Ten Tips for Team Leaders
1. Prepare with the audience in mind
2. Have reasonable objectives
3. Arrive early to set up the room, get out materials, and welcome attendees
4. Define objectives, agenda, and ground rules
5. Use a variety of learning opportunities, making the event as experimental as possible
6. Use a variety of learning tools
7. Present information in small chunks giving opportunity for questions
8. Adhere to time constraints
9. Keep things moving
10. Draw conclusions and create action
1. How much time do you have for each part?
2. What should be the order of material?
3. Who are the strong/weak presenters?
4. Sum up and lead the Q&A
5. Have adequate prep time for rehearsing and revising
Pitfalls to Avoid
1. Appearing disorganized
2. Holes in presentations because presenters think someone else is covering topic
3. Poor timing
Tips for Videoconferences
1. Size counts: videoconferences work best for small, geographically disbursed groups;
with large groups it is hard to see other participants
2. Have a backup plan if things malfunction; audio conference 3. Make proper introductions. Once connected, let others know so informations can be
shared with those intended.
4. Establish a facilitator to run the meeting and make sure the agenda is followed.
5. Watch the remote locations. Don’t watch yourself
6. Pay attention to grooming. Video camera magnifies you
7. Show consideration for others. Speak in a normal tone and let others finish before
Chapter 2 – Purpose, Audience, Logistics
Informative Speech – share information clearly and effectively
Persuasive Speech –generate action by the audience or to influence behavior; (getting a raise,
loan, persuading clients, best employee to stay)
Special Occasion – welcome speech, intro speech, acceptance speech etc.
Develop audience profile – demographics, psychographics, attitudes, learning styles, and
identification of decision makers.
Demographics: Males/Female percentage, Age range, income levels, education levels, where
do they live and work, marital status
1. What do they think about your topic? Is it new to them?
2. Have they attended any presentations on similar topics?
3. What are their hopes, aspirations, dreams, goals?
4. What are their interests?
5. Are they politically active?
6. Have they supported causes like yours before?
7. Are they open-minded?
Identifying Decision Makers
1. knowing in advance whether decision makers will be in the audience will help you target
2. also let you know to whom the audience will be looking for feedback and impressions
3. capturing a positive reaction from decision makers in attendance can make your
presentation a success (even if others in the audience disagree)
4. AVOID addressing your comments to or looking primarily at decision maker if identified
5. WIIFM: What’s in it for me?
1. What are their experiences with the topic?
2. Why are they there? Do they want to have to be?
3. What do they hope to get out of the presentation?
4. What are their trigger issues?
5. Are they there with open minds?
6. What do they expect from you?
Logistics – take time to find out details that can ease tension on speech day
• What time will you be presenting?
• Who speaks before you? After you?
• How much time will each speaker have?
• What happens if speakers run over their allotted time limits?
• Will you be speaking before, during, or after a meal?
• Will you be speaking first or last?
• need to know the size of the room,
• how it will be set up
• the available equipment
• what you need to bring
• the exact location of the presentation
• direction to site
• where restrooms are
3. Who • Who will be there?
• How many will be there?
• Who else will be presenting?
• What will they speaking about, and how long?
• How will you be presenting?
• How much time will you have?
• How long will there be for Q&A?
• Will these be held at the end of each speaker’s portion,
• or will they be at the end of all sessions?
Chapter 3 – Organizing Your Presentation
1. Select the topic
2. Limit the topic to one central theme
3. Gather the info
4. Choose a method of organization
5. Outline your main points
6. Collect supporting data
7. Check for accuracy
8. Design the Intro
9. Write a strong conclusion
10. Put together a final draft
11. Practice your presentation
12. Practice your presentation again and again
Purpose: to act as a guide you through the process of developing an effective presentation
preferred method of outlining: • phrase outline method, or
• short sentence method
• Phrases are long enough to remind you of what to say, but short enough to allow
your attention on the audience and not the outline
What can be written out:
• opening and closing parts
• transitions (necessary to prevent gaps between you and your listeners)
• any facts or numbers
• other important statements that must be spoken accurately
• Must, Should, Could – prepare to shorten presentation
1. Get the audience’s attention
2. Establish WIIFT
3. Establish credibility
4. Let the audience know your subject
• Ask a Question
• State an unusual fact
• Give an illustration, example, or story
• Use a quotation
• Use humor
• Preview subject
Body – answer WIIFM
CHAPTER 4: DEVELOPING THE INFORMATIVE PRESENTATION
FOUR ESEENTIALS TO PREPARING THE EFFECTION INFORMATIVE SPEECH:
1. Keep the information fresh.
2. Make it well organized.
3. Keep it interesting.
4. Motivate the audience.
UNDERSTANDING DIFFERENT LEARNING STYLES 3 points to remember:
1. Repeat yourself.
2. Keep it simple
3. Focus on the big picture.
PUTTING IT ALL TOGETHER
Once you have:
I) chose your topic,
II) analyzed your audience, and
III) gathered information
IV) …you can begin the FINAL PREPARATION
SIX EFFECTIVE WAYS TO ORGANIZE INFORMATIVE SPEECH:
1. Chronological order.
2. Spatial order.
a. pertains to the nature of space; most effective when combined with visual aids
3. Geographical order.
4. Topical order.
5. Comparison and contrast.
6. Cause and effect.
[Ten Commandments of Informative Presentations]
1. Less is more.
2. It’s a jungle to the audience.
3. Assume they don’t understand
4. Keep relating back to what they already know.
5. Use visuals and simplify.
6. Keep lingo and jargon to a minimum.
7. Insist on interaction. 8. Demonstrate.
9. Do the unexpected.
CHAPTER 6: ENTERTAINING/SPECIAL OCCASION PRESENTATIONS
[Some Guidelines to Consider Before Using Humour]
➘ If humour does not come naturally to you, don’t use it until you are comfortable using it.
➘ If you are not comfortable with long stories, use one-liners.
➘ If you’re not sure something is funny, try it out on a friend, spouse, or co-worker. If in doubt,
leave it out.
➘ Try to surprise your audience with your humour; don’t start off by saying, “I want to share this
story with you.” Better to surprise them with it.
➘ If no one laughs, try to say something to ease the silence
➘ Don’t laugh too hard at your own jokes.
SIX GUIDELINES TO HELP YOU USE HUMOUR:
1. Remember the punch line.
2. Make sure that the anecdote relates to your speech and is appropriate.
3. Have good timing.
4. Don’t be cruel.
5. Don’t use vulgar language.
6. Humour doesn’t travel and it doesn’t work overseas
CHAPTER 7: TEAM PRESENTATIONS
[Six Steps to a Successful Team Presentation]
1. Pick the right leader.
2. Agree on the focus.
3. Schedule frequent updates and reviews of the material.
4. Conduct proper audience analysis.
5. Pay attention to details.
6. Have mutual respect for team members.
TEAM LEADER RESPONSIBLITIES should include the following:
1. Buy-in of the concepts and strategies from management.
2. Audience analysis.
3. Define the strategy for your team.
4. Assign the topics.
5. Make a schedule.
6. Provide strong leadership and direction
IF YOU ARE THE MODERATOR OF A PANEL DISCUSSION
❧ responsibility ➠ to introduce the topic to be discussed and to introduce each speaker.
❧ responsible for opening and closing each segment of the discussion.
o It will also be your responsibility to maintain proper timing, giving each panelist a fair time
❧ moderator also provides a bridge between segments and may or may not comment between
presenters. ❧ lastly, moderator opens the Q&A session, paraphrases the questions and calls on the person
who will respond.
at the end of the Q&A period, moderator’s responsibility to end the discussion and sum up
DEFINING THE PURPOSE OF THE MEETING:
❧ to solve a problem
❧ to share information
❧ to plan a strategy
❧ to gather information
❧ to provide instruction
❧ to showcase someone’s abilities
❧ to brainstorm ideas
❧ to review data
• an agenda or memo defining the purpose of the meeting should be distributed to all invitees
prior to scheduling the meeting
• agendas should brief and to the point
• IMPORTANT – include a timetable
TWO COMMON OBSTACLES TO EFFECTIVE MEETINGS: i