Planning the timing of a technical presentation and then executing it is an art. STEM speakers often face this challenge.

Below are three methods STEM speakers can use to deal with time constraints in technical presentations, without losing clarity or credibility:

Prioritize with the “Need-to-Know Filter

Instead of trying to cover everything in your presentation, identify the three to five core takeaways your audience absolutely must leave with.

Research tells us humans can, at most, remember seven things in their minds. Why “push the envelope.” Stick to three to five items for them to remember from your presentation. If you can keep it down to four or three items, that would be all the better.

The added benefit for you as a technical speaker is that you have to remember fewer items to cover in your presentation.

Use supporting data and details only if they directly reinforce the three to five takeaways.

Be ruthless in “jettisoning” supporting data that does not do this. When a ship is taking on water, everything non-essential is thrown overboard in the hope that the ship will stay afloat. Think the same way when you plan, practice, and deliver your presentation.

Ask yourself these two questions: “Which main point is this subpoint supporting?” and “How does this subpoint support the main point?”

If the answer to the first question is that the subpoint doesn’t support any main point, delete it.

If the subpoint does support a main point, ask yourself whether the subpoint is clear in doing this. If it isn’t, modify your slide and narrative so it is clear.

All supporting points are not equal. Keep the strong supporting points and relegate the weak ones to a handout, appendix slide, or follow-up email.

This keeps the spoken presentation tight while still giving access to depth for those who want it.

One method STEM speakers can use to address time constraints in technical presentations without compromising clarity or credibility is to prioritize using the “Need-to-Know” filter.

Another method is to use layered explanations.

Use Layered Explanations (Progressive Disclosure)

Begin with a high-level summary that provides the audience with a clear understanding of the “big picture” in plain language.

If you start your presentations with the “big picture,” you will engage the maximum number of audience members. Let your audience’s body language and questions be your guide to how deep you should go into detail.

Remember, it is all about your audience. Not you. Suppose you have not done sufficient research into your audience’s knowledge level of your topic, their opinion of your topic, and their frustrations about your topic. In that case, you are like an airline pilot wearing a blindfold.

You may need to delve into the details for audience members familiar with your topic and then simplify the information for those who aren’t familiar.

This is a balancing act all speakers must perform. Reading your audience members’ body language and listening to the questions they ask will guide you in determining how deeply or superficially to present the material.

You can add one layer of technical detail if time allows, and reserve the most detailed information for supplemental materials.

Your audience can access supplemental materials after you provide them with a link to the materials. Those who want more detail can access the materials after your presentation.

Think of delivering your presentation as a telescope: first, use a wide-angle lens, then zoom in selectively.

This prevents rushing and ensures that even if time runs out, the audience still gets the essence.

Two methods STEM speakers can use to address time constraints in technical presentations without compromising clarity or credibility are to prioritize with the “Need-to-Know” filter and employ layered explanations.

A third is to leverage visual economy.

Leverage Visual Economy

Complex charts and dense slides eat time like Pac-Man. Instead, design slides that show one clear idea per visual, using simplified diagrams, flowcharts, or annotated visuals.

The one idea per visual method focuses your audience on a single idea and reduces the tendency for their minds to wander.

Trying to convey more than one idea per slide can be confusing to your audience. Also, ensure that your narrative when a slide is shown is limited to the concept on the slide.

This is important. If your narrative deviates from the concept on your slide, your audience will become confused and distracted – two things you never want them to experience. Err on the side of more slides that are clearer.

One concept per slide also reduces the time required for verbal explanations and enhances audience comprehension.

Remember, however, your slides are not your message; you are. Never substitute slides for your narrative.

Visual economy frees you from racing through dense data while still honoring the rigor of your content.

A disciplined practice regimen will show you whether you are on time or not. Practice multiple times each of the following practice steps: (1) practice sitting down, (2) practice standing up, (3) practice in front of a mirror, and (4) practice in front of a live practice audience. Seek specific feedback from your live practice audience. No “whitewashing” allowed.

In short: cut ruthlessly to essentials, reveal complexity in layers, and let visuals do some of the heavy lifting. This way, time pressure doesn’t flatten your message into a rushed monologue—it sharpens it into a focused, memorable story.

If you use these methods, you will engage your audience and have a successful presentation.

If you don’t, you won’t

Call to Action

• Instead of trying to cover everything in your presentation, identify the three to five core takeaways your audience absolutely must leave with. Then deliver these.

• Begin your presentation with a high-level summary that provides the audience with a clear understanding of the “big picture” in plain language. Then, depending on your audience’s body language and questions, go deeper sparingly.

• Design slides that show one clear idea per visual, using simplified diagrams, flowcharts, or annotated visuals.

References

• Duarte, N. (2010). Resonate: Present Visual Stories that Transform Audiences. Wiley.

• Mayer, R. E. (2021). Multimedia Learning (3rd ed.). Cambridge University Press.

• Tufte, E. R. (2001). The Visual Display of Quantitative Information (2nd ed.). Graphics Press.

Being a confident, engaging, and effective STEM speaker is a vital personal and professional asset. With more than 40 years of engineering experience and more than 30 years of award-winning public speaking experience, I can help you reduce your presentation preparatory time by 50%, overcome your fear of public speaking and be completely at ease, deliver your presentations effectively, develop your personal presence with your audience; and apply an innovative way to handle audience questions deftly.

Working closely with you, I provide a customized protocol employing the critical skills and tools you need to create, practice, and deliver excellent STEM speeches and presentations. Let’s connect and explore how I can help you become the exceptional speaker you were meant to be. Please reach out to me at frank@speakleadandsucceed.com or 703-509-4424 for a complimentary consultation. Schedule a meeting with me at calendly.com/frankdibartolomeospeaks