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15.280 Communication for Managers
Fall 2008
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Communication for Managers
Presentations: Pulling It All Together
Agenda
ƒ Keys to effective presentations: Part two
– Pulling it all together
– Creating visual aids
– Owning your delivery
– Managing Q&A
– Giving and receiving feedback
ƒ Persuasive presentation lab reminders
ƒ Coming attractions
Keys to Effective Presentations
Pull It All Together
Develop
Strategy/Structure
Create
Visual Aids
Purpose, audience, credibility,
context, direct/ indirect structure
Uncluttered, purposeful, well
titled, consistent
Manage
Q&A
Owning
Delivery
Plan, listen, answer, summarize
Tone, fluency, confidence,
movement, eye contact
Creating Visual Aids
ƒ Flip charts
Choose
Appropriate
Medium
ƒ Overhead transparencies
ƒ Computer projection
ƒ Slides
ƒ Video
Creating Visual Aids
Consistent
Checklist
for
Visuals
Titled Appropriately
Purposeful in Use of Color
and Special Effects
Clear and Uncluttered
Creating Visual Aids
ƒ Create a simple, clear template
ƒ Test for effective projection; test
handouts for note-taking
Use
Consistent
Template
ƒ Use sharp color contrast
– Computer projection:
Consider white or yellow
against dark background
– Transparencies:
Consider dark colors against
clear background
Creating Visual Aids
Third Quarter Costs Rise in Eastern Region
Use
Message
Title to
Focus
Audience
Attention
100
90
80
70
60
50
40
30
20
10
0
East
West
North
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Creating Visual Aids
Use Color
for
Focus
vs.
Decoration
100
90
80
70
60
50
40
30
20
10
0
East
West
North
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Third Quarter Costs Rise in Eastern Region
100
90
80
70
60
50
40
30
20
10
0
East
West
North
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Creating Visual Aids
100
East
West
North
80
60
Avoid
Distortion
From
Special
Effects
40
20
0
1st Qtr
2nd Qtr 3rd Qtr
4th Qtr
Third Quarter Costs Rise in Eastern Region
100
90
80
70
60
50
40
30
20
10
0
East
West
North
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Creating Visual Aids
M A J O R W E A K N E S S E S IN T H E C U R R E N T O R G A N IZ A T IO N
S to ck s a n d B on d’s pres e nt m a nag e m e nt struc tu re ha s s ev era l im porta n t
d efic ie nc ie s th a t s ho u ld b e c o rre c te d in a n y s u b s ta ntia l re alig n m en t o f
res p on sibilities .
Use Clear,
Concise
Text
¶
T he re is n o s in gle re c ogn iz e d h ea d o f the firm s uc h a s a M an a ge m e n t
C om m itte e , C E O , C O O , C F O , e tc .
¶
W e h a v e ob s erv ed th at the re a re no c lea rly d e fin e d lin es o f a uth o rity a n d
re s p o n s ib ility for m ajo r a ctiv itie s or g eo gra ph ic a l loc atio ns .
¶
It is p os s ib le th a t a re al c on flic t ex ists be tw ee n the p ro du c tio n de p artm e nt an d
the ad m in is tra tion (e .g ., w h o de te rm in es fo rec a sts ?)
¶
Ina d e q u ate “th in k in g throu g h ” of h ow m u c h a uto n om y s hou ld b e g ran te d to
re gion s (o r b ran c he s) in v ario us p ha s es o f th e firm ’s a c tiv itie s – and w h at
a u th o rity in e a c h w ill be ex erc is ed b y C o rpo ra te H e a d qu arte rs.
W e w ill dis c u s s e a c h of th es e in th e follo w ing c h a pte rs .
Strengthen Organizational Structure
• Establish head of firm
• Clarify authority and responsibility
• Increase linkage between production and administration
• Realign regional autonomy with corporate authority
Creating Visual Aids
Central Engineering
Work Mix by
Hours Reported
Piechart
What’s
Wrong
With
This
Visual?
Using Visual Aids Effectively
Be Prepared
ƒ Check equipment and room
in advance
ƒ Have a “Plan B” in case of
technical difficulties
Checklist
Interact Effectively
ƒ Don’t block the screen
ƒ Look at your audience not the screen
ƒ State transitions aloud
Owning Your Delivery
You are the presentation--the visuals are not.
Managing Q&A
Before
During
After
ƒ Plan, anticipate,
and rehearse
ƒ Listen before
you answer
ƒ Set rules about
timing (during
or after)
ƒ Answer using tips
ƒ Summarize main
point – Regain the
floor for final word
Managing Q&A
ƒ Listen actively and answer
the question!
ƒ Restate, paraphrase, clarify
ƒ Empathize
Use Q&A
to Hone
Your Message
ƒ Turn questions to audience or
questioner
ƒ Answer honestly
ƒ Look at entire audience –
not just questioner!
ƒ Reinforce main points
Giving and Receiving Feedback
ƒ Concrete and specific
Attributes
of
Giving
Effective
Feedback
ƒ Helpful
ƒ Descriptive
ƒ Relevant
ƒ Timely
ƒ Desired
Giving and Receiving Feedback
ƒ Take a moment before responding
ƒ Restate or paraphrase back
Accepting
Feedback
Received
ƒ Clarify
ƒ Evaluate feedback later
ƒ Try to understand speaker’s point
of view
ƒ Take notes
Persuasive Presentation Lab
ƒ Review oral presentation
evaluation form
ƒ Bring
9 Blank DVD (+RW Mini)
Reminders
9 Written description of context and
presentation outline
9 Paper copies of visual aids
ƒ Timing: Five minutes (strictly timed)
plus up to two minutes
for Q&A
Coming Attractions
15.311 Organizational
Processes
ƒ Ethics
15.280 Communication
for Managers
ƒ Writing Process: Style and Tone
15.277 Special Seminar
in Communication
ƒ Structuring an Impromptu
ƒ Resumes w/CDO – LEC 6
ƒ Storytelling about Leadership