PLANNING AND ORGANIZING A PRESENTATION

SUBMITTED BY JIM GRAY, HUMAN RESOURCE DEVELOPMENT, UW-MADISON

Determining Your Objectives

The first step in planning a presentation is determining your objectives for the presentation.
Presentations typically do one of the following:
Inform
Sell
Train
Convince
Demonstrate
Generally, the presenter wants the audience to do one of the following:
Make or accept recommendations
Negotiate
Demonstrate
Agree
Contribute
Authorize

Organizing the Core Elements

There are three core elements of a presentation: Introduction, Body, and Conclusion.
Introduction:
Introductions have mandatory functions and optional functions. Mandatory functions are:
Gain attention/create interest,
Establish the subject and/or purpose,
Preview the main points, and
Provide a smooth transition to the body of your presentation.
Optional functions are:
Establish the speakers credentials,
Provide necessary background,
Set the tone and develop rapport and
Lay down the ground rules.

Body: This section presents the main points and their supporting evidence.

Conclusion: This section provides closure by summarizing the key points and allowing for a
graceful exit.

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Once you are clear about your objectives for the presentation, you need to organize the main
elements of the presentation. Outlining is a proven technique to do this. Outlining doesnt have
to be difficult or formal. While the Roman-numeral outline was a critical format to use in school,
it is not essential for all speech-making presentations. You should outline your presentation in a
manner that works for you.

The Introduction
Introductions often include one of the following attention-getting devices:

Greetings Analogies

Illustrations Witticisms
Shocking statements or facts, if
Humor
relevant
Anecdotes Challenges

Quotations References to the occasion

Stories Rhetorical questions

Your first 10 words are important to make a lasting impression on the audience. Get their
interest with a device that will work for you and for them.
The Body
Because listeners can retain only limited amounts of information in short-term memory, you
should not have more than seven main points-regardless of the length of the presentation.
Three to five main points is optimum.
Here is one formula for determining how many main points to use:

Step One Subtract 20 percent from your total speaking time. This 20 percent is set aside for
your opening and closing typically, 10 percent is used for each.
Step Two Divide the remaining speaking time by 3. This identifies the maximum number of
main points you can cover in your presentation. (Three minutes is considered the
minimum amount of time required to introduce and develop a main point.)
Example:
Total speaking time = 20 minutes
Less 20 percent (opening and closing) = 16 minutes
Divided by 3 minutes (minimum time to introduce/develop) = 5 main points

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Selecting Main Points
Brainstorming can produce many potential main points from which you should choose seven or
fewer. Use these guidelines in evaluating ideas as candidates for main points:
Select only those ideas (concepts, skills, behaviors) that listeners must know, believe, or
perform before you can accomplish your purpose.
Group the ideas into units that will lead the listeners to understand or believe your point of view.
These units are the main points.

Organizing the Main Points

After selecting your main points, use these principles in determining the order in which you will
give the points:
1. Most content can be successfully organized in a variety of ways. Listeners dont
look for the pattern or a perfect textbook solution but rather for a pattern that
reveals the content as coherent, interesting, and useful.
2. Choosing a particular pattern of organization is less important than clearly
revealing to the listeners what the pattern is. Clear road mapping where the
speaker previews main points followed by periodic signposting to tell the audience
where they are in relation to the road map are real keys to successful
presentations.
3. Be consistent. If you announce that you are going to talk about topics A, B, and C.,
then discuss them in that order: A first, followed by B, and then C.
4. State your most important ideas first. Audiences tend to pay more attention to you
at the beginning, so unless you have a compelling reason to do otherwise, open
with your most important ideas.

Developing Main Points

To develop each main point in your presentation, use verbal and visual support.
Supporting information has three functions:
Create understanding,
Create belief, and
Provide relevance and significance.
Types of verbal support are:
Definitionsclarification of meaning
Explanationsstatements to amplify or illustrate a point
Examplesa specific incident or case
Testimoniesstatements from a qualified person
Statisticsnumbers that show relationships
Factsa verifiable claim
Analogiesan implied comparison

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The SSS Formula
The SSS formula is a useful tool for structuring the language of main points. Using key phrases
to indicate your movement through points can greatly increase the clarity of your presentation.
Organize each of your main points as follows:
1. State the point.
My first (second, third) point is
Now another major point is
2. Support the point.
Let me give you an example.
Here are some statistics.
Do you remember the story of?
And by that I mean
The term ______refers to
3. Summarize the point.
And so you can see that
To summarize this point

The Conclusion
Conclusions to presentations have three mandatory functions and several optional functions:
Mandatory functions are:
Provide a sense of closure, a brake light,
Summarize main points, and
Allow for a graceful exit.
Optional functions include:
Restate the purpose,
Recreate the need,
Create commitment and motivation,
Specify what is next, and
Solicit questions.

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 DELIVERING A PRESENTATION

Language
Learn to value simple, clear presentations. Remember that the presenters objective is not to
gain personal glory but to clarify a concept. Remember also that the audience probably doesnt
have the luxury of reading your presentation. They dont have time to reflect on your words or
time to pull out a dictionary and look up the words they dont know. Value simplicity, even in
highly technical presentations.
In English, the conventions of speech can be quite different from the conventions of writing. In
fact, some linguists treat speaking and writing as linguistic varieties. Language that reads well
does not necessarily sound well.
The moral: Dont speak writing.
Spoken language needs to be more conversational than written language. It needs to be
understood immediately.
Use words that the listeners will understand. Dont try to impress them with your vocabulary,
and dont try to sound official.
When you are selecting language for your presentations, keep in mind these two fundamentals:
1. Always choose the right word.
2. Always choose the simpler, more common word when you have a choice of right words.
To achieve these fundamentals, follow these guidelines:

Use familiar words.

Dont say, Prior to evacuation of the premises, the remaining individual in attendance must
ensure that the illumination has been terminated. Say instead, Before leaving, turn out the
lights.

Use imagery.
Create images in your listeners minds: an agreement with the force of a roundhouse
rightmessages as dense as the polar ice paceas gentle as a hungry lion.

Use parallel phrasing

Parallel phrases echo each other in syntax and length. A classic example of parallel phrasing is
Caesars I came, I saw, I conquered.

Use transitions
Transitional words and phrases show relationships: also, consequently, either/or, if/then,
however, furthermore, nevertheless, firs, second, last, next, previously, later, until, besides, and
so on.

Talk less; say more.

In general, try to say more with fewer words. Keep your sentences direct and to the point.
Dont say ideas over and over.

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Avoid unnecessary jargon and acronyms.
Jargon and acronyms are fine as long as everyone in the audience will understand them.
When in doubtleave them out.

Use specific rather than general words.

Specific words also convey sharp images in listeners minds: rose, Yankees, minestrone,
Boeing 747, Mars, and Great Dane.

Repeat terms.
If you are talking about rivers, dont refer to them as waterways, affluents, headwaters, or
canals. Call them rivers. Dont worry about repeating terms. In speech, repetition is a virtue
and switching terms is a vice.

Nonverbal Aspects of Delivery

Seventy percent or more of the presenters message is nonverbal. When a discrepancy exists
between the verbal and nonverbal message, the nonverbal elements are the overwhelming
determinant of meaning. Your goal is to ensure congruence between your verbal and nonverbal
messages.

Appearance
You dont necessarily need to be dressed up for a presentation, but you must be dressed right.
Use good judgmentyoure better off overdressed than underdressed.
Dress the same as, or slightly better than, the audience.
Dress for the occasion.
Use clothing to adjust your attitude.
Direct the focus to your message, not your clothes.
Be well groomed and neat.
Know your organizations dress codes.

Posture
Stand erect, but comfortable.
Keep your body weight lightly forward on your feet.
If you are using a lectern, stand free of it or touch it lightly. Lean forward on the lectern
only to stress an occasional point.
Be aware of the effect of sitting down when you are presenting.

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 A Note on Posture
The Honor Zone
The way you carry the trunk of your body says much a bout your attitudes. The upper
part of your trunk is called the honor zone, where your posture can communicate
confidence, pride, and honor.
Imagine how you would walk if you were a monarch; wouldnt you naturally raise your
honor zone? In addition, if someone slumped or turned away from you, wouldnt that
express humility or rejection?
Gestures in the area of the honor zone are strongest, presenting confident, positive
message. Keep your gestures full and above your waist to make them most effective.
To present confidence and self-esteem, use your honor zone.

Movement
Moving is generally better than staying in one place.
Occasional movement is better than constant movement
Enter and exit confidently and purposefully. Avoid shuffling.
Move whenever you change topics, when you ask or answer a question, or when you
use a visual. Signal the change by assuming a different position.
When you emphasize an important point, move toward the audience. When you finish
stating the point and need to give the audience time to think about it, move away from
the audience.
Control nervous movement: rocking up and down, swaying from side to side, tap
dancing, and so on.
Experiment with slow motion movements. Moving slowly looks graceful.
Gestures
Talking with your hands can be very effective.
Use gestures purposefully to stress, demonstrate, or complement what you say.
Use expansive gestures by keeping your elbows away from your body.
Be sincere in gesturing; dont force yourself to gesture excessively.

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 A Note on Gestures
Your Arms and Confidence
Imagine yourself walking through a dark forest at night. Youre terrified. Where
would your arms be? Wouldnt you pull your arms and elbows in tight, to make
yourself as small and protected as possible?
Tight arms and elbows indicate fear; full gestures and extended arms indicate
confidence. Full gestures are also interesting and visually pleasing to the audience.
To avoid building nonverbal walls, be sure to keep you hands and arms unfolded.

Facial Expressions
The extent to which you let your genuine convictions show may be the extent to which
you are effective.
Let your face convey and reflect what you are saying. Avoid forcing phony feelings, but
do not inhibit true feelings.
If your face feels stiff, relax it and then practice expressing anger, joy, humor, delight,
frustration, and other emotionsall without speaking.
Eye contact is the key to holding attention. Here are some guidelines for effective eye
contact:
Try to establish eye contact with every member of the audience.
Use direct eye contact. Look right at their eyes.
Actually see and get a reading on the people in your audience. Good eye contact
means that your mind is engagednot just your eyes.
Re-establish eye contact through the presentation.
Avoid these eye movements: darting, shoe scanning, drill sergeant, cheerleader, Ill just
read this to you, wish I was outside

The Voice
VolumeBetter a bit loud than too soft; use variety.
RateBetter a bit quick than too slow; use variety.
PausingPause after major ideas or to make your previous statement more important.
EnunciationUse slightly careful everyday speech.
PronunciationBe aware of the dialects and expectations of your listeners.
Pitch varietyAvoid monotone delivery. Put musical notes into your voice.

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Preparing for Questions
Make sure that you have prepared thoroughly, and you will be competent in responding to
questions. There is no substitute for knowledge. If you are prepared, you will probably be more
relaxed and confident, and therefore more effective.
Anticipate the types of questions that may be asked and plan to be positive and supportive of
questions and questioners.
Communicate to the audience when you want questions to be askedat the end, when you
request them, at any point, etc. Some general guidelines for handling questions are below:
1. Listen to questions carefully. Respond to only one question at a time.
2. Attend to the questioner: face the individual, lean slightly forward, establish eye contact,
nod occasionally, intermittently respond with uh-huh, go on, or yes.
3. Dont interrupt. Listen for the intent of the question.
4. Restate the questions by paraphrasing them.
5. Keep your answers concise.
6. If you dont know the answer, admit it or defer the question to someone else.
7. Organize your responses by:
Restating the question to ensure you know the intent,
Concisely stating your best answer,
Supporting your answer, and
Asking if the questioner is satisfied.

Dealing with Questions That Interrupt You

1. Wait before interrupting Be patient. Avoid interrupting if you can. Especially if the
other members of the audience are becoming impatient or
embarrassed, go on to step two below.

2. Ask permission to interrupt Ask permission to interrupt while you actually interrupt.
Try a sequence like this: Excuse me, Joe; let me
interrupt you here.

3. Complement the questioner. Youre raising a number of valuable issues, and youre
obviously quite concerned with the topic.

4. Summarize the question Let me see if I understand what youre saying. I believe
your question is

5. Answer briefly (Give a concise, well-organized answer.) But do not say,

Does that answer your question?

6. Offer to talk later If you would like, lets discuss this further after the
meeting. Id like to hear more of your ideas.

7. Reopen the floor Now lets seeare there any other questions?

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Using Visuals
Restating the question to ensure you know the intent,
Design visuals as part of message development
Choose visuals that are relevant; dont overuse visuals.
Choose visuals that emphasize main points, not extraneous details.
Make your visuals simple, clear, and easy to understand; dont overwhelm the audience
Use one major idea per visual
Design your visuals so that the message can be received in less than 10 seconds
Ensure that your visuals can stand alone
Use color to focus attention.
Always have a Plan BWhat to do if your visuals wont work or get lost

(Note: See Tips for Using Visual Aids.)

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