Chapter 13

1. Chapter 13 Informative, Group, and Special-Occasion Presentations

2. Informative Presentations • Briefings-short talks that give already interested and knowledgeable members the specific information they need to do the job. • Usually short-no more than 2-3 minutes on a given subject • Usually organized chronologically or topically • Content-usually summarize a position • Presentational aids-simple visual aids, if any • Language & delivery-conversational style, matter-of-fact

3. Informative Reports • Reports-give your audience an account of what you or someone you represent has learned or done • Progress/Status • Investigative • Feasibility

4. Informative Reports • Status reports- a brief, clear summary of the situation • Review the project’s purpose • State the current status • Identify any problems or obstacles • Forecast the future of the project

5. Informative Reports • Final Report-delivered upon the completion of an undertaking • Introduce the report-describe the project • Provide necessary background-who, what, why • Describe what happened • Describe the results • Tell listeners how to get more information

6. Technical Reports • Two types of technical reports exist. Those given to a technical audience and those given to a nontechnical audience. • Use language appropriate to the audience • Use analogies to clarify difficult concepts • Adapt visual aids to the audience • Watch your audience carefully

7. Feasibility Reports • Feasibility reports evaluate one or more potential action steps and recommends how the organization should proceed. • Introduction-briefly define problem & consequences • Criteria-standards used to evaluate courses of action • Methodology-process used to identify and evaluate plans being considered • Possible Solutions-detailed explanation of each

8. Feasibility Reports cont’d • Evaluation of the solutions-measure the suitability of each solution against previously determined criteria • Recommendations-describe the solution you feel best fits earlier criteria, this should be relatively brief and straightforward • Conclusion-Briefly summarize findings, showing how they can solve the problem

9. Training • Training teaches listeners how to do something, it can be informal or formal. • Steps to setting up a successful training program include: • Define the training goal • Develop a schedule and list of resources • Involve the audience • Organize the presentation • Link the topic to audience • Start with an overall picture of the training • Emphasize the organization of your material • Cover only necessary information

10. Explanations • Explanations increase listeners’ understanding of a subject., • Avoid jargon • Link the familiar to the unfamiliar

11. Group Presentations • Organizing by topic-the break the presentation into as many segments as need to cover all the information which needs to be conveyed. Generally, each member of the team covers the topics that they are most familiar with. • Organizing by task-Assign the speakers with separate roles within the topic.

12. Special-Occasion Speaking • Welcoming a guest or a group • Introducing another speaker • Honoring a person or institution • Giving a Toast • Presenting an award • Accepting an award