SMP Presentation on Presentation Style

8/11/2019 SMP Presentation on Presentation Style

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How to Prepare a

Steering

CommitteePresentation


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Slide 2

Whenever you get the opportunity to address

a group, make the most of it

Structure the

Presentation

Addressing theAudience

Know your audience

Motivate your audience

Help your audience

Build a Slide

Hints and Tips


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Slide 3

l Why are you telling us this?

l What are you saying?

l What use is it to me

Know your audience so you can approach

them correctly

What does the

audience need to

understand and at

what level?


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Slide 4

Put yourself in the shoes of your audience

We have to meet the

expectations of the

Steering Committee only

Concentrate on thosewho make the decisions

Their expectations

determine the language

you should use, thescope or depth of details

What are their expectations?

What do they know already?

What do they think about the subject? What do they need to know?

What dont they need to know?

How will they use the info?

Who are they?


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Slide 5

Remember that different audiences require

different styles

Favourable

Neutral

Unfavourable

Be direct Set goals

Dont oversell

Uninformed: Let them see the need to know Uninterested: Help to visualise the benefit

Undecided: focus on selected points

Find common grounds

See their point of view

Present facts & evidence


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Slide 6

Motivate your audience - a presentation is

more effective than a document in creating

actions...

Situation

Impact

Feedback

Reader Audience

Free

Low

None/slow

Captive

High

Immediate


7/33Slide 7

however, your audience is handicapped by

several things

Rate of assimilation

Quantity of information

Selection of information

Reader Audience

Flexible

High

Yes

Imposed

Limited

No


8/33Slide 8

To be effective, you need to help overcome

the handicap of your audience

Focused onessentials

Present only what has to

be said

Keep backups

Tightly

structured

Audience cannot refer

backward

and forward to a speech

Clearly visualised

To reinforce the message

Oral comments to complete

Still Understandable as a

written report


9/33Slide 9

Structuring your presentation to ensure your

audience is with you

Key Messages

Storyboard

Intro/Conclusion

Structure the

Presentation


Build a Slide

Hints and Tips


10/33Slide 10

Key messages form the substance of a

presentation and help promote active

listening

Substance

Form

Time

Concern

ANALYSE

Add value to

information

COMMUNICATE

Promote active

listeningInfo -> Analysis -> Message

ORGANISE

Create a link

between ideas


11/33Slide 11

Substance

Form

Time

Concern

Start to think early about the format of your

presentation

MessagesStructureStoryboard

Dont wait until you have found the answers before planning

how to communicate the results


12/33Slide 12

Do not communicate in the way you have

analysed the subject

Idea

Analysis

Message

Communication

Problem-solving Complex / thorough

Narrow scope

Argumentation Simple / relevant

Broad scope

The structure

shapes the way theaudience receives

the message


13/33Slide 13

Set up a visual outline of your presentation

Background Key messages

Opportunities/

Benefits

Identify the

topics to be

analysed

Topic Topic Topic Topic

Extra slide to

summarise long

sections

Topic Topic Topic Topic Topic Summary

Topic Topic Topic Topic Topic

Back-ups to

anticipate questions

or discussions

Section 1

Section 2

Section 3

Road-

map

Title

Summary

pre-frame your presentation to set the right expectations


14/33Slide 14

The storyboard is a powerful visual

outlining tool

To organise ideas

Gives you a full view of the presentation all the time

Checking or trying new approaches becomes easy

To check progress

To work as a team

To divide up responsibilities

To ensure that all parts fit coherently


15/33Slide 15

Pay particular attention to the introduction

and conclusionAttention

level

Time

ConclusionIntroduction

Tell them what you are going to tell them

Tell them

Tell them what you have told them


16/33Slide 16

Use slides to really focus attention and

visually represent the findings

Keep it simple

Use graphics and builds to deliver

Pictures speak a 1000 words

Structure the

Presentation


Build a Slide

Hints and Tips


17/33Slide 17

Graphics help to get the message across

The purpose of your presentation is to communicate

ideas and information ...

Not to dazzle people with fancy graphics

When the session is over, you want your audience

marching out discussing the ideas you set forth ...

Not talking about the neat graphics or the special

effects !


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Slide 18

Keep the purpose of your slides simple -

limit it to three key messages

It is easy to remember

It is easy to understand the link

Additional points become weaker


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Slide 19

Each visual has a key message as a title

Identify the message -state it concisely as a sentence

The purpose of graphics is

to support the message

Topic

Source: for all analysis charts

Choose the right chart form

Emphasise the message

Hi hli ht th t t t lk b t


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Slide 20

Highlight the areas you want to talk about

Source: incentive schemes

Grocery

Ice

Cream Confec Dietetics FS

Sales Volume 56% 65% 25%

Peso Sales Target 11% 13% 30%

Special Product Vol. 43%

Consistent Effort 20%

Collection 10% 20%Market Hygiene 9% 15%

Distribution 4% 5% 5%

Merchandizing 8% 5% 20%

Reporting 2% 2%

Trade Development 5% 7%

Call rate 7%

Strike rate 7%

Organiz./Admin 6%

Promo Responsibilities 51%

Territory Mgt. 44%

Org. Resposibilities 5%

Total 100% 100% 100% 100% 100%

Used criteria

Not used criteria

Example: Incentive Criteria for Sales Reps in Market X

but all focused onvolume or value targets


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Slide 21

More

in-store

time

Less

officetime

Retail sales reps

in-Store timebreakdown in minutes

Average %Waiting 3.0 20%Money collection 2.8 18%Sales talk 2.6 17%

Merchandising 1.9 13%Order taking 1.2 8%Booking Check 1.3 8%Stock check 0.7 5%POS Material 0.5 3%

Return mngt 0.5 3%Pleasantries 0.3 2%Coach/Delegat 0.4 2%Total: 15.2 100%

34%

In-store tim e

19%

Office time

9% breaks

34%

Travel time

Sales force

day breakdown

Use animations to show visuals with a lot of

information

For example, incentivise(more):Trade developmentListing of new productsProfitable productsAbove target performancePerformance in difficult

monthsSales at beginning of month

Source: SFAA conducted 1998

Example: Incentive scheme in Market X

RetailerDecrease in


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Slide 22

Source: Interviews with K/A team

Share

maintained

Competitive

threatLower

consumer

price

Lowertradeprice

Increase in

Trade

Spends

Trade spend is

a vicious circle

that drive costs

upwards

Lowerprofit

Retailermargin

pressure

leading to

higher pressure

on trade spend

Lower share of

voice

Lower

investment

for growth

Lower shareof innovation

Category

Volume

decline

and a

decline in

brand support

Brand erosion

Decrease inbrand

buildingspend

M k h t l ibl


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Slide 23

0%

20%

40%

60%

80%

100%

Milk InfantNutrition

Coffee InstantDrinks

Culinary Confect Petfood BreakfastCereals

Coop

0%

20%

40%

60%

80%

100%

Listing fees

0%

20%

40%

60%

80%

100%

Promotional discounts

Source: Manual tracking Jan-Aug 98

Make charts as clear as possibleSales

Marketing


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Slide 24

Use pictures to show facts

One picture is worth 1,000 words

Opportunity for improved visibility by

"better" merchandising in General Trade

FIFOrespected?

W h hi h t ti t d d t li


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Slide 25

We have high presentation standards to live

up to

Preparation & Polish

Handling your audience

The Team Effect

Structure the

Presentation


Build a Slide

Hints and Tips

A t t i t i


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Slide 26

As a team we want consistency in our

presentations

Slide set up

Use Arial - it is easier for the audience to see

Check your colours can be seen when projected

Spell check in English (UK)

Transferring files

All presentations will be copied onto two laptops

To save file space please ungroup all charts

We will leave handouts of the presentations

Please check that your slides are fully visible in pure black

and white

G d i ill k


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Slide 27

Good preparation will make you moreconfident and convincing

Presentation

Start developing your presentation early - leave plenty of time for

tidying up

Delivery

Rehearsing is one thing, committing the presentation to memory

and performing it by heart, is not the way to go. You need to

present, not to recite

The best presentations are made from the heart and on topics that

people really know

Dress as your audience would expect, but also ensure you are

comfortable

Supporting Documents

Dont limit the staying power of your message, by providing it

without the right support materials


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Slide 28

Build a rapport with your audience

Face your audience not the screen

Make eye contact - sometimes with a friend is easier

Use humour only if you know how

Keep your language appropriate for the audience

Engage your audience - do not intimidate

Dont wander around the room

Lose the computerthat isdont hide behind it

get up in front of the group, where you belong, as

presenter, leader, moderator, and communicator


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Slide 29

Never answer a question directly until you have

determined the intention behind

Pay attention to the unconscious communication

process in physiology and voice qualities

Keep emotionally detached. It is the information which

is being questioned, not you

There are three golden rules for handling

questions...

Aft h d t d th ti


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Slide 30

After you have understood the question

- then answer professionally

Avoid getting drawn into a technical debate

Never get defensive

Direct criticisms or personal attacks away from the

person and towards the subject

Turn judgmental/hypothetical questions back to

where it came

Answer questions/statements from confused minds

at a higher level first


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Slide 31

What is the difference between an elephant and anaudience?

The elephant never forgets the audience occasionally

remembers

Observe your audience and adjust pace and

style to their needs

A lecturer once called out to Fred at the back of the

audience and said...

Fred calmly stood up and said to the lecturer... You put her to sleepyou walk up here and wake her up

yourself!

Hey Fredlean over and wake up Mary next to you

please

The object of oratory alone is not truth but


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Slide 32

The object of oratory alone is not truth, but

persuasion Lord Macaulay

The process part of your presentation represents 93% ofyour overall message. The content counts only for 7%

Eye contacts for 3-4 seconds with key persons to connect

The fewer notes you use, the more natural and seamlessyour presentation will be

Leave your colleagues to take notes

Watch your Physiology (breathing, gesture) & your Voice

Use WE not I- it gives confidence and credibility

We are there to supportour colleagues not challengethem


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In Summary ... don't forget the old Greeks...

Ethos

Your personal credibility, the faith people have in

your integrity and competence

Pathos

The feeling... are you in alignment with the

emotional thrust of the audience's communication

Logos

The logic, the reasoning part of the presentation

SMP Presentation on Presentation Style

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