Preparing a Preparing a PresentationPresentation

Select & Research TopicSelect & Research Topic Establish GoalsEstablish Goals Analyze AudienceAnalyze Audience Create OutlineCreate Outline Write a Catchy OpeningWrite a Catchy Opening Keep the Listener InterestedKeep the Listener Interested Use a Variety of SupportUse a Variety of Support Writing MechanicsWriting Mechanics Speech StrategySpeech Strategy Create an Easy to Remember ConclusionCreate an Easy to Remember Conclusion Technical Support : Notes & VisualsTechnical Support : Notes & Visuals PracticePractice

Select and Research a Select and Research a TopicTopic

Imposed or free topicImposed or free topic

Sources for researchSources for researchInternetInternetLibraryLibraryBookstoreBookstoreEmployers/parents/relativesEmployers/parents/relativesYourself (experience)Yourself (experience)……

Establish GoalsEstablish GoalsThe desired outcome should be :The desired outcome should be :

Audience centered: “You will learn or Audience centered: “You will learn or know”know”

SpecificSpecific MeasurableMeasurable AchievableAchievable

Use the following formulaUse the following formula““At the conclusion of this presentation, At the conclusion of this presentation, you will know or be able to . . . “you will know or be able to . . . “

Goal Statements : Goal Statements : examplesexamples

1.1. At the end of my presentation, you will know the At the end of my presentation, you will know the four steps for achieving financial independence.four steps for achieving financial independence.

2.2. My purpose today is to explain accounting My purpose today is to explain accounting procedures.procedures.

3.3. Today I am going to discuss the history of Today I am going to discuss the history of management since 1908.management since 1908.

4.4. The purpose of my presentation is to help you The purpose of my presentation is to help you analyze stress. You will learn the three main analyze stress. You will learn the three main causes of stress and two remedies for stress on causes of stress and two remedies for stress on the job.the job.

Analyze AudienceAnalyze Audience KnowledgeKnowledge

- Who is my audience ?- Who is my audience ? InterestInterest

- - What are their needs, wants, desires, What are their needs, wants, desires, characteristics ?characteristics ?

AttitudeAttitude TopicTopic YouYou

- What do I need to know to get through to - What do I need to know to get through to them ?them ?

Who are you ?Who are you ? - - Your philosophy?Your philosophy?

What are you about ? What are you about ? - Guiding principles- Guiding principles..

Where did you learn those principles ?Where did you learn those principles ?

How will you present the information?How will you present the information?

What the audience will What the audience will want to know about you :want to know about you :

Create Outline of Main Create Outline of Main PointsPoints

What are my messages ?What are my messages ?= Balance between what I want to = Balance between what I want to

convey and what the listener needs convey and what the listener needs to hear to be interested and to hear to be interested and convinced.convinced.

1.1. No more than four main pointsNo more than four main points

2.2. Use appropriate patternUse appropriate pattern

Some Common Outline Structures

1.1. A I D AA I D AA = A = Attentione.g.: grabbing headlineI =I = InterestKeep listener interested

D =D = DesireBuild desire, paint dream

A = A = ActionMove listener into action

2.2. S P I NS P I NS = S = SituationUnderstand the situation

P =P = ProblemsIdentify the problems

I =I = ImplicationsShow the implications

N = N = NeedsMake the listener realizehe needs the solution thatYou are offering him

3.3. PAR- CASE STUDIESPAR- CASE STUDIES

P = P = ProblemA =A = ActionR =R = Results

State the problem and its implications, provide theactions taken to resolve theproblem and describe theresult achieved.

4. METAPHOR/STORIES

Use a metaphor or story where

the characters and situationmirror the real people andSituations.

This is a great way to let the listener come to the rightconclusion of their own.

1. Big Point 1. Big Point FirstFirstAccountNow is theAccountNow is thebest accounting best accounting software for our software for our organizationorganization

Most efficientMost efficient Most cost Most cost

effectiveeffective Easiest to learnEasiest to learn

2. 2. ChronologicalChronological

1.1. Install softwareInstall software2.2. Update software Update software 3.3. Customize the Customize the

softwaresoftware3. Spatial3. SpatialWe will examine We will examine sales in :sales in :Eastern regionEastern regionCentral regionCentral regionWestern regionWestern region

5. Break the presentation into key topic areas and then have several bullets to support each. Make sure to preserve a logical flow :

4. 4. CategoricalCategorical

New responsibilities New responsibilities forfor

Vice presidentsVice presidents Middle managersMiddle managers First line managersFirst line managers SupervisorsSupervisors

5. Cause Effect5. Cause Effect Increased stressIncreased stress Results in higher Results in higher turnoverturnover

6. 6. Comparison/ContrComparison/Contrastast

1. 1. Old Hiring Old Hiring SystemSystem

AdvertiseAdvertise ScreenScreen Extend offerExtend offer

2. 2. New Hiring New Hiring SystemSystem

Review Review qualificationsqualifications

NetworkNetwork AdvertiseAdvertise ScreenScreen Job previewJob preview

Create a Catchy Create a Catchy IntroductionIntroduction

1.1. Get attention quickly right up front :Get attention quickly right up front :Bold claim, Big promise, Question, Bold claim, Big promise, Question, Something bizarre, puzzling or Something bizarre, puzzling or contradictory, create curiosity, state contradictory, create curiosity, state major problem, …major problem, …

2.2. Gain interest & rapportGain interest & rapportShow that what you are going to talk about is relevant to the listener

3.3. State purpose / preview main pointsState purpose / preview main pointsWhat Why When How Where Who

4.4. Establish credibility as early on as Establish credibility as early on as possiblepossibleUse social proof and power of authority by Use social proof and power of authority by mentioning endorsements, alliances with mentioning endorsements, alliances with well respected people, testimonials, well respected people, testimonials, references, licenses, certifications, references, licenses, certifications, credentials, … credentials, … but be careful not to go but be careful not to go overboard in tooting your own horn.overboard in tooting your own horn.

5.5. Persuade with case-studies, facts, Persuade with case-studies, facts, statisticsstatistics, , Be specific when quoting numbers. Be specific when quoting numbers. Research has shown that case-studies are Research has shown that case-studies are especially effective at building credibility and especially effective at building credibility and persuading.persuading.

Keep the listener Keep the listener interestedinterested

• Establish relevancy early onEstablish relevancy early on• Ask questionsAsk questions

(= force listener to think, collect “yes’s”)(= force listener to think, collect “yes’s”)• Tap into the listener’s emotionsTap into the listener’s emotions

(with story or metaphor that touches his heart or (with story or metaphor that touches his heart or trigger remembrances of similar experiences)trigger remembrances of similar experiences)

• Trigger emotions by asking to Trigger emotions by asking to remember past experiencesremember past experiences

• Paint vivid mental representations that Paint vivid mental representations that make the senses come alivemake the senses come alive

• Create curiosity Create curiosity ((with questions and statements that leave the with questions and statements that leave the listener wondering what the answers are or what listener wondering what the answers are or what happened)happened)

How to keep the listener interested - How to keep the listener interested - examplesexamples

Stop for a moment. Can you remember a time when you Stop for a moment. Can you remember a time when you accomplished something really significant, really accomplished something really significant, really important ? And how it felt ? The excitement ? The important ? And how it felt ? The excitement ? The sense of achievement ? Now imaging using these sense of achievement ? Now imaging using these strategies successfully for the first time and realize that strategies successfully for the first time and realize that this is how you will feel then.this is how you will feel then.

Imagine stepping out your back door onto the warm sand Imagine stepping out your back door onto the warm sand and looking out to a brilliant orange sunset, feeling a and looking out to a brilliant orange sunset, feeling a warm breeze on your face as gulls fly overhead, and then warm breeze on your face as gulls fly overhead, and then walking along the beach, taking in that special smell of walking along the beach, taking in that special smell of the salt air, watching the deep blue water well up into the salt air, watching the deep blue water well up into giant frothy waves breaking along the coast for as far as giant frothy waves breaking along the coast for as far as the eye can see. …the eye can see. …

Would you like to know the two greatest … ? Then mention Would you like to know the two greatest … ? Then mention one, but never mention the 2one, but never mention the 2ndnd one : keep the listener one : keep the listener wondering, hooked.wondering, hooked.

Sell Your Messages Sell Your Messages If you don’t know the audience well, If you don’t know the audience well,

speaking to their desires may be speaking to their desires may be somewhat difficult. But, you can somewhat difficult. But, you can appeal to universal core desires : appeal to universal core desires : being loved, feeling important, sex, being loved, feeling important, sex, shelter, food, security, power, …shelter, food, security, power, …

Emphasize Main Points Emphasize Main Points and Provide Support for and Provide Support for

Every PointEvery Point• State the point, referring to number and labelState the point, referring to number and label• Explain the point using vivid, descriptive Explain the point using vivid, descriptive

languagelanguage• Add visual support material :Add visual support material :

(Overhead Transparency or Gestures)(Overhead Transparency or Gestures)• ExampleExample : :

State:State: Maintain eye contact in interviews.Maintain eye contact in interviews.Explain: Explain: Indicates you are interested.Indicates you are interested.Support: Support: Statistics: 70% or more eye contactStatistics: 70% or more eye contactIllustration: Illustration: Impression with & without eye contact.Impression with & without eye contact.

Use a Variety of Easily Visualized Use a Variety of Easily Visualized SupportSupport

At least 3 or more of the At least 3 or more of the following :following :

statisticsstatistics examplesexamplesillustrationsillustrations testimonytestimonyquotationsquotations definitionsdefinitionsanalogiesanalogies

StatisticsStatistics

Subordinates45%

Others Inside Org.17%

Outside Organization

23%

Superiors15%

Manager Time Exchanging Information -- Luthans, Hodget, & Rosenkrantz, 1988

ExampleExample

Sample of new Sample of new office furnitureoffice furniture

IllustrationIllustration

TestimonyTestimony““The Camry is comfortable and gets The Camry is comfortable and gets great gas mileage.”great gas mileage.”

P. Roberts, Dallas TXP. Roberts, Dallas TX

““The new Camry Coupe with the V6 The new Camry Coupe with the V6 has great pick up and handling.”has great pick up and handling.”

A. Greene, Lubbock TXA. Greene, Lubbock TX

QuotationQuotation

"Almost every "Almost every general in Desert general in Desert Shield had fought in Shield had fought in Vietnam, and we all Vietnam, and we all remembered feeling remembered feeling abandoned by our abandoned by our countrymen." countrymen." Norman Norman

SchwarzkopfSchwarzkopf

DefinitionDefinition

Paradigm: Paradigm: An outstandingly clear or typical An outstandingly clear or typical example or archetype. example or archetype.

Webster’s Ninth New Collegiate DictionaryWebster’s Ninth New Collegiate Dictionary

AnalogyAnalogy

Obtaining a job is Obtaining a job is like catching a fish.like catching a fish.

Writing Mechanics : Writing Mechanics : Churchill Method of Churchill Method of

ScriptingScripting Fold your paper in halfFold your paper in half

Write only the line you say.Write only the line you say.

Read it like you will speak Read it like you will speak itit

Rehearse it and record itRehearse it and record it

Rewrite itRewrite it

When I was seven,When I was seven,We drove to my cousins for We drove to my cousins for

dinner,dinner,And to showoff Fat Dad’s new And to showoff Fat Dad’s new

carcarA 1960 Ford FairlaneA 1960 Ford FairlaneI fell asleep in the back seatI fell asleep in the back seatAnd my folks left me sleepingAnd my folks left me sleepingAs they went on up to the As they went on up to the

house,house,When I woke upWhen I woke upI stumbled from the carI stumbled from the carAnd headed for the porch.And headed for the porch.

Fundamental Writing Fundamental Writing MechanicsMechanics

M.E.S.S.M.E.S.S. Engaging memory.Engaging memory. Emotional Emotional

connection.connection. Senses: sight, Senses: sight,

sound, taste, touch sound, taste, touch & smell& smell

Sixth sense—Sixth sense—imagination.imagination.

Weaving a strong Weaving a strong story.story.

SimileSimile ContrastContrast RhymeRhyme EchoEcho AlliterationAlliteration MetaphorMetaphor Compounding ScreamCompounding Scream

Writing Mechanics IWriting Mechanics I Simile =Simile = A figure of speech A figure of speech

comparing two things comparing two things often using “like” or often using “like” or “as”“as”

““Frozen like a treed Frozen like a treed raccoon.”raccoon.”

““Like ice water thrown Like ice water thrown on you in a hot on you in a hot shower.”shower.”

Like a shepherd caring Like a shepherd caring for a wounded lamb.”for a wounded lamb.”

Metaphor =Metaphor = A figure of speech A figure of speech

where a word or where a word or phrase denoting one phrase denoting one thing is used for thing is used for another.another.

““Safety was a flannel Safety was a flannel shirt that smelled….”shirt that smelled….”

““The lesson was love.”The lesson was love.” The ear is a blind & The ear is a blind &

inattentive lover.inattentive lover.

Writing Mechanics IIWriting Mechanics II ContrastContrast

Comparing two or Comparing two or more thingsmore things

RhymeRhyme Creating phrases that Creating phrases that

have poetic rhyminghave poetic rhyming EchoEcho

Repeating a phrase, Repeating a phrase, in the same or in the same or different contextdifferent context

AlliterationAlliteration Beginning a series Beginning a series

of words with the of words with the same letter or same letter or soundsound

CompoundingCompounding SCREAM strategySCREAM strategy

Speech Strategy ISpeech Strategy I Co-optingCo-opting

Co-opt means to use Co-opt means to use another’s thoughts or another’s thoughts or opinions for your opinions for your purposes.purposes.

EnthymemeEnthymeme Enthymeme, Greek Enthymeme, Greek

root meaning in the root meaning in the mind. mind.

Using words or objects Using words or objects that allow the audience that allow the audience to draw on their to draw on their memories.memories.

Vocal Vocal PerambulationsPerambulations The Dark Scary CellarThe Dark Scary Cellar

Using a process of Using a process of tension and release to tension and release to enhance the audiences enhance the audiences ability to experience ability to experience emotion.emotion.

Power PausePower Pause Power of the EyePower of the Eye

Speech Strategy IISpeech Strategy II Use presuppositionsUse presuppositions

E.g : “You’ll be surprised to E.g : “You’ll be surprised to discover how you can make discover how you can make even more money than you even more money than you thought you would.’thought you would.’

““You will probably think, You will probably think, feel, ask yourself, …”feel, ask yourself, …”

““you will agree that, …”you will agree that, …”

Speak “advantages”Speak “advantages”Translate characteristics into Translate characteristics into confirmed advantagesconfirmed advantages This means that you will This means that you will

get ‘Advantage 1’, because get ‘Advantage 1’, because ……ok ?ok ?

Use syllogismsUse syllogisms A/ All people want to be …A/ All people want to be … B/ This new industry …B/ This new industry … NO NEED TO SAY C !NO NEED TO SAY C !

Establish LinksEstablish Links And, or, but, And, or, but, While … you willWhile … you will Because - therefore - Because - therefore -

that’s whythat’s why

Tell things by implicationTell things by implication ““I wonder if you know that I wonder if you know that

the main advantage, -- the main advantage, -- To make sure that you To make sure that you understand perfectly well …”understand perfectly well …”

Create ConclusionCreate Conclusion1.1. Restate purposeRestate purpose2.2. Summarize main pointSummarize main point3.3. State expectationsState expectations4.4. Close memorablyClose memorably

Technical Support : NotesTechnical Support : Notes

List notes on 3 X 5 cardsList notes on 3 X 5 cards Number the cardsNumber the cards Use large printUse large print Write Write summarysummary of introduction, of introduction,

main points, support material, main points, support material, and conclusionand conclusion

Add transitionsAdd transitions Include reminder to use visualsInclude reminder to use visuals

Technical Support : Technical Support : VisualsVisuals

PowerPointPowerPoint E-mail to self & bring on floppy (have E-mail to self & bring on floppy (have

backup)backup) Use disks w/plastic sleevesUse disks w/plastic sleeves Eliminate sounds and animationsEliminate sounds and animations Use conservative color schemesUse conservative color schemesoror

Overhead, charts, or other visualsOverhead, charts, or other visuals 2 visual minimum—use as needed2 visual minimum—use as needed Follow 666 ruleFollow 666 rule

Practice the PresentationPractice the Presentation Entire presentationEntire presentation

As you will present As you will present itit

Minimum 3 timesMinimum 3 times

Take Control of Your Take Control of Your MovementMovement

Communicate !Communicate ! Forget perfect grammar : communicate Forget perfect grammar : communicate

like you would do in real life. Make every like you would do in real life. Make every one of them feel you are talking to her or one of them feel you are talking to her or him personally !him personally !

Be creative with punctuation, pauses, Be creative with punctuation, pauses, emphasizing key points, …emphasizing key points, …

Build up the value of the information you Build up the value of the information you are sharing. Create value. Tell the are sharing. Create value. Tell the listener what it took to provide the listener what it took to provide the information, how he can benefit from it, information, how he can benefit from it, what it may lead to ...what it may lead to ...