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Presenting as a team

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Presenting as a team

  1. 1. Presenting as a Team
  2. 2. Presenting as a Team In today’s collaborative work environment, there may be occasions when you are asked to give a presentation with a few of your business colleagues. Unlike a solo presentation, a presentation given by two or more people requires teamwork in order to appear as one unified group effort. If you want to conduct a professional, well-run business presentation, you and your co-workers will need to present together as a team. While all types of presentations rely on the same fundamentals - planning, preparing, and then delivery - presenting as a team involves a few additional strategies. The teamwork approach that follows will help you achieve a smooth performance that shows you work well together as a team.
  3. 3. Presenting as a Team Team Lead When presenting as a team, whether to an internal or external audience, you want to leave the impression that your group is capable and cohesive. How well the team functions as a whole is a responsibility of the designated team leader. For the sake of everyone involved, a team or project lead should be appointed. Typically, the senior person becomes the team lead and takes ownership of the final deliverable. This individual should be “hands on” throughout the entire process and personally make sure that: • Meetings are scheduled for project members to come together and plan the presentation. • All team members receive regular communications about the project.
  4. 4. Presenting as a Team Engage as Equal Partners It’s important to establish clear expectations early in the team relationship because conflict later on adds extra work for everyone involved. Here’s what you can do to take personal ownership for the success of the group project. • Recognize that each person on the team is an essential contributor. Do your best to cooperate as equal partners so that everyone engages in the process. • Get to know your team members. Each person in the group will have different strengths, expectations, experiences, and perspectives. • Never make assumptions about how to work together, regardless of how well you may or may not know each other. People often wait for others to guess their needs, and then hope the other person acts according to their wishes. Strive to collaborate by actively listening and soliciting comments from everyone. • Do your fair share especially if everyone working on the project is a peer of each other.
  5. 5. Presenting as a Team Allocate Responsibilities The project lead should allocate responsibilities so that everyone knows what to work on. Different parts of the presentation can be presented by those who are most knowledgeable about specific aspects. First, make sure that each person on the team is in agreement about the purpose of the presentation. A good rule is to focus on the three most essential points you want to communicate to the audience. This will drive your presentation strategy. Next, determine the particular topic each person will address. This will be the foundation upon which to build the content of the presentation.
  6. 6. Presenting as a Team Manage the Tasks Delivering a professional team presentation requires thorough planning, including the logistics, the visuals, and the overall game plan. The following are some decisions to make as part of orchestrating the actual event. • Who will be invited? • Who will send out the meeting invitation? • How much time do you need for the presentation? • Who will take the lead in introducing the team to the audience? • Who will prepare the visuals (slideshow, handouts)? For an online event: • What technology will you use? • Who will deal with technical problems? For a face-to-face event: • Who will set up the room and make sure the equipment works? • Who will distribute materials?
  7. 7. Presenting as a Team Work Together The way you work together is critical to your team’s success. Good team relationships depend on mutual trust and respect as well as open and honest communication. This is especially true when giving each other feedback. Suppose your hear the following statement from one of your colleagues. You should have gotten your part done by now! There is a right way and a wrong way to give each other feedback. On the next slide you can see what is wrong with this comment and how to improve it.
  8. 8. Presenting as a Team Work Together This statement is finding fault, vague, and not measurable. You should have gotten your part done by now! Finding fault Vague Not measurable It is possible to create a safe environment for mutual feedback if you keep it specific and free of emotion, as in: I expected you to have completed the outline by Tuesday. Is there something I can do to help out? Always speak from the perspective of I instead of you and avoid words like could, would, should (often coupled with you). This approach will improve your working relationships and get much better results.
  9. 9. Presenting as a Team Organize It’s important to organize your team’s delivery prior to presenting. Establish a logical sequence of subject material in order to create a coherent message. You want your presentation to appear as one continuous session rather than a series of single presentations strung together. Coordinate speaking roles and the time allotted for each. Use transition statements to make it clear when one part ends and another part begins. For example: “Now that you’ve heard about the business opportunity, our account manager Nancy will tell you what our plans are.” Develop an agenda so your audience knows what topics you will cover and can track your progress. This avoids people asking about things you are just about to tell them.
  10. 10. Presenting as a Team Rehearse Although it is often logistically challenging to rehearse together as a team, practice is essential if you want to make a confident and polished presentation. There aren’t any shortcuts. If you don’t devote sufficient time to practice, everyone will wind up looking unprepared. When all materials are ready, each person should practice their segment all the way through in the order in which they will speak. Going from start to finish will ensure that the whole presentation is polished and not just the beginning. The more familiar you are with the material, the less nervous you will be. Click through the slideshow and get used to one another’s speaking styles. Practice your transitions or have the team leader act as host to introduce each speaker.
  11. 11. Presenting as a Team Keep Control Here are some ways to keep control during the actual presentation. • Pay attention to what is being said and don’t get distracted by your own upcoming part. Listen carefully so you can adjust what you want to say or refer to something said earlier by someone else. • Agree in advance on who will field the questions. When answering, never say something to contradict or call into question something said by another. • Always take turns talking so it does not look like you are competing. This teamwork approach will demonstrate that you and your colleagues are organized and well-coordinated when presenting as a team. The END.

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