You may find that you are assigned to a team that must prepare and deliver an oral
Question:
You may find that you are assigned to a team that must prepare and deliver an oral presentation. This can happen in the classroom and on the job. If you have been part of any team before, you also know that such projects can be very frustrating-particularly when some team members don't carry their weight or when members cannot resolve conflict. On the other hand, team projects can be harmonious and productive when members establish ground rules and follow guidelines related to preparing, planning, collecting information for, organizing, rehearsing, and evaluating team projects. Here are steps to take to ensure that your team presentation is a success.
• Prepare to work together. Before you begin working on the presentation, you should (a) compare schedules of team members in order to set up the best meetings times, (b) plan to meet often, and (c) discuss how you will deal with team members who are not contributing to the project.
• Plan the presentation. You need to make a number of decisions in the beginning about the presentation. These include agreeing on (a) the specific purpose of the presentation: (b) who your audience is. (c) How long the presentation will be: (d) what types of visuals will be included, and (e) the basic structure and content of the presentation.
• Make assignments. Once you have a clear understanding of what your presentation will cover, give each team member a written assignment that details his or her responsibilities for researching content, producing visuals. Developing handouts. Building transitions between segments, and showing up for team meetings and rehearsals.
• Collect Information. To gather or generate information. Teams can brainstorm together. Conduct interviews, or search the Web for information. The team should decide on deadlines for collecting information and should discuss how to ensure the accuracy and currency of the information collected. Team members should exchange periodic progress reports on how their research is coming along.
• Organize and develop the presentation. Once all the research has been gathered, it is time for the team to start working on the presentation. Decide on the organization of the presentation, compose a draft of the presentation in writing, and prepare PowerPoint slides and other visual aids. The team should meet often to discuss and revise the presentation and to determine which team member will be responsible for delivering what parts of the presentation. Be sure each member builds a transition to the next presenter's topic and launches it smoothly. Strive for logical connections between segments.
• Edit, rehearse, and evaluate. Before you deliver the presentation, rehearse several times as a team. Make sure that transitions from speaker to speaker are smooth. For example, you might say, Now that I have discussed how to prepare for the meeting, Renee is going to discuss how to get the meeting started, Decide who will be responsible for advancing slides during the presentation. Practice fielding questions if you plan to have a question-and-answer session. Decide how you are going to dress so that you look professional and competent. Run a spell check and look over your PowerPoint slides to make sure that the design, format, and vocabulary are consistent.
• Deliver the presentation. On the day of the presentation, show up on time and inappropriate attire. Deliver your part of the presentation with professionalism and enthusiasm. Remember that your audience is judging the team on its performance, not the individuals. Do what you can to make your team shine!
Career Application. You have just been named to a team that is to produce an organizational five-year plan for your company. You know this assignment will end with an oral presentation to management and stockholders. Your first reaction is dismay. You have been on teams before in the classroom, and you know how frustrating they can be. But you decide that If you must take on this task, you want to make sure you know what you are doing and that you will contribute positively to this team effort.
Your Task
In small groups or with the entire class, discuss what traits and actions make effective and ineffective team members. How can one contribute positively to a team? How should teams deal with members who are not contributing or who have negative attitudes? What should team members do to ensure that the final presentation is professional, wellcoordinated, and effectiveExcellence in Business Communication
ISBN: 978-0136103769
9th edition
Authors: John V. Thill, Courtland L. Bovee