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Organize your thoughts and how information should be presented. Each item in your presentation's outline should support your main goal.
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[MUSIC]
0:00
You've done all of your prep work and
thought about the audience, location and
0:04
purpose.
0:09
Now, let's talk about some strategies
to organize your thoughts and
0:10
begin to create an outline for
your content.
0:13
As an example, let's say that I'm
the manager of a busy call center.
0:17
And I've been asked to present
the results of the quarterly customer
0:21
satisfaction survey at the next
executive team meeting.
0:23
The executives would also like me
to recommend a plan of action for
0:27
the next quarter based
on the survey results.
0:31
In this scenario, let's assume
that customer satisfaction in my
0:34
call center has dropped 25%
since the previous quarter.
0:38
At the same time,
we've also released several new products
0:42
resulting in many more
calls to the call center.
0:45
Our current phone system is not up to par
for handling the increased call load and
0:48
customers are experiencing
a longer wait time.
0:52
I believe the longer wait time is why
satisfaction has dropped so much.
0:56
I've been looking into other
call center solutions and
1:00
I'd like to recommend going
with a different vendor.
1:03
Now let's answer the questions
I talked about previously
1:06
to help guide what my
presentation will look like.
1:09
What type of information am I delivering?
1:12
I'm delivering the results of a customer
satisfaction survey to executives at
1:15
my company.
1:19
What do I want to happen as
a result of this presentation?
1:21
I want to create a strong case for
1:24
getting the budge to upgrade
our current phone system.
1:25
[SOUND] How formal is the presentation?
1:28
It is fairly formal since it's
being delivered to executives.
1:31
But it should be brief an to the point
due to there limited time availability.
1:35
Next lets answer the questions about
my audience, the executive team.
1:39
What energizes them?
1:44
What kind of information
do they like to hear about?
1:45
They're passionate about
customer satisfaction and
1:48
making data driven decisions.
1:51
What decisions do they make?
1:54
They make big financial decisions and
set the budget for new initiatives.
1:56
What challenges do they face?
2:01
They need to choose the right tools to
invest in based on a limited budget.
2:03
Okay, based on those answers I know that
my presentation should incorporate data
2:08
about customer satisfaction.
2:12
As well as information on efficient
spending to drive my case for
2:14
investing in a new phone system.
2:18
I need to make a strong case that
an upgraded phone system will be a wise
2:21
investment.
2:24
As it will increase customer
satisfaction quickly.
2:25
Let's take a look at the outline I've
put together based on that information.
2:29
Each item in my outline
should support my main goal,
2:33
which I put at the top of the list.
2:36
After that, I've added a bullet for
an opening.
2:38
I'll talk more about what content to
actually put in the opening later on.
2:41
For now just know that it's best
practice to open your presentations by
2:45
letting your audience know why they
are there and what you plan to cover.
2:49
The next several bullets are the high
points I want to hit when I'm putting my
2:53
content together.
2:56
Don't worry now about whether
each of these items represents
2:57
one slide or several.
3:00
We'll work that out soon enough.
3:02
Since my goal is to use data to
drive a decision, I've ordered my
3:05
outline in a way that gradually
builds a case for my desired result.
3:09
First, I'll talk about
the current state of things
3:13
by presenting the customer
satisfaction data.
3:16
I'll pull a few questions and
3:19
comments from the survey that
highlights specifically that
3:20
customers have identified long wait
times and are dissatisfied as a result.
3:22
Next, I'll explain what the state
of our current phone system is and
3:28
what it was originally designed to do.
3:32
Then, I'll really start to drive home
my point by showing how a new system
3:35
could reduce wait times and
increase customer satisfaction.
3:39
I'll wrap up my main content
with a specific proposal.
3:43
I'll cover what I'm asking for,
how long the solution may take and
3:47
any other considerations such as,
system down time while we upgrade.
3:51
As I add bullets,
I'll think about the data and
3:55
numbers, that I know my
audience will want to see.
3:58
Such as wait time,
4:01
customer satisfaction increases,
dollar amounts, you get the idea.
4:02
[SOUND] You'll see the last bullet is
reserved for questions and answers.
4:05
Always bake in some extra time at the end
of your presentation for discussion.
4:10
Depending on your audience and the type of
presentation you're giving, you may want
4:15
to reserve anywhere from 25 to 50 percent
of your allotted time for Q and A.
4:20
When you're making an outline you may
start with a brain dump of ideas that you
4:24
want to convey.
4:29
You'll just start jotting them down or
entering them in to a document.
4:30
As you get more and more clear,
you will start to re-order things and
4:34
you may even remove some items.
4:38
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