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Share the stage. Not all members of a large group have to speak during the presentation. An ideal number is four to six presenters. Fewer than four speakers may not seem representative of a large group, and the transitions between more than six speakers can seem choppy. Other participants can be assigned to gather data, make the visual aids, or prepare the script and notes. Everyone representing the group should be available to answer questions. If you are a participant in a training class, ask the instructor if the group assignment means everyone is required to speak. If the audience expects to see you all present, then everyone should speak. In Shawn s case, the corporation expects to see everyone take the stage, so all nine people spoke in the twenty-minute time frame. As a rule of thumb, a twenty-minute presentation should be lled by no more than ve speakers unless there is a compelling reason to include more voices. Use slides with consistent fonts, templates, colors, and styles. When possible, one person should prepare visual aids for the entire team. Putting one person in charge ensures a consistent appearance and reduces any confusion about the nal version. That person can also ensure that the number of slides assigned to each person is relatively consistent. A team s coordinated presentation appearance supports the perception of teamwork. Know your environment. Check out the physical setup before the audience arrives. Prepare and practice with that setup in mind. If the room is rearranged when you get there, return it to the agreed-on style if possible. If you can t change the arrangement, hold a quick discussion among group members to determine any adjustments you must make. Make sure everyone understands the changes. Look like a team. Perception is important, so use consistent clothing to enhance your team image. Dress in a similar style and complementary colors. A combination of suits and jeans sends a mixed message to the audience. Dress to match the setting, the topic, and the expectations of the audience. In Shawn s case, his company orders matching golf shirts for each team member, and everyone wears black or khaki matching slacks.
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Presenting as a Group
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Just as preparing for a team presentation is slightly more complicated than preparing to speak alone, presenting as a team is also a bit more demanding. These ideas will help your team look and sound great:
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CHAPTER 18 Presenting as a Team
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Listen to each other. Pay special attention during the question-andanswer period. Don t step on each other s lines, which means don t begin speaking until other panel members have nished. If a question has been answered incompletely or needs to be clari ed, other panel members should feel free to add to the answer. Do so tactfully and without making the rst speaker or group feel embarrassed. Nonverbal communication counts. Remember that the whole panel is onstage before, during, and after the presentation. Give full attention to the speaker; don t look around the room, practice your speech, or talk with someone else on your panel. While one person from the group is speaking, all other members should keep their eyes on the presenter. Develop your own language. Agree on a signal that the group members can use to indicate that a speaker s time is up. The signal should be unrecognizable to the audience but clear to the group. Trust each other for cues on posture, eye contact, or other distracting behaviors. Share the Q&A time. When the formal part of the presentation ends, all members of the group should either sit or stand together to take questions. The last speaker should not be the only one left standing, since audience members are then tempted to direct all questions to that person. For each question, the team member to answer should be the one who has the best information and is most comfortable with the topic. Take back your power. At the end of the question-and-answer period, one person should be prepared to give a quick wrap-up, reviewing the most important points. Return the audience s focus to your message, not just the last question. For any group presentation, think team. Work together, support each other, and emphasize the best skills of each speaker.
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