1. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 1 Chapter 10 Developing & Organizing the Presentation Analyzing the SituationAnalyzing the Situation Setting Your Goal & Developing the ThesisSetting Your Goal & Developing the Thesis Organizing the BodyOrganizing the Body Planning the Introduction & ConclusionPlanning the Introduction & Conclusion Adding TransitionsAdding Transitions Chapter Outline

2. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 2 Developing the Presentation Presentations…Presentations… –are pervasive in business today –range from informal one-on-one chats to formal multimedia events with large audiences –become more important as your career progresses Toastmasters International has 190,000 members worldwideToastmasters International has 190,000 members worldwide

3. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 3 Developing the Presentation

4. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 4 Analyzing the Situation Analyzing the AudienceAnalyzing the Audience –Who are the key audience members? –How much do they know? –What do they want to know? –What are their personal preferences? –Which demographic characteristics are significant? –What size is the group? –What are the listeners’ attitudes?

5. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 5 Analyzing the Situation Analyzing Yourself as the SpeakerAnalyzing Yourself as the Speaker –Your Goal Why are you speaking?Why are you speaking? –Your knowledge –Your feelings about the topic “You can’t sell a product you don’t believe in.”“You can’t sell a product you don’t believe in.”

6. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 6 Analyzing the Situation Analyzing the OccasionAnalyzing the Occasion –Facilities Seating Background noiseSeating Background noise Lighting Visual AidsLighting Visual Aids –Time Duration Time of DayDuration Time of Day –Context Other speakers Current eventsOther speakers Current events

7. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 7 Analyzing the Situation

8. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 8 Setting Your Goal A general goal is a broad indication of what you’re trying to accomplish.A general goal is a broad indication of what you’re trying to accomplish. –Three general speaking goals: 1.To inform 2.To persuade 3.To entertain

9. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 9 Setting Your Goal A specific goal is the outcome you seek.A specific goal is the outcome you seek. Describes:Describes: –Whom you want to influence –What you want them to think or do –How, When and Where you want them to do it

10. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 10 Setting Your Goal Goal statement should:Goal statement should: –Describe the reaction you are seeking –Be as specific as possible Measurable termsMeasurable terms –Make your goal realistic

11. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 11 Developing the Thesis The thesis statement is a single statement that summarizes your message. Every part of the presentation should support your thesis.Every part of the presentation should support your thesis. Repeat your thesis several times during your presentation.Repeat your thesis several times during your presentation.

12. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 12 Organizing the body of a presentation consists of 2 steps:Organizing the body of a presentation consists of 2 steps: –Identify key points that support your thesis –Decide what organizational plan best develops those points Organizing the Body

13. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 13 Organizing the Body Brainstorming IdeasBrainstorming Ideas –Make a list of information you want to include in your presentation –Requires research –After brainstorming, you are ready to organize

14. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 14 Organizing the Body Basic Organizational PlanBasic Organizational Plan –Clarity is essential –Most presentations suffer by: Taking too long to get to the pointTaking too long to get to the point Including irrelevant materialIncluding irrelevant material Leaving out necessary informationLeaving out necessary information Mixing up ideasMixing up ideas

15. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 15 Organizing the Body IntroductionIntroduction Attention GetterAttention Getter ThesisThesis PreviewPreview Body (2-5 main points)Body (2-5 main points)I. II. II.III. ConclusionConclusion ReviewReview Closing StatementClosing Statement

16. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 16 Organizing the Body Tell them what you’re going to tell themTell them what you’re going to tell them –Preview Points Tell themTell them –Main Points Tell them what you’ve told themTell them what you’ve told them –Review Points

17. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 17 Organizing the Body Identify Main Points and SubpointsIdentify Main Points and Subpoints –“1-week later” test –Standard outline –Logical dependency tree ThesisThesis Main pointsMain points SubpointsSubpoints

18. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 18 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Chronological (sequence in time) –Use when: Explaining a processExplaining a process Giving instructionsGiving instructions Discussing events that develop over timeDiscussing events that develop over time Discussing historyDiscussing history

19. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 19 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Spatial (organization in space) –Use when: Showing parts in a modelShowing parts in a model Explaining location of various departmentsExplaining location of various departments Describing geographical nature of a subjectDescribing geographical nature of a subject

20. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 20 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Topical (catchall approach) –Use when: Explaining reasons for changeExplaining reasons for change Showing benefits of a new product, procedure, or policyShowing benefits of a new product, procedure, or policy Presenting customer product selectionPresenting customer product selection

21. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 21 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Cause-effect (organization by causality) –Use when: Showing event-event relationshipsShowing event-event relationships Explaining circumstance-event relationshipsExplaining circumstance-event relationships –Effect-cause (reverse causality) –Use when: Showing event-circumstance relationships with focus on resultsShowing event-circumstance relationships with focus on results

22. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 22 Organizing the Body

23. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 23 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Problem-solution (simplest pattern) –Use when: Showing what’s wrongShowing what’s wrong Describing how to fix itDescribing how to fix it Audience does not have a strong need to change from status quoAudience does not have a strong need to change from status quo

24. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 24 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Criteria-satisfaction –Use when: Showing how your product or idea has the features that the audience needsShowing how your product or idea has the features that the audience needs –Change presentation order depending on topic and audience

25. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 25 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Comparative advantages –Use when: Explaining that these are the things that you needExplaining that these are the things that you need Competing with a product or ideaCompeting with a product or idea Placing alternatives side-by-sidePlacing alternatives side-by-side

26. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 26 Organizing the Body Choose the Best Organizational PatternChoose the Best Organizational Pattern –Motivated sequence Five standard stepsFive standard steps 1.Attention 2.Need 3.Satisfaction 4.Visualization 5.Action

27. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 27 Organizing the Body Rules for Main PointsRules for Main Points –State as claims in complete sentences –Every point should develop the thesis –No more than 5 main points –One idea per main point –Use parallel structure if possible

28. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 28 Planning the Introduction Functions of the IntroductionFunctions of the Introduction –Capture attention –Give your audience a reason to listen –Set the proper tone for the topic and setting –Establish your qualifications –Introduce your thesis –Preview your presentation

29. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 29 Planning the Introduction Types of Opening StatementsTypes of Opening Statements –Ask a question Rhetorical if certain of audience reactionRhetorical if certain of audience reaction Overt physical or mental responseOvert physical or mental response –Tell a story –Present a quotation CleverClever Enhance credibilityEnhance credibility

30. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 30 Planning the Introduction Types of Opening StatementsTypes of Opening Statements –Make a startling statement Close relationship to your topicClose relationship to your topic Avoid offending the audienceAvoid offending the audience –Refer to the audience Refer to their: needs, concerns, interestsRefer to their: needs, concerns, interests

31. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 31 Planning the Introduction Types of Opening StatementsTypes of Opening Statements –Refer to the occasion Purpose of the occasionPurpose of the occasion Previous speakerPrevious speaker –Use humor Get attentionGet attention Appropriate for topic and occasionAppropriate for topic and occasion Appropriate to the audienceAppropriate to the audience

32. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 32 Planning the Conclusion Functions of the ConclusionFunctions of the Conclusion –Review Restatement of thesisRestatement of thesis Summary of main pointsSummary of main points –Closing Statement Help audience leave with favorable impressionHelp audience leave with favorable impression Give remarks a sense of completionGive remarks a sense of completion

33. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 33 Planning the Conclusion Types of Closing StatementsTypes of Closing Statements –Same as types of Opening Statements –Return to the theme of your opening statement –Split a story –Appeal for action –Present a challenge

34. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 34 Adding Transitions Transitions are words or sentences that connect the segments of a presentation.

35. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 35 Adding Transitions Functions of TransitionsFunctions of Transitions –Promote clarity –Emphasize important ideas –Keep listeners interested

36. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 36 Adding Transitions Use Transitions Between:Use Transitions Between: –Introduction and Body –Main Points –Body and Conclusion Close one point, introduce anotherClose one point, introduce another

37. © Copyright The McGraw-Hill Companies, Inc., 2008 Slide 37 Adding Transitions Characteristics ofCharacteristics of Effective Transitions Effective Transitions –Bridge listeners from one idea to the next idea –Call attention to themselves