Sacramento Speakers Network

Sacramento Speakers Network

December 2011

Participant Workbook

Presented by:

Luanne Stevenson

Management Consultant and Business Coach

Human Side Consulting

What is a Presentation?

A presentation is a commitment made by the presenter

to help the audience do something, such as:

Make a Decision

Change an attitude, opinion, or belief

Request Action

Effective presentations generate ideas and action!

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Audience Requirements

Respond to the following questions on your audience’s needs and preferences.

1. What individuals or groups will attend your presentation? (e.g. high-level managers, line staff, key executive, etc.)

1. In their opinions, why are they attending/listening to your presentation?

1. What needs or questions do you think they need to have addressed in your presentation?

1. How do your objectives for the presentation differ from those of the audience’s objectives?

1. What are your audience’s presentation preferences? (e.g. not too much detail, make it entertaining, make it short, demonstrate why I should care, use graphs and charts) Hint: If you don’t know, ask some of the audience members or someone who has been successful presenting to that audience in advance.

Critical Audience Considerations

Consider the following information when evaluating your audience’s requirements. Please understand that the following considerations typically apply to these audience groups; however, these considerations may not always apply to your specific audience members.

• Present an introduction that includes key topics, time and clearly states when managers will be provided time to ask questions and/or provide feedback
• Make information brief and to the point
• Include only “need to know” details
• Link content to relevant strategic goals and objectives

• Present an introduction that includes key topics, time and clearly states when managers will be provided time to ask questions and/or provide feedback
• Recognize the audience’s current knowledge and experience in the areas you are presenting on
• Incorporate humorous points and short, anecdotal stories that demonstrate your understanding of the managers’ circumstances and challenges
• If a number of managers are already familiar with your presentation’s content, include time for either asking certain managers to cover key points or make appropriate comments
• Be careful to closely manage discussions and comments so as not to stray from original time and presentation commitments
• Include only “need to know” details
• Link content to relevant strategic and operational goals and objectives

• Involve the audience early and throughout the presentation using various interactive methods (Did You Know Quiz, True/False slides, Small Group Activities)

• Describe the compelling reasons, from the audience’s perspective, as to why they need to listen carefully to the presentation
• Tell short, insightful stories that help dramatize key points in the presentation
• Keep presentation time to the absolute minimum to get the job done

• Link the content to employee actions and expectations
• Encourage questions and comments, but don’t stray too far off the original objectives, agenda and timeframes
• If possible use activities to engage employees
• Provide detail in two forms (presentation and handout)

Designing Your Presentation

Clear Purpose

Before setting out to develop your presentation, you should be able to state in clear, simple terms why the presentation is being given.

Examples:

• Receive approval to hire your company to implement leadership program (make a decision)
• Agree that managers need to learn how to lead change and transition in order to complete a seamless integration of new system (change a belief)

Desired Objectives/Outcome

Next, define an ultimate objective or outcome to be reached as a result of your presentation.

Examples:

• Accept Statement of Work and implement leadership program in 2012 (make a decision)
• HR will schedule a meeting with you and the Executive Team (request an action)

A presentation's desired outcome is an overall result in introducing new belief, change and opinion or call to action that is created as a result of what the audience learns in your presentation. It is the ultimate end that you want your presentation to achieve.

Key Points

Key Points are specific statements of what audience members will be able to know or do upon conclusion of the presentation.

Examples:

• Describe the three new trends in successful leadership today.
• List the top three benefits to the company for effectively managing transformation al change

These will set the stage for the selection of presentation methodsand media.

Drafting DesiredObjectives/Outcomes

Consider the presentation you have selected to improve or develop.

Take a few minutes and determine a key desired outcome that the presentation should derive. Remember, a desired outcome is an overall result or condition that is created as a result of the presentation. It is the ultimate end that the presentation should create.

Complete the following questions using your selected presentation:

1. The purpose of my presentation is:

1. One specific objective/outcome of my presentation is:

1. One or two key points that support the objectives/outcome:

Media Selection Tips

• Practical for groups up to 40 (granted seating provides full view of flipchart easel)
• Use dark colored lettering (1-2 inches in height)
• Use 2-3 colors max per page
• Use for listing main points
• Use for “interactive” charting needs (build a list, draw a diagram/process flow, etc.)

• Practical for small or large groups

• Use color when possible
• Provide copy of presentation slides
• Use appendix for detailed information or “hard copy” reference from other media used during the presentation (reports, charts, etc.)
• Organize by presentation sections with clear headings and sub-headings
• Mark confidential and draft information as such

• Use when presentation requires sound and motion
• Select and edit usage carefully – sticking with need to know segments
• Use only “polished” professional pieces only
• Cue up and test video, web-pages, or multi-media prior to presentation for easy access and successful use

Attending to Your Audience

So…

Do

Don't

• Position your body so you face all participants

• Look insincere or display low energy – actions speak louder than words

• Make eye contact while speaking

• Turn your back to part of the group

• Smile and use positive facial expressions and animation

• Look at or speak to one person constantly

• Observe audience reactions

• Scan the group too rapidly

• Be unfamiliar with your topic and not get to the point

My distracting behaviors:

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Presentation Practice

Use the Presentation Template to record your outline

•What’s the great opener?

•What’s your purpose?

•What are 1-2 objectives?

•What are 2-3 key supporting points for each objective?

•What’s the process?

•What media will you use?

•How much time will you assign to each section?

Post Presentation Action Plan

As you prepare to leave the workshop, take a moment to think about how you will continue to build your skills outside of the workshop. Answer the planning questions below.

1. Which skills would you like to continue to develop for increasing your effectiveness when presenting and/or developing short presentations?

1. List 3-5 specific “simple” things you can do to improve / increase your presentation effectiveness:

1. How will you measure your progress? That is, how will you know when you have mastered each skill?

Human Side Consulting

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