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Chapter Sixteen

Chapter Sixteen. Small Group, Business, and Professional Presentations. Chapter Sixteen. Table of Contents Communicating in Groups Making Decisions in Groups Making Presentations in Groups Business and Professional Presentations Delivering the Presentation*. Chapter Sixteen.

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Chapter Sixteen

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  1. Chapter Sixteen Small Group, Business, and Professional Presentations

  2. Chapter Sixteen Table of Contents • Communicating in Groups • Making Decisions in Groups • Making Presentations in Groups • Business and Professional Presentations • Delivering the Presentation*

  3. Chapter Sixteen • Presentational speaking • Reports delivered by individuals or groups within the business or professional setting*

  4. Communicating In Groups • Clear communication is vital to working cooperatively in groups • The quality of a group’s product is often determined by the competence that each person brings to a task*

  5. Communicating In Groups:Effective Group Participants • Being an effective group participant requires keeping sight of the group’s goals and avoiding behavior that detracts from them*

  6. Communicating In Groups:Effective Group Participants • Eyes on the prize • As a group member, your overriding responsibility is to help achieve the group’s goals • Fight the good fight • The best decisions are usually those that emerge from productive conflict • Productive conflict helps clarify ideas, present counter-examples, and consider worst case scenarios*

  7. Communicating In Groups:Effective Group Participants • Productive conflict is issue-based rather than personal-based • Personal-based conflict • Conflict in which group members argue about each other rather than with each other • Issues-based conflict • Productive conflict in which group members critically debate issues on their merits*

  8. Communicating In Groups:Effective Group Participants • Avoid groupthink • Groupthink is the tendency to accept information and ideas without critical analysis; results from strong feelings of loyalty and unity within a group • Avoid groupthink by engaging in productive conflict*

  9. Communicating In Groups:Effective Group Participants • Adopt constructive group roles • Task roles • Group member’s roles related directly to the accomplishment of the objectives and mission of the group • Interpersonal roles • Group member’s “relational” roles that facilitate group interaction*

  10. Communicating In Groups:Effective Group Participants • Avoid assuming close up “counter productive” roles • Counterproductive roles • Negative interpersonal roles which focus solely on individual needs, which are usually irrelevant to the task*

  11. Communicating In Groups:Leading a Group • Capable leadership is critical to the success of any group • One of the primary responsibilities of the leader is to set goals and ensure that they have been met*

  12. Communicating In Groups:Leading a Group • Set goals • Each member of a group should be able to answer these questions: • For what purpose does the group exist? • Do all group members understand and accept the goals? • How close is the group to achieving this purpose? • How well are the activities or functions of the group aligned with these goals?*

  13. Communicating In Groups:Leading a Group • Set goals by using the following steps • Identify the problem • Map out a strategy • Set a performance goal • Identify the resources necessary to achieve the goal • Recognize contingencies that may arise • Obtain feedback*

  14. Communicating In Groups:Leading a Group • Encourage active participation • Group members may not want to participate for the following reasons: • Apprehension • Lack of self-esteem • Dominance • Status differences*

  15. Communicating In Groups:Leading a Group • Leaders can make use of several techniques to encourage participation • Directly ask members to contribute • Redirect the discussion • Set a positive tone*

  16. Making Decisions In Groups • Effective groups engage in a deliberate process resulting in decisions that all participants understand and to which they are committed*

  17. Making Decisions In Groups • Group decision-making is best accomplished through a six-step process based on the work of John Dewey • Identifying the problem • Conducting research and analysis • Establishing guidelines and criteria • Generating solutions • Selecting the best solution • Evaluating the chosen solution*

  18. Making Decisions In Groups:Identifying the Problem • This step involves gaining a thorough understanding of the issue at hand • Each participant should share his or her perception of the problem with the group and briefly state what he or she thinks it is all about*

  19. Making Decisions In Groups:Research and Analysis • The group may need to research an issue for several reasons: • To close gaps in information necessary to analyze the problem properly • To clarify or resolve two or more inconsistent views or positions expressed by participants • To investigate past solutions to similar problems*

  20. Making Decisions In Groups:Guidelines and Criteria • Group participants should establish criteria by which any solution they propose will be judged • Establishing guidelines and criteria is an interactive process that should end in consensus*

  21. Making Decisions In Groups:Generating Solutions • This step involves a brainstorming session in which every member contributes as many desirable solutions as they possibly can • No debate and discussion of the merits of the proposal should occur during this stage of the decision-making process*

  22. Making Decisions In Groups:Selecting the Best Solution • Once potential solutions have been generated, the group can begin to weigh the relative merits of each against the criteria agreed on earlier • Select the solution that best meets the criteria set forth*

  23. Making Decisions In Groups:Evaluating the Solution • The final step involves evaluating the group’s solution • Part of evaluating the solution involves re-evaluating the criteria and guidelines against which the solution was measured*

  24. Presentations in Groups • Group presentations are similar to presentations done individually • In a group presentation, some or all of the members divide the tasks that would ordinarily be done by one person*

  25. Presentations in Groups:Assigning Tasks • Together with the group leader, members must decide who will do which tasks*

  26. Presentations in Groups:The Moderator’s Role • Symposiums and panels require the presence of a moderator, who ensures everyone knows their speaking responsibilities. • Symposium • A formal meeting at which several speakers deliver short speeches on related topics • Panel • A group of persons who discuss a topic in the presence of an audience*

  27. Presentations in Groups: Consistency of Delivery • Inconsistencies between the presenters’ delivery styles spell failure for group presentations • Focus on the purpose and nature of the presentation while isolating the proper delivery style*

  28. Professional Presentations • Beyond the panel and symposium, there are many other forums in which groups deliver their findings*

  29. Professional Presentations:Public vs. Presentational • There are clear differences between a speech given to the public, and a presentation delivered in a professional setting • The audience for a presentation can be as small as three people • Presentational speaking is less formal than public speaking*

  30. Professional Presentations:Public vs. Presentational • Further differences between presentational and public speaking • Topic selection • Audience composition • Audience participation • Speaker expertise*

  31. Types of Presentations • There are five common types of business and professional presentations: • Sales presentations • Technical reports • Progress reports • Staff reports • Investigative reports*

  32. Types of Presentations • Sales presentations • A presentation that attempts to lead a potential buyer to purchase a service or product • Technical report • A report that gives detailed information about a procedure or device*

  33. Types of Presentations • Staff reports • A report that informs managers and other employees of new developments that affect them and their work • Progress reports • A report that updates clients or principals on developments in an ongoing project*

  34. Types of Presentations • Investigative reports • A report of a study of a problem that includes recommendations, usually conducted by an outside agent*

  35. Delivering the Presentation • The range of delivery styles may be broader for presentations than for speeches*

  36. Delivering the Presentation • Informational style of delivery • A delivery style that is precise, disciplined, focused, clear, logical, and well organized • Instructional style of delivery • A delivery style that is stimulating, engaging, consequential, decisive, and action oriented*

  37. Delivering the Presentation • Relational style of delivery • A delivery style that is open, candid, honest, believable, and trustworthy • Transformational style of delivery • A delivery style that is emphatic, powerful, insightful, expansive, and visionary*

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