meaning of brief presentation

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

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

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

Why is structuring a presentation so important?

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

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

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

What will affect your presentation structure?

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

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

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

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

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

What is the typical presentation structure?

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

1. Greet the audience and introduce yourself

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

Read our tips on  How to Start a Presentation Effectively

2. Introduction

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

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

In this section also explain:

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

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

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

3. The main body of your talk

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

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

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

4. Conclusion

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

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

Follow these steps:

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

5. Thank the audience and invite questions

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

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

Other common presentation structures

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

Demonstration

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

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

Problem-solution

This structure is particularly useful in persuading the audience.

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

Storytelling

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

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

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

• Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

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

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

Transitions

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

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

Moving from the introduction to the first point

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

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

Shifting between similar points

Move from one point to a similar one:

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

Internal summaries

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

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

Physical movement

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

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

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

Key slides for your presentation

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

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

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

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

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

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

Here are some additional resources for slide design:

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

Group Presentations

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

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

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

Example of great presentation structure and delivery

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

How Google Works – by Eric Schmidt

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

Start with why – by Simon Sinek

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

The Wisdom of a Third Grade Dropout – by Rick Rigsby

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

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

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

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

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

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

• PRESENTATION SKILLS

Preparing for a Presentation

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Presentation Skills:

• A - Z List of Presentation Skills
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• What is a Presentation?
• Organising the Material
• Writing Your Presentation
• Deciding the Presentation Method
• Managing your Presentation Notes
• Working with Visual Aids
• Presenting Data
• Managing the Event
• Coping with Presentation Nerves
• Dealing with Questions
• How to Build Presentations Like a Consultant
• 7 Qualities of Good Speakers That Can Help You Be More Successful
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Preparation is the single most important part of making a successful presentation. It is an absolutely crucial foundation, and you should dedicate as much time to it as possible, avoiding short-cuts. Good preparation will ensure that you have thought carefully about the messages that you want (or need) to communicate in your presentation and it will also help boost your confidence.

There are a number of aspects that you need to consider when preparing a presentation. They include the aim of the presentation, the subject matter, the audience, the venue or place, the time of day, and the length of the talk. All these will affect what you say and how you say it, as well as the visual aids that you use to get your point across.

The Objective

Whenever you are asked to give a presentation or speak to a group of people, you need to start by asking the purpose of the presentation.

In other words, what is the presentation expected to achieve, and what outcome(s) do the organisers and the audience expect?

These outcomes will shape your presentation, because it must be designed to achieve the objective and deliver the desired outcomes.

For example, you might be asked to give a talk to a gardening club. You might be told that the purpose of the talk is to fill a regular meeting slot, and that the members of the club have expressed a desire to learn more about pruning. You therefore know that your talk needs to be entertaining, fairly light, but knowledgeable, and that your audience wants to learn something new.

As you prepare your presentation, make sure you keep asking yourself:

“How is saying this going to help to achieve the objective and outcomes?”

The Subject

The subject of your presentation or talk about comes from the objective. They are linked, but they are not necessarily exactly the same thing.

For example:

The subject may be given to you by the organisation that has invited you (such as talking about pruning to the gardening club).

You may be knowledgeable in a particular field (perhaps you have an interest in local history).

The subject may be entirely your choice within certain limitations (you might, for example, be asked to give a presentation at an interview on a project which you feel has particularly developed your skills).

The Audience

Before preparing material for a presentation, it is worth considering your prospective audience.

Tailoring your talk to the audience is important and the following points should be considered:

The size of the group or audience expected.

The age range - a talk aimed at retired people will be quite different from one aimed at teenagers.

Gender - will the audience be predominantly male or female?

Is it a captive audience or will they be there out of interest?

Will you be speaking in their work or leisure time?

Do they know something about your subject already or will it be totally new to them?  Is the subject part of their work?

Are you there to inform, teach, stimulate, or provoke?

Can you use humour and, if so, what would be considered appropriate? If you are in any doubt about this, it is probably best to avoid anything even remotely risqué.

It is important to have as much advance information as possible about the place where you are going to speak.

It can be helpful to arrange to see the venue before the event. It does much to quell fear if you can visualise the place while you are preparing your talk. However, even if you cannot visit, you will probably find it helpful to know:

The size of the room;

The seating arrangements (for example, theatre-style, with rows of seats; or round-table);

The availability of equipment, e.g., microphone, laptop and projector, flip chart;

The availability of power points and if an extension lead is required for any equipment you intend to use;

If the room has curtains or blinds. This is relevant if you intend to use visual aids, and so that you can ensure the correct ambiance for your presentation;

The position of the light switches.  Check if you need someone to help if you are using audio/visual equipment and need to turn off the lights;

The likelihood of outside distractions, e.g., noise from another room; and

The availability of parking facilities so you do not have a long walk carrying any equipment you might need to take.

If this information is not available ahead of time, it will help to get there a bit early, to give you time to set up.

There will often be no flexibility in the time of day that a presentation is made. However, it does affect what you can do, and how you might organise your presentation, because of the likely state of your audience (see box).

How time of day can affect your audience

The morning is the best time to speak because people are generally at their most alert. However, as it gets towards lunch time, people begin to feel hungry and lose concentration. This is particularly true if the event has not included a coffee break.

After lunch, people often feel sleepy and lethargic. If you are given a slot immediately after lunch, it is a good idea to get your audience involved. A discussion or getting your audience moving about will work a lot better than simply presenting a lot of slides. A flip chart may also be a more useful tool than a laptop and projector, especially if it means you can open blinds and use natural light.

Towards the end of the afternoon, people again tend to lose concentration as they start to worry about getting home, the traffic or collecting children from school.

Evening or Weekend:

Outside regular office hours, people are more likely to be present because they want to be rather than because they have to be there.  There is a better chance of audience attention in the evening. However, if the presentation goes on for too long, people may have to leave before you have finished. People will also be less tolerant of a poor presentation because you are in their time, not their employer’s.

Length of Talk

Always find out how long you have to talk and check if this includes or excludes time for questions.

Find out if there are other speakers and, if so, where you are placed in the running order.  Never elect to go last.  Beware of over-running, as this could be disastrous if there are other speakers following you.

It is important to remember that people find it difficult to maintain concentration for long periods of time. This is a good reason for making a presentation succinct, well-structured and interesting. Aim for 45 minutes as a maximum single-session presentation, and preferably leave at least 10 or 15 minutes for questions. Nobody minds finishing a session early.

Providing Information in Advance

Always check what information you will need to provide in advance.

Organisers of big events and conferences often like to have all the PowerPoint presentations several days ahead of the event. This gives them time to load all the presentations, and make sure that they are properly branded for the event.

Some events also need speakers’ biographies ahead of time, to put in conference literature. When you are asked to give the presentation, make sure you ask what is needed by when—and then supply it.

You will not be popular if you turn up on the day and announce that you have completely rewritten your presentation on the train. It is entirely possible that the organisers may even not be able to accommodate that, for example if the audio-visual is being supplied by a separate company or by the venue.

And finally…

Being asked to give a presentation is an honour, not a chore.

You are representing your organisation or yourself, if you are self-employed. You are also not there by right, but by invitation. It is therefore important that you put in the time and effort to ensure that you deliver what your audience wants. That way, you may just be invited back another time.

Continue to: Organising the Presentation Material

See also: Can Presentation Science Improve Your Presentation? Preparing for Oral Presentations Managing the Presentation Event Coping with Presentation Nerves

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Meaning of presentation in English

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presentation noun ( EVENT )

• talk She will give a talk on keeping kids safe on the internet.
• lecture The lecture is entitled "War and the Modern American Presidency".
• presentation We were given a presentation of progress made to date.
• speech You might have to make a speech when you accept the award.
• address He took the oath of office then delivered his inaugural address.
• oration It was to become one of the most famous orations in American history.
• The presentation was a collaborative effort by all the children in the class .
• The charity invited the press to a presentation of its plans for the future .
• The magazine asked its readers to send in their comments about the new style of presentation.
• Jenny's retiring and I think there's going to be a small presentation this afternoon .
• Graduates must be in full academic dress at the presentation of certificates .
• call for papers
• extemporize
• maiden speech
• talk at someone

You can also find related words, phrases, and synonyms in the topics:

presentation noun ( APPEARANCE )

• adverse conditions
• good/bad karma idiom
• have it in you idiom
• unaffiliated
• undercurrent

presentation | American Dictionary

Presentation | business english, examples of presentation, collocations with presentation, presentation.

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an occasion when a driver in a motor race stops in the pits (= area where cars are repaired)

Apples and oranges (Talking about differences, Part 2)

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How to Create a Project Brief (Example Included)

Projects don’t just happen. There’s a lot of work before they’re approved, and once they have been given the go-ahead, there’s even more planning and scheduling needed! How do you communicate that information with stakeholders and the team so they understand the project?

You use a project brief, an important document that outlines what the project is about, to do just that. A project brief lets you convey the main goals of the project so that everyone understands what they’ll be doing.

Read on to learn more about them, and how to make one for yourself.

What Is a Project Brief?

A project brief communicates the reason and approach for a project and the processes that will be used to manage it. It’s not as detailed as a project plan, though it’s up there in importance.

Stakeholders and the project team need a short and concise pitch to explain the project. The project brief is a way to deliver this information in a summary that will outline the objectives of the project, its scope, the main deliverables, milestones and the timeline .

Taking the time to create a thorough project brief helps bring everyone together to better fulfill the mandate of the project. It will also set the stage for a better plan and project schedule. The better your project brief, the better you’ll achieve the goals and objectives of the project.

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Project Brief Template

Use this free Project Brief Template for Word to manage your projects better.

What Is the Purpose of a Project Brief?

The project brief does more than frame the project—it also acts as an effective communication tool. A strong project brief helps stakeholders, teams, designers and anyone involved in the project understand its requirements and goal. It’s a key document at the initiation of a project , in that it brings everyone together to serve a common end.

It is not an exaggeration to say the project brief is the most crucial document to leading a successful project. It is here that you define the scope of the project and open the door to a conversation between all parties involved in getting to the goal most efficiently.

In practical terms, the project brief will make clear what your client’s objectives are, who the target audience or market for the product or service is, and even the key competitors in that space.

Who Creates a Project Brief?

Because it’s such a fundamental document in any project, the project brief is created by the project manager. The project manager is responsible for creating the project plan and schedule, as well as managing resources , so it’s only natural that they are involved in the creation of the project brief as it will guide all those other project components.

However, a project manager doesn’t pull the information contained in the project brief out of their hat. Like producing the project plan and schedule, there are resources a project manager will tap to make sure the document accurately captures the project’s mission.

The first and among the most key people to speak to, naturally, are the client and project stakeholders. They are the ones for whom the project exists and can define its goals and objectives.

Once the vision is clear, project managers can refer back to older projects for historical data that can help guide the direction of this new project. Similarly, input from other project managers and project team members who have run similar projects can be very helpful.

While the buck stops with the project manager, a lot of cooks are in this kitchen. The more research and preparation are done before the pencil hits the paper, the better the results, which will set the tone for the entire project that follows.

What Should a Project Brief Include?

The project brief is a bit of an oxymoron. It must describe the whole project thoroughly while at the same time offering only a summary. It’s not so different from an executive summary, in that it acts somewhere between an elevator pitch and the overview of an agenda.

While project briefs can vary in format, most will touch on these topics.

• Client (contact info, type of business and customer base)
• Project Definition (background, outcomes, scope)
• Project Approach (processes and procedures)
• Project Objective
• Project Details (target audience, goals, timeline, phase, review, etc.)

Project Brief Example

The goals and objects are described, constraints and assumptions are given and the project scope is detailed. You can also add the target audience and who is authorized to deem the project a success and by what criteria.

After that follows more details about executing the project, such as the budget , timeline, duration and milestones.

How to Create a Project Brief

When you write a project brief you have to incorporate the background, the objectives of the project and what will determine if it’s a success. There needs to be an outline of the project’s schedule and target audience.

At its simplest, a project brief can answer those questions and serve its purpose. You can list the sections as bullet points on a one-page document or if it’s a digital link to supporting documentation . There is no one way to create a project brief, but the following is a general guide to how to get started:

Project Overview

Begin by collecting the contact information. It’s a good and easy start. Jot down the client, their contract, a brief about their business and customer base. Having a solid background will inform the rest of your business brief.

Project Objectives

Knowing what your project objectives are is how you get a better understanding of the project at large. Look at what deliverables you have, especially the final one. This is also how you begin to define what a successful project looks like. Use SMART goals, as in being specific, measurable, achievable, realistic and time-bound.

Project Timeline

You’ve defined what you have to deliver, now you need to figure out the timeframe in which you have to make those deliverables. This means knowing when you’re going to start and what the project’s timeline is. What you’re undertaking here is the T in SMART, the time-bound part. To further refine the schedule, look at milestones (important dates, like when one phase ends and another begins).

Who’s the Target Audience?

The project brief is more than just what you’re doing and when you’re doing it, you need to outline who you’re doing it for. Without a target audience, you can’t define whether your project is a success or not. You can get it all done on time and within budget and still fail because you didn’t deliver on the quality expectations of your target audience. That means demographics and other profiling to make sure you’re fulfilling that audience’s needs.

Tie It to the Stakeholders & Team

Finally, you want to tie all the pieces to the stakeholders and the team, who are the target audience for the project brief. That means, making it relevant to them by including resources for the project, outlining the budget, even a communication plan and defining the roles and responsibilities. How much more you want to add is up to you, but it should strike a good balance between what’s important and what’s too in the weeds. Remember, you don’t want to obscure your message.

Things to Avoid when Making a Project Brief

There are common mistakes people make when crafting their project brief; let’s take a quick look at those mistakes below.

Biting Off More Than You Can Chew

Be on the lookout for pitfalls such as defining too many goals. The project brief needs to be, well, brief and too many goals will not only make it longer but harder to understand.

Confusing Communication

Clarity is key to a successful project brief. If you aren’t clear when defining your target audience, then the project sights will be off from the start. Even if the aim is only a little off, over the course of the project the effect will be cumulative and your final deliverable will be well off the mark.

Lack of Precision

Another thing to avoid is generalizations. Good writing is specific, and a well-written project brief shares the same precision. Avoid jargon and any meaningless filling. Say what you want is a few, well-pointed words that describe what you’re talking about, putting it in focus.

Phoning It In

Finally, don’t be lazy. Put in the work. Do all the research, talk to everyone you need to in order to deliver a strong project brief. This is a foundational document that leads to the project plan, but it’s also a communication tool. If you don’t have a clear project brief, the rest of the project will suffer.

How ProjectManager Enables Successful Projects

ProjectManager is an award-winning project management software that turns a brief into a successful project. With features that can plan, monitor and report on progress and performance, you’ll only need one software to manage all aspects of your project.

All the tasks that lead to deliverables in the project brief need to get done within the timeframe and budget you estimated. To control all these elements, we have an online Gantt chart project view. It organizes your tasks and subtasks, resources and costs.

Task Lists for Easy Execution

Now you have your tasks laid out, but tasks need people to execute them and move your project forward. You can direct your team to use our task lists, which list out your task descriptions and file attachments. Then, they can work together, commenting at the task level with other team members, who are notified by email.

Track Projects with Automated Dashboards

You can keep track of their progress with great monitoring features, such as a real-time dashboard that displays task status, costs and other high-level views of the project. Our software calculates task updates and displays them in color-coded charts and graphs, perfect to share at stakeholder meetings to keep them in the loop.

Deliver your projects on time and on budget

Start planning your projects.

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presentation

Definition of presentation

• fairing [ British ]
• freebee
• largess

Examples of presentation in a Sentence

These examples are programmatically compiled from various online sources to illustrate current usage of the word 'presentation.' Any opinions expressed in the examples do not represent those of Merriam-Webster or its editors. Send us feedback about these examples.

Word History

15th century, in the meaning defined at sense 1a

Phrases Containing presentation

• breech presentation

Dictionary Entries Near presentation

present arms

presentation copy

Cite this Entry

“Presentation.” Merriam-Webster.com Dictionary , Merriam-Webster, https://www.merriam-webster.com/dictionary/presentation. Accessed 23 May. 2024.

Kids Definition

Kids definition of presentation, medical definition, medical definition of presentation, more from merriam-webster on presentation.

Nglish: Translation of presentation for Spanish Speakers

Britannica English: Translation of presentation for Arabic Speakers

Britannica.com: Encyclopedia article about presentation

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What is PowerPoint? Everything You Need to Know

What is PowerPoint? This blog will walk you through “what is Microsoft PowerPoint”. Discover its features, uses, and the art of crafting compelling slideshows. Whether you're a student, professional, or simply curious, explore the power of Microsoft PowerPoint and learn how you can create impactful presentations effortlessly.

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According to Glassdoor , a PowerPoint designer's average salary in the UK is about £37,811 annually. Who knew there was big money in presentations alone? In this blog, you will learn What PowerPoint is, its key features, its benefits, and how to use it, as well as learn some tips for creating effective presentations. 

Table of contents      

1) What is PowerPoint?   

2) Understanding the PowerPoint interface   

3) Key features of PowerPoint  

4) How to use PowerPoint to create a presentation?  

5) Benefits of PowerPoint   

6) Tips for creating effective PowerPoint Presentations  

7) Alternatives to PowerPoint    

8)  Conclusion

What is PowerPoint?  

PowerPoint is an essential multifunctional tool for making presentations which had been created by MS. As a part of the Microsoft Office Suite, it offers a toolbox to organise the presentation by using different tools and features to make it visually pleasant and attractive. MS PowerPoint gives the opportunity for the text, graphics, multimedia objects, and animation elements to be combined in one place to allow the users to present information in a more effective way.  

Evolution of PowerPoint  

In the course of time, PowerPoint has become a very functional tool to produce high-quality presentations Moreover, a secure system would be established to manage risks of data leakage or theft. First released in 1987 for Apple computers, it defies to the competition with its easy Graphical User Interface (GUIGUI)) and its large range of functions. With every new release, MS PowerPoint offered new functionality and boasted significant improvements, staying the wonder of the world of presentations.

Understanding the PowerPoint interface  

 The PowerPoint Program provides the presenter with an easy-to-use interface for designing and updating the presentation. It is important to master its main functions in order to conduct operations using this software with a level of proficiency.Here's a breakdown of the MS PowerPoint interface:   

1) Ribbon: The Ribbon is located at the top of the MS PowerPoint window and has several tabs which include Home, Insert, Design, Transitions, etc.

2) Slides pane: Slide pane which is positioned to the far left of the window, is the PowerPoint window. You will see there a collection of your slides examples (thumbnails) which enables you to adjust and customize them with greater ease. The floating pane of the editor lets you not only add, delete, duplicate, but also hide slides from there.

3)   Notes pane : The Notes pane is located below the Slides pane. It provides space for adding speaker notes or additional information related to each slide.    

4)  Slide area : The Slide area occupies the central part of the PowerPoint window. It displays the selected slide, where you can add and arrange content such as text, images, charts, and multimedia elements .    

5)  Task panes : Task panes are additional panels on the PowerPoint window's right side. They offer various functionalities such as formatting options, slide layouts, animations, etc. Task panes can be opened or closed based on your specific needs.   

Understanding the MS PowerPoint interface will help you navigate the software effectively and make the most of its features. Whether you are creating slides, adding content, or applying formatting, having a good grasp of the interface ensures a smooth and productive experience .  

Key Features of PowerPoint  

When it comes to creating captivating and professional presentations, MS PowerPoint stands out as versatile and feature-rich software. Its array of tools and functionalities enables users to bring their imagination and ideas to life. Moreover, it also helps engage their audience effectively .    

From slide templates to multimedia integration, there are various Features of PowerPoint ; let's discuss some of them below.

1) Slide Templates : PowerPoint provides a collection of pre-designed templates that make it easy to create visually appealing slides.   

2)  Slide Master : The Slide Master feature allows users to define the overall layout, font styles, and colour scheme for the entire presentation .   

3)  Animations and transitions : PowerPoint offers various animation effects and slide transitions to add visual interest and captivate the audience .   

4)  Multimedia integration : Users can embed images, videos, and audio files directly into their presentations, enhancing the overall impact .   

5)   Collaboration tools : MS PowerPoint allows multiple users to work on a presentation simultaneously, making it ideal for team projects and remote collaboration .   

6) Presenter View : The Presenter View feature gives presenters access to speaker notes, a timer, and a preview of upcoming slides, enabling a seamless presentation experience .   

These features collectively contribute to PowerPoint's versatility and make it a powerful tool for developing engaging and impactful presentations.  

Take your Microsoft Office skills to the next level – sign up for our Power Apps and Power Automate Training ! 

How to use PowerPoint to create a presentation?   

Creating a presentation in PowerPoint is a straightforward process. Whether it's simple animations or explainer videos learning H ow to use PowerPoint is an extremely valuable skill. Here's a step-by-step guide on how to create a presentation:   

1)  Launch PowerPoint and choose a template or start with a blank slide. 

2)  Add slides by clicking "New Slide" or using the shortcut key (Ctrl + M). 

3) Customise slide content by entering text and inserting visuals.  

4)  Rearrange slides for a logical flow by dragging them in the slide navigation pane.  

5)  Apply slide transitions for visual effects in the "Transitions" tab.  

6)  Add animations to objects in the "Animations" tab.  

7)  Preview your presentation by clicking "Slide Show".   

8)  Save your presentation and choose a format (.pptx or .pdf).  

9)  Share your presentation via email, cloud storage, or collaboration tools.   

By following these steps, you can create a well-structured and visually appealing presentation in Microsoft PowerPoint. Remember to keep your content concise, use engaging visuals, and practice your presentation skills to deliver an impactful presentation .   

Unlock your full potential and optimise your productivity with our comprehensive Microsoft Office 365 Masterclass . Sign up now!  

Benefits of PowerPoint   

PowerPoint is a very popular presentation software and for a good reason. It offers numerous benefits for users, from easy collaboration to ease of use. These are some of the key benefits of PowerPoint.

1) Visual appeal : Microsoft PowerPoint allows you to create visually appealing presentations with its wide range of design tools and features. You can use templates, themes, and customisable layouts to make your slides visually engaging and professional .   

2)  Easy to use : PowerPoint has a user-friendly interface, making it accessible to users of all levels. The intuitive tools and straightforward navigation make it easy to create, edit, and deliver presentations efficiently .   

3)   Flexibility : PowerPoint provides flexibility in terms of content creation. You can include various types of content, such as text, images, charts, graphs, videos, and audio files, to enhance your message and engage your audience effectively.   

4)   Organisation and structure : PowerPoint offers features to help you organise and structure your content. You can create multiple slides, use slide masters for consistent formatting, and arrange the sequence of slides to create a logical flow .   

5)  Presenter tools : PowerPoint includes built-in presenter tools that aid in delivering presentations smoothly. You can use presenter view to see your notes and upcoming slides while your audience sees only the presentation. Additionally, features like slide transitions and animations add visual interest and help you control the flow of information .   

6)  Collaboration and sharing : PowerPoint allows for easy collaboration and sharing of presentations. Several users can simultaneously work on the same presentation, making it convenient for team projects. You can also share your presentations via email, cloud storage, or online platforms, ensuring easy access for viewers .   

7)   Integration with other tools : PowerPoint can seamlessly integrate with other Microsoft Office applications, such as Word and Excel. You can import data and charts from Excel or copy and paste content between different Office applications, saving time and effort .  

8)   Presenter-audience interaction : PowerPoint provides features that facilitate interaction between the presenter and the audience. You can include interactive elements like hyperlinks, buttons, and quizzes to engage your audience and make your presentations more dynamic.   

9)   Portable and accessible : PowerPoint presentations can be saved in various formats, such as .pptx or .pdf, making them easily accessible on different devices. This portability allows you to deliver presentations on laptops, tablets, or even projectors without compatibility issues .   

10)  Time and effort savings : PowerPoint simplifies the process of creating presentations, saving you time and effort. The pre-designed templates, slide layouts, and formatting options enable you to create professional-looking presentations efficiently .   

Learn how to create customised slide shows in MS PowerPoint with our Microsoft PowerPoint MO300 Training .    

Tips for Creating Effective PowerPoint Presentations   

PowerPoint presentations can be powerful tools for communicating information and engaging an audience. Consider the following PowerPoint Tips to create effective presentations .

1) Simplicity is key : Keep your slides clean and uncluttered. Use concise bullet points and simple visuals to convey your message effectively .   

2)  Visuals matter : Incorporate relevant, high-quality visuals such as images, charts, and diagrams to enhance understanding and engagement .   

3)  Limit text : Avoid overwhelming your audience with excessive text on slides. Use brief phrases or keywords to communicate key points .   

4)  Choose legible fonts : Opt for clear and readable fonts that are easy to read, even from a distance. Maintain consistency in font styles throughout your presentation .   

5)  Consistent design : Maintain a consistent design theme, including colours, fonts, and layout, to create a visually appealing and professional presentation.   

6)  Emphasise important points : Use visual hierarchy techniques, such as font size, colour, and formatting, to draw attention to essential information .   

7)  Use transitions and animations sparingly : Incorporate slide transitions and animations thoughtfully, focusing on enhancing content and transitions without distracting the audience .   

8)  S lide notes for guidance : Utilise the slide notes feature to include additional details, explanations, or reminders for a well-prepared and confident presentation.   

9)  Practice and time yourself : Rehearse your presentation to ensure smooth delivery and stay within the allocated time. Practice helps you refine your content and delivery.   

10)  Engage the audience : Encourage audience participation through interactive elements, questions, or discussions to foster engagement and make your presentation more memorable.   

By implementing these tips, you can create effective MS PowerPoint presentations that capture attention, communicate information clearly, and engage your audience effectively.  

Alternatives to PowerPoint  

Most of you are used to using PowerPoint for your presentation needs since it was the first option available to us through our academics. However, if you wish to check out alternative options to Powerpoint know if they work better for you, here are ten options that is worth a short: 

5) Slidebean

6) Zoho Show 

7) Google Slide 

9) Beautiful.ai

10) Microsoft Sway

Conclusion     

This blog walked you through What is PowerPoint and how it can aid you in curating compelling visual representations of the message you wish to get across. We discussed it features and the process of how you can create presentations on PowerPoint. Now take what you know and run with it explore your options with your templates and building new ones, let your creativity take its course. 

Master the art of effective communication and productivity and unlock your potential with our comprehensive Microsoft Office Training – Sign up now!  

Frequently Asked Questions

Well, making a presentation can be tricky business. Here are some of the common mistakes people make:

1) Adding too much text! The presentation needs to have brief and simple points you elaborate on in person. 

2) Bad colour schemes for template and font colour. Sometimes the clash of colour may make the text illegible. 

3) Too many elements! Crowding of elements may lose your audience’s attention.   

Yes, you most definitely can! You can use PowerPoint online with a Microsoft Office 360 plug in that allows you to use all Microsoft applications on your browser. 

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At revered Black school, Biden leans into faith and tells grads he hears voices of dissent

ATLANTA – President Joe Biden on Sunday warned graduates at one of the country's most revered African American academic institutions of "extremist forces aligned against the meaning and message of Morehouse" College in a commencement address that sought to lay out the stakes of the 2024 election.

"Graduates, this is what we're up against," Biden said during a 27-minute speech that leaned heavily into themes of faith and democracy in an appeal to Black voters. "They peddle a fiction, a character about what being a man is about − tough talk, abusing power, bigotry. Their idea of being a man is toxic."

"But that's not you. It's not us," he said.

Biden's remarks to the 414 graduates at Morehouse , an all-male historically Black college in Atlanta, came as he is struggling to unite Black voters , particularly Black men, around his candidacy. Many Morehouse students and faculty criticized Biden's participation when it was announced because of his support for Israel's war in Gaza.

"In a democracy, we debate dissent about America's role in the world. I want to say this very clearly: I support peaceful, nonviolent protest," Biden said on Sunday in response to the complaints. "Your voices should be heard. I promise you, I hear them."

Prep for the polls: See who is running for president and compare where they stand on key issues in our Voter Guide

No major disruptions, but peaceful protests target Biden

Although there were no major disruptions during Biden's speech, a few students walked out when Biden received an honorary Morehouse degree. More than a dozen graduates and at least three faculty members wore keffiyehs, while one student entered the ceremony draped in a Palestinian flag.

As Biden delivered his address, at least one female faculty member stood in the opposite direction, her fist raised, in a sign of protest.

Biden, wearing a maroon gown at the outdoor ceremony, said his administration is "working around the clock for more than just one cease-fire," but also to "bring the region together." He reiterated his support for a two-state solution in which Israelis and Palestinians live in peace.

"This is one of the hardest, most complicated problems in the world. There's nothing easy about it," Biden said. "I know it angers and frustrates many of you, including my family, but most of all, I know it breaks your heart. It breaks mine as well."

Biden added that leadership is about "fighting through the most intractable problems" to "find a solution by doing what you believe is right, even when it's hard and lonely."

About a mile away, pro-Palestinian protesters held a rally organized under the banner of "Say No to Genocide Joe Speaking at Morehouse." Morehouse's valedictorian also raised Israel's war in Gaza during his remarks before Biden took the lectern.

"It is my stance as a Morehouse man – nay as a human being – to call for an immediate and the permanent cease-fire in the Gaza Strip," graduating senior DeAngelo Jeremiah Fletcher said, with Biden sitting just steps behind him. Biden applauded in response.

Biden touts record with Black voters

Polling shows Biden is vastly underperforming his 2020 performance among Black voters, a reliably Democratic constituency, as some drift to Donald Trump, the former president and presumptive Republican nominee.

A New York Times/Siena College poll of six battleground states, including Georgia, found Biden has support from 60% of Black voters and Trump, while Trump is backed by 20% of Black voters. Biden won Black voters in the 2020 election by a 87%-12% margin, according to exit polls.

Ahead of Biden's arrival, Anwar Karim, a sophomore studying film at Morehouse and a member of Atlanta University Center Students for Justice in Palestine, told USA TODAY he was disappointed in his school’s choice of commencement speaker. He also decried Morehouse’s decision to award Biden an honorary degree, which is typically awarded to the school’s commencement speaker after a faculty vote.

“Morehouse College is dedicated to producing men of consequence who lead lives of service and leadership, and I just have to beg the question, when it comes to Biden, what is an example of his leadership?” Karim said Friday.

Biden commits to showing 'democracy is still the way'

In his speech, Biden touted his presidency as one that has delivered to Black Americans, pointing to efforts to invest in Black families and communities, cut child poverty, expand work opportunities, reduce prescription drug prices and cut student loan debt. He called out the "poison of white supremacy" and "systemic racism."

He said he is committed to "show that democracy, democracy, democracy is still the way," even in the face of inequality for Black Americans.

"What is democracy if Black men are being killed in the street? What is democracy if the trail of broken promises still leave Black communities behind?" Biden said. "What is democracy if you have to be ten times better than anyone else to get a fair shot? Most of all, what does it mean, as you've heard before, to be a Black man who loves his country even if it doesn't love him back in equal measure?"

Biden railed against new voting restrictions in Georgia and the "constant attacks on Black election workers." He also said those who stormed the U.S. Capitol on Jan. 6, 2021 "are called patriots by some," a clear reference to Trump.

“Not in my house," Biden said.

In the days leading up to his Morehouse visit, the White House focused on Black outreach. Biden met on Thursday with plaintiffs of the landmark Brown v. Board of Education Supreme Court decision, on the 70th anniversary of the dismantling of the "separate but equal" precedent. On Friday, Biden met with leaders of the "Divine Nine" HBCU sororities and fraternities.

More: In a nod to history, Biden meets with Brown v. Board of Education families

In Atlanta on Saturday, Biden spoke to Morehouse alumni and others at a campaign event at Mary Mac's Tea Room. "The fact is, this election, lots at stake, lots at stake. It's not about me. It's about the alternative as well," Biden said. "My opponent's not a good loser, but he is a loser."

Introducing Biden, Morehouse President David Thomas said, "No administration in history, since the inception of historically Black colleges and universities, has invested more in our institutions than the Biden administration."

"And if you look at his policies, it is very clear that those investments are not charity," Thomas said.

Biden, 81, closed his remarks with a reference to his age, a liability that has hung over his reelection. When he started his political career, Biden said he was told he was "too young." Now he hears he's "too old."

"Whether you're young or old, I know what endures: The strength and wisdom of faith endures. And my challenge to you is to still keep the faith as long as you can," Biden said. "Together we're capable of building a democracy worthy of our dreams."

Google's brief smart glasses teaser flew under the radar, but it could mean something big

Smart glasses are all the rage in 2024. Amazon has its Echo Frames , Meta has its Ray-Ban  smart glasses, and it seems that new brands are unveiling their smart spectacles with each new month of the year. Could Google be next?

Also:  Google Glass vs. Project Astra: Sergey Brin on AI wearables and his top use case

Google sneakily teased a pair of nondescript smart glasses at its I/O event  in Mountain View, California. During a demonstration of its camera AI assistant, Gemini Live , a video showed someone asking Gemini Live questions as they pointed their phone camera around, like what neighborhood they were in and what objects nearby made sounds. 

Then, the speaker asked Gemini Live where she last saw her glasses. The speaker then picked up the glasses from a desk, put them on, and began to prompt the glasses with similar questions. The smart glasses can apparently do everything Gemini Live on a phone can do.

Gemini Live uses video understanding capabilities developed by Google DeepMind's Project Astra. Project Astra should play a big role in these undisclosed smart glasses, but we won't know for sure until Google details the device. 

We’re sharing Project Astra: our new project focused on building a future AI assistant that can be truly helpful in everyday life. 🤝 Watch it in action, with two parts - each was captured in a single take, in real time. ↓ #GoogleIO pic.twitter.com/x40OOVODdv — Google DeepMind (@GoogleDeepMind) May 14, 2024

Smart glasses are an AI-assisted wearable that can capture photos and videos, play music and podcasts, and even answer your most pressing questions, all through voice prompts.

Also: Why Meta's Ray-Ban Smart Glasses are my favorite tech purchase this year

My colleague Kerry Wan wrote a glowing review of Meta's Ray-Ban smart glasses, admitting that he has swapped out his prescription lenses for the AI wearable, and ZDNET's Prakhar Khanna said that the glasses are his favorite tech product of the year in a recent article .

We don't know much more about Google's smart glasses than what's been pulled from this teaser, but they're something we'll definitely be keeping an eye out for.

Stanford's VR breakthrough could spell the end of clunky headsets - thanks to AI

Google co-founder on the future of ai wearables (and his google glass regrets), why meta's ray-ban smart glasses are my favorite tech purchase this year.

Businesses rely every day on various systems and pieces of equipment to keep their operations running smoothly. But all systems inevitably require upkeep. It could be intangible software, like an IT service network that has accumulated enough bugs to break an important feature, sending developers scrambling for a fix. Or it could be a piece of physical equipment, like an ice cream machine in a fast-food restaurant with a broken o-ring.

Eventually, everything breaks down, from multisite IT systems down to individual light bulbs. Unplanned downtime can have catastrophic consequences, and it’s up to  facility maintenance  engineers and technicians to plan ahead so that swift measures are taken to rectify a failure. The goal is to minimize downtime, reducing the costs associated with lost productivity, revenue or customer dissatisfaction.

Downtime can be minimized in many ways. For example, businesses can aim to reduce the amount of time it takes to repair a piece of equipment by having sufficient replacement parts accessible to technicians onsite. Or, they can observe repair processes to find faster ways to perform repairs or quicker ways to notify technicians. Even further, they can make investments in better-performing tools with longer lifespans to reduce the number of repairs needed.

But in order to understand how to improve the reliability of systems and components, we first must be able to measure their reliability.  Mean time to repair (MTTR) —also known as mean time to recovery—and  mean time between failures (MTBF)  are two failure metrics commonly used to measure the reliability of systems or products within the field of  facilities maintenance . While these acronyms are related, they have different meanings and are used to answer different questions.

First, let’s review MTBF. 

MTBF is a key performance indicator (KPI) that represents the average time between two consecutive failures of a system or product. MTBF is a measure of reliability, and it is commonly used in the context of warranties, maintenance planning and product development. Note that MTBF, which refers to repairable items, is not to be confused with the closely related term, mean time to failure (MTTF), which refers to assets that are non-repairable and need to be replaced rather than repaired.

The MTBF calculation uses this formula:

MTBF = Total operating time/Number of failures over a given period

So, for example, if a product is used for  1,000 hours  and it fails  3 times  during that period, the MTBF would be:  1000 hours/3 failures = 333.3 hours

This means that on average, the product can be expected to fail after  333.3 hours  of use.

MTBF is useful in determining the expected lifetime of a product and can help manufacturers plan for maintenance or replacement. However, it does not take into account how much time it takes to repair a product after it fails, which can be an important consideration in some applications. 

That’s where MTTR comes in. 

MTTR is the average time it takes to repair a system or product after it has failed. MTTR is used to measure the reliability of a system or product from a repair standpoint. MTTR typically includes the time it takes to notify maintenance teams, allow equipment to cool down for repair, fix the issue, reassemble any relevant equipment or systems and test before restarting production. 

The goal of MTTR is to minimize the downtime caused by failures and reduce the costs associated with repairs. 

Here’s how to calculate MTTR:

MTTR = Total downtime/Total number of failures over a specific time

For example, if over the last year, a system failed  5 times , resulting in  10 total hours of downtime (including repair time), the MTTR would be:  10 hours/5 repairs = 2 hours

This means that on average, it takes  two hours  to repair the system after a failure occurs.

MTTR is useful in determining the efficiency of maintenance operations and can help identify areas where improvements can be made. 

Mean time between failures (MTBF) and mean time to repair (MTTR) answer different questions and have different applications. MTBF and MTTR exist in a family of KPIs that include mean time to respond, mean time to detect (MTTD) and mean time to acknowledge (MTTA), among others.

MTBF is a measure of how long a system or product is expected to operate before it fails, and it is used to plan for maintenance or replacement. MTTR is a measure of how long it takes to repair a system or product after it fails, and it is used to minimize downtime and reduce repair costs.

MTBF does not take into account the period of time it takes to repair a product after it fails, while MTTR does not take into account the total time between failures. 

Across many use cases, both metrics may be used in tandem to get a more complete picture of the overall maintainability of a system or product. For example, in a manufacturing plant, MTBF might be used to determine the expected lifetime of a machine and plan for replacement, while MTTR might be used to optimize maintenance schedules for that machine and maximize total uptime.

In the context of software development, MTBF might be used to measure the stability of a system and plan for updates or bug fixes, while MTTR might be used to optimize the development process and reduce the time it takes to fix issues.

Improving MTBF and MTTR to reduce downtime can be a complex process that involves identifying and addressing the  root causes  of system failures, optimizing maintenance operations and implementing improvements in design and manufacturing processes.

Today, large organizations use computerized maintenance management systems (CMMSs) to help them manage their maintenance processes. A CMMS typically offers features like  work order  management, preventative maintenance scheduling, inventory management, asset management and reporting. 

IBM Maximo® is enterprise asset management software that includes comprehensive CMMS capabilities. Maximo is a single, integrated cloud-based platform that uses  artificial intelligence (AI) , IoT and analytics to optimize performance, extend the lifecycle of assets and reduce the costs of outages. A related tool, IBM Instana® Observability, offers full-stack observability, with the goal of helping users optimize and democratize incident prevention. 

Both of these products will give you the visibility into your assets and operations that you’ll need to make smarter, data-driven decisions, ultimately resulting in fewer breakdowns and less downtime.

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