Formal Vs Informal Presentations: Everything You Need to Know

Formal and informal presentations differ like two sides of a coin. Understanding and working around the nuances is imperative for a successful presentation. 

Now, you might wonder why. Why is it so crucial to take care of the little things that make the format different? What the overlap between them could mean for the flow and receptivity of your presentation? And can being unaware really become the deciding factor between presentation success or failure?

This article provides detailed insights into both the formats – characteristics, usage, strategies, etc. 

Let’s explore!

What are Formal and Informal Presentations?

Let’s say you are a company looking for investors. For the pitch meeting, you plan a presentation. Which of the following can you pull off the day of the presentation?

• Dress in jeans, t-shirt
• Deliver an impromptu presentation
• Not create a structured slide deck

Surely, none.

Similarly, for a workshop or social gathering, which one of you would want to dress in a suit and tie or create 20 slides?

Again, unlikely.

That’s what the formats are.

Formal presentations are structured, carefully planned, and follow established guidelines. They are delivered in professional settings like boardroom meetings, pitches, academic seminars, scientific conventions, etc. 

Presenters maintain a formal disposition to convey information in an authoritative and credible way. The standard format includes an introduction, main body, and conclusions, as well as adequate high-quality graphics and visuals.

Informal presentations are more spontaneous, loosely structured, or impromptu. Delivery is more flexible. These presentations are meant for casual settings like workshops/creative purposes, social gatherings, internal team meetings, etc. 

Speakers resort to a more conversational tone, relying on anecdotes and humor to add fun to the speech. The format has more room for interaction and improvisation than formal presentations. 

Tips to Create Effective Formal and Informal Presentations

70% of professionals think presentation skills are critical for professional success (citation source). In your career, you will give a lot of presentations, sometimes with a chance to prepare and at other times impromptu.

There will be different expectations in both formats, which we highlight below.

Formal Presentations

1. Define Your Goals

You need to be clear with what you seek from your presentation and what you want people to know. Developing a clear outline in your head will translate to a structured presentation, which is imperative to create a lasting impression.

Have clearly defined goals and create an outline to develop relevant, succinct, and impactful content.

Here’s why it will help.

• A clear framework will allow you to organize your presentation more logically, enabling a smooth flow of information and easy comprehension.
• You will be able to filter only the most vital information to be included in your presentation.
• You can divide your content into manageable segments, saving you time in preparation.

2. Research and Structure 

Formal presentations are well-structured and follow a proper format. Presenters are usually allotted a lot of time beforehand to prepare. The expectation is to receive a well-rehearsed presentation in a formal order. 

Research your topic thoroughly and organize the content in a logical order. Let’s go through the benefits.

• It will enable a smooth flow of information.
• You will have a detailed understanding of the topic, facilitating a smooth delivery.
• Substantiating your presentation with relevant statistics, data, and examples will enhance its credibility.
• Thorough research will allow you to anticipate different questions from people and be well-prepared with thoughtful answers.

3. Know Your People

You must tailor your content according to the people you will present to. 

For instance, is it a meeting with managers/executives or a pitch to VCs? What is the education of the audience, their knowledge level and interest, and the purpose of the presentation? 

All of this requires tweaking the content according to the people to ensure success. You can also share a handout with people that highlights the key points.

4. Leverage Catchy Graphics

The presentation format has well-crafted slides to supplement the spoken words. Now, there will be a lot of content to cover. You don’t want your slides to include vast blocks of text, as it will make people try to read from the slides and lose focus from you.

To make your information more engaging and comprehensible, include relevant and catchy diagrams and charts, infographics, illustrations, etc.

Also, make sure that you use only high-resolution images and videos for your presentation. Use an appropriate font size, like 30, to ensure visibility for your words on the screen. 

5. Incorporate Q&A

Incorporating a Q&A session can help people resolve their queries professionally. It also lets people be attentive and engage better since the formal presentation structure might become too heavy for everyone.

If suitable, you can also answer queries along the way. Try explaining complex information through real-life examples to make the information memorable.

6. Be Appropriately Dressed

Since it’s a formal presentation, the dressing should be appropriate and professional. A suit and tie for men and a skirt blouse or suit for women are good choices for dressing up. 

The preference is to look more professional and confident while delivering the presentation.

7. Communicate Well

Take care of your pitch, tone, pace, etc., for a precise and refined delivery. Your voice should be loud and clear enough for everyone in the room to hear it. 

Also, practice your delivery as much as you can to cut down on unnecessary words and build a concise, professional, and eloquent speech. Avoid unnecessary humor or slang. 

Informal Presentations

(i). Prepare Well

It might so happen that you have to give an impromptu presentation or are given just a couple of hours to work.

Whatever the case, you still need to prepare well for your presentation. Jot down the main points about your topic and create a basic outline around it. Writing a few notes is also a good option. Focus on getting a thorough understanding of the key points.

(ii). Work on Interacting with People

Formal presentations are more like disseminating information with a proper Q&A at the end. That’s not the case with informal presentations where the setup is more conversational. 

The presentation should be fun and interactive, with in-between addressing the issues. Encourage people to take part in your presentation. For instance, stimulate discussions and questions, let them suggest alternative solutions, etc. 

(iii). Don’t Over Depend on Visuals

Since the format doesn’t rely on a formal slideshow, you don’t have to invest time in lengthy visuals. Writing on a whiteboard is also acceptable. So, go for a quick slideshow with a few visuals if needed.

(iv). Keep a Handout Handy

It’s wise to provide a handout for later reference. You need people to remember your content regardless of the format. So, invest time in creating a handout that summarizes critical information.

(v). Dress the Part

A suit without a tie works for an informal presentation, and women can wear something less formal, like a dress. During the presentation, you can either sit or stand (as convenient).

(vi). Tone of Delivery

Work on your delivery to keep the audience more involved. Your tone should be engaging, friendly, and conversational enough to build a connection with people. 

Humor can help you ease the environment and work as an icebreaker. Share anecdotes, personal stories, and real-life examples to add interest to your slides. 

(vii). Be Flexible

An informal presentation format allows more flexibility. Understand your audience’s mood, interest, and inclination; don’t be afraid to improvise. 

Your real strength is reading the room and making the necessary adjustments to make your presentation successful. Depending on the circumstances, you can shorten or lengthen your speech. 

How to Pick a Presentation Style?

The style you pick depends on several factors like –

• Goal – If the goal is to persuade, inform, or convey generic information and entertain. 
• Topic – If the topic is professional/complex or personal and casual.
• Audience – If it’s a scientific, academic, or business audience or a group of friends or team members. 
• Setting – If it’s a conference or business meeting, or an informal workshop.

How to Adapt Presentation Style and Format?

Sometimes, you may need to switch between the presentational styles depending upon the situation (mood) or people (feedback from the audience). What you can do is – 

Shift your language, tone, and delivery style.

For instance, to make your presentation more informal, try contractions, humor, spontaneity, colloquialisms, and expressiveness.

If you wish to make your informal presentation more formal, try incorporating more facts/statistics, etc.

How to Excel in Both Presentation Styles?

• Research and design your presentation well. You should have credible information to share with people.
• Have a clear purpose and message. You should be able to describe the goal of your presentation in a line.
• Work on creating a strong and catchy introduction and conclusion.
• Work on your nonverbal communication as much as you do on verbal delivery.
• Be genuine and authentic. Let people see your vulnerability to enable better connection.
• Practice as much as you can. It will enhance your confidence, clarity, timing, and preparedness. 
• Seek feedback from others and improvise.
• Watch and analyze other eminent speakers who smoothly switch styles and excel at either. See how they structure their presentations, the language they use, and the techniques they follow to engage people. Adapt your own style to become better and incorporate the best from everything.

A Quick Review

In a Nutshell

Sometimes, a presentation is that critical step that can take you towards professional success. 

The only two presentation formats are formal and informal presentations. They are distinct in their features, each designed for a specific setting and audience type.

Knowing the nitty-gritty of these two styles becomes imperative to craft an impactful presentation. The article is designed to help you choose the format that best meets your requirements. The right format will help you deliver the main message in the most effective way possible and drive the results you seek.