Giving Briefings & Making Presentations (M3.09)

Rebecca Johnson

Corporate Learning & Development

AIM

• To develop knowledge and understanding of briefing and presentation skills as

required by a practising or potential first line manager.

OBJECTIVES

• Select relevant information content in line with the objectives of the briefing or presentation

• Logically structure and clearly present the content of the briefing or presentation

• Use appropriate presentation techniques and aids to enhance understanding of the briefing or presentation

• Display confidence in the subject matter• Use feedback to check understanding including

a simple evaluation form

By the end of the session you will be able to:

DEFINITIONS - Presentation • A setting forth as of truth – Collins

• A verbal report presented with illustrative material such as slides or graphs – Oxford

• A structured, prepared and speech based means of communicating information, ideas or arguments to a group of interested people in order to inform or persuade

DEFINITIONS - briefing

• A meeting for giving information or instructions

• The action of informing or instructing

Oxford Dictionary

CHARACTERISTICS• Involves Presenter and Audience

• Usually live, direct, face to Face

• Conveys information, ideas and arguments

• Audience wants to understand

• Logically planned and structured

• Communication verbal supported by VA

• Communication flow primarily one way

• Feedback/discussion for clarification & reinforcement

Resources Venue Equipment

Audience Composition SizeExperience/knowledgeExpectations (WIIFM)Familiarity Mind Sets

Material ContentStructureComplexityLength

Self Visual impact Body languagePitch & Tone NervousnessStyle Rapport Movement & Gestures

AREAS OF INFLUENCE

PLANNING & PREPARATION

• Why are you saying it PURPOSE• To whom are you saying it AUDIENCE• What are you going to say CONTENT• How are you going to say it FORM

Questions to ask:

PURPOSE

• To communicate message or information - Tell

• To make a proposition/change opinions - Sell

• To inspire and motivate - Impel

LLAMA FARMING IN MID WALES

To inform a group of interested farmers

GENERATING IDEAS

BENEFITSHISTORY

BREEDS

COSTS

LOCATION

CAUTIONS

- RELATED

PedigreeMarkingColours

VarietyEasy MaintenanceLow cost/High Return

Origins of Interest

PlanningInsuranceImport/Export

IdealThings to Avoid

Start-upRunning

HousingFeedingHealthDiseasesPrecautions

CARE

CREATING A LOGICAL STRUCTURE

• History Origins Interest

• Benefits Low cost/high return Variety of Produce Easy maintenance

• Establishing Starting up Location Requirements Choosing llamas Costs

• Running Caring for llamas Running costs

PLANNING

• Summarise the theme• Generate ideas – list points• Identify related ideas• Identify key stages• Select ideas/points• Establish timings

PREPARATION

• Plan the sequence• Produce notes• Consider visual aids• Consider anecdotes and humour• Rehearse

PRESENTATION STRUCTURE

Tell’em What You’re Going To Tell’em

Tell’em

Tell’em What You’ve Told’em

5 TYPES OF BANG• Classical Bang – introduce presentation with 1 or 2 punchy

highlights • ‘Imagine’ Bang – appeal to common memory, evoke a

hypothetical situation, create a metaphor, tell a relevant parable

• Mystery Bang – disguise your opening with 2-3 ambiguous clues to your message

• Participation Bang – ask a question, ask a volunteer to do/say something

• Dramatic Bang – use a gimmick/accessory, use surprise visual/sketch, make a provocative statement

PRESENTATION STRUCTURE • Opening

• Message

• Bridges

• Examples

• Recap

VISUAL AIDS

“I hear and I forget,

I see and I remember.”

VISUAL AIDS

• Limit amount of information • Size• Clarity• Avoid distractions

VISUAL AIDS

• Rehearse • Contingency • Check equipment• Check layout

ACTIVITY - VISUAL AIDS

• Flipchart • PowerPoint• Images (incl. diagrams)• Video/DVD clips• OHP• Props & accessories• Handouts

PRESENTATION DELEIVERY

• The Brief• Avoid Alienation• Smile• Body Language/Eye Contact• Voice• Digestible• Humour• Platform Presence• Timing

OBJECTIVES

• Select relevant information content in line with the objectives of the briefing or presentation

• Logically structure and clearly present the content of the briefing or presentation

• Use appropriate presentation techniques and aids to enhance understanding of the briefing or presentation

• Display confidence in the subject matter• Use feedback to check understanding including

a simple evaluation form

By the end of the session you will be able to:

GAINING FEEDBACK - during

• Observe body language • Ask questions• Short task for audience/listeners• Allow audience/listeners to ask questions

GAINING FEEDBACK – after

• Purpose/ objectives explained

• Well presented• Well structured • Rate the environment• Rate the resources

(visual aids etc)

• How responded to questions

• Overall rating of presentation/briefing

• Most/least useful elements

• Met desired outcomes

An evaluation form could be used to assess: