Representing your organisation
Planning a presentation
You may on occasion be called upon to make a presentation or prepare a report on behalf of your agency. This task is much easier with well-researched and well-organised material. When you are preparing information for presentation, consider:
- What information is required?
- must know
- nice to know' (i.e. 'padding')
- unnecessary detail
- Have I applied the 'Three 'Cs' strategy?
- How do I best convey the information?
- time available
- Who needs to know?
- level of detail
At times you may need to contribute to presentations or information sessions for groups of clients, colleagues, or agency networks. Plan your presentation as a set of easily managed, logical steps. Brainstorming will help establish all the factors that you will need to consider, for example:
- what you want to achieve
- the topics to be covered
- time available
- resource requirements
- audience profile – size, backgrounds, special interests, needs
- presentation methods, use of graphics or other media
- timing and sequencing
- physical environment
- possible constraints.
Developing a plan will help make your report or presentation run smoothly. You may find that following a planning format like the one below will help you organise your ideas.
Sample plan for presenting information
Topic: Team building
|Identify five features of an effective work team||
Definition of a team
Key characteristics of an effective team:
Summary and review
Verbal presentation with key points on PowerPoint
Assessment case study
Laptop and overhead projector
Butcher's paper and markers
Your plan could include some features not identified above, such as timing, references, and notes on presentation. Once you have gathered this information, and have a clear understanding of the session that is to be developed, you can begin planning.
Meeting the needs of specific audiences
It is important that you consider all criteria for the outcomes to be met. Each presentation is unique in some way; by considering all possible aspects, you can help ensure that you have represent your agency as a professional organisation.
Your team is asked to deliver an information session to a small group of elderly clients. Some of the group use wheelchairs or mobility devices, and a few will require a carer to be present.
You have given the presentation to a different audience and your delivery is well timed and word perfect. Still, you decide to conduct a brainstorm to identify any specific requirements of this new group. The following needs emerge:
- parking and access for the disabled, space for manoevring wheelchairs
- sufficient seating for participants and carers.
- large-print versions of resources to assist clients with vision and hearing impairment.