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5. What is symbolized by touching the glasses together after a toast (a) Shared experience (b) New beginnings (c) Agreement among the listeners (d) Joy for the honoree
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Shawn McKinsey and his team took their places at the front of the conference room. Ninety-seven people listened attentively as Shawn welcomed the audience and introduced his team. One by one, all eight of his colleagues presented the results of their research into the viability of a $7 million business initiative. Asking the company to spend $7 million is a daunting task, but when the top fty executives from your company are watching to see how well you handle the challenge of researching and presenting your case, the stakes go way up. This scenario is real. Many companies invite teams of their high-potential managers to come together to receive training and research skills. These teams then act as internal consultants who investigate a business opportunity within the company. The process culminates with a persuasive presentation for the key stakeholders. It truly is a win/win situation. The company wins when it gets free consulting. The managers win when they get to be seen and heard by the top executives of their corporation. Organizations invest thousands of dollars in improving their employees presentation techniques. Everyone from sales representatives to project managers and from executives to their assistants must communicate with other people. These
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companies know they are investing in their future. Successful presentations can result in millions of dollars in sales and thousands of dollars worth of goodwill. The cost of poor communication is hard to measure, because we don t know what might have been.
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Group presentations are often used for work group or project team reports, major sales meetings, and panels. Teams of speakers may be chosen to showcase the knowledge of certain people, introduce key members of the hierarchy, or just to add variety in a long presentation. Sometimes organizations have politically oriented reasons for choosing a team format. Perhaps key members of a work team are poor speakers, a high-level executive may be especially nervous, or an audience member might have a connection with several people on the team. The key is to know your audience and its expectations. Once you ve determined those things, match your team s skills, abilities, and needs to them. Most of the basic rules that apply to a single speaker apply to group presentations. Here are some additional tips for preparing and presenting in situations involving more than one speaker.
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Will you be working with a group over a long period of time If group members have a history of getting too rowdy, try instituting a code of conduct. To get compliance, include all members in creating the rules.
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Preparing for a Group Presentation
Preparing to speak as a team is just a little more dif cult than preparing to present alone. Consider the following factors when putting together a team production: Practice together. Practice your presentation together as a group as well as individually. Time spent together is essential for your team to check for
CHAPTER 18 Presenting as a Team
consistent tone, terms, and styles among all members. Practice making the transitions from speaker to speaker until they are seamless. Your words, as well as your physical movements, should appear smooth, natural, and professional. For a twenty-minute corporate presentation like Shawn s, the team rehearsed together for a total of about ten hours. Individually, each team member invested another ten hours in practice time.
Speaking of . . . Questions to Help Your Team Prepare
Who needs what information How often will we communicate How will we communicate By e-mail Phone Web meeting software How can we con rm that we understand each other When should we call a special meeting Do we have a checklist Do we have de ned tasks Is the schedule clear How will we handle last-minute changes
Manage your time. Team presentations take more time and practice than individual speeches. They require more initial coordination with clear assignments to avoid lost time due to confusion of roles or purpose. Arrive for meetings on time, use e-mail and Web meetings to keep everyone upto-date, and don t procrastinate. Begin immediately. For high-stakes team presentations, create a communication plan, a simple form to document communication responsibilities and schedules. Allow for just a little more time than you think you ll need. Have a backup. Things will go wrong. If you prepare well enough, no one will know when the pieces don t come together as planned. Have a person prepared to stand in for each speaker, just in case. The backup has to be comfortable with not only the words but also the appropriate style to get the message across.
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