meeting experience for all involved.

Adapting your meeting presentation to the audience and purpose

Adapting your meeting presentation to the audience and purpose is pivotal for a successful communication strategy. Tailor your content to suit the knowledge level, interests, and expectations of your audience.

Consider their background, industry, and specific needs to ensure relevance. Align your language and examples with their familiarity to enhance understanding. Catering to the purpose of the meeting involves clarifying whether the goal is to inform, persuade, or collaborate, and adjusting your tone and content accordingly.

A clear understanding of your audience and purpose allows you to deliver a presentation that resonates, captivates, and effectively conveys your message, fostering engagement and achieving your desired outcomes.

Addressing the specific needs and goals of the meeting in your presentation

Addressing the specific needs and goals of the meeting in your presentation is paramount for success.

Begin by understanding the objectives and expectations of the gathering. Tailor your content to directly align with these goals, ensuring that your presentation provides valuable insights, solutions, or information. Consider the unique needs of the audience and adapt your messaging to resonate with their concerns or interests. Clearly articulate how your presentation contributes to meeting objectives, whether it's to inform, persuade, or collaborate.

By directly addressing the specific needs and goals of the meeting, your presentation becomes more focused, relevant, and impactful, leading to a more meaningful and productive engagement with your audience.

Utilizing speaker notes and cues for a tailored meeting presentation

Utilizing speaker notes and cues is an effective strategy for delivering a tailored meeting presentation. Speaker notes allow you to include additional context, key points, and reminders to ensure that your message aligns with the specific needs of the audience and the goals of the meeting. These notes provide a roadmap for your delivery, helping you maintain a focused and tailored approach. Cues can include prompts for engaging the audience, emphasizing crucial points, or adjusting your tone to suit the atmosphere.

By leveraging speaker notes and cues, you enhance your ability to customize content on the fly, respond to audience reactions, and address unexpected questions, ensuring that your meeting presentation remains adaptable, relevant, and finely tuned to the unique context of each engagement.

Key strategies for customizing your meeting presentation content

Customizing your meeting presentation content involves several key strategies to ensure relevance and engagement.

Begin by understanding your audience's background, interests, and expectations. Tailor your messaging to align with their knowledge level, using language and examples they can relate to. Incorporate relevant data and insights that directly address the specific needs and challenges of your audience. Structure your presentation to match the goals of the meeting, whether it's to inform, persuade, or collaborate. Use visual aids and graphics that resonate with the audience and enhance comprehension.

Be adaptable, and ready to adjust your content based on real-time audience reactions or questions. By employing these strategies, you can create a meeting presentation that is not only customized but also impactful, fostering meaningful connections with your audience.

Why a personalized approach enhances the impact of your meeting presentation

A personalized approach significantly enhances the impact of your meeting presentation, turning it into a memorable and engaging experience.

By customizing your content using a meeting presentation template, you ensure that your message aligns with the specific needs and preferences of your audience. Tailoring your presentation to address their concerns and interests makes it more relatable and persuasive. Utilizing customizable features, such as graphs, visuals, and infographics, adds a professional touch and keeps your audience engaged. 

A personalized presentation also demonstrates your commitment to understanding the unique challenges and goals of your stakeholders, fostering a stronger connection. This approach, coupled with pro tips for impactful delivery, transforms your meeting presentation into a powerful tool for effective communication and collaboration.

Introducing Dive: The Perfect AI Companion for 2023

Dive is your ultimate AI assistant for supercharging your meetings. Dive seamlessly integrates with popular video conferencing platforms, revolutionizing your meeting experience. 

With automated task allocation, real-time transcription , and insightful analytics, Dive ensures your meetings are efficient, engaging, and result-driven. Elevate collaboration and productivity with Dive and make every meeting count.

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How To Prepare a Meeting Presentation - 10 Practical Tips

Many of us will likely be required to give a presentation in a meeting at some point in our careers. And while it may be intimidating to stand in front of a group of people at 9 am and plainly state your thoughts, if done well, it can help skyrocket your confidence, credibility, and of course, career.

What's Inside?

But meeting presentations are just so easy to screw up. After all, compressing complicated business topics into a short series of slides is a challenge in itself. But then you also have to go and present those ideas to a group of people in such a way that they will understand and get on board with your ideas.

However, when delivered successfully, presentations may be a powerful tool for spreading your ideas. But not just that. A powerhouse presentation will also instill within the audience a fresh perspective on the presenter's authority and credibility.

And for that very purpose, here at Decktopus, we have put together a list of some of the most effective strategies you can use to plan, deliver, and follow up on your meeting presentation, so the next time you feel a bit overwhelmed, you can still get out there and captivate the audience!

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Know Your Audience

Before you put pen to paper, you first need to know to whom you will be presenting your ideas. And this means much more than knowing the names and credentials of each audience member.

A successful presenter must know her audience in excruciating detail. This includes their level of grasp on the subject, education, sense of humor, what they ate last night, and all other idiosyncrasies you can use to increase their immersion in the presentation.

Think of yourself as a second-hand car dealer. If a client came in wearing a Prada suit, you wouldn’t show them the Reliant Robin that’s been lying around for the last twenty years with rust patterns beginning to resemble famous prophets. No, you would direct them to the shiny new Mercedes that just came in yesterday.

This is because, even though you might want to sell a particular car, the client may not be interested in that specific design. And as a successful dealer, you must consider what your customer may be interested in beforehand and offer them the exact car or, in this case, presentation they want.

Use the information you have on your audience to structure your approach. For instance, you don’t want to use strings of big words if the audience isn’t as knowledgeable on the subject as you.

And similarly, decide on how much conversation grease you need to use depending on how much you think they will be invested in the presentation. For example, if you catch someone yawning, it might be just the opportunity to break the fourth wall and joke with them about the time they passed out on the copy machine.

It’s a complex recipe to make, but when you get it right, you’ll not only secure your audience’s attention but also make your message all the more memorable.

Do Your Research

A successful meeting begins before it even begins. The better your meeting preparation, the more effective your meeting will be.

When you arrive unprepared for a meeting, it shows that you aren't giving the meeting — or, more frustratingly, its audience — priority.

The good news is that everyone can deliver captivating presentations to their audience with careful research.

To be ready for queries, you must be knowledgeable in your subject. However, you also need to know how to mold it to convey the message you want the audience to take away.

Know the presentation's goals inside and out, and try to determine what the audience will find most interesting rather than what you are most eager to share with them.

Share the statistics that will have the biggest influence on your audience and that best support your arguments. To help make your point, use graphs, charts, or other visual materials.

Also, don’t forget to prepare a list of questions in advance. You'd be surprised at how impressed the audience would be to learn that you have done your research before the meeting.

Outline Your Presentation

As we mentioned in ‘Top Presentation Statistics for 2022’ most people consider ‘the story’ the most important and memorable part of a presentation. This means that your meeting presentation has to follow a well-structured narrative.

For most purposes, a modified version of the simple three-step presentation structure will be a suitable foundation to deliver a message successfully. Let’s go into more detail on how to make good use of each step.

Introduction

In any presentation, the primary objective of the introduction is to present the topic of discussion and the key message of the presentation itself. Some phrases you can use in this section are:

• 'Today I would like to talk about a very critical issue with our...'
• 'It is vital to understand that...'
• 'I believe this can be solved by...'

This section of your presentation supports your primary message. Each of your main points should be discussed in a clear and logical order. As you go, be sure to explain how these points relate to one another and to your main point. Phrases like the following may be beneficial:

• ‘Firstly, we must consider…’
• ‘As I mentioned before, this will enable us to…’
• ‘We must keep in mind the effects of…’

The ending of your presentation is an excellent chance to go over your key messages and their significance. In this section, you may benefit from a heavier use of literary techniques if the context is suitable to do so. Some typical phrases from the conclusion sections are:

• ‘Having seen the data, I am sure that you will agree with me when I say…’
• ‘And remember…’

This simple template should provide a suitable basis for you to expand according to the specificities of your presentation.

For example, it is common to see some meeting presentations require a much larger introduction section if the topics explained include many complex components. On the other hand, some may find it more beneficial to keep it short and punctual to evoke emotion in the audience.

Create a First Draft

“It doesn’t matter if it’s good right now, it just needs to exist.” — Austin Kleon

Most of us who are not in the antiques and collectibles industry can probably agree that the first version of something is usually not the best. The same principle goes for preparing meeting presentations as well.

The great thing about first drafts is that they give you the chance to visualize all the material you have developed thus far. Once you can see all your ideas in one place, you can start building off them, making additions where they may be helpful or omissions where necessary.

It will also serve as a creative playground. A solid practice among writers is to write down everything that comes to your mind and then pick and choose the sections that you think will be the best for the slide.

Design Your Presentation Slides

To most of us, a presentation’s graphic design side may seem a bit of a hassle. And according to Northern Illinois University , ‘Poorly designed presentation materials’ is one of the areas that students struggle with the most.

This is an important aspect of any successful presentation. Because, no matter how interesting your message is, if your audience is unable to keep up with the presentation, they are unlikely to be immersed in the content. The key to a successful presentation design is to structure it in such a way that it supports the message with eye-catching imagery while remaining simplistic.

There are several tried and tested tactics you can use to calibrate your visuals for this exact purpose:

• Avoid huge blocks of text
• Present one key point per slide
• Use quotes, images, and infographics
• Choose a font size that is visible when projected
• Keep the number of fonts to a minimum

Rehearse a Lot, Rehearse Aloud!

Rehearsal is critical for delivering an effective presentation. Rehearsing boosts your confidence, ensures you fully understand your material, and allows you to hone your presentation skills before the big meet.

It is critical to practice delivering your speech as well as using your visual aids, as many bits of hardware have a nasty tendency to malfunction right in the middle of a presentation.

This way, you will be better prepared for the actual presentation and get specific insights about its current state that you can use to tweak certain areas. For example, if the presentation takes a bit too long in your rehearsal, you will know, and be able to shorten it before actually getting in front of the audience.

Also, you might want to take this chance to choose and refine your mimics and gestures too, as these also play a prominent role in successfully conveying the desired message.

Prepare Written Notes

Generally, most people tend to believe that if they are delivering a presentation or a speech, they must be able to do so entirely from memory, without the use of notes. They seem to believe notes are cheating or make them appear unsure of their material. But it could not be further from the truth!

As a matter of fact, many public figures oftentimes make use of small notes in their speeches or presentations. This shows that they know the importance of sticking to your predetermined flow structure, and are aware that without a little reminder, it is entirely possible to lose track in the moment.

And what better way to remind yourself of your next topic of discussion than a small note?

Below we listed two of the most common types of notes used in speeches and presentations.

A4 Sheets of Paper

For more complex or longer topics, placing your notes on sheets of paper may work much better than other types of notes, simply because it allows you to write down so much more information. Just imagine trying to fit a 40-slide presentation into cue cards!

Advantages:

• Much more room for more detailed notes
• Can read verbatim in the worst-case scenario
• Can serve as a script if the presentation format allows it

Disadvantages:

• Looks very unprofessional if the presenter is standing
• Much larger and easy to drop

These little cards are an absolute wonder for many public speakers, but can also be used very effectively when doing a meeting presentation.

There are different ways to use cue cards, but the most effective way seems to be to note down the topic of discussion for that duration of the presentation and a sentence transition to move on to the next topic. Cue cards are also notoriously slippery. So don’t forget to number them just in case.

• Much smaller and easy to carry
• Barely visible, and doesn’t hurt your credibility
• Very limited space to write notes
• Can cause confusion if numbered/ordered incorrectly

Engage The Audience

According to the University of Minnesota Extension , "Tasks and processes that engage group members will help create more effective meetings and good results." Now, this should not come as a huge shock. Because if you think about it, the more you manage to engage your audience with the content, the more immersive and memorable it will be for them.

By giving your audience a chance to go beyond listening, and interact with your content, you will be establishing a basis for discussion around the topics in your presentation. This will not only make people more interested and invested in what you have to say but also work actively to find points of discussion within it.

Also, if you've ever been nervous in front of an audience, you'll understand how much of a difference it makes in terms of atmosphere when you can get the audience engaged right away. It not only helps you to gain confidence and calm your nerves, but it can also significantly improve the impact of your words.

Start Your Presentation Right

8 seconds. You have that much time to capture the interest of your audience. Between 2000 and 2015, decreased by about a quarter, and our ability to focus has since fallen behind that of the notoriously ill-focused goldfish, who are able to focus on a task or object for 9 seconds.

So clearly, the opening of your presentation has to pique the interest of your audience. Here are some ways to do that:

• Tell a story: You must engage your audience if you want to ace a presentation. The easiest approach to achieve this is to include a little story that relates to your presentation and the reason you are discussing that subject. If appropriate, you can draw the audience's attention by sharing brief, memorable anecdotes from your own experiences.

We are more likely to listen and remember information when it is presented in this way because the human brain enjoys a good story. Additionally, we are more responsive and less skeptical to the information that is about to be conveyed.

• Ask a question: Questions are one of the most interactive ways to start a presentation. You can pose a question and ask for a show of hands to maximize audience engagement.

Questions trigger a mental reflex known as “ instinctive elaboration .” When asked, they take over the mind and that may be a strong starting point for a meeting.

Typically, rhetorical questions are designed to grab the audience's attention and nudge them toward forming an opinion. Just make sure the inquiry leads them to concur with the main point of your presentation.

• Use a short icebreaker activity: Icebreakers are a creditworthy method of engaging your audience.

Our brain is very sociable and loves to engage with others. So, prepare a little icebreaker to get everyone chatting. Although they might not be crucial in terms of content, they play a crucial role in engagement.

Leave nothing to chance and be sure you thoroughly prepare your opening because it could set the tone for the rest of the meeting. A strong start to your presentation will rouse the interest of the audience while a lackluster opening invites blank stares.

Encourage Questions and Discussions

There might not always be time for questions but you should always be prepared to be broiled just in case. No matter how bad it sounds, receiving questions means that your audience is listening.

What’s more, questions allow you to clarify anything that was unclear and to expand on a specific topic that your audience is interested in or that you forgot to cover.

Try to not go through the facts in your presentation in its entirety. Instead, give your audience ample opportunity to ask questions. You can then address any issues or further explore any concepts they don't comprehend in this way.

Since the audience typically asks questions out of genuine interest rather than to trip you up, think of it as a great opportunity to consider how you may expand your work.

Making the audience active participants by encouraging questions and discussions also makes it simpler for them to remember what they've learned.

And here's something that might help if you're anxious about answering questions: If there's someone in the audience you know and trust, ask them to ask you a question. Even better, give them the question they’ll be asking. That way, you can get things started and boost your confidence.

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Staff meeting presentation: A comprehensive guide

Learn how to write staff meeting presentations that engage and inform your team, with this comprehensive guide.

Raja Bothra

Building presentations

Hello fellow presenter!

Welcome to the world of staff meetings and presentations!

In today's fast-paced business environment, effective communication and collaboration are paramount.

One of the essential tools in your arsenal for achieving this is a staff meeting presentation.

But what exactly is a staff meeting presentation, and why is it so important?

What is a staff meeting?

A staff meeting is a regular gathering of team members, stakeholders, or coworkers within an organization to discuss, update, and collaborate on various topics. These meetings play a crucial role in keeping everyone on the same page and moving towards common goals.

Why is a staff meeting presentation important?

Think of a staff meeting presentation as the secret ingredient that elevates your gathering from the mundane to the extraordinary. It's the moment when you seize the stage to captivate your audience, disseminate vital information, and ignite the spark of action. A well-structured presentation has the magical power to transform an ordinary meeting into a powerhouse of productivity and engagement.

But why is it so crucial? Here's the scoop: A staff meeting presentation is your compass for steering your team in the right direction. It aligns everyone on those paramount goals and objectives, ensuring that every team member knows precisely what they should be working toward. Picture it as the lighthouse guiding the ship through the stormy seas of tasks and projects, showing how each individual's efforts fit into the grand scheme of things.

Moreover, staff meeting presentations are your megaphone for sharing the latest news, vital updates, and key announcements. It's like having a front-row seat to the latest developments in your organization. And remember, a well-informed team is an empowered team.

But it doesn't stop there. These presentations are also your tool for gathering invaluable feedback and insights from your team. Ever had a brilliant idea for a new policy or product development but needed a second opinion? A presentation can open the floor for discussions, allowing you to harness the collective genius of your team.

Now, let's not forget about the fun side. Staff meeting presentations aren't just about business; they're also an opportunity to build team morale and camaraderie. Imagine it as the team's water cooler chat – but with a purpose. Celebrating successes, acknowledging achievements, and fostering connections are all part of the presentation game.

In a nutshell, a staff meeting presentation is a Swiss Army knife of team dynamics. It's a versatile tool that can significantly enhance communication and collaboration within your team, propelling everyone toward common goals and dreams.

But let's get real and talk specifics. Here are some examples of how a staff meeting presentation can work its magic:

• Sales goals unveiled: Picture a sales manager wielding a presentation to unveil the team's sales goals for the quarter. It's not just numbers and figures; it's the roadmap to success. The presentation also doubles as a strategy brainstorming session, igniting innovative ideas and collaborative spirits.
• Product updates and feedback: In the realm of product management, a presentation is the canvas on which a product manager showcases the latest developments in a new project. But it's not a one-sided show. The team's input on design and features becomes an integral part of the journey, making the final product a collective masterpiece.
• Company vision shared: A CEO, the captain of the ship, can use a presentation to share the company's financial performance, future goals, and grand plans. It's the moment when the entire team gets a panoramic view of where they're headed and how they contribute to the voyage.

Different types of staff meeting presentation

Staff meetings are a commonplace occurrence in the workplace, serving as a vital platform for communication, collaboration, and decision-making among team members and management. These meetings are a crucial element of any organization, allowing teams to synchronize their efforts and work towards common goals. One pivotal component of these meetings is presentations, which play a pivotal role in conveying information, facilitating discussions, and driving progress.

In this guide post, we will delve into various types of staff meeting presentations, each tailored to specific objectives, with the potential to enhance engagement, productivity, and the overall effectiveness of your team gatherings.

• Informational presentations: Informational presentations are the cornerstone of many staff meetings. They are used to convey facts, updates, or data essential for team members to stay informed. Typically, these presentations are straightforward and objective, focusing on providing vital information. Examples include financial reports, project updates, and key performance metrics. To ensure the information is easily understood by all team members, employ clear visuals and concise language.
• Training and development presentations: Training and development presentations are designed to boost the skills and knowledge of your staff. These presentations often cover a wide range of topics, from new software tools to industry trends and best practices. To engage your team and encourage active learning, consider incorporating interactive elements, such as quizzes or hands-on demonstrations.
• Problem-solving presentations: When the team encounters a specific challenge or issue, problem-solving presentations become invaluable. During these meetings, presenters define the problem, gather input from team members, and collaboratively brainstorm potential solutions. The primary goal is to find effective resolutions or strategies to address the issue at hand, fostering problem-solving skills and team cohesion.
• Project status updates: For teams engaged in various projects, project status updates are a must. These presentations offer a comprehensive view of the project's progress, highlighting milestones achieved, potential roadblocks, and upcoming tasks. Visual aids like Gantt charts and timelines can make project updates more engaging and informative, enabling teams to align their efforts effectively.
• Team building and motivational presentations: Team building and motivational presentations aim to boost team morale, enhance collaboration, and promote a positive work culture. These presentations often feature success stories, team accomplishments, and the recognition of outstanding employees. Encouraging participation and feedback can make team members feel valued, appreciated, and inspired to excel.
• Innovation and ideation sessions: Innovation and ideation sessions stimulate creative thinking and problem-solving. These presentations may involve brainstorming sessions or design thinking activities, encouraging team members to think beyond the conventional boundaries, propose novel ideas, and explore potential innovations within the organization.
• Departmental showcases: In larger organizations, departmental showcases provide individual teams or departments with the opportunity to shine a spotlight on their achievements, share best practices, and discuss their goals and challenges. These presentations promote transparency, cross-departmental understanding, and the sharing of valuable insights.

There are various types of staff meeting presentations, each tailored to specific objectives and designed to maximize the impact of your team meetings. The key to success lies in selecting the most appropriate presentation format for your specific meeting's purpose and ensuring that it is well-organized, informative, and engaging. Additionally, it's crucial to customize the presentation to suit the needs and preferences of the audience, ensuring that your staff meetings remain productive and impactful.

How to structure an effective staff meeting presentation

Creating an effective staff meeting presentation involves more than just throwing together a few slides. It's about crafting a compelling narrative that captures your audience's attention and conveys your message effectively. Here's a step-by-step guide to help you structure your presentation:

Step 1: Define your objective: Before you start crafting your presentation, ask yourself, "What is the goal of this meeting?" Your objective will guide the entire presentation, ensuring that every slide and word contributes to the bigger picture.

Step 2: Choose the right meeting template: Selecting the right template is the foundation of your presentation. It determines the layout, format, and overall look and feel of your slides. Whether you prefer powerpoint, google slides, or another format, choose a template that aligns with your message.

Step 3: Create an engaging introduction: Your presentation's introduction is your opportunity to grab your audience's attention. You might use a powerful quote, an intriguing question, or a surprising fact. Remember, the first impression matters.

Step 4: Outline your agenda: Start by providing a clear agenda for the meeting. Use a meeting agenda template to ensure that you cover all the important topics and stay on track.

Step 5: Break it down into stages: For complex topics, consider breaking your presentation into stages or sections. This makes it easier for your audience to digest the information.

Step 6: Visualize your data: Use graphics, icons, and visual aids to make your presentation more engaging and easier to understand. A well-placed graphic can often convey a message more effectively than words alone.

Step 7: Keep it concise: Avoid overwhelming your audience with too much information. Keep your slides and speaking points concise and to the point.

Step 8: Engage your audience: Encourage participation by asking questions, soliciting feedback, and involving your team members. Engaged attendees are more likely to retain and act upon the information presented.

Step 9: Summarize key takeaways: End your presentation with a clear summary of key takeaways and action items. This ensures that everyone leaves the meeting on the same page.

Do's and don'ts of a staff meeting presentation

While knowing what to do is important, it's equally vital to be aware of what to avoid during your staff meeting presentation. Let's explore some do's and don'ts:

• Be prepared : Familiarize yourself with the material and rehearse your presentation.
• Use a meeting template : powerpoint templates make your job easier and ensure a professional look.
• Encourage interaction : Engage your audience by asking questions and involving them in the discussion.
• Stick to the agenda : Stay on topic and respect everyone's time.

Don'ts

• Overwhelm with information : Avoid information overload by keeping your slides concise.
• Go off on tangents : Stick to the agenda and avoid unrelated topics.
• Rush : Speak clearly and at a comfortable pace. Rushing through your presentation can lead to misunderstandings.
• Forget the summary : Always conclude with a summary and action items to provide closure.

Summarizing key takeaways

• Importance of staff meetings and presentations: Staff meetings are essential for team alignment and productivity. Staff meeting presentations drive engagement and information sharing.
• Types of staff meeting presentations: Informational, training, problem-solving, project status, team building, innovation, departmental showcases.
• Creating effective presentations: Define objectives, choose templates, engage with an exciting intro, outline the agenda, use visuals, be concise, encourage participation, summarize key takeaways.
• Do's: Do prepare, use templates, engage the audience, stick to the agenda.
• Don'ts: Don't overwhelm with data, go off-topic, rush, or forget the summary.

Creating a successful staff meeting presentation is an art. It requires careful planning, the right tools, and the ability to engage your audience effectively. Whether you're using powerpoint, google slides, or another format, the key to success is in the details. Remember to choose a suitable template, structure your presentation well, and keep your audience engaged.

1. How can I prepare a staff meeting presentation without starting from scratch?

If you want to avoid the time-consuming task of creating a powerpoint presentation ppt from scratch, consider using a meeting powerpoint template. These templates are pre-designed, editable, and customizable, which makes it easier for you to refine the results. You can download a free team meeting powerpoint template to get started.

2. What elements should I include in my staff meeting presentation to make it a great presentation?

To create a great presentation, ensure that your meeting powerpoint includes an agenda slide, agenda items, and clear sections or stages to make your message flow smoothly. You can also add graphic elements in the slide to enhance visibility and engage your audience effectively.

3. How can I keep track of our weekly staff meetings and the information discussed during them?

One way to keep track of your weekly staff meetings is by creating meeting minutes. These documents help you record all the important details and decisions made during the meeting. You can use a powerpoint presentation to create meeting slides and include placeholders for meeting minutes.

4. Where can I find powerpoint templates specifically designed for team meetings?

If you're looking for team meeting powerpoint templates, you can try searching for them on Microsoft's website or use free google slides templates available online. These templates are categorized according to the number of divisions or graphic elements you want in your slides. You can select a 4 piece puzzle slide or any other graphic that suits your needs.

5. How can I efficiently plan my monthly staff meeting presentation and make it more engaging for my team?

To efficiently plan your monthly staff meeting presentation, you can start by using a meeting presentation template. This template includes everything you need, such as editable slides and graphics, to make your meetings more interactive. By using a template, you can easily customize your presentation for each monthly meeting and ensure your next presentation runs smoothly.

Create your staff meeting presentation with prezent

Prezent offers a comprehensive solution for creating staff meeting presentations that can greatly enhance your communication within the company. Here are some ways in which Prezent can help you in this regard:

• Brand consistency : Prezent ensures that your staff meeting presentations are always on-brand. With brand-approved design templates and guidelines, you can maintain a consistent and professional image throughout your presentations, reinforcing your corporate identity.
• Time efficiency : With Prezent's AI presentation tool, you can save valuable time. It streamlines the presentation creation process, reducing the time and effort required to prepare engaging content for your staff meetings.
• Audience personalization : Prezent's personalized fingerprints allow you to tailor your staff meeting presentations to the preferences of your audience. This ensures that the content is relevant and engaging for your specific team, enhancing their understanding and retention.
• Collaboration and real-time sharing : Prezent offers real-time collaboration features, enabling your team to work together on the presentation, even if they are located remotely. This fosters a sense of unity and ensures that all team members contribute their insights.
• Cost savings : By using Prezent, you can cut down on communication costs significantly. This means you can allocate resources more effectively within your organization, potentially reinvesting the saved funds into other essential areas.
• Security : Prezent places a high emphasis on data security. Your sensitive information is protected through enterprise-grade security measures, ensuring the confidentiality and integrity of your staff meeting presentations.
• Professional services : If you're looking for a personal touch, Prezent offers professional services, such as Overnight Services and Presentation Specialists. These services can help you further refine and enhance your staff meeting presentations to make a lasting impact.

In summary, Prezent is a valuable platform for creating staff meeting presentations that not only save time and money but also enhance the overall quality and impact of your communication within your organization.

Sign up for our free trial or book a demo today!

Now, go ahead and create compelling staff meeting presentations that leave a lasting impact.

Happy presenting!

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Meeting PowerPoint Templates

Our vast library of Meeting PowerPoint templates are professionally designed to elevate your presentation style in any professional meeting. The collection provides a comprehensive framework to professionals across industries to streamline their efforts, ideas and overall message. The fully editable Meeting PowerPoint and Google Slides templates breathe life into complex facts, figures and information and present them in an engaging manner to ensure a long lasting impact on your audience’s minds.

Our extensive collection of Meeting PPT templates promote productivity and convenience when it comes to its applications. These templates have been thoughtfully designed to ensure maximum visual impact. Explore our collection of Meeting presentation templates and download the perfect template to take your presentation to new heights!

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Meeting powerpoint templates for presentations:.

The Meeting PowerPoint templates go beyond traditional static slides to make your professional presentations stand out. Given the sleek design and customized features, they can be used as PowerPoint as well as  Google Slides templates . Inculcated with visually appealing unique and creative designs, the templates will double your presentation value in front of your audience. You can browse through a vast library of Meeting Google Slides templates,  PowerPoint themes  and  backgrounds  to stand out in your next presentation.

What Is A Meeting PowerPoint Template?

A Meeting PowerPoint template is a ready-made presentation template that provides a structured framework for creating professional Meeting presentations. The Meeting PPT presentation template includes design elements, layouts, and fonts that you can customize to fit your content and brand.

What Are The Advantages Of Meeting Presentation Templates?

Meeting PPT presentation templates can be beneficial because they:

• Add multiple visual and aesthetic layers to your slides.
• Ensure that complex information, insights and data is presented in a simplistic way.
• Enhance the overall visual appeal of the content.
• Save you a lot of time as you don’t have to start editing from scratch.
• Improve the professional outlook of your presentation.

How To Choose The Best Meeting Presentation Templates?

Keep the following points in mind while choosing a Meeting Presentation template for PowerPoint (PPT) or Google Slides:

• Understand your presentation goals and objectives.
• Make sure the Meeting template aligns with your visual needs and appeal.
• Ensure the template is versatile enough to adapt to various types of content.
• Ensure the template is easily customizable.

Can I Edit The Elements In Meeting PowerPoint Templates?

Yes, our Meeting PowerPoint and Google Slides templates are fully editable. You can easily modify the individual elements including icons, fonts, colors, etc. while making your presentations using  professional PowerPoint templates .

Are Meeting PowerPoint Templates Compatible With Google Slides?

Yes, all our Meeting presentation templates are compatible and can be used as Meeting Google Slides templates.

How To Download Meeting PowerPoint Templates For Presentations?

To download Meeting presentation templates, you can follow these steps:

• Select the resolution (16*9 or 4*3).
• Select the format you want to download the Meeting template in (Google Slides or PowerPoint).
• Make the payment (SlideUpLift has a collection of paid as well as free Meeting PowerPoint templates).
• You can download the file or open it in Google Slides.

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Presentation templates

Captivate your audience with customizable business presentation templates. whether you're pitching clients, wooing investors, or showing off your latest wins, there are presentation templates that'll suit your next meeting..

Free slide templates for presentations

Presentation decks can make or break your speech—don't risk boring or unprofessional slides distracting from your message. Set yourself up for success with free, eye-catching presentation templates that don't require graphic design skills to use. Whether you're pitching to investors or sharing a class project, using presentation templates allows you to focus on the content of your work without worrying about the design. Explore presentation templates for pitch decks, annual reviews, and conference slides, and get ready to wow your audience. Choose a presentation template and customize it with your business's branding and logo. If you work in a creative field, don't shy away from bold designs and vivid colors . Presentation templates offer versatile options for personalizing—get creative by customizing your template or opt for adding your own text to existing designs. When you use a template at your next meeting, you'll turn a simple presentation into an opportunity to impress. To make presenting even easier, you can download your template in a variety of formats, like PowerPoint and PDF, or share it digitally with your colleagues.

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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

For many people the thought of delivering a presentation is a daunting task and brings about a  great deal of nerves . However, if you take some time to understand how effective presentations are structured and then apply this structure to your own presentation, you’ll appear much more confident and relaxed.

Here is our complete guide for structuring your presentation, with examples at the end of the article to demonstrate these points.

Why is structuring a presentation so important?

If you’ve ever sat through a great presentation, you’ll have left feeling either inspired or informed on a given topic. This isn’t because the speaker was the most knowledgeable or motivating person in the world. Instead, it’s because they know how to structure presentations – they have crafted their message in a logical and simple way that has allowed the audience can keep up with them and take away key messages.

Research has supported this, with studies showing that audiences retain structured information  40% more accurately  than unstructured information.

In fact, not only is structuring a presentation important for the benefit of the audience’s understanding, it’s also important for you as the speaker. A good structure helps you remain calm, stay on topic, and avoid any awkward silences.

What will affect your presentation structure?

Generally speaking, there is a natural flow that any decent presentation will follow which we will go into shortly. However, you should be aware that all presentation structures will be different in their own unique way and this will be due to a number of factors, including:

• Whether you need to deliver any demonstrations
• How  knowledgeable the audience  already is on the given subject
• How much interaction you want from the audience
• Any time constraints there are for your talk
• What setting you are in
• Your ability to use any kinds of visual assistance

Before choosing the presentation’s structure answer these questions first:

• What is your presentation’s aim?
• Who are the audience?
• What are the main points your audience should remember afterwards?

When reading the points below, think critically about what things may cause your presentation structure to be slightly different. You can add in certain elements and add more focus to certain moments if that works better for your speech.

What is the typical presentation structure?

This is the usual flow of a presentation, which covers all the vital sections and is a good starting point for yours. It allows your audience to easily follow along and sets out a solid structure you can add your content to.

1. Greet the audience and introduce yourself

Before you start delivering your talk, introduce yourself to the audience and clarify who you are and your relevant expertise. This does not need to be long or incredibly detailed, but will help build an immediate relationship between you and the audience. It gives you the chance to briefly clarify your expertise and why you are worth listening to. This will help establish your ethos so the audience will trust you more and think you’re credible.

Read our tips on  How to Start a Presentation Effectively

2. Introduction

In the introduction you need to explain the subject and purpose of your presentation whilst gaining the audience’s interest and confidence. It’s sometimes helpful to think of your introduction as funnel-shaped to help filter down your topic:

• Introduce your general topic
• Explain your topic area
• State the issues/challenges in this area you will be exploring
• State your presentation’s purpose – this is the basis of your presentation so ensure that you provide a statement explaining how the topic will be treated, for example, “I will argue that…” or maybe you will “compare”, “analyse”, “evaluate”, “describe” etc.
• Provide a statement of what you’re hoping the outcome of the presentation will be, for example, “I’m hoping this will be provide you with…”
• Show a preview of the organisation of your presentation

In this section also explain:

• The length of the talk.
• Signal whether you want audience interaction – some presenters prefer the audience to ask questions throughout whereas others allocate a specific section for this.
• If it applies, inform the audience whether to take notes or whether you will be providing handouts.

The way you structure your introduction can depend on the amount of time you have been given to present: a  sales pitch  may consist of a quick presentation so you may begin with your conclusion and then provide the evidence. Conversely, a speaker presenting their idea for change in the world would be better suited to start with the evidence and then conclude what this means for the audience.

Keep in mind that the main aim of the introduction is to grab the audience’s attention and connect with them.

3. The main body of your talk

The main body of your talk needs to meet the promises you made in the introduction. Depending on the nature of your presentation, clearly segment the different topics you will be discussing, and then work your way through them one at a time – it’s important for everything to be organised logically for the audience to fully understand. There are many different ways to organise your main points, such as, by priority, theme, chronologically etc.

• Main points should be addressed one by one with supporting evidence and examples.
• Before moving on to the next point you should provide a mini-summary.
• Links should be clearly stated between ideas and you must make it clear when you’re moving onto the next point.
• Allow time for people to take relevant notes and stick to the topics you have prepared beforehand rather than straying too far off topic.

When planning your presentation write a list of main points you want to make and ask yourself “What I am telling the audience? What should they understand from this?” refining your answers this way will help you produce clear messages.

4. Conclusion

In presentations the conclusion is frequently underdeveloped and lacks purpose which is a shame as it’s the best place to reinforce your messages. Typically, your presentation has a specific goal – that could be to convert a number of the audience members into customers, lead to a certain number of enquiries to make people knowledgeable on specific key points, or to motivate them towards a shared goal.

Regardless of what that goal is, be sure to summarise your main points and their implications. This clarifies the overall purpose of your talk and reinforces your reason for being there.

Follow these steps:

• Signal that it’s nearly the end of your presentation, for example, “As we wrap up/as we wind down the talk…”
• Restate the topic and purpose of your presentation – “In this speech I wanted to compare…”
• Summarise the main points, including their implications and conclusions
• Indicate what is next/a call to action/a thought-provoking takeaway
• Move on to the last section

5. Thank the audience and invite questions

Conclude your talk by thanking the audience for their time and invite them to  ask any questions  they may have. As mentioned earlier, personal circumstances will affect the structure of your presentation.

Many presenters prefer to make the Q&A session the key part of their talk and try to speed through the main body of the presentation. This is totally fine, but it is still best to focus on delivering some sort of initial presentation to set the tone and topics for discussion in the Q&A.

Other common presentation structures

The above was a description of a basic presentation, here are some more specific presentation layouts:

Demonstration

Use the demonstration structure when you have something useful to show. This is usually used when you want to show how a product works. Steve Jobs frequently used this technique in his presentations.

• Explain why the product is valuable.
• Describe why the product is necessary.
• Explain what problems it can solve for the audience.
• Demonstrate the product  to support what you’ve been saying.
• Make suggestions of other things it can do to make the audience curious.

Problem-solution

This structure is particularly useful in persuading the audience.

• Briefly frame the issue.
• Go into the issue in detail showing why it ‘s such a problem. Use logos and pathos for this – the logical and emotional appeals.
• Provide the solution and explain why this would also help the audience.
• Call to action – something you want the audience to do which is straightforward and pertinent to the solution.

Storytelling

As well as incorporating  stories in your presentation , you can organise your whole presentation as a story. There are lots of different type of story structures you can use – a popular choice is the monomyth – the hero’s journey. In a monomyth, a hero goes on a difficult journey or takes on a challenge – they move from the familiar into the unknown. After facing obstacles and ultimately succeeding the hero returns home, transformed and with newfound wisdom.

Storytelling for Business Success  webinar , where well-know storyteller Javier Bernad shares strategies for crafting compelling narratives.

Another popular choice for using a story to structure your presentation is in media ras (in the middle of thing). In this type of story you launch right into the action by providing a snippet/teaser of what’s happening and then you start explaining the events that led to that event. This is engaging because you’re starting your story at the most exciting part which will make the audience curious – they’ll want to know how you got there.

• Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

The remaining method structure is good for situations where you’re presenting your perspective on a controversial topic which has split people’s opinions.

• Go into the issue in detail showing why it’s such a problem – use logos and pathos.
• Rebut your opponents’ solutions  – explain why their solutions could be useful because the audience will see this as fair and will therefore think you’re trustworthy, and then explain why you think these solutions are not valid.
• After you’ve presented all the alternatives provide your solution, the remaining solution. This is very persuasive because it looks like the winning idea, especially with the audience believing that you’re fair and trustworthy.

Transitions

When delivering presentations it’s important for your words and ideas to flow so your audience can understand how everything links together and why it’s all relevant. This can be done  using speech transitions  which are words and phrases that allow you to smoothly move from one point to another so that your speech flows and your presentation is unified.

Transitions can be one word, a phrase or a full sentence – there are many different forms, here are some examples:

Moving from the introduction to the first point

Signify to the audience that you will now begin discussing the first main point:

• Now that you’re aware of the overview, let’s begin with…
• First, let’s begin with…
• I will first cover…
• My first point covers…
• To get started, let’s look at…

Shifting between similar points

Move from one point to a similar one:

• In the same way…
• Likewise…
• Equally…
• This is similar to…
• Similarly…

Internal summaries

Internal summarising consists of summarising before moving on to the next point. You must inform the audience:

• What part of the presentation you covered – “In the first part of this speech we’ve covered…”
• What the key points were – “Precisely how…”
• How this links in with the overall presentation – “So that’s the context…”
• What you’re moving on to – “Now I’d like to move on to the second part of presentation which looks at…”

Physical movement

You can move your body and your standing location when you transition to another point. The audience find it easier to follow your presentation and movement will increase their interest.

A common technique for incorporating movement into your presentation is to:

• Start your introduction by standing in the centre of the stage.
• For your first point you stand on the left side of the stage.
• You discuss your second point from the centre again.
• You stand on the right side of the stage for your third point.
• The conclusion occurs in the centre.

Key slides for your presentation

Slides are a useful tool for most presentations: they can greatly assist in the delivery of your message and help the audience follow along with what you are saying. Key slides include:

• An intro slide outlining your ideas
• A  summary slide  with core points to remember
• High quality image slides to supplement what you are saying

There are some presenters who choose not to use slides at all, though this is more of a rarity. Slides can be a powerful tool if used properly, but the problem is that many fail to do just that. Here are some golden rules to follow when using slides in a presentation:

• Don’t over fill them  – your slides are there to assist your speech, rather than be the focal point. They should have as little information as possible, to avoid distracting people from your talk.
• A picture says a thousand words  – instead of filling a slide with text, instead, focus on one or two images or diagrams to help support and explain the point you are discussing at that time.
• Make them readable  – depending on the size of your audience, some may not be able to see small text or images, so make everything large enough to fill the space.
• Don’t rush through slides  – give the audience enough time to digest each slide.

Guy Kawasaki, an entrepreneur and author, suggests that slideshows should follow a  10-20-30 rule :

• There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
• The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
• The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

Here are some additional resources for slide design:

• 7 design tips for effective, beautiful PowerPoint presentations
• 11 design tips for beautiful presentations
• 10 tips on how to make slides that communicate your idea

Group Presentations

Group presentations are structured in the same way as presentations with one speaker but usually require more rehearsal and practices.  Clean transitioning between speakers  is very important in producing a presentation that flows well. One way of doing this consists of:

• Briefly recap on what you covered in your section: “So that was a brief introduction on what health anxiety is and how it can affect somebody”
• Introduce the next speaker in the team and explain what they will discuss: “Now Elnaz will talk about the prevalence of health anxiety.”
• Then end by looking at the next speaker, gesturing towards them and saying their name: “Elnaz”.
• The next speaker should acknowledge this with a quick: “Thank you Joe.”

From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.

Example of great presentation structure and delivery

Having examples of great presentations will help inspire your own structures, here are a few such examples, each unique and inspiring in their own way.

How Google Works – by Eric Schmidt

This presentation by ex-Google CEO  Eric Schmidt  demonstrates some of the most important lessons he and his team have learnt with regards to working with some of the most talented individuals they hired. The simplistic yet cohesive style of all of the slides is something to be appreciated. They are relatively straightforward, yet add power and clarity to the narrative of the presentation.

Start with why – by Simon Sinek

Since being released in 2009, this presentation has been viewed almost four million times all around the world. The message itself is very powerful, however, it’s not an idea that hasn’t been heard before. What makes this presentation so powerful is the simple message he is getting across, and the straightforward and understandable manner in which he delivers it. Also note that he doesn’t use any slides, just a whiteboard where he creates a simple diagram of his opinion.

The Wisdom of a Third Grade Dropout – by Rick Rigsby

Here’s an example of a presentation given by a relatively unknown individual looking to inspire the next generation of graduates. Rick’s presentation is unique in many ways compared to the two above. Notably, he uses no visual prompts and includes a great deal of humour.

However, what is similar is the structure he uses. He first introduces his message that the wisest man he knew was a third-grade dropout. He then proceeds to deliver his main body of argument, and in the end, concludes with his message. This powerful speech keeps the viewer engaged throughout, through a mixture of heart-warming sentiment, powerful life advice and engaging humour.

As you can see from the examples above, and as it has been expressed throughout, a great presentation structure means analysing the core message of your presentation. Decide on a key message you want to impart the audience with, and then craft an engaging way of delivering it.

By preparing a solid structure, and  practising your talk  beforehand, you can walk into the presentation with confidence and deliver a meaningful message to an interested audience.

It’s important for a presentation to be well-structured so it can have the most impact on your audience. An unstructured presentation can be difficult to follow and even frustrating to listen to. The heart of your speech are your main points supported by evidence and your transitions should assist the movement between points and clarify how everything is linked.

Research suggests that the audience remember the first and last things you say so your introduction and conclusion are vital for reinforcing your points. Essentially, ensure you spend the time structuring your presentation and addressing all of the sections.

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Team Meeting

Team meeting presentation, free google slides theme and powerpoint template.

Team meetings, if well planned, are the perfect time to advance work with your colleagues. To help you with this task we have created this colorful template, which combines purple and orange backgrounds with green, yellow, orange and purple circles. In addition, its design includes elements that mimic a computer interface, which gives it a modern look. Edit the different resources we put at your disposal and get ready to succeed at your next meeting.

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• 27 different slides to impress your audience
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How to Make a “Good” Presentation “Great”

• Guy Kawasaki

Remember: Less is more.

A strong presentation is so much more than information pasted onto a series of slides with fancy backgrounds. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others. Here are some unique elements that make a presentation stand out.

• Fonts: Sans Serif fonts such as Helvetica or Arial are preferred for their clean lines, which make them easy to digest at various sizes and distances. Limit the number of font styles to two: one for headings and another for body text, to avoid visual confusion or distractions.
• Colors: Colors can evoke emotions and highlight critical points, but their overuse can lead to a cluttered and confusing presentation. A limited palette of two to three main colors, complemented by a simple background, can help you draw attention to key elements without overwhelming the audience.
• Pictures: Pictures can communicate complex ideas quickly and memorably but choosing the right images is key. Images or pictures should be big (perhaps 20-25% of the page), bold, and have a clear purpose that complements the slide’s text.
• Layout: Don’t overcrowd your slides with too much information. When in doubt, adhere to the principle of simplicity, and aim for a clean and uncluttered layout with plenty of white space around text and images. Think phrases and bullets, not sentences.

As an intern or early career professional, chances are that you’ll be tasked with making or giving a presentation in the near future. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others.

• Guy Kawasaki is the chief evangelist at Canva and was the former chief evangelist at Apple. Guy is the author of 16 books including Think Remarkable : 9 Paths to Transform Your Life and Make a Difference.

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8 Meeting Room Layouts: For Effective Team Collaboration

If you are hosting a meeting, one of the most important considerations is the meeting room layout. The optimum meeting room layout will help everybody see the whiteboard or other meeting materials and hear the speakers. It will also help anyone who is joining the meeting virtually, experience it as if they were there. 

In this article, we will look at several meeting room layouts and examine which is best for certain types of meeting. 

What is a conference room layout? 

A conference room layout is the set up of chairs and tables in a conference space. The most effective conference room layout depends on the size and style of the meeting.

8 Possible meeting room layouts

Boardroom style.

Boardroom style is one of the most popular meeting room styles - and you’ve probably seen it before in many office-related movies . 

It consists of a small group of people sitting around a large table. An interactive whiteboard or alternative , like those sold at Avocor, could be installed on any of the walls. Any virtual participants could join in on the interactive display.

This boardroom style meeting may be led by one or two people, but typically everybody in the meeting will participate.

This is a really effective way to run a meeting if you want active involvement from everybody.

U Shape Style 

U Shape Style is another popular meeting room design for smaller discussions. It involves a small group of people sitting around tables in a U shape or horseshoe formation. 

The speaker will stand at the open end of the U shape, and they can give a presentation here. They could install an interactive display on the wall by the top of the U shape.

Because people usually have a table with lots of space, this style is excellent for taking down notes. It can be used for formal meetings or informal collaborative office spaces . 

Although the speaker traditionally stands at the top, the U shape means that all participants face each other and can easily enter into a discussion.  

This type of meeting room is excellent for companies with remote workers , as they can join the meeting virtually via the interactive display.

A box style meeting set up is a U shape with another table running along the side, creating a box or a hollow square. The meeting leader will stand in the middle and lecture a small group from there. 

This isn’t the best meeting room layout for presentations, as the participants will all be facing away from a wall - so there is nowhere to mount an interactive display.

However, a box style layout works well for meetings with breakout sessions, where smaller groups of meeting participants can discuss certain aspects before returning to the main forum.

Lecture Style

This meeting room setup is usually for much larger meetings and conferences. It consists of rows of people facing the front as they would in a theatre or university lecture hall. 

The speaker will stand at the front of the hall with their interactive display. People in the company may not contribute directly to the meeting, although they may ask some questions at the end.

People could join this meeting virtually if it is live streamed.

Banquet style

Like in a wedding or other event, a banquet style meeting features several large round tables with participants sitting on chairs surrounding them. 

This type of meeting is often casual and especially good for networking events , as participants are likely to chat to the others at their table. A banquet style meeting could even (as the name suggests) involve food and drink!

There may be a speaker, panel or display at the front, but the meeting will probably mainly consist of networking with people at the table.

Cabaret style

Like the banquet style, this meeting room plan consists of groups of people sitting on round tables.

The main difference between banquet and cabaret style is that participants will usually sit at the back of the table and watch a presentation or speaker at the front.  

This type of meeting is typically more formal than banquet style - it may be more focused on the speaker or panel and less on the table participants - but less formal than lecture style.

It normally consists of a lecture and Q&A session after.

For very casual meetings, standing might be an option. This style is typically for huddle rooms or other meetings that won’t last too long. 

They might be more informal meetings that don’t require any kind of presentation or display between members of staff who know each other well. 

Classroom Style

Classroom style is basically lecture style, but with tables. Meeting participants all have tables in front of them to take notes or place other items. The speaker will stand at the front where they might do a presentation.

This style is perfect for larger meetings where participants need to write things down or discuss various points in groups. 

Meeting room layouts FAQs

Which meeting layout is best suited to a presentation style meeting.

Presentation style meetings are usually larger meetings with an interactive display at the front and rows of people facing the presentation. However, if you are presenting in a smaller meeting , you might use the boardroom or U shape style, ensuring that everybody can easily see the interactive display. 

How do you arrange a meeting room? 

Here are a few tips for arranging your meeting room :

• Think about how many people are going to the meeting. If the headcount is smaller, you may favour a more intimate presentation setup, whereas you might have a meeting in lecture or wedding style if it is bigger. 
• Consider whether you will need wheelchair access or any other special features, including security or additional space. 
• Plan whether just one person or multiple people will speak at the meeting. If it is just one person, you might want to set the room up as a presentation style meeting, whereas if everyone in the conference will talk, you might set it up so people can see each other. 

From U shape to lecture style, there are many different meeting room arrangements. The perfect layout depends mainly on the number of people at the meeting, the room size, how formal it is and what is being discussed. Every meeting is different, and one company may use several meeting room styles!

The tips and descriptions above should help you decide which meeting room style is best for you. 

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Key room layout considerations

Here’s what you need to think about before you plan your event layout:

• Headcount: Begin with the guest count or expected number of registrants. Figure out how many people you are trying to fit in your layout.
• Safety and security: Once you’ve got an accurate headcount down, consider what safety features you’ll need. Things like wheelchair access and clear paths leading to emergency exit doors should come to mind.
• Space dimensions: You’ll also need the measurements of the space or spaces within the venue. This might sound like common sense. But it’s tempting to just start planning right away. However once you create a meeting layout you love, you don’t want to suffer from having all your hopes and dreams crushed if you find out it’s not realistic later on.
• Necessities: Then you’ll need to factor in event necessities like decor, furniture, and food. For example, will you be hosting a buffet style dinner? You might want to consider moving your buffet away from the dance floor for easier access.
• Objectives: And finally, keep your event objectives in mind. Each event room layout has its own advantages and disadvantages. Know what you’re going for before diving in.

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Creative meeting room layout tips

Regardless of which event layout idea you choose from our options, keep these interesting variations in mind as you go. These simple tips can be applied to almost any layout you choose. Just because your arrangement options are limited it doesn’t mean your creativity has to be too.

• Arrange your tables into unique shapes that resemble your company logo.
• Highlight VIP guest seating with floor risers.
• Visually divide spaces with a mix of table heights. Tall tables go near the bar or dance floor and short tables live around the lounge area.
• Use interesting chairs set ups. Bean bags make for a hip and laid back environment whereas communal or family-style benches help guests mingle and connect.
• Separate areas with lighting. Use eye-catching hues to draw or detract attention where needed.
• Put attendees into groups. Whether it’s by shared interest or age, find ways to help people connect at your event through assigned seating or designated activity areas.

Now that you’ve got those creative event planning gears turning, it’s time to find out which layout is best for your next big event.

Meeting room diagram ideas

1. The Decision Maker

This type of gathering hosts more than two but less than ten participants. One of the biggest concerns organizers have with this kind of event is making sure everyone has an equal say. To help keep conversation flowing equally, choose a round table environment where everyone can be physically equal.

Choosing an event layout can be challenging because it’s such a key part of ensuring your event achieves its objectives. Click To Tweet

2. The Problem Solver

Slightly larger groups (between 10 and 15 participants) require a point person to keep things on track. For this layout you’ll need to designate a section that acts as the visual focal point of the room. That’s where you’ll seat your meeting facilitator whose job it is to make sure the agenda is completed in a timely manner.

3. The Hybrid

Interested in starting with a group discussion and then breaking out into smaller sub-groups? The hybrid layout is the best of both the decision maker and the problem solver. To begin, arrange your floor plan like the problem solver. You can include a separate area for smaller, round table discussions after the main lecture is over.

4. The Informational

If your event is centered around a larger group of people and something educational, you might have an informational layout on your hands. Diagram your space like a lecture with a group facing a stage. Seat panelists, guest lecturers, or presenters on the stage itself.

5. Cocktail

Hosting a social event? Keep the middle of your floor plan open but leave buffet tables and chairs around the perimeter. Guests will have the option to sit, but with a layout like this they’ll be more than tempted to mingle.

6. Pod Seating

Pod seating is great for small group discussions that require a leader or moderator. You can also use them during seminar breakout sessions to give your attendees some one-on-one time with presenters.

7. Clusters

Clusters are another layout that’s ideal for getting guests to mix and mingle. Use high top tables scattered throughout the space with or without chairs. Arrange the tables in such a way that they create a main path for traffic to flow through.

Circles are natural for human beings as they convey a sense of camaraderie and teamwork in a layout that emphasizes equality. Circle layouts are best for full attendee engagement on topics that might require vulnerability or otherwise more personal connection.

9. Semi-Circle

If you choose not to include tables at your event but need a little more breathing room than what the circle layout allows for, give this one a try. Semi-circle layouts are great for groups of roughly 10-40 people. Audience participation is encouraged but not required in this kind of setting.

10. Cafe Style

Small round tables surrounded by three to four seats are what’s commonly used for cafe style layouts. Arrange tables in casual rows so for a relaxed yet intimate atmosphere. Seated lunches during speaker presentations are very much encouraged in this layout.

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11. Hollow Square

Create a layout similar to a boardroom style floor plan with long rectangular tables forming a square in the center of the room. Similar to other interactive layouts like the decision maker or the circle, the square puts everyone on equal footing. This arrangement is ideal for professional discussions and group brainstorming.

12. Conference

A tried and true layout staple, the conference layout has even been featured in memorable Game of Thrones scenes. Multiple rectangular tables pushed together to create one long surface create a formal atmosphere and set the tone for decision making.

13. X-Formation

An X-shaped layout isn’t used everyday, but maybe it should be! This formation relies on four rectangular tables forming a (you guessed it) X-shape with the option to put a smaller round table at the focal point. If you don’t need a central focal point and want to make things a little more interesting, this might be the right layout for you.

14. U-Shape

This layout often looks like the hollow square but with one side missing. The space in the middle acts like a thrust stage, giving speakers a chance to walk around and connect with individuals around the table. Or it can help facilitate engagement between attendees.

15. Broken Horseshoe

Similar to the traditional U-shape or standard horseshoe layout, the broken horseshoe looks like the U-shape except for the fact that it has a detached desk at the opening of the arrangement that faces the rest of the group. Use this layout for smaller versions of meetings that don’t have the space for the boardroom layout or want to use a single facilitator at the head of the arrangement.

16. Theater

A favorite for corporate events or very large groups, theater layouts put the attention on the group (usually arranged in neat, evenly spaced rows) on to the front of the space. With or without a stage, this layout is great for presentations, lectures, and product demonstrations.

17. Banquet

Planning a seated meal? A banquet layout might be just what you need. How many people you arrange at each table depends on the table measurements. Remember to leave plenty of elbow room!

18. Imperial

The imperial layout is basically the broken horseshoe but with chair places on the inside and the outside of the shape, with head table still facing the rest of the group. Also great for meals, the Imperial makes cafeteria style dining more interesting.

Even if your event isn’t a fashion show, the runway layout is a dynamic arrangement ideal for performances of any kind. With or without tables, your audience will be included in the action without having to directly participate.

20. Classroom

Small rows of tables or chair arranged end-to-end facing a single direction might seem old school (pardon the pun) but this layout could be just what you need for your next big event. Make sure you give your attendees some kind of surface to write on if they plan to take notes. Staggered seating helps keep sightlines clear for those in the back.

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21. tiered classroom.

A hybrid of the classroom and theater layouts, the tiered classroom arrangement makes for a more focused experience than perhaps either of its counterparts. Moving the tables and/or chairs to face slightly more towards the center where the speaker or presenter is makes is easier for them to observe and interact with the group.

22. Triangle Classroom

The last in our school-inspired layouts, the triangle classroom keeps tables and chairs to a few seats but this time there’s a big walkway running down the middle towards the presenter. Some planners choose to arrange couches in this formation as it feels more college than kindergarten in nature. While attendees can participate they’re more likely to kick back in this layout.

23. Crescent

The crescent or half-moon layout is reminiscent of the banquet layout but with half the chairs missing at each table and on a much smaller scale. Great for meals, presentations, and break out sessions without guests ever having to get out of their seats.

As the name implies, lounge layouts prioritize relaxation over productivity. Usually comprised of low level seating, a lounge layout leaves enough room for couches, chairs, and standing areas alike. Use this layout for informal networking sessions or VIP sections that help guests catch a break from the main hustle and bustle.

25. Mixed Seating

While this can be casual like the lounge layout, a mixed seating layout has more to do with chairs and height than anything else. Use chairs at different levels throughout the space to designate chillout spots. Artistic and eye-catching furniture or quirky decor make this layout both fun and functional.

No matter which layout you choose, keep these points in mind when diagramming your next event:

• Decide the level of formality your event requires to help narrow down options.
• Choose whether or not you want attendees to connect emotionally, professionally, or both.
• Let your event objectives have the last say in what layout you choose. Need people to mix and mingle? Open floor space, a variety of chair heights, and use of banquet tables are a great option. Need attendees to complete a project or task? Desks arranged in square or U-shaped formations help foster collaboration with or without a facilitator.

Make event layouts online

One way to streamline your event planning and save a ton of time is to use event layout software . With tools such as Social Tables you can create your layout and view it in 3D. When you create an event diagram, it’s such a helpful tool for simplifying event detailing for your team, customers, AV, and vendors. Plus, it makes it easy to keep track of all that furniture

One advantage of using Social Tables is that you can plan your event layout online with your clients. You can give them access to see the layout on their computer while you make edits to it on yours. That also makes is super simple to handle any last minute changes, say if another guest rsvps.

Our diagramming software also lets you swap your existing layout into a different floor plan effortlessly. Take a look at the image below to see the new feature in action.

Simply access this new Swap Floor Plan option from either the File menu or by right-clicking the desired floor plan from the left panel. You know better than anyone”last minute changes happen. Now, that doesn’t have to mean hours and hours of lost work.

Now that you know the types of event layouts, how to best use them, and how to bring them to life, you’re ready to move to the next stage in planning your event!

Events are all about helping people build relationships and have a good time. As long as you keep this in mind, you’ll always make the right decision when it comes to your event layout.

Bring successful meetings to life, no stress

Still need answers about meeting room layouts.

Meeting rooms should be set up according to their primary purpose, but some common rules you can apply are: – A way to present – A whiteboard – Sufficient table and chair space for attendees

There are truly countless options when it comes to styles for setting up meeting rooms. Board room table, tiered classroom, broken horseshoe, X-shaped, and Imperial are just a few.

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