8 Points for Presentation Structure

by Peter Watts

Preparation is everything.

While we focus on our content, and sometimes fuss about our slides, it’s essential we never forget about the framework holding everything together.

• How will we introduce and conclude?
• How should we segment the content into logical bite-sized pieces?
• How do we pull together our fundamental arguments?
• How can we handle the questions at the end?

That’s why I’ve put together this page with links to the various Presenters’ Blog topics on the subject of presentation structure.

Behind each of the following links, you’ll find ideas and tips for successfully navigating the stages of successful presentations:

Introductions
The skills you need to find your feet during the crucial opening moments.

The Main Message
Identifying the key themes you want your audience to walk away with.

The Argument
Presentation protein is held in the sinews of your argument. Here’s how to make it compelling, relevant, and nutritious.

Divide and Conquer
Lessons from the actress Carrie Fisher as she controls content by dividing it into manageable stepping stones within her one-woman show.

Be Competitive, But Don’t Present Your Competition
The best competitive pitching structures follow the golden guideline: “Counter competitors, but avoid attacking them”.

Concluding Your Presentation
How to ensure your final words, are memorable words.

Handling the Questions At The End
Audience members ask questions for a whole variety of reasons. Step-by-step ideas for how to handle those different types of question.

Handling The Question That Mustn’t Be Answered
Occasionally we are asked a special type of question: The hostile question. What to do on the rare occasions when an audience member lobs a curve-ball.

If there are additional structural topics that you’d like to hear about, do let me know in the comments box.

Handling the question that mustn’t be answered

by Peter Watts

“Have you stopped beating your wife?“

Where do you go with a question like that? Only two equally damning answers appear open, but you would be cursed by a yes or condemned by a no.

Sometimes as presenters, questions are put to us such as the famous “have you stopped beating your wife” example, that are based on false prepositions. Whether intentional or innocent, they are unanswerable, and indeed, must not be answered. If you do, then you confirm the preposition, and the trap snaps shut around your ankles.

The first discipline when dealing with false propositions is to identify them. Pause before you answer questions. From a stage-craft perspective it makes your answer appear considered. From a thinking-time perspective it gives the opportunity to consider the question and check that it’s basis is factually correct.

Listen-before-you-leap. Expose questions that you shouldn’t answer. For example, watch a political interview to observe masters at work:

“How do you explain the failure of your administration’s economic policy?”

If the interviewee attempts to answer this question, they create a talking point around perceived economic failure. Therefore the legitimate route, is refute:

“I don’t agree with the proposition of your question. Amongst the many economic achievements we have produced are………”

The interviewee is now telling the audience what they, the interviewee, wants to say. They effectively answer their own made-up question. Is this fair? Absolutely. It’s not just fair, it’s essential.

Media Consultant Ann Wright, from Rough House Media, comments that the same techniques are equally important in both presentations, and during media interviews:

“Aim not to repeat the question as you refute the answer. If you reply with ‘I don’t accept that I have ever beaten my wife / I have never beaten my wife’ then this will re-enforce the question in the listeners mind. They could miss the fact that you are denying it.”

Like strategic chess-moves, false preposition questions are placed to trip us into check-mate. It’s fully justified to respond by pivoting back out of the trap.

Ann Wright of RoughHouse Media can be followed on Twitter at @roughhouse01

Presentation structure: Handling the questions at the end

by Peter Watts

The most valuable thing that you can know when asked a question is frequently not so much the answer, but why the person is asking the question in the first place:

 

Interest

Your presentation has provided just enough information to hook the audience’s attention and now they want to know more!

 

Gratitude

The audience enjoyed your presentation, and liked the way you put forward your ideas. They are now showing polite appreciation by putting a couple of final questions to you.

 

Security

The audience has been tempted by your message, and is looking for further reassurance before they move to the next stage with you.

 

Misunderstanding

Something you said in your presentation didn’t quite make sense or has been misunderstood. The audience is therefore giving you the opportunity to clarify.

 

Vested interest

Someone in the audience has a vested interest in discrediting your message. Their hostile questioning is their attempt to do so, while at the same time betraying their hostility both to you and to their colleagues.

 

When taking questions at the end of a presentation, it’s important to keep in mind two things:

 

There are several reasons why someone might be asking you a question. It’s important to understand that reason and then handle the question accordingly.

 

There is no rule that says you are the oracle-of-all-wisdom. It is 100% acceptable to say to someone, “That is a great question and I’ll need to check with a colleague to make sure I bring you the correct answer.”

 

Here is the basic process for handling questions:

 

Maintain open body language

It is easy for us to slip into a defensive body posture when being questioned. This sets the questioner up for confrontation even when the question itself is completely innocent. Make sure you do not fold your arms or place your hands on your hips while taking a question.

 

Listen carefully

While someone is putting a question to you, concentrate on listening to their every word. Remember that there may be any one of several motivations behind the question and unless you listen carefully, it will be difficult to identify exactly what information your interrogator is seeking.

 

Check your understanding

Repeat the question back, gently re-phrasing it a little, and ask the questioner to confirm that you have correctly understood them. If you yourself did not understand any part of the question then ask them to tell you a little more before you answer. You would be surprised at how often this exercise prevents some major misunderstandings.

 

Answer honestly

If you can answer the question, then go right ahead! If however you are unsure, then be upfront about this and say that you will need to check with a colleague.

Not only does this boost the audience’s perception of your integrity as a speaker, it also creates a valuable follow-up opportunity for after your presentation!