THE TOOLKIT
The Presentation
Presentations are the most common example of communication when thinking about the topic. They have been regarded as the number one fear in the U.S., and having traveled internationally quite a bit, I would suggest that is universal. Although presentations may make up only a small part of our Daily Communication, they leave impressions behind that can last an eternity. Therefore, it is key to be able to deliver an engaging, clear, organized presentation. The Presentation is template that builds on our foundational tool, The Template. It can expand off The Update or The Argument as well. It uses the same core elements including Headlines, Directories, and Support, and it adds a few new pieces for a more formal, comprehensive message:
- Attention Grabber: Research says that you need to grab, literally grab, your audience’s attention within the first 15-30 seconds. One of the best ways to do this is through the use of storytelling. However, there are many ways to get peoples’ attention and interest. Regardless the technique you use, it should always relate to your topic.
- Headline: The central idea or theme (e.g., object, topic, proposal, course of action, answer to a question, etc.). The key to having an effective Headline is to make it no more than one sentence. The true definition of a professional is someone that can take the complex and make it simple.
- Introduction: The standard format for a presentation is to begin by introducing yourself. Because that is such common practice, we don’t recommend it. We recommend standing out from the crowd and being a bit more distinct. Therefore, hold your introduction until after you’ve grabbed your audience’s attention and told them the point of the presentation. Then introduce yourself an any necessary background. You can also reinforce the reason why your speaking about your topic.
- Directory: The various categories or sub-points you use to break up your headline. You want to divide your headline into two to four, ideally three, sub-ideas for easier organization and understanding. Try and make your Directory key words or phrases that are easy for your audience to remember.
- Support: The details that further explain your directory and back your point of view (e.g., facts, examples, testimony, quotations, visual aids, statistics, etc.).
- Conclusion: You can have a credible, compelling presentation and lose your audience in the last few seconds of your message by not have a clear, meaningful conclusion. Wrap-up your message by restating your Headline and Directory, referring back to your Attention-Grabber, or stating a final thought or next step. Then, you can open the floor to questions. You can use the strategies for Thinking Quickly On Your Feet to answer questions in a clear, concise, direct manner.
Objectives
Listeners report that their ability to pay attention and understand messages depends upon the construction and organization of the speaker’s ideas. Therefore, to achieve effective and meaningful communication, The Presentation accomplishes the following objectives:
- Engages your audience and grabs their attention.
- Organizes your thoughts for easier understanding.
- Categorizes various subjects and topics under a central theme for conciseness.
- Constructs distinct categories for clarity.
- Provides supportive material to make your communication more powerful and influential.
Directions
The following is the process for filling out the The Presentation form:
- Write out your Headline (e.g., making a suggestion, announcing a decision, answering a direct question, etc.) in the top box. This should be no more than one sentence long.
- Decide how you are going to organize your message and create your Directory. Think of it as a menu, and you are listing the various courses. There is no detail about the dishes and you are certainly not sharing the ingredients at this level of information.
- Write out your Support in the last level of boxes under the appropriate Directory item. Give people only as much as they need to hear, not everything you know.
- Create Transition statements that help your listeners move from one point to the next. These should be short phrases that connect your two points. You can also use questions to elicit input and create interaction and engagement.
- Create a Conclusion that summarizes your presentation and/or calls for action.
- Now that you’ve outlined your presentation and have a good idea of what you’re going to say, you can put together a more effective introduction. Think of an engaging, interesting way to captivate your audience using an Attention Grabber.
- Complete the Introduction section by filling in your name, background, and any necessary information.
Instructions
When you are ready to speak, follow The Template in this order:
- Begin with your Attention Grabber, usually no more than a few minutes.
- State your Headline connecting it to your Attention Grabber.
- Provide your Introduction.
- State each of your Directory points from left to right.
- Restate your first Directory item and discuss the Support associated with it.
- Share your Transition that connects first Directory item to your second.
- Restate your second Directory item and discuss the Support associated with it.
- Share your Transition that connects second Directory item to your third.
- Restate your third Directory item and discuss the Support associated with it.
- Conclude by repeating the Headline and Directory, asking for questions, or stating a conclusionary takeaway.