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Online Presentations Useful Phrases - Talaera Business English Blog

101 Must-Know Transition Phrases for Engaging Presentations Online

By Paola Pascual on Jan 17, 2024 1:43:00 PM

Giving presentations is often feared by many professionals, but if the presentation is online and you're not a native speaker, things get even trickier. One tip to make things easier? Learn useful phrases to help you navigate your presentation. In this article, you will find lots of helpful resources to give remarkable presentations . Listen to the episode above, download the checklist below, and learn some of the phrases we present. If we missed any, tell us in the comments below.

General vocabulary for presentations

Sometimes, the smallest changes in your presentations can make the biggest differences. One of them is to learn a few phrases that give you confidence during your speech. Here are some important verbs to get you started:

To highlight
To emphasize
To walk you through (*very common in business presentations!)
To send around
To carry on (similar to continue)
To get carried away
To sum up (similar to summarize )
To focus on

Vocabulary to start your presentation

Learn how to powerfully start your presentation with these 4 simple steps. Here's some vocabulary you can use:

Welcome your audience

Good morning/afternoon/evening everyone. Thank you for joining us today, and welcome to today's webinar.
Hello everyone, I’m very happy to be speaking with you today.

Introduce yourself

My name is Susan, and I’m part of the design team here at Globex Corporation.
First of all, a little bit about my background - I am the Team Lead at [Company], and I've been in charge of [your main responsibility] for [X] years.
I'd like to tell you a bit about myself - my name is Eve I'm the Operations Manager here at [Company].

Introduce the topic and goal of the presentation

Today, I'd like to talk about…
This presentation will take about [X] minutes, and we will discuss...
We've allocated [X] minutes to this presentation. and I'll talk about...
I'd like to give you a brief breakdown of...
I'd like to take this opportunity to talk about...
The main goal of this presentation is…
The purpose of this presentation is...
My objective today is...

Read these 5 tricks the best public speakers use to captivate their audience .

Addressin questions from the audience

If you have any questions about anything, feel free to interrupt.
If anything isn't clear, please click on the 'raise hand' button and I'll do my best to answer your question.
I'd be happy to answer your questions at the end of the presentation.
If you have any questions, please kindly wait until the end to ask them. We will have [X] minutes for a Q&A session at the end.
Since today's audience is considerably large, we will not have time for questions, but please email me at [email protected]

Learning new English words is not easy, but you can achieve effective communication through practice and repetition. If you are a Talaera student, visit the Library to practice your vocabulary for presentations. If are not part of the Talaera community yet, learn how we can help you here .

Clear out technical issues

Can everyone hear me well? Let me know if you encounter any technical difficulties throughout the presentation.
If you are not speaking, please put yourselves on mute.
If you feel that the sound quality is poor throughout the presentation, please let me know.

Transition to the main topic of the presentation

Hi everyone, I think we might still be missing a few people but I’m going to kick things off now so we have time to get through everything.
All right, let’s dive right in!
All right, let’s jump right in!
Let’s get started.
Let’s kick things off.
I’m going to talk about
The purpose/subject of this presentation is
I’ve divided the presentation into 3 parts: In the first part, ... / Then in the second part, ... / Finally, I’ll go on to talk about...
Let me begin by looking at...
Let me start with some general information on...

Vocabulary for the main body of your presentation

Introduce a topic or section.

Now let’s move to the first part of the presentation,
We can see 4 advantages and two disadvantages. First,
On the one hand… On the other hand…
There are two steps involved. The first step is… The second step is…
There are four stages to the project.

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Transition to a new section

All right, let’s turn to...
Now we come to the next point, which is
Okay so that’s [topic 1], but what about [topic 2]?
There’s a lot more to talk about, but since we’re pushed for time , let’s move on to [topic 2].
This leads me to my next point, which is...

Give examples and details

For example...
A good example of this is...
To illustrate this point...
This reminds me of...
To give you an example...
Let me elaborate further on...

Describe visual aids

As you can see [from this infographic]
This chart shows
If you look at this graph, you will see
From this chart, we can understand how
Let me show you this [image, graph, diagram]
On the right/left
In the middle of
At the top/bottom of the picture

Emphasize an idea

This is important because
I’d like to emphasize that
We have to remember that

Repeat the same message with different words

In other words
To put it more simply
So, what I’m saying is that
Let me say that again.

It's easy to get stuck in the middle of a presentation, especially if English is not your mother tongue. Here are +20 Top Tips You Need To Know if you're learning business English .

Finish your presentation and summarize

The end of a presentation, together with the opening, is one of the most important parts of your speech. Read these 5 effective strategies to close your presentation and use the vocabulary below.

That’s all I want to say for now about [topic].
To sum up, ...
This sums up [topic].
So in a nutshell, ...
So to recap, ...
In brief, ...
To conclude, ...
I’d like to conclude by emphasizing the main points...
That's it on [topic] for today. In short, we've covered...
So, now I’d be very interested to hear your comments.
And this brings us to the end of this presentation. I hope [topic] is a little clear after today.
So to draw all that together, ...

Start and navigate the Q&A session

Thank you for your attention. I hope you found this presentation useful, and I'd be happy to answer any questions.
Thank you for listening. We now have [X] minutes left. Do you have any questions?
Thank you for your question, [Name].
I'm glad you asked.
That's an interesting question.
That's a great question, I must say. I'm not 100% sure, but off the top of my head, I can tell you that...
Are you asking about [topic 1] or [topic 2]?
Can you please clarify what exactly you mean by [question]? I'm not sure I fully understand.
I'm afraid I don't have the exact figures at hand, but if you give me your email address at the end, I can follow up with you later.
Does that answer your question?
I hope that makes sense. Is that the kind of answer you were looking for?

Take your presentation skills to the next level.

Keep reading about presentation skills:

21 Helpful Tips For Remarkable and Outstanding Presentation Skills
How To Start a Presentation: Follow These 4 Easy Steps
How To Bring Across Your Main Idea In A Presentation Effectively
5 Effective Strategies To End A Presentation
6 Public Speaking Tricks To Captivate Your Audience
How To Do Effective Business Storytelling According To Former Prosecutor
8 Little Changes That'll Make A Big Difference With Your Presentations
3 Quick Public Speaking Tips For Your Next Presentation
Your Body Language May Shape Who You Are [TED Talk Lesson]

Talaera Talks - Transcript Episode 5

Topic : Deliver impactful presentations
Listen : Spotify , Apple Podcasts , Google Podcasts
Duration : 22 min.

Intro Welcome to Talaera Talks , the business English communication podcast for non-native professionals. My name is Paola and I am co-hosting this show with Simon. In this podcast, we're going to be covering communication advice and tips to help express yourself with confidence in English in professional settings. So we hope you enjoy the show!

Okay, welcome back for our third episode of Talaera Talks. This is Simon, and I'm joined with Paola. Paola, how are you doing? 0:37 Hi, Simon. I'm great. Happy to do another episode. 0:41 Yeah, absolutely. And Happy Friday. 0:44 Happy Friday! 0:49 So today, our topic: Presenting in English. I'd like to start this episode with a quote I found on Harvard Business Review that I thought was really interesting. It says, "Even native English speakers often anticipate disaster when making presentations. By but for non-native speakers, the anticipatory and situational anxiety associated with their unique challenges (these challenges - being understandable, choosing the right words, speaking spontaneously), can be overwhelming. Moreover, if these concerns interfere with your willingness or ability to make business presentations, the impact can be career-limiting." So yeah, that's a pretty kind of heavy quote to start. But it is something that we see from a lot of our clients, right? 1:52 Yeah, it's super interesting. It was super interesting to read. It's something we know, but it's important to remind it that it is presentations, the topic we have today is something that is not pleasurable for anyone, not for non-native speakers, but also for native speakers. So that's something to point out. And today, we talked about that... We said that we wanted to start with those challenges or fears that we see from our clients, our learners. 2:25 Yeah, and it's usually around the same things, you know, we, at least for me, I come into contact with so many of these, so many of our students who are so competent in their, in their daily lives, what they're doing in their professional lives. And they come to me with these with these fears, like this just general lack of confidence, or imposter syndrome, right? This I don't know if I really deserve to be speaking and, you know, kind of explaining this concept to all these people. 3:05 Mm-hmm. Yes. And also the fear of not being understood, well, they know what I'm saying, well, they understand my accent. There's a lot of worries and concern around accent and our pronunciation expert, Lisa hosted a webinar, actually last week, where she explained that accent matters. But as long as people understand you, it's fine. You don't need to be perfect. Everyone has an accent. So that's also totally fine. 3:37 And this being Yeah, this being one of I think, at least for me, in my experience, one of the most frequently asked for aspects from students. So you know, and just to like, again, just say that this is a challenge for everyone, not just, you know, non-native English speakers. You know, I think all of us have a tough experience or somebody that we think of when we think about public speaking, it's, it's like this, yeah, really anxiety-riddled thing. I mean, I don't have any, you know, funny personal stories, but uh, do you, Paola? 4:20 You want me to tell my embarrassing story, don't you? 4:22 Please, you must. 4:25 So I used to teach at a university in Vietnam when I lived there, and the classes where it rains, you know, from perhaps 50 students to up to what 300 there's was a class with, you know, 2-300 students and there was a little stage it wasn't too high, but there was a little stage and I fell off. 4:46 You fell off the stage. This was during or after the presentation, or...? 4:56 It was around the beginning of the presentation. So... 5:01 During! Oh, I thought it was it was like after like you were walking off? 5:06 No, I move a lot. I use my body language quite a lot. And that was one of the moments where I overdid it, probably, and fell off. 5:17 Wow. Well, I'm glad that you're still here with us. 5:21 Yeah, you know, but that's the story that I sometimes not always tell it. But I sometimes tell it when my students say, Oh, I'm nervous, and I assume that it can happen, you know, I thought it was going to be a disaster. And then I actually ended up making friends with the students that turned out okay. 5:39 Right. Well, yeah, I mean, today, we're not necessarily going to go into the physical dimensions of how to avoid falling off the stage. But we do have some, some good tips, right? 5:54 Yes. And to provide some advice on how to deliver presentations, and lose that fear, we've divided it into three main blocks. And those are what to do before the presentation, tips for during the presentation. And then even after there's things you can do to, to get better. 6:18 Right, let's start with the first, right, what can we do before the presentation in terms of getting ready, preparing? 6:30 So preparing, it's a very general term, but one of the tips that we like to give is, think of the WHAT, WHY and NEXT. So WHAT is your presentation about? WHY should they listen to you and not look it up online (or listen to a podcast, like ours)? And in what NEXT means - what is supposed to happen next? Do they need to do anything, go on a website, send you feedback? Are you going to send them the materials? So what why our next is so straightforward and simple. But when I asked this question to our clients that are so thrown off, and they don't know what to answer sometimes, 7:10 Yeah, I think that's one of those things. And I struggle with this all the time is, when I get an idea or something like that. It's so easy to just jump over those most basic things of, you know, what, why and index, those are so, so basic, but it's such it's, they're so foundational, right? And in terms of creating something that people will understand and be able to, to really attach to. 7:41 Yep. And do you have any tips around how much you should learn? Should you write the whole thing? Or should you memorize? 7:52 Yeah, that, you know, this is a good question as well, that a lot of our learners ask in terms of, yeah, you know, I'm just going to go and write it all out. And then I'll have an idea. And I'll feel better because I can write it and change it so that it sounds more professional. It sounds like I know what I'm talking about. And I always tell people, please don't try to prepare a presentation where you're reading a script, it is just the most unnatural thing ever. And, and it, you won't end up sounding more professional, if anything, your audience is going to detach, because they're going to sense that something's not really right here, it doesn't seem genuine, right doesn't seem real, it just seems like this person is doing what he's doing, which is reading off of a script. And even still a lot of times with a lot of our learners where they know that, okay, I know this material. But I'm going to put all of my effort into making this perfect slide this perfect presentation. So I would say, focus on actually knowing the material itself really well. More than focusing on how the presentation looks, you know, these kinds of things. Because once you're in that situation where you're on the stage, and people are looking at you, at least you'll be able to Windows like kind of red Sirens of you know, panic and anxiety show up. You'll have learned the material itself so well that you can roll with that. 9:29 Yes. And you also have room for improvisation because your brain is so used to the content and you know, so well what you want to say that that's when your brain starts to come up with anecdotes and that's the fun thing that gets you hooked. And that's the main Why should people listen to you instead of reading an article online? 9:49 Exactly. Because for most of our students, you know what you're talking about. That's why you're up there. That's why you have the opportunities to speak there is because someone thinks you're qualified enough to speak to all these people. So trust in that and go with that. So yeah, so we have right not, not over learning. Don't script it right? What else can we do? 10:14 Practice, practice, practice, practice, practice in your mind, but more importantly verbalize it, say it out loud. And recording yourself is uncomfortable for everyone. But it works. I have never tried it. I always told my students should record yourself, you should record yourself and they were like, Huh. And just a few of them did it. And when we started with the webinars, I haven't done something like it before. And I said, Okay, I'll use my own tip. And it was one I'm comfortable. And two, super helpful. So if you get to go over the sound of your own voice, I would say do it. 10:54 Yeah. You know, this is one thing that I have to be totally honest here. Doing these podcasts is the first time I've actually recorded myself for a long time. And I've learned a lot about, you know, not saying the word Absolutely. 500 times, yeah, within the span of 20 minutes. So those are good learning lessons. Definitely. Okay, and then so we have that. And then the last little tip is, I would say get an English mindset before 30 minutes to an hour before the presentation. And that could be listening to a podcast, you know, like Talaera Talks, or, you know, watching a show on Netflix that's, that's in English, whatever you can do to get your kind of English mind, you know, in the zone before you go up and actually speak English. So So those are all of our kind of pre presentation tips, what you can do before, so what about during, 11:58 so for during, there's a lot of things that you can you can do to improve your presentations. But the first tip is to learn how to start to have a mind map of what am I going to do at the beginning. So you start confident already. So welcome, everyone, introduce the people introduce the topic and go to the main point, those four parts will help you have a nice start. Welcome, everyone. For example. Hi, everyone. Welcome to today's presentation. Today, we'll be talking about business events, introduce the people, you can introduce yourself , like, Hi, my name is Paula and I'm a business English instructor at Telstra, and perhaps even the audience. Today we have with us students from all different nationalities and levels, or, you know, whatever the audiences, that's also helpful for everyone to understand, introduce the topic, or give you some best practices for business emails , and a few templates, and then go to the main point. So a simple sentence like Alright, let's get down to business. So having those welcome introducing people introducing the topic and going to the main point will help you have a nice start. 13:16 Yeah, and I like that concept of that the mind map is so good. Because it's it's not the scripting, like we were talking about before, it's having a kind of a little mental checklist. So that when those first few minutes, were you're up there on the on stage, and you're like, oh god, oh, god, here we go. Here we go. You have that little checklist that I created. Okay, so I welcomed introduced the people the topic, and now to the main point, and that can get you in the zone and going I really liked that. Yeah, so so having that, that starting template. And then another thing would be, I would say slowing down, slowing it down. And this is really I think it touches on a lot of aspects. The first would be just the general anxiety, we tend to speak a lot faster when we're really anxious, you know, but by slowing down, it really helps with non native English speakers because it helps with the accent. And it helps with giving you some time to really think through your next thoughts. Now, I'm not saying that you should, while you're speaking, try to think steps three, four or five ahead of you. But giving yourself a little bit of time to Okay, I'm going through this pattern now. Now I can go to the next one, right. And doing that, you know, another with the slowing down a tip if you're really nervous to go in is prefacing your speech. So before you really get into everything, maybe after the welcome part is just to say, Hey, you know, I'm going to try to speak as clearly as possible, as English as myself. first language and really smile and maybe make a little joke about that. And I think that's a good way to open it out for the audience to show some vulnerability and and help. I mean, what do you think about that? 15:13 Yeah, I mean, we see that with, sometimes with celebrities, when they're not native speakers, and they admitted, and they, they kind of put yourself put themselves, as you said, in that vulnerable position, and that makes them even cuter. 15:28 Mm hmm. 15:29 So it's making yourself human, I think it's always a good tip. And you were saying that slowing down helps with your accent and also for yourself to gain time to really know what you're going to say. But also for the for the audience. We don't mind people making some little pulses, so that they also have time to collect their thoughts. 15:50 Right, right. Yeah. Yeah, definitely. Those are, those are two really good aspects, starting, you know, the template and then slowing down, right. Yeah, kind of diffusing the anxiety by saying, Hey, you know, this isn't my first language. And that really gets the audience on your side, right. And then another would be not reading off of your slides. I mean, this is kind of the basic, you know, what you learn in school, but it's also something that a lot of people get, yeah, get, get hooked on, just because it's like a safety net. And I would say that's where the overlearning the material that we talked about beforehand comes into play. Anything else in this? 16:42 Oh, recap for sure. After every section, do a little recap, and at the end to recap where you summarize the main points of the whole presentation? 16:54 Yeah, yeah. Good. Good. So So summarize. Yeah, yeah. And that's a that's a good, you know, I would say three aspects, four aspects that during the presentation, if you keep these in, in your mind, it's, it's, I would say, it's going to help a lot. And so now we're going to move to what can we do after the presentation? We've done it, we've walked off the stage. Whoo, I'm so glad that's over. Now, is all of our work done? No. 17:27 No, not really. That's now it's your chance to actually learn from, from everything you did. So one of the tips we suggest is try to ask for feedback. But that's not so easy, right, Simon? 17:42 Yeah, it's, I think, a big question. And that is, who do you get the feedback from? Right?

17:50 So we, we would always suggest to try and find someone you can trust someone who is honest, and who can give you objective feedback. So in some cases, that can be your manager, but sometimes it's a colleague that understands the topic, and can really provide some feedback on how you did. 18:13 Yeah. And that's, I think, in terms of learning, this is one of the most crucial thing is reflecting back on what you did, and seeing what worked, what didn't work, and how can I take that and move forward? Because especially with presenting, it's a skill, and it takes practice, practice, practice. And, and I think, for a lot of people, you should jump at the chance to do this. So that you can continue to learn and continue to grow. But be sure to reflect by Yeah, by asking for feedback and seeing what worked, 18:47 for sure. And ideally, that would be someone, perhaps from work that can see how you did and like the actual show, if not Talaera teachers also do that. So you can present your own presentation, pretending it's the actual one. And that's how we can provide feedback on the structure, the vocabulary, the language in general. 19:08 Yeah, absolutely. I do that. Oh, there you go. Absolutely. Definitely. See, I'm reflecting back and learning as we go. I'm working. I'm learning that. Yeah. But I've done that recently with a couple of students where we've gone through their deck and looked at what are their plans in terms of presenting and we've kind of gone through in detail that together. So So yeah, so that was kind of I would say the biggest thing in terms of afterward. 19:40 So we have the pre-presentation, just as a quick recap for the pre-presentation and before your presentation, always remember the what why next, what is your presentation about? Why should people listen to you and what should happen next overnight Learn the content. be super confident about what you want to talk about. But don't script it. Don't write everything down. Otherwise, it would sound like you're just reading. 20:11 Write and practice through verbalization. record yourself, even though it may be awkward, but it's a great learning technique. And then get in that English mindset beforehand by Yeah, listening to a podcast or what have you. And then during the presentation, right, starting with the template, Paolo was discussing the welcome introducing the people the topic, and then going to the main point, 20:37 slowing down a little bit. It's not necessary to go super fast. It's not only not necessary, but people will understand you better if you take your time and make some pauses. Of course, don't read off their slides. Tell them the story. 20:54 Right, right. And remember 20:56 to recap, just like we're doing now. Send them or tell them a quick summary and the main points, 21:03 right, and don't fall off the stage as well. That's ideally we forgot. Ideally, it's final for then, as the final point, right, asking for feedback, finding that person that can get you that feedback that's so important to you. Finding what worked and moving forward. 21:21 That's right. All right. Do we have it for today? 21:25 I think that is it for today. Yeah. I had a lot of Thanks. Yeah, I had a blast. And thanks for meeting up. And we have a lot of good stuff coming up with Talaera. Right. 21:38 We have webinars, our blog is busier than ever. So go on the http://blog.talaera.com/ , check out the resources. And what else? 21:51 Find us on LinkedIn. And yeah, please ask any questions, we'd be glad to get back to you. So that is it for today. And thank you to all of our listeners. So far, we're excited to keep growing this. And as always, keep learning! 22:11 And that's all we have for you today. We hope you enjoyed it, and remember to subscribe to Talaera Talks . We'll be back soon with more! And visit our website at https://talaera.com for more valuable content on business English. You can also request a free consultation on the best ways for you and your team to improve your communication skills. So have a great day and keep learning!

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How we see it

Team presentation tips to help you all succeed.

Speaker 1 – “That’s me at the end of my talk, so I will now hand over to my colleague John.” Speaker 2 – “Erm…thanks…but … Read More

Speaker 1 – “That’s me at the end of my talk, so I will now hand over to my colleague John.”

Speaker 2 – “erm…thanks…but my name is brian”.

A team presentation is not easy. I witnessed this exact exchange (apart from changing the names) between two colleagues recently. While this was a particularly bad example of teamwork, for me it encapsulated the spirit of far too many so-called ‘team presentations’ I have seen over the years.

Team presentations have the potential to be extremely positive experiences, in terms of the preparation, the delivery and the impact on the audience. Two voices are more engaging than one, two heads are better than one and a tangible chemistry can develop between the speakers. In essence it is like that old saying about the whole being greater than the sum of the parts.

In practice, though, I have seen many more negative team presentations than positive ones. How can we avoid the risks and what practical steps can be taken to make both speakers look good?

Let us start with the most dangerous part of a team presentation.

Team Presentation Tip 1 – The Handover

The riskiest part in my view is the handover from one speaker to another. It can happen once or it may happen multiple times in a talk. It is often done badly. While the first speaker may usually get the name right they often literally have no idea what their colleague is going to say. Or the second speaker is not quite ready to start or is not even paying attention.

The handover is also the riskiest part of the 4 x 100 metre relay in athletics where a dropped baton can mean the fastest team on paper fails to win and can end up finishing in last place. Track teams will spend rehearsal time focussing only on handovers. In mechanical terms, the first runner starts to decelerate slightly at a certain point, while the second runner starts to accelerate and wants to be at a high speed by the time they take the baton.

This analogy from athletics is useful for presentations too. I have a two-part suggestion that I want to share about handovers.

Firstly, if you are the speaker handing over the baton then know what your partner is going to cover and how they intend to start. Say something brief about them, their topic and their opening point.

Secondly, if you are the speaker taking the baton then be fully alert and ready. Know exactly when and how your partner is going to finish. Take the baton confidently, thank them and go off on the front foot.

Devote some time to work together with your colleague specifically on all the separate handovers – I can guarantee it will pay off.

Team Presentation Tip 2 – The Mentality

Go into all aspects of the presentation (from the initial preparation to the final delivery) with the mindset of being judged only as a team. Too many speakers worry exclusively about their own ‘score’ and pay little attention to the team output. In the athletics relay if two runners run great legs but two runners run poor legs then the team will get a poor result. Nobody will remember or care about the two great legs.

Treat a team presentation in exactly the same way as the athletics relay. Do the first planning session together, understand both halves of the talk, share slides with each other well in advance and rehearse together.

Team Presentation Tip 3 – The Body Language (when not speaking)

Many speakers have a reasonable idea of the importance of body language (at least in theory, if not in practice) when they are presenting. Fewer speakers, though, understand body language when their partner is speaking. Most of the audience will be focussed on the person speaking but at certain points they will be looking at the partner not speaking. What do you normally do when you are not speaking?

Do you focus your attention on your partner and look interested?

Do you look bored or distracted?

Are you checking your phone for text messages?

Are you signing your Christmas cards or playing solitaire on your tablet?

The two examples in the previous sentence are real examples from the world of politics!

Think very carefully about how you come across when you are silent – they will notice pretty much everything about your body language and facial expression.

Presenting with a colleague is a regular part of business life. This provides an opportunity to create a rewarding experience from beginning to end if it is done right. Approach it from day one with a team mentality, really work on your handovers and be aware of your body language. Do all this and you give you and your partner a good shot at success.

Oh, and get their name right!

Gavin Brown Director Speak With Impact

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Passing the baton: planning effective handoffs between presenters.

It seems like it should be an easy thing, but in our experience the most-often bungled part of a presentation is the handoff from one presenter to the next. There have been countless scenarios where we’ve seen a speaker finish their talk and just walk offstage, leaving awkward dead air while everyone tries to figure out what to do next. Or, they’ll finish the presentation and look helplessly at the emcee for direction.

Avoid these scenarios by planning how you want to handle your transitions ahead of time. There are a lot of different ways to do this. No one option is better than another - the right answer just depends on how you want to run your event.

Option 1: The Emcee

Having a single person provide the on-stage presence is usually the easiest option for your presenters. This person is responsible for opening sessions after breaks, introducing each presenter, and dismissing to breaks. They can come onstage to thank each speaker and moderate Q&A sessions. This provides your presenters with the support of having someone there to manage those transitions, and not expecting them to handle it on their own.

Option 2: Presenter to Presenter

One presenter introduces the next. This is fast and efficient, provided that it is planned and rehearsed in advance. If you have a sequence of short, rapid-fire presentations, having the emcee bounce up and down from the stage can get repetitive. Allowing the presenter to conclude their presentation and briefly introduce the next speaker keeps the line moving without having another transition on and off stage.

This seems to work best when presenters know each other. Different members of a sales team for instance will have a personal relationship that makes introductions easier. It can be awkward to introduce someone you’ve never met - especially when you don’t have any “ownership” of the event. This can be smoothed over with rehearsals where the presenters meet each other and practice the transition. We can also put notes on the confidence monitor or speaker timer to provide reminder cues.

Option 3: Voice of God

The infamous VOG: the disembodied voice that comes over the PA to announce presenters, usually with a music cue playing in the background along with it. VO’s are dead-simple, and remove all of the guesswork for your presenters. It may not be the correct approach for every show, but it helps keep things moving when options 1 and 2 aren’t applicable..

VIP Audio Visual can run VOG’s on any event with a dedicated audio technician. If you can provide a script of the introductions we can pre-record them before your event - otherwise we’ll record onsite given enough time. In an emergency we can do them live, but pre-recording removes a lot of potential for mistakes.

Mix and Match

There’s no rule that says you have to pick one option and stick with it for your entire event. Perhaps presenter to presenter handoffs make sense while introducing your sales playbook, but your VP should act as an emcee for the keynote presentations. Use VOG’s to bring the audience back from break and to get your emcee or first presenter onstage, and then switch to another option. If you’re doing Q&A it does help to have a “boss” onstage who makes the decision to end questions and move on to the next item on the agenda.

These aren’t the only options for handoffs, but they’re the three we see most commonly, The most important thing is to make sure that your event is planned ahead. As long as everyone knows what will happen at the beginning and end of the presentation, your events can run smoothly and professionally.

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Business School Presentations

How to Transition Between Speakers

One of the least-practiced aspects of the group presentation is how you pass the baton – the transition between speakers .

Yet these baton-passing linkages within your presentation are incredibly important.

They connect the conclusion of one segment and the introduction of the next.

Shouldn’t this connecting link be as strong as possible, so that your audience receives the intended message? So the message isn’t lost in a flurry of scurrying presenters moving about the stage in unpracticed, chaotic fashion?

You forfeit tremendous personal competitive advantage if you ignore this seemingly small aspect of your presentation.

Don’t Lose Your Message!

It sounds absurd, but group members often develop their individual presentation segments on their own. Then, the group tries to knit them together on the day of the group show.

A formula for disaster.

The result is a bumbling game of musical chairs and hot-baton-passing.

Imagine a sports team that prepared for its games this way , with each player practicing his role individually and the players coming together as a team only on the day of the game and expecting the team to work together seamlessly.

Sports teams don’t practice this way. Serious people don’t practice this way.

Don’t you practice this way.

Don’t yield to the tendency on the part of a team of three or four people to treat the presentation as a game of musical chairs.

How to Transition Between Speakers?

This happens when each member presents a small chunk of material, and the presenters take turns presenting.

Lots of turns.

This ungainly dance disconcerts your audience and can upend your show.

Minimize the passing of the baton and transitions, particularly when each person has only three or four minutes to present.

I have also noticed a tendency to rush the transition between speakers.

Often, a presenter will do fine until the transition to the next topic. At that point, before finishing, the speaker turns while continuing to talk, and the last sentence or two of the presentation segment is lost.

The speaker walks away while still citing a point. Perhaps an incredibly important point.

Don’t rush from the stage.

Stay planted in one spot until you finish.

Savor your conclusion, the last sentence of your portion. It should reiterate your Most Important Point .

Introduce your next segment. Then transition. Then pass the baton with authority.

Harmonize your Messages

Your message itself must mesh well with the other segments of your show.

Each presenter must harmonize the message with the others of a business presentation. These individual parts should make sense as a whole, just as parts of a story all contribute to the overall message.

“On the same page” . . . “Speaking with one voice” . . .

These are the metaphors that urge us to message harmony. This means that one member does not contradict the other when answering questions.

It means telling the same story and contributing crucial parts of that story so that it makes sense. So that each of you acquires, incrementally, personal competitive advantage as you progress through your show.

This is not the forum to demonstrate that team members are independent thinkers or that diversity of opinion is a good thing.

Moreover, everyone should be prepared to deliver a serviceable version of the entire presentation, not just their own part. This is against the chance that one or more of the team can’t present at the appointed time.

Cross-train in at least one other portion of the presentation.

Remember: Harmonize your messages . . . Speak with one voice . . . Pass the baton smoothly. Transition between speakers with authority and confidence for an especially powerful business presentation.

You can find more discussion on how to transition between speakers in The Complete Guide to Business School Presenting , your key to personal competitive advantage in business school and beyond.

For Especially Powerful Business Presentations

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Effective Speech Transitions: How to Make Your Speech Flow

Hrideep barot.

Public Speaking , Speech Writing

A speaker at an event making his speech flow with the help of effective transitions

You’re working on your speech and have just finished writing the first draft. However, when you say your speech out loud, you notice that something’s not right.

There is some awkwardness between the points. The speech just isn’t flowing in a smooth manner.

A common reason for this is speech transition. Using transitions in your speech allows you to move from one part of your speech to the next in a smooth manner, making your speech flow appropriately as well make it easier for the audience to follow your speech.

A speech without transitions can seem disorganized and confusing to an audience.

Types of Transitions

Here are the different types of transitions you can use in your speech to ensure it flows smoothly:

Counterpoints

These transitions are used when you are talking about ideas that contradict themselves.

Example : Reading makes you grow in every way. But on the other hand , if you read and don’t act upon what you have learned, it’s just a waste of time.

Transitions:

On the other hand…
Contradictory to my previous statement…
But if we look at the other side…
Conversely…
But what about…
Contrast that with
At the same time…

They help in making a persuasive speech with 2 different arguments flow smoothly.

Related article: The Secret of Writing a Persuasive Speech (On Any Topic) | Ethos, Logos, Pathos is Not Enough

Important ideas

Your speech will have some points, messages or ideas that you want to emphasize upon. Instead of just stating them out, having a transition for them can make them stand out and show the audience that what you are about to say is important.

Example: I still remember when I was 11 years old, my father bent down and whispered to me, (…pause…) “Wait, son. Patience will get you what you deserve.”

Pause : Just pause for a few seconds before/after you say the important statement to add more impact
Slow down : Slower your pace to emphasize on the point you want the audience to take notice of
Question : Pose a question to the audience before stating your main idea
Stage movement : Move to another area of the stage from where you were standing before stating your main idea

When you are talking about a process of something or giving steps on how to achieve something, it’s best to use numerical transitions for them to make it easier for the audience to understand how many steps are included in the process you are stating.

Example: Let’s talk about how can write your first speech: First , have a key idea in mind. Second , write down all the things associated with that idea. Third …

First/firstly/The first one is…
Second/Secondly/The second one is…
Third/Thirdly/The third one is…
Last/Lastly/Finally/The fourth one is…

When you’re talking about an example to support your previous statement, using a transition can help smoothen out your talk.

Example: Small lifestyle changes can have a huge impact on the way you approach your day. For example , if you start waking up an hour earlier than you’re used to, you can use that time to plan your entire day.

For example…
You know how…
Take the case of…
To understand this…
What’s an example of this?…

A change in tone can also help with transitions during an example.

Related article: All You Need to Know about Voice Modulation & Tonality for Public Speaking

Handing the stage to another speaker

If you are presenting something or speaking along with multiple people, don’t finish your part, abruptly stop and let the other person start talking. Use a transition to let the person who you are handing the stage to as well as the audience know that you are going to be passing the mic to someone else.

I’ll now pass on the stage to John who will take you through the next points…
To help us understand this topic better, we have Lee, who will talk us through…
To talk about this, we have Raj…

The next speaker can complete the transition with a simple acknowledgment such as “Thank you”.

Visual aids

speech transitions during ppt presentations

If you’re using a power point presentation or demonstrating your talk with the help of visual aids, use transitions whenever you’re switching from one slide to another or when you are talking about a point yourself and turn to the slide for reference.

Example: The next slide shows us how our sales have increased this month. As you can see here , the sales are spiking mainly during the weekends.

As you can see here…
This graph indicates…
Moving on to the next slide…

Call to action

Most (if not every) speech ends with a Call to Action (CTA) that asks the user to commit to an action which relates to the main idea of the speech. Use transitions for your CTA for better clarity and more emphasis.

Example: I urge you to try this the tonight before going to bed.

So, how do you apply this in your life?…
Try this when you go home today…
How can you help you in this?…
I urge you to…

Previously stated point

Use transitions when speaking about a point you have already spoken about or stated in the previous part of your speech.

Example: Remember when we spoke about trolls? Let’s dive deep into that now.

Remember we spoke about ____?…
Let’s revisit…
We spoke about ___ earlier. Let’s elaborate on that…
Let’s go back to…

Transitions That Don’t Need a Transition

While transitions are important in smoothening out your speech, there are some instances where you don’t really need a transitioning word or phrase like the examples provided above. These instances are:

Similar ideas

When you are talking about similar ideas, instead of saying things like “Similarly”, “Likewise”, etc. you can just say the points without a transition. I’ve seen it work better when I say the ideas out in succession just as they are, without adding transitions.

Moving from the introduction of the speech to the body

In a speech, if you have to state something out like “Let’s begin talking about…” or “Now let’s get started…”, etc. it makes the speech sound amateurish.

A much more effective transition is when your content speaks for itself.

Instead of stating a transitional statement, writing and structuring your speech in a manner that makes a clear distinction between your introduction and your body is much more effective and calls for a smoother transition and a more effective speech.

Moving from the body of the speech to the conclusion

Similar to the previous point, there’s no need for a transitional statement from your body to your conclusion. If your speech is written and structured properly, it won’t require a transition.

The audience will be able to tell when you are talking about your body and when you are concluding your speech.

You can also check out this resource for understanding the importance of sentence transitions. I found it particularly helpful especially for transitioning between paragraphs.

Related article: 5 Ways to End Your Speech With Maximum Impact!

Using Voice and Body Language to Transition

Sometimes, the best way to transition from one point to another is by using your voice or body . Changing the tone of your voice can clearly indicate a transition. Similarly, using the stage as a means to talk about different parts of your speech can be a great way to subconsciously communicate transitions to your audience.

For example, you start off with the intro at the center of the stage, come to the right for the first half your body, move to the left for the second half and conclude your speech back in the center.

Related article: 5 Body Language Tips to Command the Stage

Transition Mistakes

Incorrect transitions.

Using incorrect transitions in your speech can horribly confuse an audience. For instance, if you say the word “however” but continue with an idea which is similar in nature, it will make the audience wonder whether or not they are following your speech correctly.

Inconsistent transitions

This usually happens while explaining processes. For instance, if you start with “first, second…” and then say the word “point number 3”, it causes inconsistency in your speech. This isn’t necessarily a big deal as long as you are putting across your point in a manner that the audience is able to easily understand.

Overusing the same transition

Monotony is the enemy. Using the same transition in your speech over and over again can cause your speech to sound very repetitive even if your actual messaging is different throughout. Use transitions that sound different every now and then to add more variety to your speech.

Using speech transitions help you connect your speech and make it more consumable to an audience. But be aware of not overusing them or using them where they are not required.

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Guide for Giving a Group Presentation

February 21, 2018 - Dom Barnard

In certain academic and business situations, it is more valuable to deliver a group presentation than a solo one. Many people prefer group presentations because there is less pressure on the individual. However there are also unique challenges, such as having to ensure multiple individuals collaborate in order to produce a cohesive piece of work.

Preparing for the group presentation

As with any presentation, there is a significant amount of work during the preparation stage. The group must be well organised because there are multiple individuals, and therefore multiple personalities involved.

Presentation moderator

To assist with organisation, the group should first decide on a presentation moderator – this is essentially the “leader”. The presentation moderator can have the final say when decision-making is needed and, during the Q&A portion of the presentation, can decide which speakers will answer certain questions.

Understanding the audience

To make your presentation engaging you need to think about the audience so you can tailor it towards their needs. How much will the audience already know about this topic? What will they want to get from this presentation?

For example, if you are presenting the topic of building a bridge to a group of civil engineers, you can confidently use technical language. However, if you are presenting to secondary school students, you would need to use simpler language and not explain the methods in as much detail.

The presentation’s purpose

As a group, ensure you agree on the purpose of the presentation so that you all understand the message that needs to be conveyed e.g. “We want to find out which treatment works best for social anxiety.” Deciding on your message means that the group can start building key points around this – just keep in mind that each subtopic must contribute to the presentation’s aim.

Divide the presentation

The presentation needs to be divided into main areas so there is a clear beginning, middle and end. This is where can you decide on the order of the subtopics. Presentations usually follow this structure:

1. Introduction:

It is useful to agree on the first minute of the presentation as a team. This is because the audience should be interested from the start and convinced to listen.
The presentation’s aims are also discussed and an overview of the presentation’s structure is provided. For example, “We set out to explore the effectiveness of different treatments for social anxiety. We will first cover the symptoms and prevalence of social anxiety, before explaining the different treatments. This will then lead into a discussion about the pros and cons of each treatment route. Finally, we will explain which treatment route we decided was the most effective for this disorder.”

2. One or two middle sections:

These sections consist of providing the information that addresses your presentation’s aim.
There can be more of these sections depending on your topic.

3. Conclusion:

After summarising all of the key points, there must be a clear conclusion. It is beneficial to appoint the conclusion to the best speaker as this is where all the information is pooled together.

After segmenting the presentation, a time sequence can be created so the group understands the order in which tasks must be completed. It is important to set deadlines for this.

Share responsibility

A frequent problem when working within a group is unequal participation as this can subsequently cause disharmony.

But this is easily avoidable by assigning each speaker a section of the presentation to work on depending on their interests. This means that each speaker should be doing the research for their section and putting together a speech and slides (if being used).

It is important to specify exactly what each group member should be doing with their time.
Make sure the length of time per speaker is agreed on.
Do not change speakers more than necessary because this can reduce the coherency of the presentation.

Build the presentation together

For an audience to follow and enjoy a presentation, it must flow together. Meeting up and building the presentation helps with this because:

This prevents the duplication of content.
You can put the slides together, although only one individual should be responsible for merging the slides so there is consistency within the presentation.
It is useful to receive feedback on the speeches before presenting to an audience.
The team can agree on any edits.
The team can agree on the conclusion.
You can make sure that each speaker will talk for the same amount of time and cover a similar amount of information.
The team can come up with the first minute of the presentation together.

Business people giving a group presentation

Use stories to engage the audience

A good presentation opening could start with a story to highlight why your topic is significant. For example, if the topic is on the benefits of pets on physical and psychological health, you could present a story or a study about an individual whose quality of life significantly improved after being given a dog.

The audience is more likely to remember this story than a list of facts and statistics so try and incorporate relevant stories into presentations.

Know what each speaker will say

Each speaker must know what the other group members will say as this prevents repetition and it may be useful to refer to a previous speaker to assist in explaining your own section.

Also, if a team member is unable to attend on the day it will be easier to find cover within the group.

Write and practice transitions

Clean transitioning between speakers can also assist in producing a presentation that flows well. One way of doing this is:

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

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.

Practice the presentation

Rehearse with the group multiple times to make sure:

The structure works
Everyone is sticking to their timing.
To see if any edits are needed.

The more you rehearse a presentation the more you will feel comfortable presenting the material and answering questions as your familiarity with the content increases.

Handling nerves before the presentation

It is natural to feel nervous when presenting in front of others, regardless of the size of the audience. Here are some tips:

Remind yourself that the audience is there to listen to you and wants you to do well; there is no need to be afraid of them.
Remember that the audience members will have to present their projects later and are almost certainly feeling just as nervous.
Practicing with your group and practicing your section at home will make you more comfortable and familiar with the material and increase your confidence.
Practice pauses – when people feel nervous they tend to find silences uncomfortable and try to fill gaps, such as using “um” multiple times (filler words). Practicing pauses will help the silences feel less unnatural when you present therefore reducing the need for filler words.
When we are nervous we often begin breathing quickly and this in turn can increase our anxiety. Controlled breathing is a common technique that helps slow down your breathing to normal thus reducing your anxiety.

Exercises to control your breathing:

Sit down in an upright position as it easier for your lungs to fill with air
Breathe in through your nose and into your abdomen for four seconds
Hold this breathe for two seconds
Breathe out through your nose for six seconds
Wait a few seconds before inhaling and repeating the cycle

During the group presentation

Introducing the team.

The presentation should begin with the presentation moderator introducing the team. This is smoother than each individual presenting themselves.

Pay attention to the presentation

You may feel nervous as you wait for your turn to speak but try to listen to the presentation. The audience is able to see the whole team so it is important that you look interested in what is being said and react to it, even if you have heard it multiple times.

Body language and eye contact

Body language is a useful tool to engage the audience:

If it is your turn to speak then stand slightly in the foreground of the rest of your group.
Smile at the audience as this will make you look more confident.
Make eye contact as this helps you engage with the audience.
Keep your arms uncrossed so your body language is more open.
Do not look down and read from your notes- glancing down occasionally is fine but keep in mind that you are talking to the audience.
This is the same for presenting visual aids ; you may need to glance at the computer slide but make sure you predominantly face the audience as you are still speaking to them.
Keep your hands at your sides but use them occasionally to gesture.

Vocal variety

How you say something is just as is important as the content of your speech – arguably, more so . For example, if an individual presented on a topic very enthusiastically the audience would probably enjoy this compared to someone who covered more points but mumbled into their notes.

Here are some pointers:

Adapt your voice depending on what are you saying- if you want to highlight something then raise your voice or lower your voice for intensity.
Avoid speaking in monotone.
Sound enthusiastic – the more you sound like you care about the topic, the more the audience will listen.
Speak loudly and clearly.
If you notice that you are speaking quickly, pause and slow down.
Warm up your voice before a speech

Take short pauses and breath deeply. This will ensure you have more vocal variety.

Handling nerves during the presentation

If you find that you are too uncomfortable to give audience members direct eye contact, a helpful technique is to look directly over the heads of the audience as this gives the impression of eye contact.
Try not to engage in nervous behaviours e.g. shifting your weight or fidgeting.
Remember that it’s unlikely that the audience knows that you are feeling nervous – you do not look as anxious as you feel.
Notice whether you are speaking too quickly as this tends to happen when nervousness increases. If you are, pause and then slow down.

Strong conclusion

Since the conclusion is the last section of your presentation the audience is more likely to remember it. Summarise the key points and lead into a clear concluding statement. For example, if your presentation was on the impact of social media on self-esteem you could list all the main points covered in the presentation and conclude “Therefore, from the amount of evidence and also from the quality of evidence, we have decided that social media is negatively/positively impacting self-esteem.”

Questions and answer session

The questions and answers session after the main presentation can be a source of anxiety as it is often difficult to predict what questions will be asked. But working within a group setting means that individually you do not have to know everything about the topic.

When an audience member asks a question , the presentation moderator can refer a speaker who has the relevant knowledge to provide an answer. This avoids any hesitant pauses.

If you are answering group presentation questions:

Pause before answering- take the time to gather your thoughts and think about your answer
Make sure you answer the question- sometimes you may start providing more information than necessary. Keeping answers as concise as possible will help with this.
Ask the questioner for clarification if you do not understand- it’s better to ask rather than answering in a way that does not address the question.
You’re not expected to know everything- challenging questions will emerge and if you do not know the answer you can respond with: “That’s a really good question, I’m not certain so let me look into that.”

Ending the presentation

A good ending usually consists of the presentation moderator thanking the audience. If there is another group afterwards they should transition to the next group.

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How to plan a project handover meeting agenda that gets results.

Set a clear, concise project handover meeting agenda by identifying key stakeholders, outlining all project details, planning and prioritizing discussion points, focusing on outcome-based strategies, incorporating transition tasks, and ensuring open lines of communication for questions and clarifications.

Last Updated: March 5, 2024

A project handover meeting agenda typically includes items such as an introduction and welcome, review of project objectives, deliverables, and timeline, discussion of project accomplishments, challenges, and lessons learned, transfer of project documentation and resources, identification of ongoing support and responsibilities, and closing remarks and next steps. The agenda is aimed at ensuring a smooth transition of the project from one team or individual to another, promoting effective knowledge transfer, and ensuring continuity and successful completion of the project.

How To Plan A Project Handover Meeting Agenda That Gets Results: Step-By-Step

Step 1: planning the meeting, step 2: deliver invitations, step 3: prepare the handover document, step 4: pre-meeting briefings, step 5: starting the meeting, step 6: status update presentation, step 7: presenting the handover document, step 8: open questions and answer session, step 9: assigning future roles and responsibilities, step 10: final reflections & closing the meeting, step 11: send meeting minutes.

Once you have decided on the date, time, and location for the meeting, it is crucial to create a comprehensive agenda that outlines all relevant topics and points related to the project. This will ensure that the meeting is focused, productive, and achieves its objectives.

When organizing a project, it is crucial to formally invite all relevant participants, such as the project team, stakeholders, and other individuals with a vested interest. Ensuring everyone is included from the start fosters collaboration and commitment.

This comprehensive document serves as the focal point of the meeting, encompassing essential details, project objectives, deliverables, processes, resources, and other pertinent information crucial to its success.

It is important to schedule a meeting with the project team before the handover meeting to align everyone’s understanding and prepare them to share essential project information during the presentation.

To start the handover meeting, cordially greet all participants and provide a brief overview of the meeting’s objectives. Subsequently, ensure the agenda is discussed thoroughly, ensuring all attendees are aware of the topics to be covered.

The project manager or team provides a comprehensive overview of the project’s progress, highlighting achieved milestones or completed deliverables, ensuring stakeholders are informed about the current state of affairs.

During the handover meeting, it is essential to thoroughly discuss and review the handover document with all attendees. This includes providing a comprehensive explanation of the project details, timeline, desired outcomes, and addressing any questions or concerns that arise.

Once the document has been showcased, invite everyone to share any queries or uncertainties during an open discussion session. This interactive opportunity will facilitate valuable input from all participants, addressing any misconceptions along the way.

The project team members will have specific responsibilities and roles assigned to them, along with clear deadlines, tasks, and expectations. Each member’s contribution will be crucial to the successful completion of the project.

Once all the topics have been addressed, allow for final opinions and introspections. End the meeting by expressing gratitude to all participants for their engagement.

After the meeting adjourns, ensure the meeting minutes are promptly circulated among all attendees, providing a concise summary of the key points discussed, decisions made, and assign new tasks to respective individuals.

Questions to include as the leader of the meeting

1. What were the key objectives of the project? Explanation: To understand the overall goals and purpose of the project.

2. What were the major milestones achieved? Explanation: To evaluate the progress made during the project and identify significant accomplishments.

3. Were there any major setbacks or challenges faced during the project? Explanation: To identify and address any issues that arose during the project, and to learn from them for future projects.

4. What is the current status of the project? Explanation: To get an update on where things stand at the time of the handover meeting.

5. Are there any pending tasks or unfinished work? Explanation: To determine if there are any loose ends that need to be tied up before transitioning the project to the new team.

6. Are there any outstanding issues or concerns that need attention? Explanation: To address any ongoing or unresolved problems that could impact the project’s success.

7. Are there any specific requirements or instructions for the new team taking over the project? Explanation: To provide clear guidelines and expectations for the new team to ensure a smooth transition.

8. What resources were utilized during the project, and are there any remaining or outstanding resource needs? Explanation: To assess the allocation of resources during the project and identify any additional resources needed for completion.

9. Were there any changes to the initial project scope or requirements? Explanation: To understand any modifications or revisions made to the original project plan.

10. What were the key lessons learned from this project? Explanation: To reflect on the project and extract insights or best practices that can be applied to future endeavors.

What to include in a Project Handover Meeting Agenda?

The project handover meeting agenda should cover key topics such as project objectives, deliverables, timelines, budget, key stakeholders, potential risks, communication channels, and transition plans. Other important areas to discuss are outstanding tasks, lessons learned, documentation and knowledge transfer, and any unresolved issues that need attention before handing over the project.

How To Run A Project Handover Meeting

During a project handover meeting, it is crucial for a leader to provide clear instructions regarding the project’s objectives, timeline, and deliverables. It is essential to promote open communication and involve all team members to ensure a smooth transition. Additionally, discussing any outstanding issues and lessons learned can help enhance future project management practices.

Software To Help You Run Your Project Handover Meeting

Software is a valuable tool for leaders in preparing a project handover meeting agenda. With its advanced functionalities, software allows leaders to easily compile all necessary project information, coordinate tasks, and set deadlines. This streamlines the preparation process, ensuring that all crucial points are addressed during the meeting and facilitating a smooth transition between project phases.

Our Recommendations:

Meeting Management Software : A software that can help you organize your meeting workflow
Meeting Agenda Software : A software that helps you to collaboratively create meeting agendas
Meeting Notes Software : Software that allows you to create notes during meetings

In order to ensure a smooth and successful project handover, it is crucial to plan a well-structured meeting agenda. By following the steps outlined in this blog post, you can create an agenda that focuses on key areas, promotes effective communication, and ultimately gets results.

The first step is to understand the purpose of the meeting and define clear objectives. This will help you set the tone and guide the discussions throughout the session. Next, you should identify the key stakeholders and invite them to the meeting, ensuring that all necessary parties are present.

A comprehensive agenda should include important project details, such as a project overview, goals, timeline, and deliverables. It is also essential to allocate time for discussing risks, potential challenges, and mitigation strategies. By doing so, you can address any outstanding issues and provide a smooth transition to the new project team.

To encourage productive discussions, it is advisable to allocate time for Q&A sessions, allowing stakeholders to ask questions and clarify any doubts. In addition, incorporating interactive activities or group exercises can help foster collaboration and engagement among participants.

Finally, it is crucial to establish clear action items at the end of the meeting. These action items should be specific, assignable, and measurable, ensuring that responsibilities are clearly defined and progress can be tracked. By providing a clear roadmap for next steps, you set the stage for a successful project handover.

Remember, a well-planned project handover meeting agenda is the key to an effective handover process. By following the guidelines outlined in this blog post, you can ensure that your meetings are productive, stakeholders are engaged, and the handover process is seamless.

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Office Management

How to Do a Handover in an Office

Last Updated: March 15, 2024 Fact Checked

This article was co-authored by Jennifer Landis-Santos, PCC, NBHWC . Jennifer Landis-Santos is a Certified Career Counselor & Wellness Coach and the Founder of Career Wellness, LLC. With 20 years of experience, she specializes in helping others identify and move towards a satisfying life and work balance. Jennifer is a graduate of Georgetown University’s Institute for Transformational Leadership, where she is on the faculty of the Health and Wellness Coaching Program. She's a Professional Certified Coach through the International Coach Federation and a Certified Career Counselor through the National Career Development Association. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 680,073 times.

When are you leaving a position, it is likely that your manager or supervisor will ask you to help in the handover period to your successor. Being organised and proactive will help to ensure that your company has a smooth transition and you leave with an excellent professional reputation.

Organising Your Handover

Step 1 Discuss the handover with your manager.

In most instances you will have to at least prepare a formal handover document.
Discuss this with your manager and find out how much you are expected to contribute, and what the focus of your handover should be.

Step 2 Draw up an early outline of your handover document.

Detailed information on your day-to-day activities, tasks and priorities.
An outline of the key points of the role.
A clear outline of what is expected of your successor.
A list of any essential files that will be handed over. This might include a particular contract, or work programme.

This won’t always be possible, but if you have something that is nearly over the line, put in a little extra work to get it done.
A new person coming into a deal right when it is near the line may struggle to get it closed, because they are unfamiliar with all its intricacies.
Let your manager and/or colleagues know what deliverables and milestones you will have completed before your last day.

Step 4 Communicate with your colleagues.

Developing issues are not likely to affect your final days, but if you are aware of them then you can flag them up to your successor.
This is also a chance to make sure everyone knows you’re leaving and when. Let your colleagues know about the handover period, so that they can take it into consideration.
Your productivity is likely to slow during the handover, so its good practice to give your colleagues some advance warning.

Step 5 Write up a formal handover document.

A list and timetable of actions.
A briefing of ongoing issues.
A calendar of forthcoming events and deadlines.
Passwords and login information.
A list of useful contacts.
A guide to navigating files and folders on the computer system.

Managing the Handover Period

There are bound to be things that you forgot about, and having someone shadow you is a good way to expose them to the variety of day-to-day activity.

Step 2 Hand over key documents personally.

This opportunity to explain key information, and for your successor to ask you direct questions is vital for a good handover.
This will also give you an opportunity to provide nuance and context in a discussion that might have been overlooked otherwise. [5] X Trustworthy Source Official UK government website Official website for the public sector of the UK government Go to source

Make sure you make it clear that you are there to help, and you welcome queries.
By doing this, you will be helping to foster a situation in which the responsibility for the handover is shared between you and your successor. [6] X Trustworthy Source Official UK government website Official website for the public sector of the UK government Go to source

Any uncertainties can be cleared up in the meeting.
Depending on where you work, it might be prudent to invite your manager or supervisor to attend the meeting.
You should certainly inform your manager of when and where it is taking place, and ask them if there is anything they would like to add.

Thinking of Long-Term Development

Step 1 Highlight available support and training.

Do this by pointing out any relevant training opportunities that you know of.
Perhaps when you started the job, you received a suite of training to help you adapt and develop.
Be sure you mention this to your successor, and encourage them to explore the possibilities.

Step 2 Don’t neglect the working culture.

Make the effort to take them around the office and introduce them to everyone.
Be sure you clearly define the role of the new employee as well as existing employees.
If the job description of the new arrival is slightly different to yours, or their responsibilities and priorities are focussed elsewhere, make sure existing staff recognise this.

Often a problem can be resolved with a simple email.
Offering to help out after you leave will make a good impression and help boost your reputation.

Community Q&A

↑ https://www.eomelbourne.org/blog/proper-handover-and-transition-at-work
↑ https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/216810/Preparing-for-Handover.pdf
↑ https://www.randstad.com.sg/career-advice/career-development/how-to-prepare-a-proper-smooth-handover/

About This Article

If you’re leaving your job and you need to do a handover to help train your successor, talk to your manager about what you’ll be expected to cover, and write a formal document detailing anything your successor will need to know. Have the new person shadow you for a few days and make sure they have everything they will need during the job. Before you leave, have a final handover meeting with your successor, giving them the opportunity to ask any questions they might have. For more information about writing your handover document, keep reading! Did this summary help you? Yes No

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Project Management

12 minute read

Project Handover: 3 Steps for Long term Success

Devan Ciccarelli

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A project handover seems simple enough -- it’s when one or more components of a project transfer from one person to the next.

But if that’s all your team is doing, you’re likely to run into issues and possible headaches along the way.

See, a project handover is a pivotal time in a project that can either make or break its success.

When done correctly, the project should continue to run smoothly. The transition should be so seamless it should feel as if it never happened.

But if you don’t take the project handover seriously, you’ll end up with communication issues (read: breakdowns) and missed deadlines and deliverables.

Not only will this add stress to your team’s workload, but it can also ruin valuable business relationships if you’re not careful.

Miss more than one deadline and your clients won’t want to work with you again (not that you could blame them).

A successful project handover will also drastically reduce questions from your team and clients later on.

You won’t be pulled back into a project you should have left months ago, and your team will be able to move on quickly and efficiently.

For readers thinking, Well, it’s not really my problem once I hand the project off , think again.

If a project handoff isn’t done correctly, it will quickly become your problem again -- one that continually pulls your attention away from other, more critical tasks.

So to avoid that situation, and to ensure your team always handles project handovers the right way, today’s guide will show you how to tackle one from start to finish successfully.

Want to learn more?

Take your project management skills to the next level with our comprehensive (and free) ebook!

How to successfully transition your project handover

It’s important to understand that even with this transition process in place, the handover isn’t going to happen overnight (nor should it).

If you rush this vital step, you’ll end up overwhelming your team, and you’ll find essential details slipping through the cracks. With that said, your first step is to formulate a plan for your handoff .

It’s a good idea to create and document a formal process here. One someone can quickly pick up anytime a project changes hands within your team.

Bonus : There’s a free checklist for this at the end of this guide!

You should also create two separate yet slightly similar handoff plans for the following situations:

1. When a sales member delivers a new account to a project or account manager

2, When there’s a change in account or project managers

In the first case, you’ll need a clear timeline of when the sales team promised your new client their deliverables and any other vital details (more on this shortly).

As for the second, those details are just as relevant here, but it’s also essential your new manager gets up to speed with what’s already happened so far too.

So your project handoff plans need to reflect both these needs accordingly.

Here’s what else should be included.

Step 1: Determine what details need to be transferred

#1: Sales to project manager handoffs

This handoff is especially necessary since it sets the tone for your relationship with your new client.

A smooth onboarding experience can help prove you’re the company to work with or it can give your clients buyer’s remorse if it’s done haphazardly.

To steer clear of the latter, include these details in your handoff reports at a minimum:

1. Point(s) of contact. Who is your point of contact for your client? What about internally? Both sides should know exactly who is working on what.

2, Defined roles . On top of spelling out the who, you need to determine what each person is responsible for so everyone on the team, and on your client’s team, understands who to reach out to specifically.

3. Project scope. Your sales handoff should also include the scope of the project. What is the client paying for? How many deliverables do they get each week? What is their term period?

4. Deliverable deadlines and milestones . There should also be a clearly defined timeline outlining when things are due internally and when they’re due to the client. These due dates should also have a minimum 2-3 day buffer so your team can review and make changes before presenting the final product to the client.

5. Background information. It’s also a good idea to include essential details about your client that your sales team discovered during the onboarding process.

These can be stats like their website goals, target audience, client preferences, likes/dislikes, and any other significant facts or quirks essential to providing excellent customer service.

Once your sales team closes a deal, this document should be created immediately and delivered to the account manager as soon as possible.

At this point, you can move on to step #2.

But, before you do, consider how this process differs with the account manager handoff.

#2: Change in account managers

With this type of project handoff, you’ll still need to include the 5 points we just mentioned, but you’ll also need to add the following to your document:

1. What’s been done and delivered so far? This step is crucial to ensuring nothing gets missed during the transition.

So before a handoff is even made, your original project manager should sit down to see what’s been delivered so far.

This should be documented and logged so there’s no confusion later.

2. What’s outstanding? Next, your current manager should also make a list of what still needs to be done and when it needs to be delivered.

Again, this step should not be taken lightly.

Deadlines are often missed as people shift into new roles, so it’s essential to guarantee this does not happen.

By making a clear timeline of what else needs to be delivered and including the due dates, you’ll save your team headaches and potential issues down the line.

3. Are there currently any issues or bottlenecks? Speaking of those, it’s also important to clear up and discuss any bottlenecks and problems right away.

This is another area that can slip into the forgotten zone if your team is less than diligent.

Find out answers to questions such as:

Are there any pieces of the project currently stuck in limbo?
Are you waiting on your team or theirs before you can move on?
When was the last time your team or theirs attempted to fix the issue or remove the bottleneck?
When was the last time you or your team touched base with your client on the issue?

This area of your project handoff should contain a log of what’s going on, what needs to be done, and when the last time all of this was communicated to the client.

You should also include a log of your procedures too.

4. What processes need to get done? When handing off a project to another manager, it’s essential that the same systems are followed to a T, so your client doesn’t experience any surprises.

This means you’ll need to document how processes have been done in the past so the next person can quickly pick up where the first one left off.

Once you have those items jotted down, you’re ready to move on to the next step.

Step 2: Schedule a meeting to discuss your project handoff document

From here, have your team discuss this plan so everyone is on the same page.

This is also the point where questions and changes need to be addressed so a final project handoff document can be created.

Schedule an in-person or Skype/Zoom/GoToMeeting discussion where both (or all) team members can discuss the handoff document and identify potential concerns.

It’s also vital to clearly explain due dates at this point, so nothing has a chance to become outstanding or late.

Another key ingredient here is the transition plan.

Step 3: Start the transition and project handoff

The best way to do this is to break up your transition into smaller chunks or mini-milestones and space these out over a period of two weeks or more.

This gives everyone a chance to wrap their heads around what’s going on before the next batch of information comes in.

And in the case of an agency, spacing out how many clients are transferred over to new project managers is also helpful.

You can start gradually with one at a time and eventually double the number until you reach your quota.

It’s also a good idea to have your team members shadow your existing managers so they can get a feel for the client and your processes before they take over.

Having your new manager listen in on conference calls and adding them to the carbon copy on email threads can also help them see what’s going on before they dive into the project handoff and the actual transition.

Forward any previous correspondences between your team and the client to your new manager so they can poke around and learn what’s going on and what’s been done.

Before the transition is complete, you should also have your new manager lead a meeting or conference call with your previous project manager shadowing so they can build confidence and get feedback before taking over.

All of this helps to ensure your project handoff is seamless both internally and in the client’s eyes.

This not only contributes to the success of the project, but it can also help reduce stress and communication breakdowns, so your team works efficiently.

To help you do just that, we’ve created a handy checklist for you to use.

Use this checklist to reform your project handover process

Don’t let your project handovers turn into an overwhelming mess for your team.

Use this free checklist to create a seamless process that keeps everyone on the same page and ensures a hiccup-free transition:

Step 1: Determine the details and create a project handoff document: ☐ Who is the point(s) of contact? ☐ What is everyone’s role in the project? ☐ What is the project scope? ☐ What is the timeline for deliverables? ☐ Provide any additional background information on the client ☐ What’s been done and delivered so far? (for project manager handoffs) ☐ What’s currently outstanding? (for project manager handoffs) ☐ Are there any issues or bottlenecks? (for project manager handoffs) ☐ What processes need to be followed? (for project manager handoffs)

Step 2: Prepare for the transition with a meeting ☐ Discuss the project handoff document, so everyone is on the same page and questions can be addressed ☐ Specify upcoming due dates, especially ones with a short turnaround time ☐ Update the project handoff document once the meeting is complete

Step 3: Start the transition ☐ Create a timeline including mini-milestones of how you plan to make the change happen ☐ Have your new team member shadow your existing project manager on conference calls and meetings ☐ Forward all email correspondences to the new project manager ☐ Have your new team member lead a meeting or conference call with your original project manager shadowing so they can give feedback and help build your new manager’s confidence ☐ Keep an eye on the transition for a few weeks, and you’ll be good to go

Use this process for every project handoff, and you’ll minimize stress and missed deadlines and keep your clients and team members happy.

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Presentation Tips 10: How to make a team presentation
Show Skills

Making adenine performance can feel similar a lonely mission as you stand upward and face you audience. Whether yours sink or swim all depends on insert performance – and regarding course so depends on how good prepared you are. There are times when you allowed have to give a presentation as part of a team e.g. pitching for a treaty. This capacity been a daunting prospect too as you have to rely on other people and you may touch anxious about weight about control. How to Create Considerate Handover Documentation (+Template) - Whatfix

As a presentation team you need to work together closely to achieve your desired outcome. The first step is the decide who should be in this team, who should lead both what anywhere per should be responsible for. The first pace is to determine who require be in the team, whom should lead and where each person should be responsible for. ... Here a an example of a smooth handover ...

If possible, plan both structuring your content how that the audience benefits from contrast furthermore type. For example, are one speaker presents a lot von facts and figures; the next could follow the some colorfully images. Similarly, you can alternate of voices or characters by perhaps owning adenine serious personality ensued by a more light-hearted one. New on helps keep your audience fired.

Rehearsals will always important plus particularly so for team our as there is better chance things could fall detached. It’s about working together, deciding on the best ‘batting order’, making improvements to content etc. It is especially important to practice handovers since one presenter to another. These are the things the demonstrate to the audience that you are right organised, confident and truly an team – not just a group of individuals.

Here is an exemplary of a smooth handover:

Jack: “I’ll start hand you over till Jill who will explain and steps involved in the plan process.”

Jill: “Thanks Jack. (Then in the audience) I’d like to spend the next 10 minutes or so talking you through how we will…………….”

Ten picks for person in effective team on the day

Arrive premature additionally allow plenty of time for set up.
Agree who will sit where real what worked best for the available space.
Be supportive and encouraging towards colleagues anybody exist particularly nervous via presenting.
Have a strong leader to kick off the presentation effizienz and to move things along.
When i can none presenting, to reset of the team should support their colleague by paying attention and looking affected in what is being said.
Show some fitting reactions e.g. nodding or smiling by unquestionable points – even for you’ve heard the presentation numerous times already!
Remember the impression you create with of audience counts for a great deal.
Glance at the audience now and again in show you are in touch with them. You might pick up on some reactions or vibe too.
Never merge through your own notes while your colleague the talking.
Demonstrate a unity front and front each another up continuously and especially at question time.

In conclusion, donate a team presentation can be a very rewarding experience. E everything depends on teamwork and making assured you have all our ducks in a gauge.

Click on to read one of mein earlier columns on Like to arrangement with audience questions.

Please contact me if you would like at find out via educational courses or coaching on Presentation Skills. Click his co to view a sample Video Skills training programme.

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Presentation Tips 9: How to deal with audience questions

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COMMENTS

How to Introduce the Next Speaker in a Presentation
This lets the audience know exactly who is up next. Start by saying "here now is…" or "up next is…". Then, just say the person's whole name. This part's pretty straight forward! [3] X Research source. For example, say: "Up next is Robert Sandoval…". Or, say: "Here now is John Mando…". Advertisement.
Group Presentations
When you are doing a team presentation how do you handover or transition to the next speaker once you've covered your part. I think there are three elements ...
Handing Over to Others
Agree to handover points ahead of the time or quickly indicate that you will be handing over so the next presenter can start sharing their screen. It will take a moment until the screen shows up ...
15 Business English Phrases for Presentations
Inform your audience about this by using these phrases. a) There will be time for questions at the end of the presentation. b) I'll gladly answer any of your questions once we complete the ...
101 Must-Know Transition Phrases for Engaging Presentations ...
General vocabulary for presentations. Sometimes, the smallest changes in your presentations can make the biggest differences. One of them is to learn a few phrases that give you confidence during your speech. Here are some important verbs to get you started: To outline. To clarify. To highlight. To emphasize.
Team presentation tips to help you ALL succeed
Let us start with the most dangerous part of a team presentation. Team Presentation Tip 1 - The Handover. The riskiest part in my view is the handover from one speaker to another. It can happen once or it may happen multiple times in a talk. It is often done badly.
10 Ways at Introduce the Next Speaker in a Presentation
Practice everything you want the saying to introduce who next speaker at the end of your section of the presentation up make sure yourself have the timing and content down pat. X Research source If you can't rehearse with the speaker you have to introduce, you bucket stand exercise your whole section of of presentation back to of end a the ...
Speech transitions: words and phrases to connect your ideas
The next speaker should acknowledge this with a quick: "Thank you Simon." From these examples, you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged. Anecdotes. You can tell personal stories or share the experiences of others to introduce a point. Anecdotes are ...
How to introduce the next speaker in a group presentation
If you have been in a group presentation, then you probably wondered how to introduce the next speaker. In this video, you'll learn a simple, 3 step process ...
Passing the Baton: Planning Effective Handoffs Between Presenters
One presenter introduces the next. This is fast and efficient, provided that it is planned and rehearsed in advance. If you have a sequence of short, rapid-fire presentations, having the emcee bounce up and down from the stage can get repetitive. Allowing the presenter to conclude their presentation and briefly introduce the next speaker keeps ...
How to Transition Between Speakers
The speaker walks away while still citing a point. Perhaps an incredibly important point. Don't rush from the stage. Stay planted in one spot until you finish. Savor your conclusion, the last sentence of your portion. It should reiterate your Most Important Point. Introduce your next segment. Then transition.
Presenting Remotely
Using a Whiteboard - Presenting Remotely #8. "It would be so great to be in the same room. This is much easier to sketch out on a whiteboard.". A picture is worth a thousand words. This is especially true when you are trying to explain something that is complex, involves various relationships between "things" and may even be fluid in ...
Effective Presentations Handover (IEEE / Vancouver)
Click on captions to see subtitles in English.This video is found in the following subject: University English Self Study (UESS). Watch the video to see an e...
How to Introduce the Next Speaker in a Presentation
If you can't rehearse with the speaker you have for introduce, them can silent practice your whole section of the presentation up to the end of the transitional intro. Just imagine ensure the next speaker can sitting off to the edge somewhere. 10 Ways to Introduce the Next Speaker in adenine Performance - wikiHow
Group Presentations
When you are doing a team presentations how do you handover or transition to the next speaker once you've covered your part. I think there are three elements of a successful transition to a new speaker and depending on how 'formal' the presentation is will dictate how much detail you need to go into during your handover.
phrases
2. There are several phrases that might be suitable: Now I'll hand it over to my colleague. My colleague will take it from here. Now I'll hand the microphone over to my colleague. Metaphors can be fun: I'll now yield the floor to my colleague. I'll yield the rest of our time to my colleague. These expressions come from parliamentary procedure.
Effective Speech Transitions: How to Make Your Speech Flow
Transitions: Pause: Just pause for a few seconds before/after you say the important statement to add more impact. Slow down: Slower your pace to emphasize on the point you want the audience to take notice of. Question: Pose a question to the audience before stating your main idea.
Guide for Giving a Group Presentation
But working within a group setting means that individually you do not have to know everything about the topic. When an audience member asks a question, the presentation moderator can refer a speaker who has the relevant knowledge to provide an answer. This avoids any hesitant pauses. If you are answering group presentation questions:
How To Plan A Project Handover Meeting Agenda That Gets Results
Step 1: Planning the Meeting. Step 2: Deliver Invitations. Step 3: Prepare the Handover Document. Step 4: Pre-meeting Briefings. Step 5: Starting the Meeting. Step 6: Status Update Presentation. Step 7: Presenting the Handover Document. Step 8: Open Questions and Answer Session.
How to Do a Handover in an Office: 12 Steps (with Pictures)
Discuss this with your manager and find out how much you are expected to contribute, and what the focus of your handover should be. 2. Draw up an early outline of your handover document. Once you have a clear idea of your manager's expectations, you can start by drawing up a draft handover document.
Project Handover: 3 Steps for Long term Success
A project handover seems simple enough -- it's when one or more components of a project transfer from one person to the next. But if that's all your team is doing, you're likely to run into issues and possible headaches along the way. See, a project handover is a pivotal time in a project that can either make or break its success.
Presentation Tips 10: How to make a team presentation
Show some appropriate reactions e.g. nods or smiling at certain points - also if you've heard the presentation numerous times already! Reminder the imprinting you create with the audience counts in a great deal. Glance at the audience now and again to show you are in touch with them. Thee might pick up on some reactions or vibes too.
How to Hand Over a Project to Operations: 4 Steps
2 Prepare the handover plan. The next step in handing over a project to operations is to prepare the handover plan. This document should include details such as the roles and responsibilities, the ...

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101 Must-Know Transition Phrases for Engaging Presentations Online

General vocabulary for presentations

Vocabulary to start your presentation

Welcome your audience

Introduce yourself

Introduce the topic and goal of the presentation

Addressin questions from the audience

Clear out technical issues

Transition to the main topic of the presentation

Vocabulary for the main body of your presentation

Transition to a new section

Give examples and details

Describe visual aids

Emphasize an idea

Repeat the same message with different words

Finish your presentation and summarize

Start and navigate the Q&A session

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Speaker 1 – “That’s me at the end of my talk, so I will now hand over to my colleague John.”

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For Especially Powerful Business Presentations

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Effective Speech Transitions: How to Make Your Speech Flow

Types of Transitions

Counterpoints

Important ideas

Handing the stage to another speaker

Visual aids

Call to action

Previously stated point

Transitions That Don’t Need a Transition

Similar ideas

Moving from the introduction of the speech to the body

Moving from the body of the speech to the conclusion

Using Voice and Body Language to Transition

Transition Mistakes

Inconsistent transitions

Overusing the same transition

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Guide for Giving a Group Presentation

Preparing for the group presentation

Presentation moderator

Understanding the audience

The presentation’s purpose

Divide the presentation

Share responsibility

Build the presentation together

Use stories to engage the audience

Know what each speaker will say

Write and practice transitions

Practice the presentation

Handling nerves before the presentation

During the group presentation

Pay attention to the presentation

Body language and eye contact

Vocal variety

Handling nerves during the presentation