We all know the feeling—you have a presentation coming up, and you want to offer your audience something unforgettable that will make them remember you, your company, and your message. The clear answer is a presentation handout–a document that attendees can take back to the office as a valuable resource.
Some speakers advocate for these papers, and others wish they’d never been created. On the one hand, they’ll help your audience recall your presentation, provide listeners with your contact information, and serve as a space for notes. On the other hand, they may distract your listeners, allow them to anticipate information before you share it, and be meaningless apart from your presentation. We believe the benefits of handouts outweigh the drawbacks.
When creating your handouts, remember that they are just as important as your slides and your words themselves. How often have you attended a presentation and seen sheets of paper in the trash bin afterward? You’ll want your handouts to be a useful reference, so be sure they are thoughtfully designed, produced, and presented. When possible, you’ll want to work with designers and printers who can enhance the quality of your documents. Continue reading to learn more about maximizing your printouts.
Table of Contents
Tip 1: Avoid Using Your Slides as a Handout
Yes, we know, it happens all the time. Some speaker hands you a packet with thumbnails of their slides with a few lines for taking notes. Unfortunately, many speakers pack too much information onto their slides, making them illegible as thumbnails. And, even if you can read the thumbnails, you likely won’t remember what the slides mean without the context of the presenter’s speech. So follow our advice and make your handouts unique.
Tip 2: Work with a Professional Printer
Sure, you can print your handouts on your home printer, but you’ll likely end up with mediocre images on fragile paper. A professional printer can ensure your documents look their best while providing sturdy material that will hold up far longer than the other sheets on your attendees’ desks. In addition, an experienced vendor can provide you with many more color, size, and coating options than you have at home.
Tip 3: Carefully Choose Your Paper and Coatings
As noted, you’ll want something more substantial than copy paper for this project. Typically, you can choose between 80lb (ideal for brochures and presentation pages) and 100lb paper (popular for booklets, catalogs, and brochures). Often compared to heavy cardstock, 100lb paper is thicker than 80lb paper. Coatings usually come free with print orders. They act as a sealant that protects your papers and improves their durability while guarding against moisture, scratches, and fingerprints. You can also use spot coating to draw attention to certain areas of your paper, such as a logo or name.
As you consider how to package your handouts, remember that the right folder can say a lot about your brand. For expert tips on folder printing, refer to this practical presentation folder guide.
Tip 4: Employ a Graphic Designer
When selecting a printer, ask if they offer graphic design services. It will be much easier if your designer and printer collaborate. A designer can help you create handouts with an original layout, compelling images, a theme that complements your slides, and a look that fits your brand. Your attendees will appreciate your consistent and professional approach.
Tip 5: Consider Your Audience
Why is your audience attending this presentation and what do they hope to gain? Keep this in mind as you develop your handout and consider their values, beliefs, interests, and needs. They’ll welcome your thoughtfulness and be more likely to take action.
Tip 6: Include Content That Is Not in Your Presentation
Your listeners don’t want a recap of your speech. Instead, your handouts should provide added value. Use these documents to include additional resources, facts, or data important to your audience. This gives them yet another reason to keep and refer to your information in the future.
Tip 7: Be Sure Your Handouts Can be Understood Apart from Your Presentation
We alluded to this in Tip 1–your handouts won’t be worth keeping if they don’t make sense when separated from your presentation. You’ll need to create documents that function alone as well as with your slides. And, don’t forget to include your name and contact information in the header or footer of every page. It’s important that your contacts know how to reach you.
Tip 8: Build-in Interactive Elements
Include interactive elements in your handout to keep your audience engaged. Fill-in-the-blanks, quiz questions, or discussion topics can help your participants get involved in your presentation. This will help them use active listening skills and retain information longer.
Tip 9: Proofread
It can be frustrating to receive a document containing many typos. Save your audience the annoyance and proofread your handout multiple times. Reading the text aloud may be useful to help you catch any errors you might have missed. A text-to-speech reader is another option to hear your information spoken out loud.
Tip 10: Select the Best Time to Share Your Handouts
Now that your handouts are ready, when should you distribute them? Should you share them with your audience before, during, or after your presentation? This topic can become a point of contention among speakers since all three have pros and cons.
Sharing your printouts at the beginning allows your audience to follow along with your talk, take notes directly on the paper, and highlight important information. If you choose to distribute printouts during the presentation, you’ll engage your audience at key points, help them stay focused, and provide information at the right time. When you distribute your documents afterward, you’ll ensure that your listeners are focused on your talk, prevent them from being overwhelmed with too much information, and avoid revealing details of your presentation too early.
In conclusion, strategically designed, produced, and presented handouts are a valuable resource for even the most seasoned speakers. They will help you organize your ideas, elevate the professionalism of your talk, and keep you top-of-mind with your participants long after the event has ended. With these 10 strategies focused on improving the quality of your content, materials, and design, you’ll create a winning presentation and distinguish yourself from other presenters. When you implement these tips, you’ll set yourself up for success on your next presentation. It’s a small investment that will be well worth the effort.
FAQs
What is a presentation handout?
A presentation handout is a document given to attendees that aids with comprehension and retention of the presentation material. It might include your key points, in-depth data, and additional insights not included in your speech. You may want to use visual aids, such as images, charts, and graphs. References and resources are also helpful additions. Speakers distribute handouts before, during, or after a presentation to provide a resource for note-taking, a summary of the talk, and a reference for future use.
Is one page enough for a presentation handout?
One to three pages is often sufficient for a 10–15 minute presentation. Longer presentations may warrant four to six pages. No matter the length of your talk, your attendees will be happy to receive a streamlined packet with just a few pages, rather than a thick stack of documents.
How can you create engaging and informative handouts for a presentation?
Create engaging and informative handouts by Including text you want your audience to read afterward, useful images or graphics, supporting data, references, resources, contact information, company logo, and a place for participants to take notes.
What types of content are most effective to include in handouts?
Your handouts will be effective if you highlight the most important points from your presentation, summarize takeaways or actions, and use simple, clear language. To let readers know which information is important, use bullet points, headings, or bold text.
How can handouts be designed to enhance the visual impact of a presentation?
Handouts can enhance the visual impact of a presentation by allowing readers to easily scan your documents through the use of headings, lines, bullet points, or shapes. Use consistent colors sparingly and a standard font. Any images, graphs, or tables should support your other content, not distract from it.
Can you just print the presentation slides and hand them out?
You can print your slides, but we don’t recommend it. They usually aren’t legible in smaller sizes and won’t make sense without the context of your speech. Your presentation is likely important and your takeaways warrant a little bit of extra thought.
How do you ensure that your handouts are not merely duplicates of your presentation slides?
Your handouts should not be duplicates of your slides, instead, they should provide added value. They should include additional resources, facts, or data that are important to your audience. Remember, you want to give your listeners a reason to keep your documents.
How can handouts be used to facilitate audience interaction during a presentation?
Handouts can be used to facilitate interaction by including fill-in-the-blanks, discussion questions, or quizzes. Your audience will be even more engaged with your talk and will recall your points more clearly.
