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QUIZ
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1. When preparing for a group presentation, what should the team avoid doing (a) Practicing each other s material (b) Practicing together (c) Expecting individual speakers to prepare their own slides (d) Dressing alike 2. Slides used by the group should: (a) Use a common template (b) Use a consistent tone and message (c) Be about equal in number from speaker to speaker (d) All of the above 3. An investment group chose three construction companies as nalists to bid on the contract to build a shopping center. The investors invited representatives from all three companies to meet at a conference center to present their proposals. You re the project manager for CSL Contractors, a nalist in the bid process. Which is the best way to start your preparation (a) Start practicing your most important points right away. (b) Choose what you will wear. (c) Determine who will be in the audience, and choose your team members. (d) Visit the conference center to determine your main points. 4. Continuing the scenario in question 3, when you arrive at the conference center on the day of your presentation, what should you do (a) Meet the technical support person. (b) Check the room setup. (c) Con rm that everyone is dressed in a similar style. (d) All of the above
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CHAPTER 18 Presenting as a Team
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5. What does a communication plan not include (a) Your slides (b) The medium you ll use to communicate with the team (c) How often you ll communicate (d) The people with whom you ll speak
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It was Monday morning, and I was doing a program on presentation skills for a group of fty managers. I arrived an hour early and began to set up. When the projector was connected, the client s laptop couldn t read some of my slides. No problem. I attached my own laptop to the projector. The projector wouldn t recognize my laptop. No problem. I reattached the client s computer while I began to remove the slides that wouldn t work with their system. With ten minutes until my start time, Burt, the tech support manager, arrived and began to adjust the projector. When he got everything connected, the slides came up on the screen upside down. No problem. With only a few minutes left until showtime, I knew I needed to focus on how I would proceed. I let the technical team deal with the computer while I left the room and created a new introduction. I decided how I could make the whole situation an example of how easily things can go wrong. After all, I was teaching a presentation skills course, and the class needed to know about these things. With only two minutes until showtime, Burt managed to get the slides upright, and I went back to my original plan. No problem!
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No matter how prepared you are, well, stuff happens. If you apply good project risk management to your presentation, you can head off most big challenges. Previous chapters have addressed ideas to avoid problems, so some of these suggestions have already been addressed, and some of the ideas are new. Occasionally, situations are simply disasters, but most of the time, if you ve done your homework, you can pull off your presentation with style. Let s look at risks you can avoid, risks you can plan for, and then emergencies and situations that spell disaster.
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Speaking of . . . Great Quotes
Experience is a cruel teacher. She gives you the exam rst and the lesson afterwards.
UNKNOWN
Risks You Can Avoid
These disasters can be avoided if you prepare for them ahead of time. Consider these suggestions every time you re conducting a presentation.
THE AUDIENCE DOESN T UNDERSTAND OR ALREADY KNOWS YOUR MATERIAL
Your due diligence in conducting an audience analysis will eliminate or reduce the chances of having to deal with an audience that isn t on the same wavelength. If you sense that the group isn t responding to you as you expected, stop and ask a few questions. Adjust your material or style on the spot, based on audience members responses. If they don t have enough background, you ll need to explain your material starting from a broad understanding and moving to a narrower focus. Don t get more speci c than you must to cover your topic. If the group already knows some of your material, verbally acknowledge that by saying something like, As many of you may be aware . . . Then make sure to add a brief explanation for those who have no background. This honors those who had previous knowledge as well as those who did not.
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