Representing your organisation

When you participate in a forum or a network meeting, you are representing your organisation, and you need to present yourself in a positive and professional manner.

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?
    • clear
    • concise
    • correct
  • How do I best convey the information?
    • purpose
    • audience
    • time available
  • Who needs to know?
    • confidentiality
    • relevance
    • 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
Location: Training room
Date/time: Monday 27th, 9.00 – 11 am
Number of participants: 15
Participants: Workshop staff

OutcomeKey pointsMethodsResources
Identify five features of an effective work team

Introduction

Session overview

Definition of a team

Key characteristics of an effective team:

  • leadership
  • goals
  • decision-making
  • communication
  • relationships

Summary and review

Verbal presentation with key points on PowerPoint

Activity

Discussion

Assessment case study

Laptop and overhead projector

Session handouts

Butcher's paper and markers

Assessment sheet

Evaluation sheet

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.

Case example

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.
The team agrees that these needs must be addressed or the group will come away with a poor view of your organisation.
Last modified: Tuesday, 10 September 2013, 3:39 PM