Organizing for Effect
Effectively organizing presentations is a process that should be completed in steps. Most
presenters believe that organization begins with the introduction. However, identified best
practices show that the most successful process for organization does not begin with the
introduction; it begins with knowing what main points you want to cover. This workbook will
take you step-by-step through the following process to help you achieve your desired
presentation results.
• Monroe's
Motivational
Sequence
• Problem Solution
Patterns
• Closing the Sale
• Summarize
• Introduce
• Attention Getter
• Audience Motivation
• Overview
• Thesis
Choose a
presentation
model and
identify your
main points
Prepare the
Introduction
Add
Tranisitions
and create
sub points
Prepare the
Conclusion
• Summary
• Closing Statement
WHAT MODEL BEST FITS YOUR
MATERIAL?
Monroe’s Motivational Sequence
Step 1: Attention
Goal: Focus
Grab audience's attention and they'll want
to know more
Step 2: Need
Goal: Dissatisfy
Direct the audience to a problem and make
it seem unacceptable
Step 3: Satisfaction
Goal: Gratify
Present your solution or proposal clearly
and address anticipated objections
Step 4: Visualization
Goal: Picture
Communicate what the future will be like
with your proposal or solution implemented
Step 5: Action
Goal: Move
Gain committment from the audience to
take the action you are requesting
WHAT MODEL BEST FITS YOUR
MATERIAL?
Problem – Solution Patterns
Step 1 – Problem
Discussion of problem and its
effect on the audience
Step 1 – Problem
Discussion of problem and its
effect on the audience
Step 2 – Solution
What can be done to solve the
problem
Step 2 – Solution
What can be done to solve the
problem
Step 3 - Action
A particular course of action is
recommended
Step 3 - Benefits
Additional benefits such as
ROI, etc., are introduced to
propel audience into action
DON’T DO IT!!!!
AVOID: Writing a presentation manuscript without an outline
Instead of attempting to memorize a manuscript for your presentation, prepare an
outline of key points and phrases that follows the organizational model you chose
and familiarize yourself with it. This allows you to infuse a conversational tone in
your delivery of the information.
WHAT MODEL BEST FITS YOUR
MATERIAL?
CLOSING THE SALE
Investment Pitch
Unique Position
•What makes your company stand out?
•How much do you want and when is the payback?
•How are you positioned versus your competitors?
•Share a brief history of the company.
Business Model
•Show stable strategy.
•Why does this model work?
•Who are the leaders?
Key Highlights
•What milestones have been reached?
•What figures show attainment of goals?
•What do you need to get to the next level and why?
Value Proposition
• Reiterate ROI.
•Be confident and close by asking for questions.
IDENTIFY YOUR MAIN POINTS
A. Presentation Topic _______________________________________________________
B. Purpose Statement: At the end of this presentation, my audience will…
______________________________________________________________________
C. Main Points of Presentation
Main Point 1: __________________________________________________________
Main Point 2: __________________________________________________________
Main Point 3: __________________________________________________________
Main Point 4: __________________________________________________________
• Minimize the number of main points to the ones that are most critical and
interesting for your audience. Each point should strengthen and influence your
position with the audience.
• You do not have to share every detail, in fact, in most business presentations
you have to be concise and incisive with your delivery. Your full written report
will be more detailed. Your presentation should cover the critical points.
• Most presentations have a question session at the end, so you can strategically
leave information out of the presentation and let your audience ask questions, if
they want to know more than what you’ve shared.
Now that you have your main points, develop
your introduction.
ENGAGEMENT
Attention
Audience Motivation
WIIFM
Hit ‘em hard
Introduction
Overview
Thesis Statement
Present a clear process
Your presentation in a sentence
INFORMATION
1. Attention Getter: Statistics, Stories, Jokes…maybe
Give your audience something to make them want to listen
2. Audience Motivation: Sell the benefits early
Answer the important question, “What’s In It For Me?” for your audience
3. Overview: Keep it simple and offer a preview of main ideas
Tell them what’s to come so they can anticipate what will be discussed
4. Thesis Statement: State clearly and concisely your purpose of the
presentation
Establish your reason and the importance of speaking to the audience
EXAMPLE
“Five years ago the team standing before you was charged with launching a sensor division in a
highly competitive market. During those five years we have experienced a growth rate year
over year of 40%, stock growth of 45% year over year and have retired all debt. During those
five years it is clear we have experienced some successes and some setbacks, which have been
insightful in determining a strategy for the future. It is our intent today to share with you the
details of our decisions and ask for your continued support as we lead the profitable sensor
division in the years ahead. Our management team consisting of (names) will provide you an
overview of our strategy and how we have adapted to be successful, a breakdown of our
research and development initiatives to continue product improvement, our competitive
positioning within this industry and a detailed summary of our current financial position. Our
initial strategy…”
CONCLUSIONS
ELIMINATING INSPIRATIONAL DEFICITS
REVIEW AND RESTATE
Reemphasize your critical points
CLOSING STATEMENT
Leave audience with the inspiration to take action
Thank you is NOT an appropriate closing!
QUESTIONS
Expect and anticipate questions
EXAMPLE
“Our team has performed the research and put together the strategy to successfully market this
product. The research indicates that customers are willing to pay $39 for this product
generating a 35% profit margin. By partnering with hospitals and placing ads in Cooking Light
and Prevention magazines we will reach nearly 80% of our target market. We are ready to move
and start generating revenue with this product. We are looking for your approval to move
forward. What questions can we answer for you?”
DON’T DO IT!!!!
AVOID: Forgetting your audience
Irrelevant information is often included in presentations when the speaker has not
adequately identified the audience and its needs. All information should directly
relate to your audience. Let them know why they should listen to your presentation.
TRANSITIONS
PROVIDING A VERBAL BLUEPRINT
SUMMARIZE
Provide an internal summary of what
was just discussed
INTRODUCE
Internally introduce the next topic
of discussion
Example (Individual)
“The bottom line is that we are losing revenue due to poor customer service. In
response our management team has enacted several new initiatives. The first of
these is focused on enhancing our website for customers. “
Example (Team)
Al – As you can see, our research indicates that your consumer base has expanded to primarily
middle-class families with an identifiable amount of disposable income. Tiffany will now
outline three specific marketing strategies our team has developed for your new market.
Tiffany – Thanks, Al. Our first strategy focuses on capturing the working mom…
DON’T DO IT!!!!
AVOID: “Winging” your introduction and conclusion
The introduction and conclusion of a presentation don’t always receive the necessary
attention since they are saved for last. However, it is imperative that speakers open
and close strongly so they leave their audiences with a lasting impression. Take the
appropriate amount of time to develop an introduction and conclusion that your
audience will remember after they walk away.
Presentation Action Plan
D. Presentation Topic _______________________________________________________
E. Purpose Statement: At the end of this presentation, my audience will…
______________________________________________________________________
F. Main Points of Presentation
Main Point 1: __________________________________________________________
Sub point 1: ______________________________________________________
Sub point 2: ______________________________________________________
Transition sentence: ________________________________________________
________________________________________________________________
Main Point 2: __________________________________________________________
Sub point 1: ______________________________________________________
Sub point 2: ______________________________________________________
Transition sentence: ________________________________________________
________________________________________________________________
Main Point 3: __________________________________________________________
Sub point 1: ______________________________________________________
Sub point 2: ______________________________________________________
Transition sentence: ________________________________________________
________________________________________________________________
Main Point 4: __________________________________________________________
Sub point 1: ______________________________________________________
Sub point 2: ______________________________________________________
Transition sentence: ________________________________________________
Presentation Action Plan
How will you grab ‘em?
CREATING YOUR ATTENTION GETTER
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
How will you end?
CREATING YOUR CONCLUSION
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
About the Center for Professional Communication:
The Center for Professional Communication opened in 1989 with a $1.6 million endowment
from M.J. Neeley, dedicated to achieving business communication excellence for Neeley School
students. The Center for Professional Communication provides Neeley students with relevant
communication tools for today’s business environment, plus personal and professional training
and coaching to help them ask questions, offer opinions, recommend changes and make
presentations with self-assurance.
This publication is part of the NEELEY DEVELOPMENT SERIES – TOOLS FOR BUSINESS
Other titles include:
•
Resumes and Cover Letters
•
Interviewing
•
Neeley Teaming
•
Writing for Business
Kelly T. O’Brien
Director
Tandy Hall 190
817-257-7539
Tracy R. Williams
Assistant Director