Presenting as a team


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Presenting as a team

  1. 1. Presenting as a Team
  2. 2. Presenting as a TeamIn today’s collaborative work environment, there may be occasions when you areasked to give a presentation with a few of your business colleagues. Unlike a solopresentation, a presentation given by two or more people requires teamwork inorder to appear as one unified group effort. If you want to conduct a professional,well-run business presentation, you and your co-workers will need to presenttogether as a team.While all types of presentations rely on the same fundamentals - planning,preparing, and then delivery - presenting as a team involves a few additionalstrategies. The teamwork approach that follows will help you achieve a smoothperformance that shows you work well together as a team.
  3. 3. Presenting as a Team Team LeadWhen presenting as a team, whether to an internal or external audience, youwant to leave the impression that your group is capable and cohesive. How wellthe team functions as a whole is a responsibility of the designated team leader.For the sake of everyone involved, a team or project lead should be appointed.Typically, the senior person becomes the team lead and takes ownership of thefinal deliverable. This individual should be “hands on” throughout the entireprocess and personally make sure that: • Meetings are scheduled for project members to come together and plan the presentation. • All team members receive regular communications about the project.
  4. 4. Presenting as a Team Engage as Equal PartnersIt’s important to establish clear expectations early in the team relationshipbecause conflict later on adds extra work for everyone involved. Here’s what youcan do to take personal ownership for the success of the group project. • Recognize that each person on the team is an essential contributor. Do your best to cooperate as equal partners so that everyone engages in the process. • Get to know your team members. Each person in the group will have different strengths, expectations, experiences, and perspectives. • Never make assumptions about how to work together, regardless of how well you may or may not know each other. People often wait for others to guess their needs, and then hope the other person acts according to their wishes. Strive to collaborate by actively listening and soliciting comments from everyone. • Do your fair share especially if everyone working on the project is a peer of each other.
  5. 5. Presenting as a Team Allocate ResponsibilitiesThe project lead should allocate responsibilities so that everyone knows what towork on. Different parts of the presentation can be presented by those who aremost knowledgeable about specific aspects.First, make sure that each person on the team is in agreement about the purposeof the presentation. A good rule is to focus on the three most essential points youwant to communicate to the audience. This will drive your presentation strategy.Next, determine the particular topic each person will address. This will be thefoundation upon which to build the content of the presentation.
  6. 6. Presenting as a Team Manage the TasksDelivering a professional team presentation requires thorough planning, includingthe logistics, the visuals, and the overall game plan. The following are somedecisions to make as part of orchestrating the actual event. • Who will be invited? • Who will send out the meeting invitation? • How much time do you need for the presentation? • Who will take the lead in introducing the team to the audience? • Who will prepare the visuals (slideshow, handouts)?For an online event: • What technology will you use? • Who will deal with technical problems?For a face-to-face event: • Who will set up the room and make sure the equipment works? • Who will distribute materials?
  7. 7. Presenting as a Team Work TogetherThe way you work together is critical to your team’s success. Good teamrelationships depend on mutual trust and respect as well as open and honestcommunication. This is especially true when giving each other feedback.Suppose your hear the following statement from one of your colleagues. You should have gotten your part done by now!There is a right way and a wrong way to give each other feedback. On the nextslide you can see what is wrong with this comment and how to improve it.
  8. 8. Presenting as a Team Work TogetherThis statement is finding fault, vague, and not measurable. You should have gotten your part done by now! Finding fault Vague Not measurableIt is possible to create a safe environment for mutual feedback if you keep itspecific and free of emotion, as in: I expected you to have completed the outlineby Tuesday. Is there something I can do to help out?Always speak from the perspective of I instead of you and avoid words like could,would, should (often coupled with you). This approach will improve your workingrelationships and get much better results.
  9. 9. Presenting as a Team OrganizeIt’s important to organize your team’s delivery prior to presenting. Establish alogical sequence of subject material in order to create a coherent message. Youwant your presentation to appear as one continuous session rather than a seriesof single presentations strung together.Coordinate speaking roles and the time allotted for each. Use transitionstatements to make it clear when one part ends and another part begins. Forexample: “Now that you’ve heard about the business opportunity, our accountmanager Nancy will tell you what our plans are.”Develop an agenda so your audience knows what topics you will cover and cantrack your progress. This avoids people asking about things you are just about totell them.
  10. 10. Presenting as a Team RehearseAlthough it is often logistically challenging to rehearse together as a team,practice is essential if you want to make a confident and polished presentation.There aren’t any shortcuts. If you don’t devote sufficient time to practice,everyone will wind up looking unprepared.When all materials are ready, each person should practice their segment all theway through in the order in which they will speak. Going from start to finish willensure that the whole presentation is polished and not just the beginning.The more familiar you are with the material, the less nervous you will be. Clickthrough the slideshow and get used to one another’s speaking styles. Practiceyour transitions or have the team leader act as host to introduce each speaker.
  11. 11. Presenting as a Team Keep ControlHere are some ways to keep control during the actual presentation. • Pay attention to what is being said and don’t get distracted by your own upcoming part. Listen carefully so you can adjust what you want to say or refer to something said earlier by someone else. • Agree in advance on who will field the questions. When answering, never say something to contradict or call into question something said by another. • Always take turns talking so it does not look like you are competing. This teamwork approach will demonstrate that you and your colleagues are organized and well-coordinated when presenting as a team. The END.