Giving Briefings

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Giving Briefings Making Presentations (M3.09)

• Rebecca Johnson
• Corporate Learning Development

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AIM

• To develop knowledge and understanding of
  briefing and presentation skills as required by a
  practising or potential first line manager.

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OBJECTIVES
By the end of the session you will be able to

• Select relevant information content in line with
  the objectives of the briefing or presentation
• Logically structure and clearly present the
  content of the briefing or presentation
• Use appropriate presentation techniques and aids
  to enhance understanding of the briefing or
  presentation
• Display confidence in the subject matter
• Use feedback to check understanding including a
  simple evaluation form

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DEFINITIONS - Presentation

• A setting forth as of truth Collins
• A verbal report presented with illustrative
  material such as slides or graphs Oxford
• A structured, prepared and speech based means of
  communicating information, ideas or arguments to
  a group of interested people in order to inform
  or persuade

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DEFINITIONS - briefing

• A meeting for giving information or instructions
• The action of informing or instructingOxford
  Dictionary

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CHARACTERISTICS

• Involves Presenter and Audience
• Usually live, direct, face to Face
• Conveys information, ideas and arguments
• Audience wants to understand
• Logically planned and structured
• Communication verbal supported by VA
• Communication flow primarily one way
• Feedback/discussion for clarification
  reinforcement

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AREAS OF INFLUENCE
Resources Venue Equipment Audience Composition SizeExperience/knowledgeExpectations (WIIFM)Familiarity Mind Sets
Material ContentStructureComplexityLength Self Visual impact Body languagePitch Tone NervousnessStyle Rapport Movement Gestures
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USING YOUR VOICE

• Projection speak louder than usual throw your
  voice to back of room
• Articulation dont swallow words. Be aware of
  verbal tics
• Modulation vary tone pitch be dramatic,
  confidential and/or triumphant
• Pronunciation watch accents check difficult
  words beware of malapropisms
• Enunciation over emphasise accentuate syllables
• Repetition repeat key phrases with different
  vocal emphasis
• Speed use delivery speed to manipulate audience
  fast delivery to excite stimulate slow to
  emphasise, inspire awe, dramatise control

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PLANNING PREPARATION
Questions to ask

• Why are you saying it PURPOSE
• To whom are you saying it AUDIENCE
• What are you going to say CONTENT
• How are you going to say it FORM

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PURPOSE

• To communicate message or information - Tell
• To make a proposition/change opinions - Sell
• To inspire and motivate - Impel

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GENERATING IDEAS
- RELATED
Variety Easy Maintenance Low cost/High Return
Origins of Interest
To inform a group of interested farmers
Housing Feeding Health Diseases Precautions
Pedigree Marking Colours
Start-up Running
Planning Insurance Import/Export
Ideal Things to Avoid
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CREATING A LOGICAL STRUCTURE

• History Origins Interest
• Benefits Low cost/high return Variety of
  Produce Easy maintenance
• Establishing Starting up Location
  Requirements Choosing llamas Costs
• Running Caring for llamas Running costs

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PLANNING

• Summarise the theme
• Generate ideas list points
• Identify related ideas
• Identify key stages
• Select ideas/points
• Establish timings

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PREPARATION

• Plan the sequence
• Produce notes
• Consider visual aids
• Consider anecdotes and humour
• Rehearse

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PRESENTATION STRUCTURE
Tellem What Youre Going To Tellem Tellem Tel
lem What Youve Toldem
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5 TYPES OF BANG

• Classical Bang introduce presentation with 1 or
  2 punchy highlights
• Imagine Bang appeal to common memory, evoke a
  hypothetical situation, create a metaphor, tell a
  relevant parable
• Mystery Bang disguise your opening with 2-3
  ambiguous clues to your message
• Participation Bang ask a question, ask a
  volunteer to do/say something
• Dramatic Bang use a gimmick/accessory, use
  surprise visual/sketch, make a provocative
  statement

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PRESENTATION STRUCTURE

• Opening
• Message
• Bridges
• Examples
• Recap

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VISUAL AIDS
I hear and I forget, I see and I remember.
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VISUAL AIDS

• Limit amount of information
• Size
• Clarity
• Avoid distractions

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VISUAL AIDS

• Rehearse
• Contingency
• Check equipment
• Check layout

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ACTIVITY - VISUAL AIDS

• Flipchart
• PowerPoint
• Images (incl. diagrams)
• Video/DVD clips
• OHP
• Props accessories
• Handouts

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PRESENTATION DELEIVERY

• The Brief
• Avoid Alienation
• Smile
• Body Language/Eye Contact
• Voice
• Digestible
• Humour
• Platform Presence
• Timing

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OBJECTIVES
By the end of the session you will be able to

• Select relevant information content in line with
  the objectives of the briefing or presentation
• Logically structure and clearly present the
  content of the briefing or presentation
• Use appropriate presentation techniques and aids
  to enhance understanding of the briefing or
  presentation
• Display confidence in the subject matter
• Use feedback to check understanding including a
  simple evaluation form

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GAINING FEEDBACK - during

• Observe body language
• Ask questions
• Short task for audience/listeners
• Allow audience/listeners to ask questions

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GAINING FEEDBACK after
An evaluation form could be used to assess

• Purpose/ objectives explained
• Well presented
• Well structured
• Rate the environment
• Rate the resources (visual aids etc)

• How responded to questions
• Overall rating of presentation/briefing
• Most/least useful elements
• Met desired outcomes