MGT335 Presentation Skills for Managers

1. MGT335 Presentation Skills for Managers Module 3 Preparing Your Content

2. Outline Research Content Brain Dump Research Management Managing Information Outline Script

3. Why

4. Research on Content What does your presentation cover? Why are doing the presentation? Who will be attending? It is the time to do some research

5. Research on Content What is research?

6. Research on Content Research is…. …a systematic investigation into and study of materials and sources in order to establish facts and reach new conclusions.

7. Research on Content • Research comes in many forms and goes to various levels depending on • What you know about the topic? • What your participants need to know?

8. Brain Dump Before you start your research…

9. Brain Dump It will get you closer to the objective of your presentation The act of getting out in the open everything you know about something Help you avoid boring your participants by providing too much information Write what ever thoughts come to you Thoughts are not organized, just dump them It will be your research platform

10. Brain Dump • Brain dump would include • whatever your participants should already know about the subject • what they need to get fromyour presentation • how they are going to use what you present • what is likely to interest themand • what questions they might have

11. Brain Dump - Example • Presentation to subordinates to review a recent sales promotion: • Get final financial information. • Match against predetermined goals and objectives. • Research unforeseen issues that came up – like product availability issue, fulfillment issue. • Collect recap from direct reports and getting their feedback on the promotion – like issues, competitive activity and response to marketing.

12. Brain Dump – Example (continue) • Presentation to subordinates to review a recent sales promotion: • Compare results with results of similar promotions from a different time. • Compare cost of the promotion with the planned budget. Some times compare with the last year also. • Analysis on probability – i.e., evaluating cost of promotion, marketing costs, return on investment (ROI).

13. Brain Dump – Example (continue) • Presentation to subordinates to review a recent sales promotion: • Facilitation session on gathering key learning • Marketing investment did not pay off • Need to look more seriously at competitors’ activities

14. Brain Dump – Exercise 1 Presentation to subordinates, to train them on a new procedure Discuss all possible elements

15. Brain Dump – Exercise 2 Presentation to another company, to promote working with your organization Discuss all possible elements

16. Starting Your Research Give yourself the time to gather whatever contentyou need to prepare your presentation properly. Depending on the topic, you may need information from support teams within the company, which will require time to prepare these materials for you. This is where skill in time and task management pays off.

17. Starting Your Research List all the areas of information you need to gather. List down each probable source(s) and the amount of time you expect to get the necessary information.

18. Research - Presentation to another company, to promote working with your organization :

19. Research Management Rule of time management is to get others working first, so you get the tasks going on in parallel rather than in serial. Also determine which task depend on the results of other task.

20. Managing Information • Need-to-know: • Information the audience need to know to meet the objectives of presentation. • Information present in the presentation – on slides, handouts ….etc. • Information you want your audience to see as well as hear so that they can remember it better.

21. Managing Information • Nice-to-know: • Information that is not crucial to the objectives, but may increase interest in your presentation. • Information not necessary present in the presentation, but may be present in the speech script. • Information can be answers to questions, pushback (any negative reaction – questions, objections and resistance), or concerns from audience.

22. Keep Audience in Mind • Knowing audience will also help in separating information into need-to-know and nice-to-know. • Giving a project update to the senior team • Need-to-know information is simple and to the point • Detailed information becomes nice-to-know • Giving a project update to engineers • Detailed information is important • Need-to-know information should be detail

23. Keep Audience in Mind - Exercise • Your company helps other companies to upgrade their back-office software. ComtelEnterprise is one of your client. Their HRM system needs an upgrade. They are currently using version 6.0, while your organization has updated the system to 8.0. • As you gather information on the company, you divide it into two categories on your list. • Need-to-know • Nice-to-know

24. Keep Audience in Mind - Exercise Plan the information important for your client

25. Researching a Known Topic Where and how would you gather the information? • Giving a sales pitch to a new prospect • Assumption: You knowabout your company information inside-out • What do you know about the prospect and why do they need what you are offering? • To deliver an effective pitch, focus the presentation on • Their company • Their situation • Their problems • Their needs

26. Researching a Known Topic • Giving a sales pitch to a new prospect • Gather the information about the prospect • Their website • Your contacts in that company • Gossip / rumours • Annual reports of their company Use a story telling approach or problem/solution approach

27. Researching a Unknown Topic Where and how would you gather the information? • Your company is making a new product and you are responsible for educating your subordinates • Assumption: You know nothing about the new product • You need to talk about the features, benefits, disadvantages, sales goals, best way to promote this product, technical aspects of the products. etc.

28. Researching a Unknown Topic • Be smart to use all the resources around • Your company is making a new product and you are responsible for educating your subordinates • Use your company’s resources • Someone who know everything about this new product • R&D • Marketing • Customer services • Someone who can help you with past year’s performance of other products, sales goals, projected growth, etc.

29. Converting Research Into Outline • Three steps: • Determine the outline style • Group your raw data • Arrange into outline format

30. Converting Research Into Outline • Determine the outline style • Chronological – shows events in order as they occurred.

31. Converting Research Into Outline • Determine the outline style • Chronological – shows events in order as they occurred.

32. Converting Research Into Outline • Determine the outline style • Narrative (story telling)– takes the audience on a journey through a flowing presentation.

33. Converting Research Into Outline • Determine the outline style • Problem/solution – states the problem, the why’s, your solution, and a summary.

34. Converting Research Into Outline • Determine the outline style • Cause/effect– states the cause and explains the effect.

35. Converting Research Into Outline • Determine the outline style • Cause/effect– states the cause and explains the effect.

36. Converting Research Into Outline • Determine the outline style • Topical – divides the general topic into several subtopics.

37. Converting Research Into Outline • Determine the outline style • Journalistic questions– uses some or all of the what, who, where, when, why, and how questions.

38. Converting Research Into Outline • Determine the outline style • Spatial – follows a linear logic based on location, direction and space.

39. Converting Research Into Outline • Determine the outline style • Choose the outline style according to • Subject • Group attending presentation • Time allowed • List the main points, following the logic of your outline style. • Usually 3 to 5 main points.

40. Converting Research Into Outline • Determine the outline style • Generally there are 3 parts to an outline: • Introduction • Body – consists of main points and sub-points • Conclusion • Come up with some good idea for the introduction and conclusion. • Read through the outline as if you are the participant. • Experienced speaker revise an outline several times before moving on to the next step.

41. Converting Research Into Outline • Group your raw data • Once you finalized your outline, you are ready to group your information. • Start grouping similar pieces of information from your research into “groups”. • Company information • Client information • Product information • Once grouped, create a logical order of the information within each group

42. Converting Research Into Outline • Arrange into outline format • Insert the groups of information into their proper place in the outline. • After establishing the body, work on the introduction and conclusion. • Introduction should set the stage for the rest of the presentation • Agenda, goals and objectives of your presentation • Overview of a situation • A statement of the current situation of the organization • A recap of history.

43. Converting Research Into Outline • Arrange into outline format • The conclusion should • Summarize the main points of your presentation • Provide closure • Leave an impression

44. Converting Research Into Outline • Arrange into outline format • Conclusion can consist of • Recommendations • Questions • Future directions • Next steps to take • Goals and objectives • Timelines, etc.

45. Converting Research Into Outline Opening and closing a presentation

46. Writing Script • After the outline, design the script • A script is a written version of the presentation • What you want to say • How you want to say it • Start with the information on the slide • Then integrate your notes into your script • Add analogies and examples in your script - to better understand the meaning

47. Writing Script • Use proper transition phrases in your script to guide your audience. • The simplest statements such as, • “That brings us to my next point, which is ……” • “Finally, we should consider ……” • Better transitions make more explicit connections, • “Now that we have covered the features of our new product, we are ready to turn to strategies for promoting it “ • “Following this brief discussion of xyz product, let’s move on to the second product line”

48. Writing Script • Use positive, simple words and language. • Emphasize what to do rather than what not to do. • Make a script easy to read. • Keep your sentences short and to the point. • Well written script promotes confidence, emphasizing the difference between success and failure.

49. Writing Script • Script - drive the messages to the audience • Highlights where you can use supporting materials, such as pictures, diagrams and videos. • Supporting material brings script to life • Convey to the audience the benefits of supporting materials • Example: Watch this video because by watching this video….. • Make sure you write for the ear not for the eye • Read out the script loud

50. Writing Script Using language such as “You”, “We” and “Us”, to make the audience feel included. If using humor, use light humor not jokes Have a volunteer to read your script to have a second opinion about the script