How to Write a Presentation [Step-by-step guide]
- Ink Narrates | The Presentation Design Agency
- 1 day ago
- 6 min read
Our client George asked us an interesting question while we were creating his presentation. He wanted to know,
"How do you write a presentation that actually connects with the audience?"
Our Creative Director answered with one simple sentence:
“You write it like a story that people care about.”
As a presentation design agency, we work on many presentations throughout the year, and in the process, we’ve observed one common challenge: most people struggle with knowing where to start and how to structure their ideas clearly.
So, in this blog, we’ll talk about how to write a presentation step-by-step in a way that actually works.
In case you didn't know, we specialize in only one thing: making presentations. We can help you by designing your slides and writing your content too.
Why Writing a Presentation Is More Than Just Putting Slides Together
Before you start banging away at PowerPoint or Google Slides, you need to understand one thing. Writing a presentation isn’t about filling slides with bullet points or random facts. It’s about crafting a clear and compelling story that leads your audience somewhere.
We see it all the time. People treat presentations like reports to read out loud. They throw in statistics, charts, and jargon, hoping it will impress. But here’s the harsh truth: no one remembers that stuff. They remember how you made them feel and whether what you said made sense.
If you want to nail your presentation, you must first think like a storyteller, not a data dump. The entire presentation is your chance to guide your audience on a journey, to help them understand your message deeply and quickly. And that requires structure, clarity, and a strong focus.
Most people get stuck right at the start because they don’t know how to organize their ideas. They have a lot to say but no clear way to say it. That’s exactly where this blog steps in.
How to Write a Presentation: A Step-by-Step Guide
Writing a presentation can feel overwhelming, especially when you have a lot of information to cover and a limited amount of time. But if you follow a clear process, it gets much easier. Over the years, working with clients like George and many others, we’ve learned that every great presentation begins with these essential steps.
Let’s walk through them.
Step 1: Understand Your Purpose and Audience
This is the foundation. Before you write a single word or make a single slide, get crystal clear on why you’re presenting and who you’re presenting to.
Ask yourself:
What is the main goal of this presentation? Are you trying to inform, persuade, inspire, or sell?
Who is in the room? What do they already know? What do they care about?
What action do you want them to take after listening?
If you skip this step, you’re building on shaky ground. Too often, we see people preparing generic presentations that don’t connect because they don’t tailor the message to the audience or the goal.
So take the time to research your audience. Talk to the people who invited you to present. Find out their expectations. The more you know, the easier it becomes to shape your message.
Step 2: Define Your Core Message
Every presentation should have one central idea. This is the key takeaway you want your audience to remember.
It’s tempting to cram in everything you know, but that’s a trap. When you overload your presentation with too many ideas, your audience walks away confused or forgetful.
Focus on one big idea and build everything around it.
Ask yourself:
What do I want my audience to walk away thinking, feeling, or doing?
Can I summarize my message in one clear sentence?
For example, if George’s presentation was about launching a new product, his core message might be: “Our new product will simplify customer workflows and increase efficiency by 30 percent.”
Keep that statement at the center of everything you write. It will guide what content to include and what to leave out.
Step 3: Create a Rough Outline
Once you know your purpose, audience, and core message, it’s time to sketch a rough outline.
Think of this as the roadmap for your presentation.
Here’s a simple structure we recommend:
Opening: Grab attention and introduce your core message.
Body: Present 3 to 5 key points that support your message.
Closing: Reinforce your message and include a clear call to action.
Why 3 to 5 points? Because it’s easy for your audience to remember and for you to explain clearly. More than that, and you risk losing focus.
When creating the outline, jot down what each section will cover without getting bogged down in details. This is your skeleton, not the full story yet.
Step 4: Craft Your Opening with Impact
The first 60 seconds of your presentation are critical.
This is when you have the audience’s full attention or risk losing them.
Start with something that sparks curiosity or emotion. You can:
Tell a relevant story
Share a surprising fact or statistic
Ask a thought-provoking question
Make a bold statement
Whatever approach you take, make sure it relates to your core message. Your opening sets the tone for everything that follows.
For example, George’s opening might be a quick story about a common problem his audience faces, followed by the promise that his product solves it.
Step 5: Develop Your Key Points Clearly and Simply
This is where many presentations fall apart.
People either dump too much information or waffle endlessly.
To avoid that, each key point should be:
Clear: Use simple language that everyone understands.
Relevant: Directly support your core message.
Supported: Back it up with evidence like data, examples, or anecdotes.
Think of each key point like a mini-story within your presentation. Tell it, explain why it matters, and show proof.
If you have data, don’t just throw numbers at your audience. Explain what the numbers mean and why they should care.
Also, use visuals strategically here. A well-designed chart or image can explain a complex idea faster than words alone.
Step 6: Use Transitions to Guide Your Audience
Don’t underestimate the power of transitions.
Your audience needs help moving from one idea to the next without feeling lost.
Simple phrases like “Now that we’ve covered X, let’s look at Y” or “This brings us to the next important point” work wonders.
Transitions help your audience follow your story and keep their attention.
Step 7: Write Your Closing to Make It Memorable
The closing is your chance to drive your core message home and inspire action.
Here’s what your closing should do:
Summarize your key points quickly
Restate your core message in a memorable way
Include a clear call to action (What do you want your audience to do next?)
Avoid ending with “Any questions?” or just fading out. Finish strong.
George’s closing, for example, could be: “In summary, our product will save your team time, reduce errors, and increase output. Let’s work together to make this happen.”
Step 8: Write Your Script or Speaker Notes
Now that you have the structure, it’s time to flesh out what you’ll say.
Many people jump straight into slide design before writing their words, which causes messy, unclear presentations.
Write your script or speaker notes as if you are having a conversation. Keep it natural and avoid jargon or overly complex sentences.
This will make your delivery more authentic and engaging.
If you’re writing slides first, you’ll end up with overloaded slides or slides with too little context.
Step 9: Design Your Slides to Support Your Story
Once your script is ready, you can start creating your slides.
Slides are not your script. They are visual aids designed to reinforce your message.
Use:
Minimal text (think headlines or bullet points, not paragraphs)
High-quality images or icons that support the point
Consistent fonts and colors aligned with your brand
Charts or infographics to explain data visually
We always remind clients that a slide’s job is to support the speaker, not replace them.
Step 10: Practice and Refine
Writing a presentation doesn’t end when your slides are ready.
Practice is critical. Rehearse your delivery multiple times to:
Check timing
Identify awkward phrases
Find places where you need smoother transitions
Gain confidence
If possible, practice in front of a colleague or record yourself to spot areas for improvement.
Refine both your script and slides as you go.
Step 11: Prepare for Questions and Challenges
Finally, anticipate questions or objections.
Prepare clear, concise answers and practice how you’ll handle interruptions or tough queries.
This readiness boosts your confidence and shows your expertise.
Why Hire Us to Build your Presentation?
If you're reading this, you're probably working on a presentation right now. You could do it all yourself. But the reality is - that’s not going to give you the high-impact presentation you need. It’s a lot of guesswork, a lot of trial and error. And at the end of the day, you’ll be left with a presentation that’s “good enough,” not one that gets results. On the other hand, we’ve spent years crafting thousands of presentations, mastering both storytelling and design. Let us handle this for you, so you can focus on what you do best.