Page 10 - Leadership Basics 6

Arrangement

The Location

Think about the place in which the presentation will be held. If you have a choice, you can ensure
that the ambience is supportive. If, for example, you are trying to win some colleagues’ support for
your idea, it may be better to meet them over a cup of coffee and using comfortable chairs rather
than in thecorner of a noisy workshop. If you have no choice of location, you may nevertheless be
able to rearrange the furniture so that everyone feels relaxed and comfortable, and is able to see
and hear you clearly.

 Choose a pleasant environment if possible.

 Avoid noisy places.

 Ensure it is free from interruptions.

Seating Arrangement

The effect of seating arrangements has an important impact on the message and this should be
considered carefully. If you want to make a formal presentation with little audience interaction, it is
acceptable to have people sitting in straight rows. If the numbers permit, a horseshoe arrangement
facilitates discussion, but still leaves the speaker as the focal point. The best interaction however
occurs when the seating is arranged in a circle so that the speaker is part of the group. This gives an
intimate feel although the use of visual aids is difficult.

 Seating arrangement is important.

 Sitting in a circle facilitates interaction.

Time

Plan your time carefully. The main body of the presentation will last the longest, whilst the
introduction and conclusion will take up comparatively smaller amounts of time. If you have twenty
minutes for the whole presentation, you may divide it up by giving two minutes to the introduction,
fifteen minutes to the main body and three minutes for the conclusion.

 Allow most time for the main body.

 Ensure you allow time for a conclusion.
 Indicate the time allocation in your notes.

 Use a watch.

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