A student guide to the mechanics, procedures, and parts of a formal meeting and presentation, with photographs

1. THE FORMAL PRESENTATION
SHL1013 Professional English

2. How to Call a Meeting
PARTS OF A MEMO + PARTS OF A FORMAL
EMAIL + PARTS OF A MEETING AGENDA =
YOUR MEETING ANNOUNCEMENT &
AGENDA

3. PREPARE THE AGENDA

4. How to Record a Meeting
PARTS OF A MEETING MINUTES + PARTS OF
A FORMAL EMAIL = YOUR MEETING
MINUTES

6. Formal Meeting
WHAT HAPPENS IN A FORMAL MEETING

7. OPEN THE MEETING

8. USE FORMAL MEETING PROCEDURES

9. USE FORMAL MEETING LANGUAGE

10. Formal Presentation
WHAT HAPPENS IN A FORMAL
PRESENTATION

11. PREPARE ALL PRESENTATION MATERIALS

12. BEGIN YOUR PRESENTATION

13. INTRODUCE YOURSELF

14. SAY WHY YOU FEEL STRONGLY ABOUT THE TOPIC

15. TELL A SHORT, SHORT STORY

16. STATE THE TITLE OF YOUR PROPOSAL

17. INTRODUCE THE TOPIC

18. INTRODUCE THE PROBLEM

19. STATE THE TARGET BENEFICIARIES

20. STATE THE TARGET NEEDS TO BE ADDRESSED

21. GIVE PROOF THAT THE NEED IS URGENT

22. QUOTE, PARAPHRASE, CITE, REFERENCE SOURCES
USE A THEORETICAL FRAMEWORK AS SUPPORT

23. PROPOSE YOUR GOALS
USE THEORETICAL FRAMEWORKS AS SUPPORT

24. STATE THE PROPOSED SOLUTIONS
USE THEORETICAL FRAMEWORKS AS SUPPORT

25. STATE THE TARGET BENEFITS
USE THEORETICAL FRAMEWORKS AS SUPPORT

26. USE QUESTIONS TO YOUR ADVANTAGE

27. STATE YOUR PLAN OF ACTION
USE THEORETICAL FRAMEWORKS AS SUPPORT

28. STATE YOUR ACTION PLAN & TIMELINE

29. PRESENT YOUR COMMUNICATION STRATEGIES
USE THEORETICAL FRAMEWORKS AS SUPPORT

30. PRESENT YOUR ATTENTION-CATCHING STRATEGIES
USE THEORETICAL FRAMEWORKS AS SUPPORT

35. PRESENT YOUR INFORMATION STRATEGIES
USE THEORETICAL FRAMEWORKS AS SUPPORT

37. PRESENT YOUR INSTRUCTION STRATEGIES
USE THEORETICAL FRAMEWORKS AS SUPPORT

38. CONNECT TO YOUR CONCLUSIONS

39. PRESENT YOUR RECOMMENDATIONS
USE THEORETICAL FRAMEWORKS AS SUPPORT

40. INDICATE THE END OF THE PRESENTATION

41. RECORD PEER INPUT

42. RECORD SUGGESTIONS

43. USE THE SUGGESTIONS TO POLISH THE
PRESENTATION

44. Formal Presentation
WHAT YOU SHOULD DO

45. USE THE RUBRICS TO POLISH THE PRESENTATION

47. USE PROFESSIONAL ATTIRE

48. USE PROFESSIONAL ATTIRE

49. PROVIDE CONTACT INFORMATION

50. LISTEN TO WHAT THEY SAY, AND WHAT
THEY DO NOT SAY

51. RECORD WHAT THEY SAY

52. LOOK AT YOUR AUDIENCE

53. TALK TO YOUR AUDIENCE

54. ESTABLISH EYE CONTACT WITH YOUR AUDIENCE

55. USE BIG LETTERS SO THE AUDIENCE CAN READ IT

56. FACE TOWARDS THE AUDIENCE

57. MAINTAIN EYE CONTACT WITH THE AUDIENCE

58. TALK TO THE AUDIENCE

59. EXPLAIN TO THE AUDIENCE

60. LOOK DIRECTLY AT YOUR AUDIENCE

61. Formal Presentation
ONE MORE TIME

62. START WITH A GREETING & INTRODUCTION

63. STATE YOUR GOALS IMMEDIATELY

64. STATE THE RESEARCH PROBLEM

65. TALK TO THE AUDIENCE

66. USE TRANSITION SLIDES FOR EVERY SECTION

67. SHOW YOUR INSTRUCTION STRATEGY

68. SHOW YOUR INFORMATION STRATEGY

69. SHOW YOUR PROMOTION STRATEGIES

70. DIFFERENT STRATEGIES

71. ASK WHICH ONE WORKS

72. ASK WHICH ONE DOES NOT WORK

73. ASK FOR SUGGESTIONS

74. END COURTEOUSLY, WITH GRACE AND DIGNITY

75. NEXT
A FEW IDEAS THAT CAN HELP

76. How to Start an Original Topic
TARGET AREA + IGNORED RESOURCE OR
MATERIAL + URGENT NEEDS + CONNECTION
= YOUR PROBLEM-SOLUTION IDEA

77. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
1. Choose a place (target
area) with problems.
Home country, school,
community, peer group, family,
friends, government office,
cafeteria, library, market

78. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
2. Think of a resource or material that is
plentiful, available (ignored by
people), and cost-free in the target area.
Salt, potatoes, soil, smiles, manpower, language,
music
Waste matter from homes, kitchens, or stores:
poop, urine, garbage
Waste material from exports, industries, or
factories: bagasse, sawdust, wood pallets, wood
shavings, pineapple peel, banana peel

79. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
3. Think of some urgent needs in
your target area. Specify.
health [malaria], mortality
[infant], technology [pencils], nature
[deforestation, locust plague], culture
[disappearing recipes], finance
[work, trade], knowledge
[math, language, diseases], housing
[materials]

80. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
4. Search for uses of the resource or
material. Search online.
[uses of salt]
[waste matter uses]

81. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
5. Create a problem-solution idea
by connecting resources or
materials to an urgent need.
Google and discover.
[Soil dirt house housing] [garbage
education] [malaria salt] [poop fuel]

82. How to Start an Original Topic
At any step where you have possible ideas, write them down and select later.
1.
Choose a place (target area) with problems.
Home country, school, community, peer group, family, friends, government office,
cafeteria, library, market
2.
Think of a resource or material that is plentiful, available (ignored
by people), and cost-free in the target area.
Salt, potatoes, soil, smiles, manpower, language, music
Waste matter from homes, kitchens, or stores: poop, urine, garbage
Waste material from exports, industries, or factories: bagasse, sawdust, wood
pallets, wood shavings, pineapple peel, banana peel
3.
Think of some urgent needs in your target area. Specify.
health [malaria], mortality [infant], technology [pencils], nature [deforestation,
locust plague], culture [disappearing recipes], finance [work, trade], knowledge
[math, language, diseases], housing [materials]
4.
Search for uses of the resource or material. Search online.
[uses of salt] [waste matter solutions]
5.
Create a problem-solution idea by connecting resources or
materials to an urgent need. Google and discover.
[Soil dirt house housing] [garbage education] [malaria salt] [poop fuel]

83. How to State Your Topic
SPECIFIC TARGET BENEFICIARIES + SPECIFIC
NEED + URGENCY OF NEED + PROPOSED
SOLUTION = YOUR ONE-SENTENCE STATEMENT
OF THE PROBLEM

84. How to State Your Research Problem
Target Beneficiaries
General (No good): Children in
Thailand who do not speak English
Specific (Good): Street children in
Bangkok up to 10 years old who do
not speak English

85. How to State Your Research Problem
Urgent Needs
The need should be clear or implied in
the description of the target
beneficiaries. Prove that this is a need
by citing a theory (Abraham
Maslow, 1943; Simon Hertnon, 2005;
Clayton Alderfer, 1969; William
Glasser, 1998; John Burton, 1990;
Lewis Coser, 1956)

86. How to State Your Research Problem
Urgent Needs
There should be proof of the
urgency of the need. The proof can
be a quote or paraphrase (source,
citation, reference). Use theory for
support (John Kotter, 2008;

87. How to State Your Research Problem
Proposed Solution
State your proposed solution, why you
choose this (plentiful, free, ignored
resource or material), how it solves a
problem in your target area, the parts of
this idea that can be found in other sources
(Related Literature) and your original
contribution in this idea.

88. How to State Your Research Problem
Target Beneficiaries
General (No good): Children in Thailand who do not speak English
Specific (Good): Street children in Bangkok up to 10 years old who do not speak
English
Urgent Needs:
The need should be clear or implied in the description of the target beneficiaries.
Prove that this is a need by citing a theory (Abraham Maslow, 1943; Simon
Hertnon, 2005; Clayton Alderfer, 1969; William Glasser, 1998; John Burton,
1990; Lewis Coser, 1956)
There should be proof of the urgency of the need. The proof can be a quote or
paraphrase (source, citation, reference). Use theory for support (John Kotter,
2008;
Proposed Solution
State your proposed solution, why you choose this (plentiful, free, ignored
resource or material), how it solves a problem in your target area, the parts of
this idea that can be found in other sources (See Related Literature) and your
original contribution in this idea (See How to State Your Original Contribution).

89. What You Will Not Do
SPECIFIC BENEFICIARY + SPECIFIC NEEDS +
PROPOSED SOLUTIONS + RESOURCE
LIMITATIONS + TIME LIMITATIONS = YOUR
RESEARCH LIMITATIONS

90. How to State Your Research Limitations
Target Beneficiaries
This proposal is limited to the needs
of street children in Bangkok up to
10 years old who do not speak
English

91. How to State Your Research Limitations
Urgent Needs
This proposal is limited to providing
the target beneficiaries with a
poster for learning 30 English
adjectives, designed suitably for
their age with elements familiar to
their lifestyle.

92. How to State Your Research Limitations
Proposed Solution
This proposal is limited to solutions
that can be
designed, revised, produced, and
presented within ___ weeks.

93. How to State Your Research Limitations
Target Beneficiaries
This proposal is limited to the needs of street children in
Bangkok up to 10 years old who do not speak English
Urgent Needs:
This proposal is limited to providing the target
beneficiaries with a poster for learning 30 English
adjectives, designed suitably for their age with
elements familiar to their lifestyle.
Proposed Solution
This proposal is limited to solutions that can be
designed, revised, produced, and presented within
___ weeks.

94. How to Create Your Outline
PARTS OF A RESEARCH PROPOSAL + THE APA
PAPER FORMAT + YOUR KEYWORDS +
ORDER OF IDEAS + HIERARCHY OF IDEAS =
YOUR RESEARCH PROPOSAL OUTLINE

95. How to State Your Outline
Google how to write an APA-style outline.

96. How to Use Others’ Ideas
YOUR IDEAS + OTHERS IDEAS RELATED TO
YOURS + QUOTE OR PARAPHRASE IDEAS +
INTEGRATE IDEAS + CITE + REFERENCE =
YOUR RELATED LITERATURE

97. Related Literature
•
•
•
•
•
•
Some of your key words (nouns)
Some of your processes (verbs)
Repeating your ideas
Agreeing with your ideas
Disagreeing with your ideas
Adding to your ideas

98. How to State What Others Say
Related Literature – Your topic is
composed of several ideas. Each idea
can be found in other sources (this is
called “literature”). Search to know
what they say. See Keyword Searching
Techniques. Record what they say.
Google How to Write Research Notes.

99. How to State What Others Say
Quoting – The ideas of others copied
exactly, and used to support your own
ideas. Each quote must be cited. Google
How to Quote in the APA Style.

100. How to State What Others Say
Paraphrasing – The ideas of others
stated in your own words, your own
style of expression. Each paraphrase
must be cited. Google How to
Paraphrase.

101. How to State What Others Say
Integrating Sources – The ideas of
others should be smoothly
connected to your ideas. Google
How to Integrate Sources.

102. How to State What Others Say
Citing Sources – Citations in the text,
right after every sourced (or
borrowed) idea. Google APA format
for citations.

103. How to State What Others Say
Referencing Sources – A list of
references at the end of your
proposal. Google the APA format for
referencing.

104. How to State What Others Say
• Related Literature – Your topic is composed of several ideas. Each idea
can be found in other sources (this is called “literature”). Search to know
what they say. See Keyword Searching Techniques. Record what they say.
Google How to Write Research Notes.
• Quoting – The ideas of others copied exactly, and used to support your
own ideas. Each quote must be cited. Google How to Quote in the APA
Style.
• Paraphrasing – The ideas of others stated in your own words, your own
style of expression. Each paraphrase must be cited. Google How to
Paraphrase.
• Integrating Sources – The ideas of others should be smoothly connected
to your ideas. Google How to Integrate Sources.
• Citing Sources – Citations in the text, right after every sourced (or
borrowed) idea. Google APA format for citations.
• Referencing Sources – A list of references at the end of your proposal.
Google the APA format for referencing.

105. How to State Your Originality
CREATE NEW AWARENESS + CREATE NEW
FORMAT + CREATE NEW SYNTHESIS =
YOUR ORIGINAL CONTRIBUTION

106. How to State Your Originality
You can combine or modify these
New awareness of existing ideas
New format of existing ideas
Combination or synthesis of
existing ideas

107. How to State Your Originality
NEW AWARENESS OF EXISTING IDEAS:
This proposal may, for the first time,
bring to my target area some
knowledge about [content or
information, procedures, processes,
attitudes].)]

108. How to State Your Originality
NEW FORMAT OF EXISTING IDEAS:
This information seems to have
never been presented in
[language, format, level] to
[(benefit my) (meet the needs of
my)] target population.

109. How to State Your Originality
COMBINATION or SYNTHESIS OF
EXISTING IDEAS: This proposal
combines [one idea] and [another
idea] to produce [proposed
original idea], which seems to be
unknown [(in target area) (among
target population)]

110. How to State Your Originality
You can combine or modify these examples.
NEW AWARENESS OF EXISTING IDEAS: This proposal
may, for the first time, bring to my target area some
knowledge about [content or information,
procedures, processes, attitudes].
NEW FORMAT OF EXISTING IDEAS: This information
seems to have never been presented in [language,
format, level] to [(benefit my) (meet the needs of my)]
target population.
COMBINATION or SYNTHESIS OF EXISTING IDEAS: This
proposal combines [one idea] and [another idea] to
produce [proposed original idea], which seems to be
unknown [(in target area) (among target population)]

111. How to Use Theory
EXISTING THEORY + SUPPORT AN IDEA,
ANALYZE AN IDEA, UNDERSTAND AN
IDEA = YOUR THEORETICAL SUPPORT

112. How to Use Theory
If you don’t know these, you won’t be doing it
right:
• Google How to integrate quotations APA style
• Google How to integrate paraphrase APA style
• Google How to quote APA style
• Google How to paraphrase APA style

113. How to Use Theory
Know the theories related to
your work

114. How to Use Theory
When you present an idea,
use a theory to support
your idea

115. How to Use Theory
When you analyze an idea,
use a theory to support
your analysis

116. How to Use Theory
When explaining an idea,
use a theory to support
your explanation

117. How to Use Theory
• Know the theories related to your work
• When you present an idea, use a theory to
support your idea
• When you analyze an idea, use a theory to
support your analysis
• When explaining an idea, use a theory to
support your explanation

118. One More Time ...
If you don’t know these, you won’t be doing it
right:
• Google How to integrate quotations APA style
• Google How to integrate paraphrase APA style
• Google How to quote APA style
• Google How to paraphrase APA style

119. How to Balance Your Ideas
PROJECTED CHALLENGES & THEORY SUPPORT+
PROPOSED SOLUTIONS & THEORY SUPPORT +
RELATED LITERATURE = YOUR PROJECTED
CHALLENGES & SOLUTIONS

120. How to Balance Ideas
Your work should not be all
positive or all negative.
That’s called bias.

121. How to Balance Ideas
To project objective, your
work must present both
sides of an idea.

122. How to Balance Ideas
State why your ideas might
be wrong or might fail. Use
a theory to support your
statements.

123. How to Balance Ideas
State how you might avoid,
neutralize, or meet the
challenges or correct
errors. Use a theory to
support your statements.

124. How to Balance Ideas
• Your work should not be all positive or all
negative. That’s called bias.
• To project objective, your work must present
both sides of an idea.
• State why your ideas might be wrong or might
fail. Use a theory to support your statements.
• State how you might avoid, neutralize, or
meet the challenges or correct errors. Use a
theory to support your statements.

125. How to State Your Meanings
EXISTING DEFINITIONS + YOUR OWN
DEFINITIONS + CONTRAST OR COMPARE
= YOUR DEFINITION OF TERMS

126. How to Define Terms
All key terms of your
research must be defined
in two ways.

127. How to Define Terms
First, it must be defined according
to a dictionary definition.
According to Webster (1999), the
term triptych means “insert
definition here.”

128. How to Define Terms
Then it must be defined
according to what you mean
when you use it in your work.
In this paper, the terms is used
to mean “insert definition
here”.

129. How to Define Terms
If the two meanings are the
same, there is no need to state
the second definition. The
dictionary definition should be
enough.

130. How to Define Terms
If your terms comprise more than one word,
define each word, then define them together.
Webster (2001) says that the term tabula
means “a table or slate for writing”
while the term rasa means “blank”. The
term “blank slate” refers to “a young
mind with little or no knowledge or
training”.

131. How to Define Terms
The definition of terms is arranged
alphabetically.
Rasa, adj. – Definition here
Tabula, n. – Definition here
Torch, v. – Definition here
Triptych, n. – Definition here

132. How to Define Terms
• All key terms of your research must be defined
in two ways.
• First, it must be defined according to a
dictionary definition.
• Then it must be defined according to what you
mean when you use it in your work.
• If the two meanings are the same, say so.
• If your terms comprise more than one
word, define each word.

133. How to Create Your Title
PROBLEM + TARGET BENEFICIARIES +
TYPE OF RESEARCH = YOUR RESEARCH
PROPOSAL TITLE

134. How to Create Your Title
Problem + target focus + research
type
• Deforestation in Yala: A Cause-Effect
Analysis
• Plagiarism among UGP scholars in
AiU: An Analysis Based on Bloom’s
Taxonomy

135. How to Create Your Title
Problem + target focus + proposed
solution
• Deforestation in Yala: Strip-farming
Against Soil Erosion
• Plagiarism among UGP scholars in
AiU: Strategies to Deter Academic
Dishonesty

136. How to Create Your Conclusion
SUMMARY OF KEY FINDINGS +
RECOMMENDATION = YOUR RESEARCH
PROPOSAL CONCLUSION

137. How to Create Your Summary
SUMMARY OF KEY CONCEPTS +
ARRANGED ACCORDING TO OUTLINE =
YOUR RESEARCH PROPOSAL SUMMARY

138. How to Present a Project Summary
PARTS OF A PROPOSAL + SUMMARY OF
EACH PART + THREE-MINUTE SLIDESHOW
= YOUR PROJECT SUMMARY SLIDESHOW

139. How to Call Attention in Print
PARTS OF A PROMOTION POSTER + MAIN
IMAGE + MAIN IDEA + CONTACT DATA =
YOUR ATTENTION POSTER

140. How to Inform in Print
PARTS OF AN INFORMATION POSTER +
MAIN IDEA (image or text ) + SUPPORTING
IDEAS (images or text ) + CONTACT DATA =
YOUR INFORMATION POSTER

141. How to Instruct in Print
PARTS OF AN INSTRUCTION POSTER + MAIN
IDEA (image or text ) + SUPPORTING IDEAS
(images or text ) + CONTACT DATA = YOUR
INSTRUCTION POSTER

142. How to Call Attention in Motion
PARTS OF A PROMOTION SLIDESHOW +
MAIN IMAGE + MAIN IDEA + CONTACT
DATA = YOUR ATTENTION SLIDESHOW

143. How to Inform in Motion
PARTS OF AN INFORMATION SLIDESHOW +
MAIN IDEA (image or text ) + SUPPORTING
IDEAS (images or text ) + CONTACT DATA =
YOUR INFORMATION SLIDESHOW

144. How to Instruct in Motion
PARTS OF AN INSTRUCTION SLIDESHOW +
MAIN IDEA (image or text ) + SUPPORTING
IDEAS (images or text ) + CONTACT DATA =
YOUR INSTRUCTION SLIDESHOW

145. End of Presentation
Send comments to mr.jaime.aiu@gmail.com
THANK YOU