1. Chapter Sixteen Small Group, Business, and Professional Presentations

2. Chapter Sixteen Table of Contents zCommunicating in Groups zMaking Decisions in Groups zMaking Presentations in Groups zBusiness and Professional Presentations zDelivering the Presentation*

3. Chapter Sixteen zPresentational speaking yReports delivered by individuals or groups within the business or professional setting*

4. Communicating In Groups zClear communication is vital to working cooperatively in groups zThe quality of a group’s product is often determined by the competence that each person brings to a task*

5. Communicating In Groups: Effective Group Participants zBeing an effective group participant requires keeping sight of the group’s goals and avoiding behavior that detracts from them*

6. Communicating In Groups: Effective Group Participants zEyes on the prize yAs a group member, your overriding responsibility is to help achieve the group’s goals zFight the good fight yThe best decisions are usually those that emerge from productive conflict yProductive conflict helps clarify ideas, present counter-examples, and consider worst case scenarios*

7. Communicating In Groups: Effective Group Participants zProductive conflict is issue-based rather than personal-based zPersonal-based conflict yConflict in which group members argue about each other rather than with each other zIssues-based conflict yProductive conflict in which group members critically debate issues on their merits*

8. Communicating In Groups: Effective Group Participants zAvoid groupthink yGroupthink is the tendency to accept information and ideas without critical analysis; results from strong feelings of loyalty and unity within a group zAvoid groupthink by engaging in productive conflict*

9. Communicating In Groups: Effective Group Participants zAdopt constructive group roles zTask roles yGroup member’s roles related directly to the accomplishment of the objectives and mission of the group zInterpersonal roles yGroup member’s “relational” roles that facilitate group interaction*

10. Communicating In Groups: Effective Group Participants zAvoid assuming close up “counter productive” roles zCounterproductive roles yNegative interpersonal roles which focus solely on individual needs, which are usually irrelevant to the task*

11. Communicating In Groups: Leading a Group zCapable leadership is critical to the success of any group zOne of the primary responsibilities of the leader is to set goals and ensure that they have been met*

12. Communicating In Groups: Leading a Group zSet goals zEach member of a group should be able to answer these questions: yFor what purpose does the group exist? yDo all group members understand and accept the goals? yHow close is the group to achieving this purpose? yHow well are the activities or functions of the group aligned with these goals?*

13. Communicating In Groups: Leading a Group zSet goals by using the following steps yIdentify the problem yMap out a strategy ySet a performance goal yIdentify the resources necessary to achieve the goal yRecognize contingencies that may arise yObtain feedback*

14. Communicating In Groups: Leading a Group zEncourage active participation zGroup members may not want to participate for the following reasons: yApprehension yLack of self-esteem yDominance yStatus differences*

15. Communicating In Groups: Leading a Group zLeaders can make use of several techniques to encourage participation yDirectly ask members to contribute yRedirect the discussion ySet a positive tone*

16. Making Decisions In Groups zEffective groups engage in a deliberate process resulting in decisions that all participants understand and to which they are committed*

17. Making Decisions In Groups zGroup decision-making is best accomplished through a six-step process based on the work of John Dewey yIdentifying the problem yConducting research and analysis yEstablishing guidelines and criteria yGenerating solutions ySelecting the best solution yEvaluating the chosen solution*

18. Making Decisions In Groups: Identifying the Problem zThis step involves gaining a thorough understanding of the issue at hand zEach participant should share his or her perception of the problem with the group and briefly state what he or she thinks it is all about*

19. Making Decisions In Groups: Research and Analysis zThe group may need to research an issue for several reasons: yTo close gaps in information necessary to analyze the problem properly yTo clarify or resolve two or more inconsistent views or positions expressed by participants yTo investigate past solutions to similar problems*

20. Making Decisions In Groups: Guidelines and Criteria zGroup participants should establish criteria by which any solution they propose will be judged zEstablishing guidelines and criteria is an interactive process that should end in consensus*

21. Making Decisions In Groups: Generating Solutions zThis step involves a brainstorming session in which every member contributes as many desirable solutions as they possibly can zNo debate and discussion of the merits of the proposal should occur during this stage of the decision-making process*

22. Making Decisions In Groups: Selecting the Best Solution zOnce potential solutions have been generated, the group can begin to weigh the relative merits of each against the criteria agreed on earlier zSelect the solution that best meets the criteria set forth*

23. Making Decisions In Groups: Evaluating the Solution zThe final step involves evaluating the group’s solution zPart of evaluating the solution involves re- evaluating the criteria and guidelines against which the solution was measured*

24. Presentations in Groups zGroup presentations are similar to presentations done individually zIn a group presentation, some or all of the members divide the tasks that would ordinarily be done by one person*

25. Presentations in Groups: Assigning Tasks zTogether with the group leader, members must decide who will do which tasks*

26. Presentations in Groups: The Moderator’s Role zSymposiums and panels require the presence of a moderator, who ensures everyone knows their speaking responsibilities. zSymposium yA formal meeting at which several speakers deliver short speeches on related topics zPanel yA group of persons who discuss a topic in the presence of an audience*

27. Presentations in Groups: Consistency of Delivery zInconsistencies between the presenters’ delivery styles spell failure for group presentations zFocus on the purpose and nature of the presentation while isolating the proper delivery style*

28. Professional Presentations zBeyond the panel and symposium, there are many other forums in which groups deliver their findings*

29. Professional Presentations: Public vs. Presentational zThere are clear differences between a speech given to the public, and a presentation delivered in a professional setting yThe audience for a presentation can be as small as three people yPresentational speaking is less formal than public speaking*

30. Professional Presentations: Public vs. Presentational zFurther differences between presentational and public speaking yTopic selection yAudience composition yAudience participation ySpeaker expertise*

31. Types of Presentations zThere are five common types of business and professional presentations: ySales presentations yTechnical reports yProgress reports yStaff reports yInvestigative reports*

32. Types of Presentations zSales presentations yA presentation that attempts to lead a potential buyer to purchase a service or product zTechnical report yA report that gives detailed information about a procedure or device*

33. Types of Presentations zStaff reports yA report that informs managers and other employees of new developments that affect them and their work zProgress reports yA report that updates clients or principals on developments in an ongoing project*

34. Types of Presentations zInvestigative reports yA report of a study of a problem that includes recommendations, usually conducted by an outside agent*

35. Delivering the Presentation zThe range of delivery styles may be broader for presentations than for speeches*

36. Delivering the Presentation zInformational style of delivery yA delivery style that is precise, disciplined, focused, clear, logical, and well organized zInstructional style of delivery yA delivery style that is stimulating, engaging, consequential, decisive, and action oriented*

37. Delivering the Presentation zRelational style of delivery yA delivery style that is open, candid, honest, believable, and trustworthy zTransformational style of delivery yA delivery style that is emphatic, powerful, insightful, expansive, and visionary*