4. Work-team presentations

Work-team presentations require extensive planning, close coordination, and a measure of maturity and goodwill. Your major criterion for making assignments is the division of duties that will result in the most effective presentation. Individual assignments for a team presentation should be based on individual strengths and preferences. The team leader should be organized, knowledgeable about the topic, well liked and respected by the rest of the team. The leader must assume overall responsibility for the project. The overall presentation should have coherence and unity as though it were prepared by a single person. Thus, the group members should decide beforehand the most appropriate tone, format, and organization, style for visual aids, and manner of dress, method of handling questions, and similar factors that will help the presentation flow smoothly from topic to topic and from speaker to speaker. Video presentations are such which must be given many times (for example, an orientation program for new employees, a new product announcement to be sent to important customers, etc.).

5. Other business presentations

Occasionally you can participate in the types of presentations in which you act as a supporting player. Such situations include giving impromptu remarks, making introductions, and making or receiving special recognitions.

IMPROMPTU REMARKS – when you may unexpectedly be asked to come to the podium to “say a few words about” or “bring us to date on” some topic. During the course of a meeting or in conjunction with another person’s presentation you can often predict that you may be called on and you should prepare accordingly. You have no need to apologize. Keep to the topic, limiting your remarks to those areas in which you have some real expertise or insight, and speak for no more than a few minutes.

INTRODUCTIONS – when introducing someone, remember that the speaker of the presentation is the main event – not you, the host of the presentation. All of you remarks should be directed at welcoming the speaker and establishing his or her qualifications to speak on the topic being addressed. Avoid inserting your own opinions about the topic or speaking for too long, thereby cutting into the speaker’s time. After the presentation, return to the podium and extend your appreciation to the person once again with another handshake and some brief remarks about the importance and relevance of the speaker’s comments. Lead the question-and-answer session if one is planned.

SPECIAL RECOGNITIONS – when presenting an award or recognizing someone for special achievement. First provide some background about the award – its history and criteria for selection. Then discuss the awardee’s accomplishments, emphasizing those most relevant to the award. When accepting an honor, show genuine appreciation and graciously thank those responsible for the award. You may briefly thank people who helped you in your accomplishments.