© Copyright The McGraw-Hill Companies, Inc., 2008 Slide 1

Chapter 10Chapter 10

Developing & OrganizingDeveloping & Organizing the Presentation the Presentation

• Analyzing the SituationAnalyzing the Situation

• Setting Your Goal & Developing the ThesisSetting Your Goal & Developing the Thesis

• Organizing the BodyOrganizing the Body

• Planning the Introduction & ConclusionPlanning the Introduction & Conclusion

• Adding TransitionsAdding Transitions

Chapter OutlineChapter Outline

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Developing the PresentationDeveloping the Presentation

• Presentations…Presentations…– are pervasive in business todayare pervasive in business today

– range from informal one-on-one chats to range from informal one-on-one chats to formal multimedia events with large formal multimedia events with large audiencesaudiences

– become more important as your career become more important as your career progressesprogresses

• Toastmasters International has Toastmasters International has 190,000 members worldwide190,000 members worldwide

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Developing the PresentationDeveloping the Presentation

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Analyzing the SituationAnalyzing the Situation• Analyzing the AudienceAnalyzing the Audience

– Who are the key audience members?Who are the key audience members?

– How much do they know?How much do they know?

– What do they What do they want want to know?to know?

– What are their personal preferences?What are their personal preferences?

– Which demographic characteristics are Which demographic characteristics are significant?significant?

– What size is the group?What size is the group?

– What are the listeners’ attitudes?What are the listeners’ attitudes?

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Analyzing the SituationAnalyzing the Situation

• Analyzing Yourself as the SpeakerAnalyzing Yourself as the Speaker– Your GoalYour Goal

• Why are you speaking?Why are you speaking?

– Your knowledgeYour knowledge

– Your feelings about the topicYour feelings about the topic

• ““You can’t sell a product you don’t believe in.”You can’t sell a product you don’t believe in.”

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Analyzing the SituationAnalyzing the Situation

• Analyzing the OccasionAnalyzing the Occasion– FacilitiesFacilities

• Seating • Background noiseSeating • Background noise

• LightingLighting • Visual Aids• Visual Aids

– TimeTime• Duration Duration • Time of Day• Time of Day

– ContextContext• Other speakersOther speakers • Current events• Current events

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Analyzing the SituationAnalyzing the Situation

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Setting Your GoalSetting Your Goal

• A A general goal general goal is a broad indication of is a broad indication of what you’re trying to accomplishwhat you’re trying to accomplish..

– Three general speaking goals:Three general speaking goals:

1.1. To informTo inform

2.2. To persuadeTo persuade

3.3. To entertainTo entertain

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Setting Your GoalSetting Your Goal

• A A specific goal specific goal is the outcome you is the outcome you seek.seek.

• Describes:Describes:– Whom you want to influenceWhom you want to influence

– What you want them to think or doWhat you want them to think or do

– How, When and Where you want them How, When and Where you want them to do itto do it

© Copyright The McGraw-Hill Companies, Inc., 2008 Slide 10

Setting Your GoalSetting Your Goal

• Goal statement should:Goal statement should:– Describe the reaction you are Describe the reaction you are

seekingseeking

– Be as specific as possibleBe as specific as possible• Measurable termsMeasurable terms

– Make your goal realisticMake your goal realistic

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Developing the ThesisDeveloping the Thesis

The The thesis statement thesis statement is a single is a single statement that summarizes your statement that summarizes your message.message.

• Every part of the presentation should Every part of the presentation should support your thesis.support your thesis.

• Repeat your thesis several times Repeat your thesis several times during your presentation.during your presentation.

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• Organizing the body of a presentation Organizing the body of a presentation consists of 2 steps:consists of 2 steps:

– Identify key points that support your thesisIdentify key points that support your thesis

– Decide what organizational plan best Decide what organizational plan best

develops those pointsdevelops those points

Organizing the BodyOrganizing the Body

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Organizing the BodyOrganizing the Body

• Brainstorming IdeasBrainstorming Ideas–Make a list of information you want Make a list of information you want

to include in your presentationto include in your presentation

–Requires researchRequires research

–After brainstorming, you are ready After brainstorming, you are ready to organizeto organize

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Organizing the BodyOrganizing the Body

• Basic Organizational PlanBasic Organizational Plan– Clarity is essentialClarity is essential– Most presentations suffer by:Most presentations suffer by:

• Taking too long to get to the pointTaking too long to get to the point

• Including irrelevant materialIncluding irrelevant material

• Leaving out necessary informationLeaving out necessary information

• Mixing up ideasMixing up ideas

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Organizing the BodyOrganizing the Body• IntroductionIntroduction

• Attention GetterAttention Getter• ThesisThesis• PreviewPreview

• Body (2-5 main points)Body (2-5 main points)I.I.

II.II.III.III.

• ConclusionConclusion• Review Review • Closing StatementClosing Statement

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Organizing the BodyOrganizing the Body

• Tell them what you’re going to tell themTell them what you’re going to tell them– Preview PointsPreview Points

• Tell themTell them– Main Points Main Points

• Tell them what you’ve told themTell them what you’ve told them– Review PointsReview Points

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Organizing the BodyOrganizing the Body

• Identify Main Points and SubpointsIdentify Main Points and Subpoints– ““1-week later” test1-week later” test

– Standard outlineStandard outline

– Logical dependency treeLogical dependency tree• ThesisThesis

• Main pointsMain points

• SubpointsSubpoints

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern– ChronologicalChronological (sequence in time) (sequence in time)

– Use when:Use when:

• Explaining a processExplaining a process

• Giving instructionsGiving instructions

• Discussing events that develop over timeDiscussing events that develop over time

• Discussing historyDiscussing history

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Organizing the Body Organizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–SpatialSpatial (organization in space) (organization in space)

–Use when:Use when:• Showing parts in a modelShowing parts in a model

• Explaining location of various departmentsExplaining location of various departments

• Describing geographical nature of a subjectDescribing geographical nature of a subject

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–TopicalTopical (catchall approach) (catchall approach)

–Use when:Use when:• Explaining reasons for changeExplaining reasons for change

• Showing benefits of a new product, Showing benefits of a new product, procedure, or policyprocedure, or policy

• Presenting customer product selectionPresenting customer product selection

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern– Cause-effectCause-effect (organization by causality) (organization by causality)– Use when:Use when:

• Showing event-event relationshipsShowing event-event relationships• Explaining circumstance-event relationshipsExplaining circumstance-event relationships

– Effect-causeEffect-cause (reverse causality) (reverse causality)– Use when:Use when:

• Showing event-circumstance relationships with Showing event-circumstance relationships with focus on resultsfocus on results

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Organizing the BodyOrganizing the Body

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–Problem-solution Problem-solution (simplest pattern)(simplest pattern)

–Use when:Use when:• Showing what’s wrongShowing what’s wrong

• Describing how to fix itDescribing how to fix it

• Audience does not have a strong need to Audience does not have a strong need to change from status quochange from status quo

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–Criteria-satisfactionCriteria-satisfaction

–Use when:Use when:• Showing how your product or idea has the Showing how your product or idea has the

features that the audience needsfeatures that the audience needs

–Change presentation order depending Change presentation order depending on topic and audienceon topic and audience

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–Comparative advantagesComparative advantages

–Use when:Use when:• Explaining that these are the things that Explaining that these are the things that

you needyou need

• Competing with a product or ideaCompeting with a product or idea

• Placing alternatives side-by-sidePlacing alternatives side-by-side

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Organizing the BodyOrganizing the Body

• Choose the Best Organizational PatternChoose the Best Organizational Pattern–Motivated sequenceMotivated sequence

• Five standard stepsFive standard steps

1.1.AttentionAttention

2.2.NeedNeed

3.3.SatisfactionSatisfaction

4.4.VisualizationVisualization

5.5.ActionAction

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Organizing the BodyOrganizing the Body

• Rules for Main PointsRules for Main Points– State as claims in complete sentencesState as claims in complete sentences

– Every point should develop the thesisEvery point should develop the thesis

– No more than 5 main pointsNo more than 5 main points

– One idea per main pointOne idea per main point

– Use parallel structure if possibleUse parallel structure if possible

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Planning the IntroductionPlanning the Introduction

• Functions of the IntroductionFunctions of the Introduction– Capture attentionCapture attention– Give your audience a reason to listenGive your audience a reason to listen– Set the proper tone for the topic and Set the proper tone for the topic and

settingsetting– Establish your qualificationsEstablish your qualifications– Introduce your thesisIntroduce your thesis– Preview your presentationPreview your presentation

© Copyright The McGraw-Hill Companies, Inc., 2008 Slide 29

Planning the IntroductionPlanning the Introduction

• Types of Opening StatementsTypes of Opening Statements– Ask a questionAsk a question

• Rhetorical if certain of audience reactionRhetorical if certain of audience reaction• Overt physical or mental responseOvert physical or mental response

– Tell a storyTell a story

– Present a quotationPresent a quotation• CleverClever• Enhance credibilityEnhance credibility

© Copyright The McGraw-Hill Companies, Inc., 2008 Slide 30

Planning the IntroductionPlanning the Introduction

• Types of Opening StatementsTypes of Opening Statements– Make a startling statementMake a startling statement

• Close relationship to your topicClose relationship to your topic

• Avoid offending the audienceAvoid offending the audience

– Refer to the audienceRefer to the audience• Refer to their: needs, concerns, Refer to their: needs, concerns,

interestsinterests

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Planning the IntroductionPlanning the Introduction

• Types of Opening StatementsTypes of Opening Statements– Refer to the occasionRefer to the occasion

• Purpose of the occasionPurpose of the occasion• Previous speakerPrevious speaker

– Use humorUse humor• Get attentionGet attention• Appropriate for topic and occasionAppropriate for topic and occasion• Appropriate to the audienceAppropriate to the audience

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Planning the ConclusionPlanning the Conclusion

• Functions of the ConclusionFunctions of the Conclusion–ReviewReview

• Restatement of thesisRestatement of thesis

• Summary of main pointsSummary of main points

– Closing StatementClosing Statement• Help audience leave with favorable Help audience leave with favorable

impressionimpression

• Give remarks a sense of completionGive remarks a sense of completion

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Planning the ConclusionPlanning the Conclusion

• Types of Closing StatementsTypes of Closing Statements– Same as types of Opening StatementsSame as types of Opening Statements

– Return to the theme of your opening Return to the theme of your opening statementstatement

– Split a storySplit a story

– Appeal for actionAppeal for action

– Present a challengePresent a challenge

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Adding TransitionsAdding Transitions

Transitions Transitions are words or sentences are words or sentences that connect the segments of a that connect the segments of a presentation.presentation.

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Adding TransitionsAdding Transitions

• Functions of TransitionsFunctions of Transitions–Promote clarityPromote clarity

–Emphasize important ideasEmphasize important ideas

–Keep listeners interestedKeep listeners interested

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Adding TransitionsAdding Transitions

• Use Transitions Between:Use Transitions Between:–Introduction and BodyIntroduction and Body

–Main Points Main Points

–Body and ConclusionBody and Conclusion

• Close one point, introduce anotherClose one point, introduce another

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Adding TransitionsAdding Transitions

• Characteristics of Characteristics of Effective TransitionsEffective Transitions

–Bridge listeners from one idea to the Bridge listeners from one idea to the next ideanext idea

–Call attention to themselvesCall attention to themselves