EFFECTIVE ORAL BRIEFINGS AND PRESENTATIONS TO SENIOR OFFICIALS (G006)

Complete List > Oral Briefings

FOR INDIVIDUALS OR SMALL TEAMS – AT YOUR CONVENIENCE!

This course is not regularly scheduled but available to individual participants on a one-on-one basis or to small teams (up to four people) at any convenient time.  This means:

• increased ability to determine your needs and interests;

• flexibility and in-depth coverage of topics according to need;

• a high level of interaction with the instructor;

• extensive taped practice briefings and presentations;

• immediate, comprehensive feedback.

Prior to the course you’ll be asked to complete and return a questionnaire designed to inform us of your requirements, particular challenges and/or items on which you want to focus. Using this information we adjust the basic course agenda below to take account of your needs, whether in a one-on-one session or for a small team. 

WHY SHOULD YOU ATTEND?

Oral briefings and presentations have never been more important

Time is a precious resource for ministers, senior managers and decision makers faced with multiple issues and events competing for their attention. And the issues are ever more complex and multi-layered, often involving an expanding range of interests and stakeholders, while playing out in a communications universe that shrinks response times as it simultaneously drives media competition for the latest story. The oral transmission of information, analysis and policy/action recommendations and their rationale through briefings and presentations has never been more important in the operation of government.

Your effectiveness depends on how well you plan, prepare and deliver

The effectiveness of any public servant responsible for preparing and/or delivering briefings or presentations to meet the needs of ministers and executives or the requirements of committees, public hearings and consultations, is dependent upon two sets of competencies: preparation and planning; and delivery.

Developing your competencies pays off

Preparation and planning include:

• defining issues and key messages,
• identifying and understanding audience needs;
• structuring the briefing or presentation;
• focusing on clarity, simplicity and brevity;
• identifying likely questions and responses;
• determining and taking account of the physical setting and its impact upon delivery.

Delivery is concerned with:

• voice level, speaking style and adaptation to the audience;
• posture and body language;
• use of visual aids;
• keeping on message and ensuring key messages are transmitted;
• dealing with distractions, interruptions and questions;
• practising and rehearsing.

Developing these competencies and associated skills and techniques will enable you to develop and deliver any briefing or presentation with confidence.

WHAT WILL YOU LEARN?

• The common factors responsible for ineffective briefings and presentations
• How to apply audience analysis – perspectives, needs and priorities – as a key determinant of briefing or presentation content, structure and delivery style
• How to identify and craft key messages to be transmitted
• How to identify and develop a clear position on issues that will or are likely to arise and identify and prepare for traps, e.g., what not to say, what to say
• How to transmit technical concepts, information and data at a level appropriate to the audience and event concerned
• How to comfortably deliver different types of presentations for different audiences or events
• How to apply delivery techniques and use speaking notes and visual aids
• How to use verbal and non-verbal techniques for effective communication
• The strategic importance of and techniques for "staying on message" and focusing on outcomes
• How to deal effectively with questions – including unexpected questions – from an audience
• How to apply techniques for dealing with a hostile audience; and for maintaining calm, composure, confidence and situational control
• How to deliver diverse types of briefings and presentations with confidence
• How to undertake a structured review of a briefing or presentation to identify lessons learned
  

WHAT WILL YOU TAKE AWAY?

• A workbook, references, video tape of briefing/presentation, handouts and tip sheets.

FEDERAL GOVERNMENT COMPETENCIES

• Thinking Things Through: Innovating through analysis and ideas
• Engagement: Working effectively with people, organizations and partners
• http://www.tbs-sct.gc.ca/tal/kcl/ekl-eng.asp

***NOTE: THIS AGENDA IS DESIGNED TO OUTLINE BASIC COVERAGE OF THE SUBJECT MATTER AND IS ADJUSTED AND CUSTOMIZED FOR THE SPECIFIC NEEDS OF INDIVIDUAL PARTICIPANTS AND SMALL TEAMS.

Agenda
8:45 - 9:00	Introductions and Workshop Overview
9:00 - 10:15	Planning and Developing Briefings and Presentations A strategic approach to briefings and presentations; differences between written and oral communication; audience analysis “who am I talking to” and “what’s in it for me;” setting results and the different types of briefings and presentations; determining and crafting key messages and the “residual message” – the main point or points your listener or an audience should take away from the briefing or the presentation; structuring the briefing and/or presentation; determining content – what and how much.
10:15 - 10:30	Break
10:30 - 12:30	Individual (Homework-Based) Presentations, Structured Peer Review, Discussion and Instructor Feedback
12:30 - 13:15	Lunch
13:15 - 14:30	Delivery, Use of Language and the "Snapshot" Presentation (Oral Executive Summary) Techniques for remembering material; using speaking notes; choosing your words and using your voice; simple and proven techniques for overcoming nervousness;  dealing with questions; a system for staying “on the message”; using plain language; being conversational; developing and using the “Snapshot”.
14:30 - 14:45	Break
14:45 - 16:15	Individual Presentations, Structured Peer Review, Discussion and Instructor Feedback
16:15 - 16:30	Wrap-up and Workshop Evaluation Participants will complete a short evaluation