Planning and conducting a presentation with a co-presenter
Abstract
Preparation and responsiveness are keys to effective presentations. This practice describes how to make effective presentations with a co-presenter, and provides twenty tasks and responsibilities that will help a presenter achieve the desired results. Reprinted from a 1999 Project TASC Consultants seminar.Issue
Facilitating effective presentations to groups of adults takes thoughtfulness, know-how and sometimes collaboration.Action
Effective practices for facilitating sessions include adequate preparation as well as the following:
1. Work as a team.
Get to know your co-presenter and talk through the session, making sure that each one understands the approach methodology and who is going to do what!
2. Create and maintain an environment that encourages learning and that respects the participants as being intelligent adults.
Once created, the learning environment can be maintained by involvement and interaction. The open and safe learning environment has to flow — it can't go too fast that you lose them, and it can't go so slowly that the participants go to sleep.
3. Appear interested, involved and prepared for your session.
Enthusiasm for what you are doing and being prepared will help the participants gain the knowledge that you are trying to impart.
4. Keep the session alive and flowing.
Remember that after lunch participants are full and may get a little sleepy if you do not keep them engaged. Interaction is the key ingredient for most successful afternoon sessions.
5. Demonstrate your knowledge and competence (but don't be a know-it-all). You were selected to be a presenter for your session because of your strong knowledge of the subject(s) and/or your skills for leading a group or facilitating a session. Practice in front of a supportive person or the mirror.
6. Develop an agenda and display it.
Use a flip chart, overhead projector or Power Point presentation. Major areas of focus should be included in the agenda. It is not recommended that you include a time allotment for each major area -- discussions may go longer than anticipated, and you may have to make some shifts. Presenters should have a timed agenda.
7. Review workshop goal and objectives.
It is very important for the participants to know the session focus and areas of consideration. Clarity regarding goals and objectives is crucial to every session.
8. Maintain continuity and manage the time.
Although the presenter has a timed agenda, sometimes very rich discussions take place and no one wants to end them. The two presenters are the only two who understand the full range of material to be covered, and the top three points for that session. Timing is very important and sometimes quick decisions have to be made to move on or delete a segment.
9. Make smooth transitions from one topic to another.
Try not to end one topic abruptly and then begin another. Use the co-presenter as a summarizer before he/she begins the next segment. Segue from one topic to another using a bridge. Bridges re-emphasize and summarize points previously stated and help make the transition into new points. Effective use of bridges is key to any session.
10. Remember the breaks.
Breaks have been built in for the convenience of the participants. Please review your material to make sure that it is timed at a good stopping point for the breaks.
11. Allow participants to ask questions.
Respond to questions related to the current topic and inform participants that unrelated questions will be covered in an upcoming section. Make sure that you cover all questions before the session is over.
12. Respect the fact that there may be experts in the room other than the presenters.
Seek out experienced persons on the topic and encourage them to share their experiences where appropriate. The presenter may reinforce the point or summarize for emphasis if needed. Participants learn best from each other (peer-to-peer exchange).
13. Monitor individual participation.
It is important not to let one person monopolize the discussions. It is a matter of judgment and timing to know when to draw others out, and how not to offend someone who is talking too much.
14. Stay involved in the session.
Even when the participants may be working in small groups, the role and responsibility of both presenters is to stay involved with the session by walking to different groups, listening to their discussions, guiding them if needed or as requested, and being fully supportive of their efforts. It is not the time to go call the office or check your voice mail.
15. Apply Adult Learning Techniques.
Remember that adults learn best when they can relate to and apply the knowledge to their lives or work environments. Long lectures are best left for formal addresses or sermons. Use related exercises, small group sessions, brainstorming sessions, role-playing, panel discussions, and icebreakers/energizers to spice up your session.
16. Visuals.
Many adult learners are visual; therefore having visual presentations helps relay the information in a memorable and well-organized way. Additionally, the visual presentation may be used as a guide or an outline for the presenter to follow throughout the session. Colorful overhead transparencies and/or PowerPoint presentations are extremely effective.
17. Process Information.
After each activity or exercise it is extremely important to capture the key concepts. This activity may either help strengthen or weaken your session. Major tasks that the presenters need to consider:
- Encourage participants to relate a key point
- Paraphrase if necessary and capture on flip chart or clear transparency
- Make sure to correct wrong information (in a diplomatic way), and include any missing points
- Ask questions to lead or draw out responses from participants
18. Summarize.
Make sure that you summarize key points at the end of the session. Relate the objectives to the key points in your summary, and make certain your participants feel comfortable that you have covered the key elements of the session.
19. Action Planning.
Each session should conclude with a request for the participants to develop an action plan for how they will implement new systems, approaches, or attitudes gained from the information shared during the session. What are their next steps?
20. Evaluation.
Each participant should receive and complete their session evaluation after the action planning sheets have been completed. Presenters should distribute and collect evaluations before the end of the session.Have fun and enjoy the process! Learning is enjoyable if you approach it from this perspective.
Citation
Reprinted from TASC Consultants. Financial and Program Management Accountability Seminar. January 11-13, 1999. ARCHIVE PART II. Presenter's Guide.Posted On
February 23, 2001For More Information