Informative Presentations: Plan Research, Organize, and Deliver Chapter 11 Informative Presentations: Plan Research, Organize, and Deliver Communicating for Results, 10th edition

Informative Presentations The higher you advance in your career past the entry level, the greater the chance that you will need to be skilled in giving presentations When you first begin working in an organization, most of your oral presentations will be done in-house unless you are in sales Communicating for Results, 10th edition

Informative Versus Persuasive Presentations Informative presentations promote understanding of an idea, concept, problem, event, procedure, person, thing, place, or body of related facts Persuasive presentations influence behaviors or opinions Although persuasive presentations inform, as well as persuade, the two types require different approaches Communicating for Results, 10th edition

Types of Informative Presentations Oral briefing Designed to present summary of facts in short period of time Briefing may be given to an individual, to a small group, or to an entire department Many briefings are informal Other briefings are more formal Longer presentations require visuals Communicating for Results, 10th edition

Types of Informative Presentations Oral report Designed to present complete details and is longer than a briefing Usually more formal Often decision-making teams are required to prepare both written and oral reports on a problem and their recommendations for solving it Communicating for Results, 10th edition

Audience Analysis Knowing your audience is critical to giving a successful presentation Business audiences not always the same You must be able to relate your presentation to their interests and needs Communicating for Results, 10th edition

Audience Types Identify them as one of four basic types: Friendly Neutral Uninterested Hostile Communicating for Results, 10th edition

Topic Selection The general topic is usually predetermined If you are asked to select your own topic, be sure to pick a topic that fits your audience, that highlights your knowledge, and that is of real interest to you Communicating for Results, 10th edition

Topic Selection You are ready to narrow your topic by focusing on a specific goal or objective Objective should answer three questions: What do you want to accomplish? What do you want your audience to take away? What do you want your audience to do with the information? Write exact purpose statement Communicating for Results, 10th edition

Why and What to Research To find new information To add to personal credibility To prepare for Q&A To find content to support main points Communicating for Results, 10th edition

Why and What to Research? What to search for New ideas, new authors, and newly published or posted information Novel ways to present important but older information Charts, graphs, pictures, and photos you can use or adopt Materials that add interest, clarify, and prove Communicating for Results, 10th edition

Why and What to Research? Where to research Inexperienced speakers often make one of two mistakes: Do too little research because they plan to rely on their personal knowledge and experience Use only the Internet to do their research You need to present research from additional sources Using information from other respected sources shows you are an objective and informed speaker Communicating for Results, 10th edition

The Internet Must keep three facts in mind: Not all information on the web is authoritative Unless you know where to look, it is possible to spend hours on the Internet without finding the information you need Many valuable sources are not available on the web Communicating for Results, 10th edition

The Internet Before going online Do your homework Prepare a rough-draft outline of the main points and supporting points you think you might use in your speech When you visit the library looking for print materials and electronic databases, make a list of keywords and phrases ahead of time Search one or more electronic databases Communicating for Results, 10th edition

The Internet Searching with Boolean operators Keyword searches will be more effective if you link your search terms with Boolean operators The number of hits a search produces is important, quality of hits is most important Communicating for Results, 10th edition

Licensed Electronic Databases Electronic databases include books, magazines and journal articles, government documents, and more Keep in mind that commercial databases give you the option of avoiding general interest magazines Databases also make available back issues at no charge Communicating for Results, 10th edition

Printed Materials If you are relatively unfamiliar with your topic, it’s a good idea to begin your search for information with the following print materials: Books Magazines/journals Refereed journal articles Newspapers Specialized dictionaries and encyclopedias Other library resources Communicating for Results, 10th edition

Blogs and Tweets Blogs and tweets can be used by speakers in various ways: As attention-getting narratives in introduction As supporting examples during speech As clarification of pro and con arguments Be careful how this information is used – much of it is opinion Remember to cite sources Communicating for Results, 10th edition

Personal Interviews After you decide on likely candidates, you should plan your questions and conduct interview following these steps: Introduction Body Conclusion Use results of interview carefully Be sure to keep all matters confidential that you agreed not to reveal Communicating for Results, 10th edition

How to Avoid Plagiarism When Researching Plagiarism is using the ideas of someone else without giving credit Even if you only paraphrase the content – you are plagiarizing Don’t be tempted to buy a speech from a website or from a friend You will be on dangerous ethical ground Communicating for Results, 10th edition

How to Avoid Plagiarism When Researching There are many reasons to avoid using someone else’s speech: It’s unethical The consequences can be severe and long-lasting You won’t learn the successful speech skills needed for business success It’s very difficult to deliver a speech you didn't write Communicating for Results, 10th edition

Informative Presentations: Organizing Speakers should definitely be concerned with organization for several reasons: Organized information is easier for listeners to comprehend, to remember, to take notes from, and more likely to keep their attention Organized information causes listeners to judge speakers as being more credible Organized information is easier for the speaker to remember Organized information gives the speaker confidence Communicating for Results, 10th edition

Organizing the Body of the Presentation You have three main tasks: Finalize your main points Select the best pattern for organizing those main points Expand your main ideas into an outline Communicating for Results, 10th edition

Organizing the Body of the Presentation Finalize your main points Most speakers cover three main points If you include more than five, you may lose listeners Research on memory suggests that five bits of information is about all the average person can remember with accuracy Communicating for Results, 10th edition

Select the Best Pattern for Organizing Your Main Points Main points can be organized in a variety of ways Topical pattern Spatial/geographical pattern Chronological/time pattern Causal pattern In order to tell which pattern will be best for your topic, make four mini-outlines with a purpose and main points – one for each pattern Communicating for Results, 10th edition

Expand Your Main Ideas into an Outline Do not write out the speech word for word It is much faster and easier to work with a simple sentence or keyword outline An outline tells you at a glance how the main points are organized Communicating for Results, 10th edition

Organizing the Introduction of the Presentation The introduction has four important steps: Capture the attention of your audience Motivate them to listen by showing your presentation's benefit to them Convince them that you are qualified to speak on the subject Make your purpose and main points clear in a thesis statement Communicating for Results, 10th edition

Organizing the Introduction of the Presentation Capture audience attention Reveal one or more startling facts Ask a question Tell a joke or humorous story Briefly cite two or three specific incidents or examples Refer to the specific occasion Quote or paraphrase Briefly demonstrate the item or skill you will be discussing Communicating for Results, 10th edition

Organizing the Introduction of the Presentation Motivate the audience to keep them listening The purpose of step 2 in the introduction is to keep their attention Convince them that the presentation will help them satisfy personal or job-related needs Communicating for Results, 10th edition

Organizing the Introduction of the Presentation Make your purpose and main points clear A good thesis statement has two parts: general statement of purpose and a preview of the main points to be covered The average listener finds it much easier to follow and remember the ideas contained in your presentation when your introduction previews key points Communicating for Results, 10th edition

Organizing the Introduction of the Presentation Many business speakers suggest you start your presentation with your recommendations or conclusions This direct method helps you keep the attention of the typically rushed, tired, and stressed-out business audience If your conclusion is bad news, sensitive information, or a controversial proposal, it would be better to use the indirect method and report background data and events before stating your conclusion Communicating for Results, 10th edition

Organizing the Conclusion of the Presentation The conclusion has two steps: Provide a final summary of your purpose and main idea End with a memorable closing thought to refocus audience attention Communicating for Results, 10th edition

Organizing the Conclusion of the Presentation Final summary Can be general or specific The intent is to clarify for the listeners any confusion about the purpose and main points of your presentation and to refocus them on what they have learned Communicating for Results, 10th edition

Organizing the Conclusion of the Presentation Closing thoughts Serves as a final attention-getter Purpose is to give audience a thought or challenge that will keep them thinking about your presentation long after it is completed Any attention-getters that can be effective in your introduction can also be used successfully to conclude your presentation One method is to refer back to your opening remarks Communicating for Results, 10th edition

Adding Transitions to the Presentation Transition is word, phrase, or brief sentence used to link ideas, main points, or major parts of a speech They add polish and flow to presentation, highlight main points, add interest, and create anticipation Communicating for Results, 10th edition

Methods of Delivery Speaking extemporaneously with or without notes This is preferred method of delivery for most business speeches Speaking using visual aids Instead of using note cards, speakers use their PowerPoint slides as a memory device Speaking from memory Business and professional speaker seldom use this method Takes a great deal of time to memorize Makes it difficult to react to listener feedback Communicating for Results, 10th edition

Methods of Delivery Speaking from a Manuscript Much more difficult for most people Must read a prepared presentation word for word but make it sound conversational and personal There are advantages When speaker is given very strict time limit Allows upper management to read and okay the presentation before it is given Protects speaker from saying something unintentionally and from blatant misinterpretation Communicating for Results, 10th edition

Speaking from Memory Formally known as oratory Memorized from verbatim written speech Still used in certain speaking circumstances – Closing statements, debate, etc Communicating for Results, 10th edition

Speaking Extemporaneously Most speeches are delivered this way. Prepare well and practice in advance. Speak from an outline. This method helps you adapt to the situation. Potential for memory lapse still exists. Practice frequently using a speaking outline. Communicating for Results, 10th edition

Impromptu Speaking Speaking without prior preparation and without notes or manuscript When asked to speak impromptu, try the following: Appear confident Decide on your conclusion first Begin with a general statement Introduce your supporting reasons with the word because Answer the question directly and honestly Communicating for Results, 10th edition

Characteristics of Effective Delivery Look confident and relaxed Look directly at your listeners and smile occasionally Dress in a professional manner Use natural gestures Add occasional movement Communicating for Results, 10th edition

Characteristics of Effective Delivery Sound conversational, natural, and enthusiastic Vary your volume Vary your pitch Vary your emphasis Vary your rate Communicating for Results, 10th edition

Characteristics of Effective Delivery Use language that is informal, vivid, and specific One of the most serious mistakes a speaker can make is to try to impress listeners by using long or extremely technical words or jargon Communicating for Results, 10th edition

Maintaining a Confident Delivery Several suggestions professional speakers follow: Don’t overlook the importance of practice Videotape a practice session when possible Don’t apologize Prepare speaking notes Communicating for Results, 10th edition