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Disasters Will Happen- Are You Ready?

As a fund manager, one of your major responsibilities is to handle retirement funds for your corporate clients. Recently the government has introduced a new scheme which allows the employees to switch their own part of contribution to the retirement fund to their own choice of service providers.

The new scheme will create flexibility in choosing retirement fund service providers and thus will also create opportunities for your company.

Because of this new scheme , the sales and marketing department has invited you to provide training sessions to frontline managers about the new scheme, its impact, and business opportunities to your company. In the email invitation, you are invited to provide two training sessions to 60 frontline managers. The two training sessions are three-hour sessions, one in the morning and one in the afternoon. The training sessions will be done on a week-end in one of the companys conference rooms. You gladly accepted the invitations to speak in these two sessions. As an experienced presenter, youve analyzed the audience, prepared your content, and even calculated the number of PowerPoint slides you can go over in a three-hour talk. You have also included enough discussion topics and activities for 30 audience members in each session. You will use the same presentation materials in each session. You are confident that the presentation will go well and will be well received by the audience.

On the day of your presentation, you double-check your materials to ensure everything is ready. When you check to confirm the time and venue of the training sessions from the invitation email, you suddenly realize the following sentence:

Upon completion of 6 hours training, frontline managers will have a clearer understanding of the new government guidelines in employee MPF selection and its business potentials to our company.

You immediately reread all the email exchanges between you and the sales and marketing department. You realize you are going to present to the same group of frontline managers in two 3-hour sessions, not in one 3-hour session to different groups of managers. Your original plan in making the same presentation twice to the two groups does not work in this case. Rather, you have to fill two 3-hour sessions with materials prepared for only one 3-hour session. Your audience in the presentation will be 60 rather than 30 managers. You have one hour before your presentation begins.

(Adapted from Business Communication Today (2014): Bovee C. and Thill J.)

QUESTIONS

1a. What would you do during this one hour? (2 marks)

1b. Explain how you could use the materials prepared for three hours to fill six hours? (5 marks)

1c. What can you add to your presentation? Explain your answer. ( 5 marks)

2. Should you tell your audience that you have prepared for only one session instead of two sessions? Explain your answer. (5 marks)

3. Will the size of the audience affect your presentation? Give reasons for your answer. (5 marks)

4. Describe Five techniques that you can use to overcome anxiety when making presentations. (10 marks)

5. The bulk of your presentation is devoted to a discussion of the main supporting points from your outline. Outline Five strategies that you can use to keep your audience attentive and interested in your message. (5 marks)