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Objectives Analyze the needs and expectations of your audience Assess the situation in which you’ll give your presentation Select an appropriate medium for your presentation Limit your topic to provide focus Make a connection with your audience Outline the general organization of a presentation Develop an effective introduction, body, and conclusion 2

Planning Your Presentation What is the purpose of this presentation? What type of presentation do I need to give? Who is the audience for my presentation and what do they need and expect? What is the situation (location and setting) for my presentation? What is the most appropriate media for my presentation? 3

Determining the Purpose of Your Presentation Informative presentations provide your audience with background information, knowledge, and specific details about a topic. Persuasive presentations have the specific purpose of influencing how an audience feels or acts regarding a particular position or plan. Demonstrations are specific types of presentations that show an audience how something works. Training presentations provide audiences with an opportunity to learn new skills, or to be educated on how to perform a task 4

Questions for Determining Your Purpose and Outcomes Why am I giving the presentation? What is the primary purpose of this presentation? What are the secondary purposes of this presentation? What should the audience know or do as a result of this presentation? 5

Determining the Outcome of Your Presentation 6

Analyzing Your Audience’s Needs and Expectations The more you know about your listeners, the more you’ll be able to adapt your presentation to their needs Age Gender Education Expertise with the topic Cultural background 7

Questions for Analyzing your Audience Who will be listening to my presentation (peers, superiors, subordinates, visitors)? What does the audience expect me to talk about? What general characteristics or demographics do I know about the audience (age, gender, education level, knowledge of the topic, cultural expectations)? What does the audience need to know about the topic of the presentation (general background or overview, details, cost estimates)? How will listeners use this information (make decisions, perform task)? What are the major concerns or objections to my point of view (too expensive, too difficult, takes too much time)? What do I want the audience to think, know, or do as a result of this presentation? 8

Assessing the Situation for Your Presentation Planning an effective presentation will be a matter of learning to adapt your content to your situation, the unique setting, time frame, or circumstances for your presentation. 9

Questions for Analyzing the Situation for Your Presentation How much time will I have for my presentation? Will I be speaking alone or with other people? How large will the audience be? How formal or informal will the setting be? What will the room be like, and how will it be arranged? What equipment will be available for my presentation (chalkboard, overhead projector, slide projector, computer projection system)? 10

Questions for Analyzing the Situation for Your Presentation Do I have the skills to operate available equipment? Who will be available to assist me in case of an equipment failure? How much time will I have to set up for my presentation? What other aspects must I consider (temperature, extraneous noises)? Who will be available to assist me with room temperature, lights, or extraneous noise problems? 11

Selecting the Appropriate Media Chalkboard Whiteboard Notepad and easel Flip chart Posters Black-and-white or color overheads Handouts 35mm slides Computer-projected visuals, such as PowerPoint slides Websites or broadband media including videoconferencing 12

Selecting the Appropriate Media 13

Focusing Your Presentation Time or chronology Geography or region Category or classification Component or element Segment or portion Point of view 14

General Organization of Presentations Introduction Gains and keeps attention of audience Creates favorable impression Establishes credibility Provides overview of presentation Body Follows main point of presentation Provides evidence and support for main points Presents research in adequate detail Shows relevance of data Conclusion Restates main point of presentation Suggests appropriate action Recommends ways of finding additional data 15

Developing an Introduction Gaining your audience’s attention Anecdotes, stories, or personal experiences Surprising statistics or relevant data A quotation, familiar phrase, or definition Rhetorical questions Unresolved issues and current problems Comments about the audience or occasion Audience participation Statement of your topic 16

Developing the Body of Your Presentation Gathering information Popular press items from newspapers, radio, TV, and magazines Information in libraries Corporate documents Talking to experts and authorities Interviews, surveys, and observations Internet sources 17

Organizing Your Information Inductively 18

Organizing Your Information Deductively 19

Organizing Your Information Chronologically 20

Organizing Your Information Spatially 21

Organizing Your Presentation Support your main points Provide transitions Develop your summary or conclusion 22

Organizing Your Presentation 23