Chapter Sixteen

Small Group, Business, and Professional

Presentations

Chapter SixteenTable of Contents

Communicating in GroupsMaking Decisions in GroupsMaking Presentations in GroupsBusiness and Professional

PresentationsDelivering the Presentation*

Chapter SixteenPresentational

speaking Reports delivered

by individuals or groups within the business or professional setting*

Communicating In GroupsClear communication is vital to

working cooperatively in groupsThe quality of a group’s product is

often determined by the competence that each person brings to a task*

Communicating In Groups:Effective Group ParticipantsBeing an effective

group participant requires keeping sight of the group’s goals and avoiding behavior that detracts from them*

Communicating In Groups:Effective Group ParticipantsEyes on the prize

As a group member, your overriding responsibility is to help achieve the group’s goals

Fight the good fight The best decisions are usually those that

emerge from productive conflict Productive conflict helps clarify ideas, present

counter-examples, and consider worst case scenarios*

Communicating In Groups:Effective Group ParticipantsProductive conflict is issue-based rather

than personal-basedPersonal-based conflict

Conflict in which group members argue about each other rather than with each other

Issues-based conflict Productive conflict in which group members

critically debate issues on their merits*

Communicating In Groups:Effective Group ParticipantsAvoid groupthink

Groupthink is the tendency to accept information and ideas without critical analysis; results from strong feelings of loyalty and unity within a group

Avoid groupthink by engaging in productive conflict*

Communicating In Groups:Effective Group ParticipantsAdopt constructive group rolesTask roles

Group member’s roles related directly to the accomplishment of the objectives and mission of the group

Interpersonal roles Group member’s “relational” roles that

facilitate group interaction*

Communicating In Groups:Effective Group ParticipantsAvoid assuming close up “counter

productive” rolesCounterproductive roles

Negative interpersonal roles which focus solely on individual needs, which are usually irrelevant to the task*

Communicating In Groups:Leading a GroupCapable leadership is critical to the

success of any groupOne of the primary responsibilities of

the leader is to set goals and ensure that they have been met*

Communicating In Groups:Leading a Group

Set goalsEach member of a group should be able to

answer these questions: For what purpose does the group exist? Do all group members understand and accept

the goals? How close is the group to achieving this purpose? How well are the activities or functions of the

group aligned with these goals?*

Communicating In Groups:Leading a GroupSet goals by using the following steps

Identify the problem Map out a strategy Set a performance goal Identify the resources necessary to

achieve the goal Recognize contingencies that may arise Obtain feedback*

Communicating In Groups:Leading a GroupEncourage active participationGroup members may not want to

participate for the following reasons: Apprehension Lack of self-esteem Dominance Status differences*

Communicating In Groups:Leading a GroupLeaders can make use of several

techniques to encourage participation Directly ask members to contribute Redirect the discussion Set a positive tone*

Making Decisions In GroupsEffective groups

engage in a deliberate process resulting in decisions that all participants understand and to which they are committed*

Making Decisions In GroupsGroup decision-making is best

accomplished through a six-step process based on the work of John Dewey Identifying the problem Conducting research and analysis Establishing guidelines and criteria Generating solutions Selecting the best solution Evaluating the chosen solution*

Making Decisions In Groups:Identifying the ProblemThis step involves gaining a thorough

understanding of the issue at handEach participant should share his or

her perception of the problem with the group and briefly state what he or she thinks it is all about*

Making Decisions In Groups:Research and Analysis The group may need to research an

issue for several reasons: To close gaps in information necessary to

analyze the problem properly To clarify or resolve two or more

inconsistent views or positions expressed by participants

To investigate past solutions to similar problems*

Making Decisions In Groups:Guidelines and CriteriaGroup participants should establish

criteria by which any solution they propose will be judged

Establishing guidelines and criteria is an interactive process that should end in consensus*

Making Decisions In Groups:Generating SolutionsThis step involves a brainstorming

session in which every member contributes as many desirable solutions as they possibly can

No debate and discussion of the merits of the proposal should occur during this stage of the decision-making process*

Making Decisions In Groups:Selecting the Best SolutionOnce potential solutions have been

generated, the group can begin to weigh the relative merits of each against the criteria agreed on earlier

Select the solution that best meets the criteria set forth*

Making Decisions In Groups:Evaluating the SolutionThe final step involves evaluating the

group’s solutionPart of evaluating the solution

involves re-evaluating the criteria and guidelines against which the solution was measured*

Presentations in GroupsGroup presentations are similar to

presentations done individuallyIn a group presentation, some or all

of the members divide the tasks that would ordinarily be done by one person*

Presentations in Groups:Assigning TasksTogether with

the group leader, members must decide who will do which tasks*

Presentations in Groups:The Moderator’s RoleSymposiums and panels require the

presence of a moderator, who ensures everyone knows their speaking responsibilities.

Symposium A formal meeting at which several speakers

deliver short speeches on related topicsPanel

A group of persons who discuss a topic in the presence of an audience*

Presentations in Groups: Consistency of DeliveryInconsistencies between the

presenters’ delivery styles spell failure for group presentations

Focus on the purpose and nature of the presentation while isolating the proper delivery style*

Professional PresentationsBeyond the panel

and symposium, there are many other forums in which groups deliver their findings*

Professional Presentations:Public vs. PresentationalThere are clear differences between

a speech given to the public, and a presentation delivered in a professional setting The audience for a presentation can be

as small as three people Presentational speaking is less formal

than public speaking*

Professional Presentations:Public vs. Presentational

Further differences between presentational and public speaking Topic selection Audience composition Audience participation Speaker expertise*

Types of Presentations

There are five common types of business and professional presentations: Sales presentations Technical reports Progress reports Staff reports Investigative reports*

Types of PresentationsSales presentations

A presentation that attempts to lead a potential buyer to purchase a service or product

Technical report A report that gives detailed information

about a procedure or device*

Types of PresentationsStaff reports

A report that informs managers and other employees of new developments that affect them and their work

Progress reports A report that updates clients or

principals on developments in an ongoing project*

Types of PresentationsInvestigative

reports A report of a study

of a problem that includes recommendations, usually conducted by an outside agent*

Delivering the PresentationThe range of

delivery styles may be broader for presentations than for speeches*

Delivering the PresentationInformational style of delivery

A delivery style that is precise, disciplined, focused, clear, logical, and well organized

Instructional style of delivery A delivery style that is stimulating,

engaging, consequential, decisive, and action oriented*

Delivering the PresentationRelational style of delivery

A delivery style that is open, candid, honest, believable, and trustworthy

Transformational style of delivery A delivery style that is emphatic,

powerful, insightful, expansive, and visionary*