418 18.1 Speaking for Special occaSionS and purpoSeS
• Use presentation aids effectively. You can use presentation aids not only to
clarify your purpose, but also to summarize key findings and recommenda-
tions. Visual aids can serve the important function of unifying your group
presentation. If your group is using PowerPoint visuals, consider having
each group member use the same template and font style to add to the coor-
dinated look and feel of your presentation.
• Choose someone to serve as coordinator or moderator. Groups need a balance
between structure and interaction. Without adequate structure, conversa-
tion can bounce from person to person and the presentation will lack a clear
focus. A moderator can help provide needed structure to a group presenta-
tion by introducing both the topic and the group members. A moderator can
also help to keep track of time and ensure that no one either dominates the
discussion or speaks too little.
• Be ready to answer questions. Communication, as we’ve emphasized, is
more than just giving people information; it also includes responding to
feedback and questions from listeners. Group presentations often include
a question-and-answer session (forum) following the presentation. Besides
being informed about your topic, you should have thoroughly read any
written report the group has distributed.
In Chapter 13, we presented strategies for responding to questions, includ-
ing tips for responding to hostile questions. If someone asks a question that has
just been asked and answered, or asks an irrelevant or poorly worded question,
don’t criticize the questioner. Be polite, tactful, and gracious. Rather than self-
righteously saying, “That’s a dumb question” or “Someone just asked that,”
calmly provide an answer and move on. If you don’t understand a question, justQuick check
Tips for Successful Group Presentations
Work as a group to
• understand the task.
• Brainstorm problem solutions.
• choose a presentation format.
• outline and rehearse the presentation.
• Make the presentation and answer questions.
Work as an individual to
• complete the assignment.
• contribute to meetings and rehearsals.
• participate in the presentation.