2 . Structure of the presentation: The structure of the presentation - - PDF document

2 . Structure of the presentation: The structure of the presentation is as important as content since a good order helps to make your presentation cohesive and coherent, thus you will get that your message is clearly understood. In order to help you, here you will find some useful links and tips.

Link: http: / / web.cba.neu.edu/ ~ ewertheim/ skills/ oral.htm# structure STRUCTURE Once you know what you want to say, you need to consolidate the materials into a meaningful message. You can't assume that the information will speak for itself. Your audience is capable of hearing your information in very different ways based

• n your organization and presentation.

The audience needs to have these basic questions answered. Why should I pay attention to you when I can think about more interesting things? Now that I am listening, why should I care about this issue? I agree with the significance of the topic, but how are you justifying your ideas? So, now that I am convinced, what do you want from me? The following lists some points to think about when organizing your ideas begin by placing your topic in context; you might want to provide an outline or a road map provide the intended, expected benefits, organization of the presentation, and ground rules -

• rganize the body of the presentation logically - make it easy to follow - go from

the simple to the complex when appropriate, plan ways to encourage audience participation maintain credibility: discuss the pros and cons conclude on a "high note" - include an overall summary and proposed actions or

• ptions

incorporate visual aids effectively (see box below) - don't let mechanics of presentation interfere with your message prepare for contingencies - - practice your presentation and prepare for contingencies - rehearse think about what might happen and prepare - what if the overhead bulb blows

• ut; ... what if the audience is more prepared than you expected ... what if there is

an unexpected question - - if a disruption is particularly obtrusive, you might relieve the tension with a joke or humorous comment Link: University of Camberra http: / / www.canberra.edu.au/ studyskills/ learning/ oralpres.html# preparing Organising the content Introduction (may be written last)

• Capture your listeners’ attention: Begin with a question, a funny story, a startling

comment, or anything that will make them think.

• State your purpose; for example:

‘I’m going to talk about...’ ‘This morning I want to explain… ’ Present an outline of your talk; for example: ‘I will concentrate on the following points: First of all… Then… This will lead to… And finally… ’ The Body

• Present your main points one by one in logical order.

• Pause at the end of each point (give people time to take notes, or time to think

about what you are saying).

• Make it absolutely clear when you move to another point. For example:

‘The next point is that ...’ ‘OK, now I am going to talk about ...’ ‘Right. Now I'd like to explain ... ’ ‘Of course, we must not forget that ...’ ‘However, it's important to realise that...’

• Use clear examples to illustrate your points.
• Use visual aids to make your presentation more interesting.

The Conclusion

• It is very important to leave your audience with a clear summary of everything

you have covered.

• It is also important not to let the talk just fizzle out. Make it obvious that you

have reached the end of the presentation.

• Summarise the main points again, using phrases like:

‘To sum up...’ ‘So, in conclusion...’ ‘OK, to recap the main points… ’

• Restate the purpose of your talk, and say that you have achieved your aim:

‘I think you can now see that...’ ‘My intention was ..., and it should now be clear that ...’

• Thank the audience, and invite questions:

‘Thank you. Are there any questions?’ Link: http: / / web.cba.neu.edu/ ~ ewertheim/ skills/ oral.htm# structure An Outline for your Presentation INTRODUCTION What? - overview of presentation (use visual aids if necessary) Why? - purpose of presentation - why subject is important How? - format you will use; what can the audience expect to see & learn Who? - if more than one person, provide introductions and indicate roles - don't expect audience to memorize these BODY The following list suggests alternative formats for presenting information: multiple formats can be used within a single presentation: - rhetorical - questions and answers logical progression - indicate steps e.g. A then B then C time series - order information from beginning to end, earlier to later, and so on compare and contrast - use same structure to compare different events, individuals

• r situations

problems and solutions; don't present problems without working toward some recommended action simple to complex - use successive building blocks to communicate complex processes or concepts deductive reasoning - moving from general principles or values to specific applications or examples inductive reasoning - from specific applications/ examples to reach general principles or conclusions CONCLUSION review, highlight and emphasize - key points, benefits, recommendations draw conclusions - where are we? ... what does all of this mean? ... what's the next step?

Link: http: / / www.ruf.rice.edu/ ~ riceowl/ oral_presentations.htm# goal Organize Your Presentation The structure of the oral presentation is crucial for one main reason: once you have spoken, the audience cannot "rehear" what you have said. In reading, when you do not understand a sentence or paragraph, you can stop and reread the passage as many times as necessary. When you are speaking, however, the audience must be able to follow your meaning and understand it without having to stop and consider a particular point you have made, thereby missing later statements. To help your audience follow what you say easily, you must design your presentation with your audience, particularly their listening limitations, in mind. Audiences generally do not enjoy long presentations. Listening is difficult, and audiences will tire even when a presentation is utterly smashing. For that reason, as you design your presentation and select content, look for ways to keep your message as concise as possible. Don't omit information your audience needs, but look for ways to eliminate non essential material. Again, without carefully analyzing your audience's attitude toward the subject, its background, knowledge of the topic, and perspective toward you, you cannot begin to make accurate decisions regarding either content or design and structure of your presentation. Ask yourself the following questions: Is your audience interested in what you will say? What are the main questions they will want you to answer? Which of these questions is most important? least important? Based on your purpose and the audience's expectations, in what order should you present these ideas? Helping your audience follow your message easily requires that you build into your structure a certain amount of redundancy. That means that you reiterate main

• points. When you divide your presentation into an introduction, the main body, and

the conclusion, you are building in this necessary redundancy. In the introduction, you "tell them what you are going to tell them" In the main body, you "tell them" In the conclusion, you "tell them what you told them" This kind of deliberate repetition helps your audience follow and remember the main points you are making. (Readers can "reread" text, but listeners cannot "rehear" oral remarks.) To design your presentation with planned repetition, you must clearly know your purpose and what you want your audience to know. The introduction should clearly tell the audience what the presentation will cover so that the audience is prepared for what is to come. In planning your introduction, be sure that you state your goal near the beginning. Even if you use some type of anecdote or question to interest your audience, state the goal of your presentation next. Then, state how you will proceed in your presentation: what main issues you will discuss. The main ideas you have developed during the research and content planning stage should be announced

• here. Generally, the introduction should end with a reiteration of your main point.

The body should develop each point previewed in the introduction. In the introduction you state the main issues or topics you plan to present. Thus, in designing the body of the presentation, you develop what you want to say about each of these main points or ideas. You may want to present your ideas in a chronological sequence, a logical sequence, or a simple topical sequence. This method will help your audience follow your ideas if you are giving an informative speech, an analytical speech, or a persuasive speech. The important point, however, is that you need to demarcate and announce each point in the body as you come to it so that your audience knows when you have completed one point and begun another.

The conclusion should reiterate the ideas presented and reinforce the purpose of the presentation. It usually answers the question: "so what?" The conclusion to the presentation should help the audience understand the significance of your talk and remember main points. At a minimum, you should restate the main issues you want your audience to remember, but do so in a concise way. Try to find a concluding narrative or statement that will have an impact on your audience. The conclusion should not be long, but it should leave the audience with a positive feeling about you and your ideas. The conclusion reinforces the main ideas you wish your audience to retain. Remember: in the introduction, you "tell them what you will tell them"; in the body, you "tell them"; and in the conclusion, you "tell them what you told them." In a presentation which has covered numerous points, you should be sure to reemphasize the main points. But the conclusion also allows you to emphasize the importance of specific ideas, or you can reiterate the value to the ideas you have

• presented. In short, how you design the conclusion will depend on your initial
• purpose. A strong conclusion is nearly as important as a strong introduction, as

both the beginning and the end will be the parts most likely remembered.