Presentation Skills Part 1 - Planning & Organizing

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Using content adapted from Rogen Si, an overview of planning and organizing a presentation.

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Presentation Skills Part 1 - Planning & Organizing

  1. 1. Presentation Skills Part 1 – Planning & Organizingwith content adapted from May 20, 2011
  2. 2. Presentation Skills – Part 1This really does work for ANY presentation1. Organizing Planning Eventually, you should do these steps in the reverse order. Butdo it going to teach it The order you should I’m in to you in this order, because organizing2. Planning Organizing this way will make a big difference…fast!
  3. 3. Organizing
  4. 4. Organization Flow Chart Opening Remarks Creative Opening Bridge Beginning (prepare the audience) Subject
  5. 5. Opening Remarks• Confirm time available• Questions during, or at the end• Advise as to ‘leave-behinds’Others potential items: intros, breaks/meals, can everyone see/hear, handlebrief preliminary questions…
  6. 6. Creative Opening/BridgeOptional but often effective!• Relevant anecdote• Analogy or example• Strong quote• Get audience to do something• Ask audience a questionUse a bridge to take you from creative opening tothe subject of the presentation
  7. 7. Subject• Goal of the presentation• Re-cap the brief/ask• Don’t assume everyone remembers• Tell them what you’re going to tell them
  8. 8. Organization Flow Chart Opening Remarks Creative Opening Bridge Beginning (prepare the audience) Subject Agenda Item #1 Agenda Item #2 Agenda Item #3 •Body #1 • Body #2 • Body #3 Middle (delivery your argument)
  9. 9. Agenda Items• Make your deck digestible• Set expectations• Use the power of 3 to make it sticky
  10. 10. Body Content• Keep body aligned to agenda item• Use devices that help audience keep track of where you are in the agenda (like that chart in the top corner of this page)• Only one concept per page
  11. 11. Organization Flow Chart Opening Remarks Creative Opening Bridge Beginning (prepare the audience) Subject Agenda Item #1 Agenda Item #2 Agenda Item #3 •Body #1 • Body #2 • Body #3 Middle (delivery your argument) Summary #1 Summary #2 Summary #3 End (make sure they got it) Conclusion/Next Steps
  12. 12. Summary Items• Tell them what you told them• Recap the key take-aways from each agenda item/body content• Can be more than one key point for each, but must be oneCan be really effective to hand out a cheat sheet if a complex presentation
  13. 13. Conclusion• Recap goal of presentation, and call to action• Then: • Feedback/discussion • Summarize key feedback/agreements reached • State follow-ups and next steps
  14. 14. Order of Preparation1. Subject/Topic/Recommendation2. Conclusion/Main Idea/Recommendation3. Agenda4. Body5. Summary6. Creative opening and bridge (optional)7. Opening remarks8. Transitions
  15. 15. Slide Sorter View Can Help
  16. 16. Planning
  17. 17. Presentation Planning Steps 9 Review 8 Present 7 Rehearsal 6 Read Through 5 Visual Aids 4 Structure 3 Collect Information 2 Set an Objective1 Audience Analysis
  18. 18. 1. Audience Analysis• Who is my audience?• What is their level of understanding?• What is important to them?• What are their expectations of the presentation?• What will motivate them to accept the information or recommendation?
  19. 19. 2. Set an Objective• What do I want the audience to think, feel or do as a result of my presentation?• Is the objective reasonable and achievable?• What needs to change in the listeners’ minds?
  20. 20. 3. Collect InformationDo I have:• The right amount of information?• The right type? (Is it relevant?)• Is it persuasive? (Does it constitute proof for the decision-maker?)
  21. 21. 4. Structure Beginning (prepare the audience) Middle (delivery your argument) End (make sure they got it)
  22. 22. 5. Visual AidsWhat type of visual aids are most appropriate:• For the audience?• For you?• For the venue?• For the tone? (informal or formal)Options: flip chart, white board, overhead projector, board andeasel, video, PowerPoint, hand-outs, hand-held…
  23. 23. 6. Read ThroughSo what!• Have I read through my presentation from the audience’s perspective?• Can I be more succinct?• Have I used appropriate evidence to persuade the audience?**Such as: statistics, facts, case studies, examples, testimonials, demonstration, analogies,am I prepared for their questions?
  24. 24. 7. Rehearsal• Physically rehearse in a room as close as possible to the actual environment in which you will be presenting• If time is limited, focus on: beginning, end, transitions• Rehearsals are essential for team presentations
  25. 25. 8. PresentWhen presenting, focus on:1. Tailor your tone and mood to suit: • The Audience • You • The presentation environment2. Choose appropriate: • Voice modulation • Movement • Gestures • Eye Contact
  26. 26. 9. Review• Did I achieve my objective?• What worked well?• What could I have done differently?• On reflection, how effective was my preparation of each planning step?
  27. 27. Summary
  28. 28. Organization Flow Chart Opening Remarks Creative Opening Bridge Beginning (prepare the audience) Subject Agenda Item #1 Agenda Item #2 Agenda Item #3 •Body #1 • Body #2 • Body #3 Middle (delivery your argument) Summary #1 Summary #2 Summary #3 End (make sure they got it) Conclusion/Next Steps
  29. 29. Rogen Presentation Planning Steps 9 Review 8 Present 7 Rehearsal 6 Read Through 5 Visual Aids 4 Structure 3 Collect Information 2 Set an Objective1 Audience Analysis
  30. 30. Conclusion• ANY presentation is better if you plan and organize it first• You now have the tool (organization flow chart) and the knowledge (planning steps)• The more you use them, the more intuitive and easier it becomes
  31. 31. Give it a try!(and share it with others)

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