Presentation Skills Part 1 - Planning & Organizing
Download as PPTX, PDF20 likes14,446 views
This document outlines the key steps for planning and organizing an effective presentation: 1. Analyze your audience to understand their needs and expectations. 2. Set a clear objective for what you want the audience to understand or do. 3. Collect relevant information to support your objective. 4. Structure your presentation with an opening, body, and conclusion that follows an organization flow chart. Plan creative elements, visual aids, rehearsals, and review to ensure your presentation achieves its objective. Advanced preparation is essential for effective presentations.
Presentation Skills Part 1 - Planning & Organizing
- 1. Presentation Skills Part 1 – Planning & Organizing with content adapted from May 20, 2011
- 2. Presentation Skills – Part 1 This really does work for ANY presentation 1. 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 organizing 2. Planning Organizing this way will make a big difference…fast!
- 3. Organizing
- 4. Organization Flow Chart Opening Remarks Creative Opening Bridge Beginning (prepare the audience) Subject
- 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, handle brief preliminary questions…
- 6. 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
- 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. 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. Agenda Items • Make your deck digestible • Set expectations • Use the power of 3 to make it sticky
- 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. 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. 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 one Can be really effective to hand out a cheat sheet if a complex presentation
- 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. Order of Preparation 1. Subject/Topic/Recommendation 2. Conclusion/Main Idea/Recommendation 3. Agenda 4. Body 5. Summary 6. Creative opening and bridge (optional) 7. Opening remarks 8. Transitions
- 15. Slide Sorter View Can Help
- 16. Planning
- 17. Presentation Planning Steps 9 Review 8 Present 7 Rehearsal 6 Read Through 5 Visual Aids 4 Structure 3 Collect Information 2 Set an Objective 1 Audience Analysis
- 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. 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. 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?)
- 21. 4. Structure Beginning (prepare the audience) Middle (delivery your argument) End (make sure they got it)
- 22. 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…
- 23. 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?
- 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. 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
- 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. Summary
- 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. Rogen Presentation Planning Steps 9 Review 8 Present 7 Rehearsal 6 Read Through 5 Visual Aids 4 Structure 3 Collect Information 2 Set an Objective 1 Audience Analysis
- 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. Give it a try! (and share it with others)