Presentation SkillsPart 1 – Planning & Organizing

May 20, 2011

with content adapted from

Presentation Skills – Part 1

This really does work for ANY presentation

1. Planning2. Organizing1. Organizing2. Planning

The order you should do it in

Eventually, you should do these steps in the reverse order. But I’m going to teach it to you in this order, because organizing this way will make a big difference…fast!

Organizing

Organization Flow ChartOpening Remarks

Creative OpeningBridge

Subject

Beginning(prepare the audience)

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, handle brief preliminary questions…

Creative Opening/Bridge

Optional but often effective!• Relevant anecdote• Analogy or example• Strong quote• Get audience to do something• Ask audience a question

Use a bridge to take you from creative opening to the subject of the presentation

Subject

• Goal of the presentation

• Re-cap the brief/ask

• Don’t assume everyone remembers

• Tell them what you’re going to tell them

Organization Flow ChartOpening Remarks

Creative OpeningBridge

Subject

Agenda Item #1

•Body #1

Agenda Item #2

• Body #2

Agenda Item #3

• Body #3

Beginning(prepare the audience)

Middle(delivery your argument)

Agenda Items

• Make your deck digestible

• Set expectations

• Use the power of 3 to make it sticky

Body Content

• Keep body aligned to agenda item

• Use devices that help audiencekeep track of where you are in the agenda (like that chart in the top corner of this page)

• Only one concept per page

Organization Flow ChartOpening Remarks

Creative OpeningBridge

Subject

Conclusion/Next Steps

Agenda Item #1

•Body #1

Summary #1

Agenda Item #2

• Body #2

Summary #2

Agenda Item #3

• Body #3

Summary #3

Beginning(prepare the audience)

Middle(delivery your argument)

End(make sure they got it)

Summary Items

• Tell them what you told them

• Recap the key take-aways from eachagenda item/body content

• Can be more than one key point for each, but must be one

Can be really effective to hand out a cheat sheet if a complex presentation

Conclusion

• Recap goal of presentation, and call to action

• Then:• Feedback/discussion• Summarize key feedback/agreements reached• State follow-ups and next steps

Order of Preparation

1. Subject/Topic/Recommendation2. Conclusion/Main Idea/Recommendation3. Agenda4. Body5. Summary6. Creative opening and bridge (optional)7. Opening remarks8. Transitions

Slide Sorter View Can Help

Planning

Presentation Planning Steps

Audience Analysis

Set an Objective

Collect Information

Structure

Visual Aids

Read Through

Rehearsal

Present

Review

1

2

3

4

5

6

7

8

9

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?

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?

3. Collect Information

Do I have:• The right amount of information?

• The right type? (Is it relevant?)

• Is it persuasive? (Does it constitute proof for the decision-maker?)

4. Structure

Beginning(prepare the audience)

Middle(delivery your argument)

End(make sure they got it)

5. Visual Aids

What 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 and easel, video, PowerPoint, hand-outs, hand-held…

6. Read Through

So 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?

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

8. Present

When presenting, focus on:

1. Tailor your tone and mood to suit:• The Audience• You• The presentation environment

2. Choose appropriate:• Voice modulation• Movement• Gestures• Eye Contact

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?

Summary

Organization Flow ChartOpening Remarks

Creative OpeningBridge

Subject

Conclusion/Next Steps

Agenda Item #1

•Body #1

Summary #1

Agenda Item #2

• Body #2

Summary #2

Agenda Item #3

• Body #3

Summary #3

Beginning(prepare the audience)

Middle(delivery your argument)

End(make sure they got it)

Rogen Presentation Planning Steps

Audience Analysis

Set an Objective

Collect Information

Structure

Visual Aids

Read Through

Rehearsal

Present

Review

1

2

3

4

5

6

7

8

9

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

Give it a try!

(and share it with others)