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

Plan your presentation by contrasting informative and persuasive presentations Research your topic Organize your presentation to best communicate clear content Deliver your speech in a natural, enthusiastic, and confident manner Chapter 11 Objectives Communicating for Results, 10th edition

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 Informative Presentations Communicating for Results, 10th edition

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 Informative Versus Persuasive Presentations Communicating for Results, 10th edition

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 Types of Informative Presentations Communicating for Results, 10th edition

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 Types of Informative Presentations Communicating for Results, 10th edition

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 Audience Analysis Communicating for Results, 10th edition

How many people will be present? Are they coming by choice? Who are they? What do they know about your topic? Do they know you? Any negative biases they have? Audience Characteristics Communicating for Results, 10th edition

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

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 Topic Selection Communicating for Results, 10th edition

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 Topic Selection Communicating for Results, 10th edition

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

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 Why and What to Research? Communicating for Results, 10th edition

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 Why and What to Research? Communicating for Results, 10th edition

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 The Internet Communicating for Results, 10th edition

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 The Internet Communicating for Results, 10th edition

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 The Internet Communicating for Results, 10th edition

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 Licensed Electronic Databases Communicating for Results, 10th edition

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 Printed Materials Communicating for Results, 10th edition

Blogs or weblogs –Personal opinion journals posted on Internet Tweets –Messages of 140 characters or less posted on Twitter.com 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 Blogs and Tweets Communicating for Results, 10th edition

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 Personal Interviews Communicating for Results, 10th edition

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 How to Avoid Plagiarism When Researching Communicating for Results, 10th edition

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 How to Avoid Plagiarism When Researching Communicating for Results, 10th edition

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 Informative Presentations: Organizing Communicating for Results, 10th edition

The basic organization of an oral briefing or report is basically the same: –Introduction –Body –Conclusion When preparing a presentation, the body is usually planned first, then the conclusion, and finally the introduction Informative Presentations: Organizing Communicating for Results, 10th edition

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 Organizing the Body of the Presentation Communicating for Results, 10th edition

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 Organizing the Body of the Presentation Communicating for Results, 10th edition

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 Select the Best Pattern for Organizing Your Main Points Communicating for Results, 10th edition

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 Expand Your Main Ideas into an Outline Communicating for Results, 10th edition

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 Organizing the Introduction of the Presentation Communicating for Results, 10th edition

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 Organizing the Introduction of the Presentation Communicating for Results, 10th edition

Although humor can be effective in a presentation, self-disparaging humor can have a negative effect Humor directed at one’s occupation or profession does not harm a speaker’s image Organizing the Introduction of the Presentation Communicating for Results, 10th edition

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 Organizing the Introduction of the Presentation Communicating for Results, 10th edition

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 Organizing the Introduction of the Presentation Communicating for Results, 10th edition

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 Organizing the Introduction of the Presentation Communicating for Results, 10th edition

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 Organizing the Conclusion of the Presentation Communicating for Results, 10th edition

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 Organizing the Conclusion of the Presentation Communicating for Results, 10th edition

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 Organizing the Conclusion of the Presentation Communicating for Results, 10th edition

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 Adding Transitions to the Presentation Communicating for Results, 10th edition

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 Methods of Delivery Communicating for Results, 10th edition

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 Methods of Delivery Communicating for Results, 10th edition

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 Impromptu Speaking Communicating for Results, 10th edition

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

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

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 Characteristics of Effective Delivery Communicating for Results, 10th edition

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