Using content adapted from Rogen Si, an overview of planning and organizing a presentation.

1. Presentation Skills
Part 1 – Planning & Organizing
with content adapted from
May 20, 2011

2. Presentation Skills – Part 1
This really does work for ANY presentation
1. Organizing
Planning Eventually, you should do these steps in
the reverse order. Butdo it going to teach it
The order you should I’m in
to you in this order, because organizing
2. Planning
Organizing this way will make a big difference…fast!

3. Organizing

4. Organization Flow Chart
Opening Remarks
Creative Opening
Bridge Beginning
(prepare the audience)
Subject

5. Opening Remarks
• Confirm time available
• Questions during, or at the end
• Advise as to ‘leave-behinds’
Others potential items: intros, breaks/meals, can everyone see/hear, handle
brief preliminary questions…

6. Creative Opening/Bridge
Optional but often effective!
• Relevant anecdote
• Analogy or example
• Strong quote
• Get audience to do something
• Ask audience a question
Use a bridge to take you from creative opening to
the subject of the presentation

7. Subject
• Goal of the presentation
• Re-cap the brief/ask
• Don’t assume everyone remembers
• Tell them what you’re going to tell them

8. Organization Flow Chart
Opening Remarks
Creative Opening
Bridge Beginning
(prepare the audience)
Subject
Agenda Item #1 Agenda Item #2 Agenda Item #3
•Body #1 • Body #2 • Body #3
Middle
(delivery your argument)

9. Agenda Items
• Make your deck digestible
• Set expectations
• Use the power of 3 to make it sticky

10. Body Content
• Keep body aligned to agenda item
• Use devices that help audience
keep track of where you are in the agenda
(like that chart in the top corner of this page)
• Only one concept per page

11. Organization Flow Chart
Opening Remarks
Creative Opening
Bridge Beginning
(prepare the audience)
Subject
Agenda Item #1 Agenda Item #2 Agenda Item #3
•Body #1 • Body #2 • Body #3
Middle
(delivery your argument)
Summary #1 Summary #2 Summary #3
End
(make sure they got it)
Conclusion/Next Steps

12. Summary Items
• Tell them what you told them
• Recap the key take-aways from each
agenda item/body content
• Can be more than one key point for each, but
must be one
Can be really effective to hand out a cheat sheet if a complex presentation

13. Conclusion
• Recap goal of presentation,
and call to action
• Then:
• Feedback/discussion
• Summarize key feedback/agreements reached
• State follow-ups and next steps

14. Order of Preparation
1. Subject/Topic/Recommendation
2. Conclusion/Main Idea/Recommendation
3. Agenda
4. Body
5. Summary
6. Creative opening and bridge (optional)
7. Opening remarks
8. Transitions

15. Slide Sorter View Can Help

16. Planning

17. Presentation Planning Steps
9 Review
8 Present
7 Rehearsal
6 Read Through
5 Visual Aids
4 Structure
3 Collect Information
2 Set an Objective
1 Audience Analysis

18. 1. Audience Analysis
• Who is my audience?
• What is their level of understanding?
• What is important to them?
• What are their expectations of the
presentation?
• What will motivate them to accept the
information or recommendation?

19. 2. Set an Objective
• What do I want the audience to think, feel or
do as a result of my presentation?
• Is the objective reasonable and achievable?
• What needs to change in the listeners’ minds?

20. 3. Collect Information
Do I have:
• The right amount of information?
• The right type? (Is it relevant?)
• Is it persuasive? (Does it constitute proof for
the decision-maker?)

21. 4. Structure
Beginning
(prepare the audience)
Middle
(delivery your argument)
End
(make sure they got it)

22. 5. Visual Aids
What type of visual aids are most appropriate:
• For the audience?
• For you?
• For the venue?
• For the tone? (informal or formal)
Options: flip chart, white board, overhead projector, board and
easel, video, PowerPoint, hand-outs, hand-held…

23. 6. Read Through
So what!
• Have I read through my presentation from the
audience’s perspective?
• Can I be more succinct?
• Have I used appropriate evidence to persuade the
audience?*
*Such as: statistics, facts, case studies, examples, testimonials, demonstration, analogies,
am I prepared for their questions?

24. 7. Rehearsal
• Physically rehearse in a room as close as
possible to the actual environment in which
you will be presenting
• If time is limited, focus on: beginning, end,
transitions
• Rehearsals are essential for team
presentations

25. 8. Present
When presenting, focus on:
1. Tailor your tone and mood to suit:
• The Audience
• You
• The presentation environment
2. Choose appropriate:
• Voice modulation
• Movement
• Gestures
• Eye Contact

26. 9. Review
• Did I achieve my objective?
• What worked well?
• What could I have done differently?
• On reflection, how effective was my
preparation of each planning step?

27. Summary

28. Organization Flow Chart
Opening Remarks
Creative Opening
Bridge Beginning
(prepare the audience)
Subject
Agenda Item #1 Agenda Item #2 Agenda Item #3
•Body #1 • Body #2 • Body #3
Middle
(delivery your argument)
Summary #1 Summary #2 Summary #3
End
(make sure they got it)
Conclusion/Next Steps

29. Rogen Presentation Planning Steps
9 Review
8 Present
7 Rehearsal
6 Read Through
5 Visual Aids
4 Structure
3 Collect Information
2 Set an Objective
1 Audience Analysis

30. Conclusion
• ANY presentation is better if you plan and
organize it first
• You now have the tool (organization flow
chart) and the knowledge (planning steps)
• The more you use them, the more intuitive
and easier it becomes

31. Give it a try!
(and share it with others)