1. Presentations: Structure and organization
Lecture 19

2. Today
From “Effective Business Writing and Speaking”
Pages 87-92

3. Today Types of presentations The communication process
Planning and structure
Quiz #3 Review

4. Types of presentations
There can be hundreds of different kinds of presentations, doing one or more of the following things:
Informing Demonstrating
Describing Defining
Persuading Selling

5. Types of presentations
Impromptu – improvised
Memorized – recited
Manuscript – read

6. Types of presentations
Prepared – read with notes
Interviews – answering questions (TV or radio)
Group presentations – 2 or more members

7. Communication Process
When doing a presentation, it is important to think of communication strategies:

8. Communication Process
Speaker
Message
Audience
Response

9. Communication Process
Message
Speaker
Listener
Response

10. Communication Process
Speakers must be aware of all aspects of a presentation, NOT just how they are feeling at that moment … the speaker is only one part of the whole ….

11. Communication Process
You have the audience and, more importantly, the message to think about. You must also think about the audience response. The speaker must be aware of all these things to give an effective presentation

12. Communication Process
Speaker – The speaker wants to communicate an idea Message – The speaker puts the idea into a structured message Channel – The message is sent through a channel to the audience

13. Communication Process
Audience– the audience receives and interprets the message Response – the audience responds to the message

14. Communication Strategies
The speaker must focus on words, attitude, tone, and outward appearance

15. Communication Strategies
The listener has needs which you, the speaker, are trying to meet
Just like you “write for your readers”, be sure to “speak for your listeners” and not for yourself

16. Communication Strategies
Message = content + form
Content = information
Form = structure/format

17. Communication Strategies
Response = the audiences reaction during and after your speech

18. Communication Strategies
Possible responses
Non-verbal and verbal responses during the speech
Questions right after the speech
Questions and comments received later

19. Communication Strategies
Use these responses to become a better presenter in the future

20. Planning and Structure
The more you plan and practice, the better your presentation will be
Use the ROTGD outline for your presentations

21. Planning and Structure
Research
Organization
Text
Graphics
Delivery

22. Planning and Structure
Today
Research
Organization
Text
Later
Graphics
Delivery

23. Planning and Structure
Research
Who is the audience?
What is the purpose?
How much time?
Know your topic

24. Planning and Structure
Organization
Introduction
Body
Conclusion

25. Planning and Structure
Introduction
Attention/opener
Preview

26. Planning and Structure
Attention
Start by getting the audiences attention
Choose the best method by analyzing your audience

27. Planning and Structure
Attention
Get them interested
Tell a story
Show a picture
Show an impressive statistic

28. Planning and Structure
Attention
Common ground
Reference the audience
Talk about something familiar to the audience that relates to the subject

29. Planning and Structure
Attention
Benefits
Open by telling your audience how you and your presentation can help them

30. Planning and Structure
Attention
Credibility
Make your audiences interested by making your audience trust you

31. Planning and Structure
Attention
Humour (be careful)
Some presentations work by opening with a joke
Be careful as some topics or audiences will be angry at the use of humour

32. Planning and Structure
Preview
Before discussing your main points, give a preview of your presentation

33. Planning and Structure
Preview
Types:
Outline
Agenda
List of main points

34. Planning and Structure
“In the next 5 minutes, I will discuss projects in three regions: Shanghai, Beijing and Zhengzhou.”

35. Planning and Structure
Body
State Main points clearly
Should be organized and easy to follow

36. Planning and Structure
Body
Limit your main points
Don’t try to say too much.
Better to talk for longer on just a few main points

37. Planning and Structure
Body
Use explicit and long transitions
“Let’s move on to the next region”
“The second thing I’m going to discuss is..”

38. Planning and Structure
Body
Use internal summaries at the end of each section
“Now that we have looked at the parts of the introduction: attention/opener and preview, let’s discuss the body.”

39. Planning and Structure
Body
Keep audience interest high
Use stories and situations your audience can relate to

40. Planning and Structure
Body (summary)
State main points clearly
Limit main points
Use long transitions
Use internal summaries
Keep audience interest high

41. Planning and Structure
Conclusion
Make sure to have a strong conclusion as your audience will remember the last things you say

42. Planning and Structure
Conclusion
Begin with a strong transition such as “in conclusion” or “to summarize”
The use one or more of the following techniques

43. Planning and Structure
Conclusion
Give a summary
Good for explaining or instructing

44. Planning and Structure
Conclusion
Refer to your opening
If you began with a story, go back to the story you used in the introduction

45. Planning and Structure
Conclusion
End with action steps
For a persuasive report, make sure to tell your audience what to do at the end

46. Planning and Structure
Organization (summary)
Introduction
Body
Conclusion

47. Planning and Structure
Text
It would be difficult to memorize an entire presentation, so it is useful to make notes

48. Planning and Structure
Note cards should be:
Easy to read (large text and lots of white space)
Short (use key phrases, not whole sentences)
Limited (don’t have lots of note cards. Each should have about 5 minutes of info.

49. Planning and Structure
Next time:
Visuals
Delivery (verbal/nonverbal)

50. Quiz Review Lecture 15: Academic Essays Lecture 16: Interviews pt. 1
Lecture 18: Teamwork

51. Academic Essays
Introduction
Opener
Lead in
Thesis

52. Academic Essays
Body
Transition
Topic Sentence
Support
Conclusion

53. Academic Essays
Conclusion
Restate thesis
Lead out
Closing statement

54. Preparation (weeks before)
Interviews
Preparation (weeks before)
Preparation (right before)
What to bring/not to bring
Nonverbal/verbal strategies

55. Interviews
Qualities interviewers look for
Answering interview questions

56. Interviews
Specific situation
What needed to be done
What you did
What was the result

57. Teamwork Advantages/disadvantages Team decision making
Conflict and conflict resolution
Good/bad conflict

58. Teamwork
Running a meeting
Qualities of an effective team