PRESENTATION
Sometimes a presentation may be necessary to provide information, obtain approval, or
request action. The presentation may be formally or informally given by the team,
involving as many team members as possible in the actual presentation. The presentation
provides the opportunity to inform of team activities and accomplishments, and recognize
team members for their contributions.
Presentation Steps
Step 1:
Gain Support.
Gaining support requires identifying and involving key people early in the improvement
process. Ensure support for recommendation from owners, suppliers, and customers by
stressing benefits to the organization.
Step 2:
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Step 3:
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Step 4:
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Prepare the presentation.
Anticipate objections.
Rehearse the presentation.
Arrange the presentation.
Give the presentation
Build rapport.
Make the recommendation.
Stress the benefits.
Overcome objections.
Seek action.
Follow up on the presentation
Follow up to ensure that the recommended action is implemented.
Reduce post decision anxiety by repeating and summarizing benefits.
Stress the benefits of early implementation.
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Prepare the Presentation
Once the team knows they have sufficient support for a recommended course of action
requiring management approval, the team must prepare the presentation. Preparing the
presentation involves the activities as listed above. To accomplish these activities, the
following processes must be performed:
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Develop presentation materials.
Produce the presentation materials.
Arrange for the presentation.
Practice the presentation.
Develop Presentation Materials
Development of presentation materials involves developing a specific objective for the
presentation and preparing a presentation outline to accomplish the objective. The
presentation objective should state specifically the expected outcome of the presentation.
The objective should be stated in terms of who, what, and when.
Presentation Objective Example
The organization development manager will analyze within three months the specific
needs of the organization to implement customer driven quality improvement teams
throughout the organization.
In this example, the who is the organizational development manager. The “what”
is analyzing the specific needs of the organization to implement customer driven quality
improvement teams throughout the organization. The “when” is within three months.
Presentation Outline
The outline of the presentation should be geared to accomplish the objective. When
preparing the presentation outline, consider the audience, understand how the
recommendation affects others, and outline the organization-wide benefits. The audience
may be supportive or unreceptive. Conduct a force field analysis to determine the
restraining forces and driving forces of the audience. At the same time, consider how the
recommendation will affect others. Anticipate objections. Again, conduct a force field
analysis to determine driving forces of any known objections to your proposal. Further,
outline the organization-wide benefits through brainstorming and data collection.
Now you are ready to prepare the presentation outline. The presentation outline
should contain an introduction, body, and conclusion. In the introduction, tell them what
you are going to tell them. In the body, tell them. Then, in the conclusion tell them what
you have just told them. A sample presentation outline follows:
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1.
The introduction
A.
B.
C.
2.
The body
A.
B.
C.
3.
Establish rapport with introductions
Get the audience's attention by giving benefits
Tell them what going to tell them
State your mission
Describe the process
1.
Significance of the process
2.
Inputs with suppliers
3.
Process itself
4.
Output(s) with customer(s)
5.
Owner(s)
6.
Identify the underlying cause
7.
Describe data collection
8.
Discuss results
Detail the action requested
1.
Alternatives considered
2.
Solution selected
3.
Plan for implementation
The conclusion
A.
B.
C.
D.
Reinforce benefits
Tell them what you told them
Get agreement on what you want
Summarize actions
Prepare Presentation Materials
Presentation materials can be as simple or complex as required to get the requested action
from the audience. Presentation materials are used to attract and maintain attention on
main ideas; illustrate and support the team's recommendations; focus on minimizing
misunderstanding. Presentation materials could include: handouts, overhead
transparencies, flipchart, video, and computer-based visuals. As a minimum, the
presentation material should consist of a handout for all participants. Normally, the
presentation material consists of a handout and some form of visual aid for the group to
observe, usually a flipchart, overhead transparencies or computer generated projection.
Specific tips for preparing the most common presentation aids of handout, flipchart, and
overhead transparencies are as follows:
Handout
The handout supports the presentation by providing critical information
and/or supplemental detail. The handout should follow the presentation, if given prior to
the presentation. If the handout only provides supplemental or reinforcing information,
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the handout should not be provided to the audience until it is appropriate, during the
presentation or at the conclusion of the presentation.
Flipcharts
Flipcharts enhance the presentation. They should emphasize the key points
or graphically show concepts. Some specific tips for the design of flipcharts are:
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List main points as bullets.
Limit bullets to six or less per chart.
Keep bullets short - around six words or less per bullet.
Chart should be readable from every seat in the room.
Multiple colors can be used to stress key words.
Leave a blank sheet between flipcharts.
Should reflect the professional pride of the team.
Overhead Transparencies/slides/projection
Overhead transparencies are the most
frequent material used to aid in the understanding of information in a presentation. The
overhead transparency is used the same as a flipchart. However, with today's computer
technology, especially graphic capability, the overhead transparencies should be used to
reinforce ideas graphically. Since people have different styles for understanding, this is
supported by dominance of the right or left brain. It may be appropriate to use both words
and pictures to convey your message. The words appeal to the more logical, left brain
preference people and the graphics focus on the creative right brain dominant people. The
same tips for flipcharts apply to overhead. In addition, you should not attempt to show
large amounts of data or complex processes on one overhead. Reduce the information to
show trends, relationship, or overall processes. If detailed information is necessary,
provide this information as a handout.
Produce the Presentation Material
Depending on the situation, the team may produce the presentation itself, or the team may
have to rely on various support services to produce the materials. If the team produces the
materials, ensure the presentation meets the standards of the audience. If the team has
support services make the presentation materials, planning and coordination are
important. Many organizations have support services such as: word processing, editing,
graphics, and printing. When using these services, the team must plan enough time to
allow for professional workmanship. This means determining all the tasks to be
accomplished, with an appropriate time period allowed to meet the team's scheduled
presentation date. Ensure there is enough time to use the presentation materials for a dry
run before the actual presentation. Also it is wise to periodically coordinate with the
support services people to ensure progress toward meeting the schedule.
Arrange for the Presentation
Administration details can have an effect on how the presentation is received. Ensure that
the following administration details are accomplished:
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Schedule presentation time and place.
Ensure all the right participants can attend.
Set-up the room.
Have presentation materials.
Practice the Presentation
Rehearse the presentation prior to the actual presentation. If possible, practice the
presentation one time to an audience that provides a representation of the actual audience.
Give the Presentation
Giving the presentation involves presenter preparation and the actual conduction of the
presentation. The best way to ensure a successful presentation is by adequate preparation.
This is enhanced through the development of some basic presentation skills. These skills
can be grouped in the following categories:
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Presenter's preparation
Presenter's style
Presenter's delivery
Presenter's Preparation
Depending on your experience, you will be more or less comfortable presenting to a
group. Your level of comfort can be improved with time spent preparing. Specifically, the
following techniques can be used to enhance your comfort level:
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Plan for objections. Perform an analysis to determine objections and your
response.
Practice. Practice the presentation enough to get very familiar with the flow of
ideas. Do not memorize the presentation. Practice enough to allow you to present
the information naturally.
Visualize success. Prior to the presentation spend some time alone picturing
yourself accomplishing a successful presentation.
Presenter's Style
Although each presenter has their own style, the following guidelines will help any
presenter become more successful:
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Act naturally. Make the presentation as natural as possible. Try to avoid doing
anything that would appear faked, forced, or flaky.
Maintain positive attitude. Display a positive attitude by showing enthusiasm.
Above all be sincere in your commitment and support for the presentation goal.
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Presenter's Delivery
There are several nonverbal and verbal presentation tips to improve anyone's
presentation. Most people concentrate on the verbal communication aspects of the
presentation, although nonverbal communication behaviors include eye contact, body
movement, and gestures communicate much of the meaning. Nonverbal communication
skills enhance your ability to effectively communicate to the audience.
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Eye contact shows interest in the audience. Look directly at your audience and
include everyone equally. Good eye contact results in enhanced credibility.
Body movement is another important physical behavior for a presenter. It helps
hold the audience's attention, and puts the speaker at ease by working off excess
energy that can cause nervousness. You can use body movement as punctuation to
mark a change in your presentation. Moving from one spot to another tells the
audience you are changing the line of thought. Some body movement can be
distracting. Pacing back and forth, rocking from side to side, or "dancing" serves
no purpose and tells the audience that you are nervous.
Gestures can clarify, emphasize, or reinforce what is said. Make gestures by using
your hands, arms, shoulders, and head. Fidgeting with your watch and scratching
your ear are not gestures. This type of behavior usually distracts from the
presentation. Gestures take practice to use effectively.
Conduct the Presentation
During the presentation, the team does the following:
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Builds rapport by developing a friendly, but professional relationship with the
audience.
Makes the recommendation using the results of the total quality management
improvement methodology. Support the recommendation with facts.
Stresses the benefits of implementing the team's recommendation. The benefits
should emphasize the tangible measurable gains of the solution. In addition show
intangible advantages.
Overcomes objections by using the driving forces driven from the force field
analysis. Remember, focus on the issue, and never make it personal.
Seeks action for implementation. The conclusion must provide a definite course
of action.
Follow Up on the Presentation
After the presentation, the team should do the following:
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Follow up to ensure that the recommended action is implemented
Reduce post decision anxiety by repeating and summarizing benefits
Stress the benefits of early implementation
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