Group Professional Presentations

Not just for public speaking class or student centered college courses! 

• Imagine that you have completed your public speaking course & are now working your way through other courses on campus.  Perhaps you have a seminar on criminal justice, and you have assignment to present your report on Miranda rights to the other students in your class.  Or perhaps you are studying physiology in a large lecture course, but your instructor has divided the class into small, manageable groups, each of which will be called upon at some time during the semester to explain to the entire class the results of an experiment the group conducted. 

• Or imagine that you have graduated from college and entered the job force.  Perhaps you are part of a sales and marketing team for a company selling Web design services to businesses, and you are assigned a group to work with to make persuasive sales presentations to potential clients. 

• Maybe you’re a manager of a company, and you need to explain a change in policy to your employees.

• Whatever the situation, you will probably be working in groups a lot in your life, and you will probably have to give a professional presentation with groups. 
• Please understand:  Professional group presentations are a different animal than the group presentations you’ve likely encountered so far in your educational experience.  THESE ARE PROFESSIONAL PRESENTATIONS.  This means, all members of the group have specific objectives and purposes to fulfill, and each group member presents in a professional way. 

Throughout this article, you will reminisce (albeit not fondly) about the group presentations we’ve all witnessed in the past, what the difference is between a group presentation and a group professional presentation, and finally, how we can deliver a truly professional, effective, and first-rate professional presentation.  So get out your pen and paper.  You’re going to want to take notes.   

                 

The Group Presentation…dun, dun, dun…!  We all remember…

Ø    Ah, the group presentation – to many people, the mere mention sends them into deep despair. We all remember the “group project & presentation” they were involved in in high school and/or college where “so-and-so” didn’t pull their weight, and they had to do the work of three guys to make up for it. 

Ø    We all remember trying to get together with said group, and either nobody showed up to practices, or they showed up late.  UGH! 

Ø    We all remember that one person in our group who didn’t seem to “get” the vision of what the group wanted to accomplish, nor was he motivated to get that way. 

Ø    We all remember the “over-achiever” whom you wanted to strangle by the end of each meeting and practice. 

Ø    We all remember the guy who shifted the focus of your meetings and practices to replaying the details of the last major game, or the girl who just HAS to tell everyone about her date last night. 

Ø    We remember the presentation where there were actually students who had the audacity to fall asleep, text, check their email on their laptop, or just plain talk through your presentation.  How frustrating! 

Ø    We all remember feeling like we knew lots more than the presenters, and it was pretty obvious. 

Ø    We all remember those presentations where it was clear that the information was neatly divided into different sections with different people being in charge of each section.  AND THAT’S ALL THEY KNEW.  They gave you a “deer in the headlights” stare if you asked a question that wasn’t in their divided section. 

Ø    We all remember the group presentation where the presenters had 179 PowerPoint Slides and each person read from detailed note-cards like the “dry-eyes history teacher guy” from Ferris Bueller. 

Ø    We all remember waiting for endless hours for the visual & audio aids to actually work, because none of the presenters took the time to figure out how the darn things worked beforehand. 

Ø    We all remember the “30 minute presentation” that took 95 minutes. 

Ø    We all remember the presentation that started late because not all the members were there yet, the materials weren’t copied and ready yet, and the audio/visual materials weren’t cued up. 

Ø    We all remember the presentation where the presenters merely read from the book – yes, the very book we read and took notes on the week before. 

Ø    We all remember the presentation where there was only one person who actually knew what was going on – the rest of the presenters seemed to want to become part of the white board. 

Ø    We all remember the presentation where you remember thinking “this is such a waste of my time.” 

Ø    And we all remember the presentation where you mentally made a list of places you’d rather be, and “war-zone” actually appeared on that list. 

The Group Professional Presentation…The Reality! 

Ø    The reality is that those who can work well in groups have key skills that employers are seeking. 

Ø     Most professional presentations live and die by how well the people involved with them work together.  

Ø The better the groups work together and the better each group recognizes each member’s strengths, the better the presentation will be. 

ØIn the workplace, no trend is as significant as the professional group presentation.  A recent survey by Ipsos-Reid confirms that 91% of workers spend an average of five hours a week in meetings where professional group presentations occur, and 78% of workers are involved in the actual group presentation at some point.   

ØIn other words, you better get used to it.  And not just get used to it; you better learn to be good at it! 

           

Group Professional Presentations vs. a Lone Presentation

The group presentation gives you opportunities to do much more than a lone presenter can hope to do. Consider these benefits:

ØVariety:  Variety is built right into the presentation by virtue of having different people presenting. Different faces, paces, voices and styles can complement each other

ØContinuity:  One person can manage audio-visual aids (run the video clip, change the overheads) while one concentrates on talking, etc. 

ØExpertise:  Greater expertise is available, when groups use each member’s strengths effectively.  

ØTask management:  Issues such as timing, dealing with questions, agendas, visual aids, can be managed better. 

ØLeadership:  When audience involvement is part of the presentation, the group can mingle and provide leadership. Every group member can provide leadership. 

ØCreative Techniques:  Role plays and other creative techniques are more feasible, because there are simply more minds at work. 

ØThis is reality. Group presentations are very common as teams of experts (engineers, sales people, financial experts) all present different aspects.

So what’s the difference between a group presentation and a group professional presentation? 

ØProfessional presentations have presenters who are knowledgeable, organized, practiced, and prepared. 

ØProfessional presentations have presenters who have acquired information from a variety of reputable sources (i.e.:  not just from the college text). 

ØProfessional presentations have presenters who have effectively analyzed the audience, and have prepared information and activities that are effective at keeping their audience involved, engaged, and interested. 

ØProfessional presentations have presenters that continually gauge the audience to make sure audience is engaged, interested, and involved. 

ØProfessional presentations are one fluid presentation, not a series of different presentations spliced together. 

ØProfessional presentations have presenters who have taken the time to focus on their group dynamics, who’ve learned each other’s strengths & weaknesses, and who have learned how to work effectively together. 

ØProfessional presentations have presenters who are a team.    

ØProfessional presentations have a defined purpose, and always stay focused on the objectives. 

ØProfessional presentations have presenters who change the communication climate of the room they are presenting in to one that will work most effectively. 

ØProfessional presentations have presenters who dress professionally and similarly. 

ØProfessional presentations have presenters who are staged through every moment, not just “standing or sitting around.”  Each step a presenter makes has purpose. 

ØProfessional presentations have effective and professional audio/visual aids; presenters operate audio/visual aids effortlessly; and presenters have anticipated and worked out any potential problems with audio/visual aids beforehand. 

ØProfessional presentations have effective transitions between ideas, concepts, presenters, and activities. 

ØProfessional presentations have presenters who have taken the time to rehearse the presentation several times, and have anticipated and worked out any potential problems, questions, and discussions beforehand. 

ØProfessional presentations have presenters who are very aware of time limits, and stay within them. 

Your Group:  Building your lineup…

ØOne of the first things a group must do when faced with a presentation is to identify the strengths and weaknesses of each member in the presentation group.

ØIn some cases, groups can be chosen by their members, typically on the basis of friendship. In many situations however, people find themselves part of a group that has been assigned to them, often with people they hardly know, and often they are given objectives that they know very little about at the outset. 

Ø This is where group dynamics come in.  Group dynamics refers to how group members relate to one another and view the function or purpose of the group. 

ØIt is critical to the functioning of a small group that members interact with each other, and that the group is working toward the same goal or goals.  This is essential to assemble a great group. 

ØYou need to become a “team” of sorts to be successful.  Group members must function as a team—sharing workload, and all members need to contribute equally. 

ØThink of your group presentation as a jazz combo, with many skilled musicians who can play great solos. However, most of the time they are playing rhythm to support their colleagues. They are filling a role that makes the most of the team effort.

Ø For example:  Suppose you had to present a complete business plan, including marketing, finance and human resource issues to a group of your superiors.  It turns out you have three people who are strong in marketing, but none with major finance strengths. The person who has the most strength in finance must fill that gap. For this group presentation, that is the role they will be asked to play, even though they would fit more naturally in marketing.

In order for any group to work effectively: 

ØEach member must exchange info & ideas openly and honestly. 

ØEach member must contribute equally. 

ØGoals & objectives must be clear and understood by all group members. 

ØGroup members must interact constantly and effectively. 

ØGroup members must remain on task & focused. 

ØGroup members must focus on issues and objectives, not personalities. 

Your Group:  Matching Players with Positions

There are several factors to consider when deciding who will do what in the presentation:

ØStrengths and weaknesses of individual team members will suggest speaking order, and who will deal with which content

ØStyles and skills of your team are important to determine who should lead off, conclude or deliver each section.

ØThe audience itself is important; will they be technically-oriented, which suggests you better have a technical expert?

ØThe purpose of the presentation. If it is to persuade, your best salesperson should have a leading role. If it relies heavily on involvement, a freewheeling approach works well.

Ø Typically, we want the quick thinker to handle the questions, the detail person doing the technical comments and the dynamo for the opening and closing.

Ø When matching people with different parts of the project, take the time to realistically assess all these elements. Count on a couple of meetings to build the task list that will lead to your lineup.

           

Tackling the Task…

Ø Members of your group need to interact in a productive manner.  Doing so, however, can be very challenging, especially in situations calling for decision making in groups, and the overwhelming task of getting all group members together and on the same page.  To be effective, group members must meet certain responsibilities. 

ØAnalyze the assignment.  What is it that you are trying to accomplish?  What is “the boss” or “the instructor” looking for?  How can you best meet those expectations? 

ØDefine Purpose.  If the group’s purpose is unclear, it is critical for all group members to clarify and focus on whatever issue brought them together and what they wish to accomplish. 

ØIdentify goals and assignments.  Group members need to identify group goals and assignments for individual members, and they need to commit to completing both. 

ØDeal effectively with the less motivated group member.  If some members seem less willing than others to volunteer or do work for the group, the members with the greater work-ethic may be tempted to take over.  However, this is how effective group presentations can go wrong.  For this reason, it is important for all members to encourage one another to participate in all aspects of the work of the group.  If you observe some members who fail to participate or volunteer, ask questions of them and openly court their participation. 

ØDeal directly with intense conditions or time restraints.  Because small groups (especially those whose members have other responsibilities outside the group) may work under intense conditions or time constraints, the likelihood of interpersonal conflict or destructive arguments is great.  All members thus have a responsibility to maintain a positive atmosphere and avoid personal insults and attacks. 

ØStay focused on objectives.  As work within the group proceeds, members might stray from their objectives—especially in groups with poor or no established leadership.  All members have a responsibility to stay focused on the group goals.  Maintaining this focus requires diligence by all members as well as willingness to avoid distractions. 

•A five step process known as reflective thinking can help group members remain focused. 

Reflective Thinking:  Deal with these in sequence. 

ØStep One:  Defining the problem

ØStep Two:  Analyzing the problem

ØStep Three:  Establishing criteria for solving the problem

ØStep Four:  Generating potential solutions

ØStep Five:  Selecting the best solution

These steps eventually lead to a group decision with consensus grounded in consideration of all sides of the problem and review of all the best solutions.  A decision arrived at in that manner appears logical and is easily defensible if your group is to present your decision and solutions to a larger audience with differing opinions. 

Sometimes members of a group want to take these steps out of sequence—for example, beginning with the solution, and then working back through the steps.  This approach does not demonstrate reflective thinking and is likely to lead to trouble from the group.  If you begin by identifying the solution before you examine the problem, you may later find that the chosen solution does not address the problem at all. 

           

It’s One Presentation (don’t divide and conquer!) 

Ø(BAD!)  A very common error for those planning group presentations is to have each member run off to “research an area” and then have a quick meeting to glue the pieces together. Instead of a group presentation, you get a series of presentations equal to the number of presenters.

Ø(EFFECTIVE!)  A more effective strategy starts with thoughtful consideration in your meetings of what you hope to accomplish in the presentation. A good rule is to think of the three key things you want the audience to take away from the talk. These become the core theme and unifying elements within the presentation.  With this general framework, all research can be funneled in to key on those three items. The entire team gets a pretty good idea of what each part will discuss and duplication is virtually eliminated. Material that does not fit with the themes gets dropped.

           

Some Ways to Organize

There are many, many ways to organize, but here are some to get the wheels turning:

ØHere is a problem, here is why it is serious, here’s a solution.

ØHere’s how it was then, how it is now and the implications of these changes. (Can have several sections which use the same themes or do each one all at once.)

ØThree reasons to...

ØPast, present, future

ØFrom the general to the particular (deductive approach), or from the particular to the general (inductive reasoning).

ØThe good, the bad and the judgment; analyze pros, cons and a conclusion

           

Be A Team

ØAll group members should dress professionally and similarly.   Never wear your usual clothes for a group presentation. It is a special occasion and your attire should show that.  Like it or not, we are judged by our appearance.  Since this presentation will represent a professional group presentation, professional dress will be required.

Ø 

ØChurch dress vs. professional dress.  What is the difference between church dress and professional dress?  Church dress – women:  nice dresses can even be on the casual side.  Men.  Suits sometimes, but sometimes church dress can include khaki pants, casual shoes, and a white shirt & tie.  Now, here’s the low-down about professional dress:  According to Donald K. Burleson, a top professional training expert:

“First impressions count.  A professional who doesn’t take the time to maintain a professional appearance presents the image of not being able to perform adequately on the job. This professional dress code is codified because many professionals have never been taught appropriate professional appearance and demeanor.  Professional dress code standards are alive-and-well in major financial and executive management and anyone who aspires to top management knows that your personal appearance counts.” 

•The general, professional dress standards:  (according to Burleson Consulting, #1 trainers in the nation for professional consulting and training). 

Men: 

•No Body Art – don’t have to worry too much about this one here at BYUI.  Most major corporations prohibit tattoos, because they are considered “unprofessional, low-class and ignorant.”  (and I’m quoting Donald K Burleson here again!). 

•Suit – A suit means a SUIT, sport coats and slacks are not allowed. The suit must be dark blue, gray or charcoal, be “well tailored”, and have no loose threads, "pills" or "nurdles".

•Shirt - A crisp white shirt is always required. 

•Tie - Must be conservative, something a bank VP might wear.

•Shoes - High-quality black lace-up shoes are required, polished to a mirror-quality spit-shine.   

Women:

Suit & dressy blouse.  Yes, ladies a suit.  The suit must be dark blue, gray or charcoal.  (ladies, if you do not own a suit, then you must wear a conservative, professional dark blue, gray, or charcoal dress).   

Shoes – No open-toed shoes, and hose must be worn.   

Jewelry – No ostentatious jewelry, multiple ear rings on each ear, and multiple chain necklaces.  If you have a habit of playing with rings, etc, leave the jewelry at home.   

Cosmetics - Do not use the ski-slope approach to cosmetics (that's 3-inches of powder on top of a 6-inch base).   

Grooming - All hair must be neatly groomed, and out of your face. 

ØYour group will be judged by its weakest member.  Like it or not, that’s the reality.  There will be no individual grades in life, and there will be no individual grades for this presentation.  If one member is unprepared, if one member is not dressed professionally, etc, then the entire group suffers.  Make sure each team member is up to your standards! 

           

Transitions:  Transitions are essential for a group presentation. 

ØTransitions  are bridging elements that conclude one section and start another. Watch your local newscast for examples. The goal is to “tee up” the next speaker so we know who they are, what they will talk about and how it ties into what went before. Some helpful ideas:

Ø“That’s an overview of the history of this project. Now, we will turn to Maria for the current situation.”

Ø“Those are the main reasons cited in support of this concept. However, to view things from the other side, we will hear what opponents have to say. To present those viewpoints, I will turn things over to Alex.” 

Ø“With this overview of the internal issues surrounding this concept, we can now examine the external environment with Brian.”

The Practiced Presentation - Execution of the plan: 

ØThe more you practice, both mentally and physically, the more confident you will feel in the actual situation. It is important to use all the things you will actually use in the presentation. Run that video clip, use the overheads or slides, work with the microphone (if there is one) and do everything exactly as you hope it will go on the day.

ØUse the room you will actually present in (or one like it), with a couple of non-presenters on hand for feedback.  Videotaping is highly recommended. Team members who are not presenting should make notes of any problems, such as spelling errors in slides, clumsy transitions and moments of uncertainty.

ØPractice it just exactly like the real thing. Use those video clips, slides, etc. 

ØRecognize difference between spoken & written language. Recognize the difference between spoken and written language. Reading from notes is the most common criticism students make about others’ presentations. Unless you are highly skilled as a writer of speeches, your prose will be unsuited for a speech. Learn to work from the bullets on your slides (best) or very short notes.

ØTiming in rehearsal may not match what happens in presentation. Presenters report that the real thing proved to be either shorter or longer than anticipated.  To deal with this, know how to “accordion” your section. How can you make it go longer or shorter to fit the time available? This is especially important for later sections. You need to know what is essential and what is nice to have.

More:  The Practiced Presentation

Ø When the day of the presentation arrives, you will not regret one moment of preparation and rehearsal. Try to think of potential things that “could go wrong,” and then think of ways to effectively deal with them. 

ØIf you can access the room hours before you present, do so to check that all equipment is present and functional. You can solve many problems with hours to spare. Know where to find technical help. As you are getting set to present, make sure all systems have been checked. If you are using a data projector, test it and have a slide showing your title at least in the moments before your start. If using videotape, set up the machine so one click is all you need at the right moment.

Ø Identify where each person will stand, sit, and/or move during each presentation moment, so it is easy to move unobtrusively to and from centre stage. Ensure you will not stand in the light from the data projector.

Ø Have one person managing the visuals while another presents and ensure they are coordinated. (Where practice pays...)

Ø At the start of the presentation, introduce your team and topic. Even if the audience knows all the presenters, this is still important as a way of kicking off the presentation. An interesting variation is introducing your agenda and associating each person with a part of that agenda. (“Nancy will be discussing the benefits of this proposal.”)

Ø Tell them what you are going to tell them. Present a brief agenda to give an overview and context for the presentation. This also provides a logical transition to the first person.

Ø As your teammates present, give them the same attention you expect from the audience. It is rude to chat among yourselves or to show disinterest in your own presentation. Think of the message you are sending your audience as you observe others in your team presenting.

Ø Ensure that two people on the team are closely monitoring your time against expected length. It is important to end on time and allow opportunities for questions, while still getting all of your essential points out. Remember the accordion.

Ø For questions during and/or following the presentation, have all taking part in the same location. If the entire group will handle questions, all should be centre stage. If one is designated, he or she alone should be up front.

ØStart the presentation off strong.  According to research, the first minute of a presentation determines attention for the remainder of the presentation. 

Ø Enjoy the moment. This is the payoff for your hard work.

           

And even MORE tips…

Ø  Take the time to build the team. Recognize that a group presentation is a team presentation; take the time to build the team.

Ø  Use the tools!  Use such tools as formal meetings, contracts and plans to set out what the group hopes to accomplish.

Ø  Never “divide & conquer.”  Never have each person “do one section.” Everyone needs to be “up to speed” on all of the material. 

Ø  Recognize the difference between a group report (talk #1, talk #2, ... last speaker) and a group presentation (introduction, components, conclusion).

Ø  Rehearse. Videotape your entire show. Have a friend sit in and observe your trial run. Do a complete run-through of your entire presentation exactly as you would hope to do it.

Ø  Provide one another with candid feedback, particularly ways to improve.

Ø  Maintain an unwavering commitment to improve your communication and teamwork skills.

Ø  Use resources available to you. 

The Mechanics…Group Professional Presentations Should: 

Ø include an introduction to the group, and to the various parts of the presentation.

Ø critically analyze a defined issue.

Ø show evidence of background knowledge obtained from a range of sources.

Ø present well-balanced arguments.

Ø draw appropriate conclusions.

Ø have a coherent, organized structure.

Ø provide clarity of explanation (use of audio-visual aids is encouraged).

Ø include some presentation from each individual member of the group.

Ø Be a group presentation, not 4-5 individual presentations thrown together. 

Ø Include hand-outs & an agenda since you are dealing with complex issues. 

Ø Last no more than the time limits given by the instructor or boss. 

The Presentation Checklist. 

1.    Members have met several times to discuss, plan, and rehearse presentation. 

2.    Presentation’s purpose and objective have been clearly defined, and everyone understands the purpose & objectives. 

3.    All members are familiar with all aspects of the presentation. 

4.    Presentation has been timed during rehearsal and fits time requirements. 

5.    Presenters know when and what time presentation will be taking place. 

6.    Presenters have taken the time to get to know team members; have recognized and utilized strengths, and group members work well together. 

7.    Presentation has an effective introduction that grabs audience attention and introduces purpose and objectives. 

8.    Presentation has effective transitions from concept to concept, and from person to person. 

9.    Presentation is organized and effective. 

10.           Presentation has an effective conclusion (not just “well that’s our presentation…”UGH).  Give us something to ponder or do for example. 

11.           During the presentation each presenter has a specific task during every moment of the presentation (not just a bunch of people standing around). 

12.           During the presentation, each presenter knows where to stand and move to, what to say, and how to say it. 

13.           Presenters are dressed professionally (not just church ready—presenters are dressed professionally), & similarly. 

14.           Presentation has effective visual/audio aids, and presenters have worked out any potential problems with the room’s equipment etc.  before the presentation. 

15.           Presenters have considered room lay-out, and have adapted the room to fit their presentation needs.  For example, do you want your “students” to sit discussion style, traditional style, on the floor, in lines, etc.?.  Where are you going to set up everything, where are you going to have your activity take place, etc.? 

16.           Presentation includes every member of the group. 

17.           Presentation original video has been edited effectively, and portrays concepts effectively. 

18.           Other visual/audio clips, etc have been edited effectively, and portrays concepts effectively. 

19.           Presentation hand-out is visually pleasing, effective, and reinforces concepts in your presentation.  You have enough copies of hand-out for all class members. 

20.           During the presentation, you have reminded and encouraged students to take careful notes (after all, the concepts you teach are important, and need to be treated like any other class by taking good notes). 

21.           Presentation class activity is engaging, and effective. 

22.           Presenters are aware of class interest (is ALL the class interested, if not, how are you going to engage students? Think about these things). 

23.           Presenters provide opportunities for questions and discussion from class. 

24.           Presentation includes accurate information from quoted, credible sources. 

25.           Presentation may refer to the text, but doesn’t refer to it more than three times throughout presentation (your presentation is based on the concepts in the text, not the text material itself). 

26.           Presentation has aspects of WOW all the way throughout.  Do things to make your presentation MEMORABLE.