chapter 16 of kolin's successful writing at work

CHAPTER 16Making Successful

Presentations at Work

Philip C. KolinUniversity of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 16 | 2

Writing a Document VersusMaking a Presentation (slide 1 of 2)

Both in writing a document and delivering a presentation, you have to research, plan, and choose wording and visuals carefully.

But in making presentations, you also have to focus on these additional items:

Your appearance Your delivery The complexity of your subject


Writing a Document VersusMaking a Presentation (slide 2 of 2)

The amount of time for speaking Audience attention span The layout of the room The technical equipment needed for the presentation Your visuals Your interaction with the audience


Types of Presentations

Here are some common types of presentations you can expect to make before different audiences: For your customers and clients: sales appeals

stressing the strengths of your company’s products, demonstrations of your products services.

For your boss: progress reports, a justification of your budget or your own position.

For your co-workers: end-of-shift reports, explanations of new or revised company policies, training sessions on job safety.

For community leaders or groups: appeals before elected officials, tours of a company facility.


Informal Briefings

Informal briefings are a routine part of many jobs. They usually last between ten and twenty minutes and are given to a small group. Follow these guidelines for informal briefings: Prepare. Never speak off-the-cuff. Decide what main points you want to cover. Watch out for information overload. Be highly focused. Be concise. Stay positive. Don’t overwhelm your listeners with visuals. End on time.


Figure 16.1 An Outline of Speaking Points for an Informal Briefing


Formal Presentations

Formal presentations are longer, less conversational presentations for a wider audience. Expect to spend several days preparing a formal presentation. You will need time to: Research the subject Interview key resource individuals Prepare, time, and sequence visuals Coordinate your talk with presentations by co-

workers and your boss Rehearse your presentation


Guidelines for Analyzing Your Audience

Here are six key questions to ask when analyzing your audience: How much do they know about your topic? What unites them as a group? What do they want to receive from your

presentation? What is their interest level or stake in your topic? What do you want them to do after hearing your

presentation? What questions are they likely to raise? What considerations should you give to a

multinational audience?


The Parts of Formal Presentations (slide 1 of 2)

The introduction should indicate your professional qualifications, give listeners a road map, and capture audience attention. Answer these questions:

Who are you? What are your qualifications? What specific topic are you speaking about? How is the topic relevant to us?


The Parts of Formal Presentations (slide 2 of 2)

The body should make up sixty to seventy percent of your talk. Be persuasive and relevant. In the body, give signals to show where you are going or where you have been, comment on your own material, provide internal summaries, and anticipate any objections or qualifications your audience may have.

The conclusion should leave your audience feeling that you and they have come full circle, and it should include a fresh restatement of your main points, a call to action (just as in a sales letter), and a final emphasis on a key statistic.


Figure 16.2 A Sample PowerPoint Presentation (slide 1 of 2)


Figure 16.2 A Sample PowerPoint Presentation (slide 2 of 2)


Presentation Software (slide 1 of 2)

Business presentations frequently rely on PowerPoint and other software which allow you to format and edit text, import visuals, incorporate shapes and symbols, and reuse and revise your presentation anytime.

Organize your presentation using these tips: Identify the large topics you want to cover. Divide your presentation into major topics that best

serve your needs. Include only relevant supporting details. Don’t overwhelm audiences with too much

information. Choose your visuals carefully.


Presentation Software (slide 2 of 2)

Here are some tips to ensure the best design, organization, and delivery of your presentation: Readability. Make sure each slide is easy to read. Text. Keep text short and simple. Use bulleted lists.

Use slide titles. Sequencing slides. Sequence your slides logically.

Spend two to three minutes per slide and allow enough time for the audience to read them.

Background/Color. Use consistent and pleasant backgrounds and colors.

Graphics. Use clear and simple graphics that support your main points.

Quality check. Check grammar, spelling, and math.


Non-Computerized Presentations

Even for non-computerized presentations, always ensure that visuals are easy to see, easy to understand, self-explanatory, relevant, and accurate.

Suggestions to get the most from your visuals: Do not set up your visuals before you begin

speaking. Firmly anchor any maps or illustrations. Never obstruct the audience’s view by standing in

front of your visuals. Avoid crowding too many images onto one visual. Do not put a lot of writing on a visual.


Rehearsing Your Presentation (slide 1 of 2)

Here are some strategies to use as you rehearse your speech: Know your topic and the various parts of your talk. If possible, practice in the room where you will make

your presentation. Speak in front of a full-length mirror for at least one

rehearsal. Talk into an audio recorder to determine how you

sound. Time yourself so that you do not exceed the allotted

time.


Rehearsing Your Presentation (slide 2 of 2)

Practice with the presentation software, visuals, equipment, or projector that you intend to use.

Monitor the type of gestures you use. Check the room where you will present for acoustics,

lighting, seating and technical equipment. Videotape your final rehearsal and show it to a

colleague for feedback.


Settling Your Nerves Before You Speak

Here are some ways you can calm yourself before you deliver your presentation: Give yourself plenty of time to get there. Don ot bring anything with you that is likely to spill. Avoid caffeine if it makes you jittery. Take some deep breaths, and then hold your breath

while you count to ten. Remind yourself that you have spent hours

preparing. Try to chat with one or two members of the audience

ahead of time.


Guidelines for Making Your Presentation

When making your presentation, remember to do the following: Establish eye contact with your listeners. Respond to audience feedback. Use a friendly, confident tone. Vary the rate of your delivery. Adjust your volume appropriately. Watch your posture. Use appropriate body language. Dress professionally.


Figure 16.3 An Evaluation Form for a Presentation

chapter 16 of kolin's successful writing at work

Education