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

2. 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

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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

40. 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

41. 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

42. 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

43. 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

44. 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