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Information Presentation Training 101 Introduction – “Just the Basics” Michael Baumann CBO September 9, 2011
Purpose To introduce the staff action process and procedure to effectively prepare an Information Presentation.
Agenda • What are the Functions of a Staff Member • What is an Information Presentation • Functional utilization • Components of an Information Presentation • Constructing the brief (chartology) • Format (keys to success) • Practical Exercise (PE) • Assistant Instructors (AI) • Task Explanation • Questions • Conduct PE
Functions of a Staff Member • Identifying and Anticipating Requirements • Monitoring Operations/Activities • Directing Actions of teams and processes • Managing Information • Making Recommendations • Conducting Coordination • Synchronizing Operations/Activities • Maintaining Continuity of teams/activities/systems
What is an Information Presentation • The information presentation is intended to: • inform the listener • gain his/her understanding • gain a Board action • The presentation deals primarily with facts.
Examples of an Information Presentation • Examples of an information presentation are: • information of high priority requiring immediate attention • information of a complex nature, such as complicated plans, systems, statistics, or charts, requiring detailed explanation • controversial information requiring • elaboration and explanation.
Functional Uses(Why Bother?) • Demands staff member(s) to organize thoughts, develop concepts, and conduct thorough analysis. • Requires rigorous assessments for problem solving. • Causes coordination to occur among staff members. • Allows for rapid information sharing. • Builds a library and documented history over time. • Professionalizes staff work and improves staff qualitative performance.
Components • Construction • Format
Software Standards(Construction) • SPPS adopted MS Office Suite over a decade ago • Power Point is standard chart making software • Staff must have MS Office Suite 2002 or higher • MS Office Suite for Mac and PC, layouts appear differently
Information Presentation(Construction) Title Chart
Logo State Legislature Education Budget Settlement Title SPPS Budget Adjustment Amplifier Presenter/Pos Title/Date Michael Baumann CBO August 23, 2011
Purpose To inform the Cabinet of a plan for IT Governance and implementation actions to institute the practice in SPPS in order to optimize IT operations across the district. Statement that explains TASK and PURPOSE of presentation.
Agenda • Review and Comparison of Proposals with settlement • State Aid shift details for SPPS • Macro Budget Adjustment breakdown • Utilization/Distribution Explanation • Questions Sequential listing of what will be covered in the presentation.
Other Chartology(Construction) • Symmetry and professional appearance • Insert slide numbers (don’t show on title slides) • Insert date (update fixed) • Spell Check • Uniform headers sizes and body where feasible
Information Presentation(Format) • Introduction (Title slide) • Purpose and Scope (Purpose slide – Agenda slide) • Outline of Procedure for Presentation (Special instructions slide) • Body (All slides needed to explain/amplify/communicate) • Closing (Summary slide)
Introduction(Format) • Address the group or person being briefed. • Identify yourself and your organization.
Purpose & Scope • Provide the big picture. • Explain the purpose and scope of the presentation. • Insure an agenda is provided as a chart.
Outline or Procedure • Briefly summarize the key points and your general approach to the presentation. • Explain any special procedures (demonstrations, displays, or tours). “During my presentation, I’ll discuss the six phases of our plan. I’ll refer to maps of the school, data charts and my assistant will project a web page.”
Body • Arrange the main ideas in a logical sequence • Use visual aids correctly to emphasize your main ideas (flow charts/graphs/maps/pictures/etc…) • Plan effective transitions from one main point to the next. • Be prepared to answer questions at any time.
Closing • Ask for questions. • Briefly recap your main ideas and make a concluding statement.
Format Tips • Use bullet statements • Brevity is key • Visual aids can enhance or detract. Be careful
Preparation Tips • Have a colleague review your charts. • Rehearse before you present. • Hasty - mental reps, read through charts. • Deliberate – gather colleagues and brief them. Get feedback. Apply. • Solo – At venue of presentation you practice by yourself.
Practical Exercise • Task : Prepare an Information Presentation and brief the information. • Condition: Given this facility, a computer, a weakly constructed Information Presentation, an AI and a flashdrive with supporting documents. • Standard: Your team finds every error, corrects the errors and presents a top-notch brief to the Supt and attending audience.