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Create an Outline4:40 with Julie Menge
Organize your thoughts and how information should be presented. Each item in your presentation's outline should support your main goal.
[MUSIC] 0:00 You've done all of your prep work and thought about the audience, location and 0:04 purpose. 0:09 Now, let's talk about some strategies to organize your thoughts and 0:10 begin to create an outline for your content. 0:13 As an example, let's say that I'm the manager of a busy call center. 0:17 And I've been asked to present the results of the quarterly customer 0:21 satisfaction survey at the next executive team meeting. 0:23 The executives would also like me to recommend a plan of action for 0:27 the next quarter based on the survey results. 0:31 In this scenario, let's assume that customer satisfaction in my 0:34 call center has dropped 25% since the previous quarter. 0:38 At the same time, we've also released several new products 0:42 resulting in many more calls to the call center. 0:45 Our current phone system is not up to par for handling the increased call load and 0:48 customers are experiencing a longer wait time. 0:52 I believe the longer wait time is why satisfaction has dropped so much. 0:56 I've been looking into other call center solutions and 1:00 I'd like to recommend going with a different vendor. 1:03 Now let's answer the questions I talked about previously 1:06 to help guide what my presentation will look like. 1:09 What type of information am I delivering? 1:12 I'm delivering the results of a customer satisfaction survey to executives at 1:15 my company. 1:19 What do I want to happen as a result of this presentation? 1:21 I want to create a strong case for 1:24 getting the budge to upgrade our current phone system. 1:25 [SOUND] How formal is the presentation? 1:28 It is fairly formal since it's being delivered to executives. 1:31 But it should be brief an to the point due to there limited time availability. 1:35 Next lets answer the questions about my audience, the executive team. 1:39 What energizes them? 1:44 What kind of information do they like to hear about? 1:45 They're passionate about customer satisfaction and 1:48 making data driven decisions. 1:51 What decisions do they make? 1:54 They make big financial decisions and set the budget for new initiatives. 1:56 What challenges do they face? 2:01 They need to choose the right tools to invest in based on a limited budget. 2:03 Okay, based on those answers I know that my presentation should incorporate data 2:08 about customer satisfaction. 2:12 As well as information on efficient spending to drive my case for 2:14 investing in a new phone system. 2:18 I need to make a strong case that an upgraded phone system will be a wise 2:21 investment. 2:24 As it will increase customer satisfaction quickly. 2:25 Let's take a look at the outline I've put together based on that information. 2:29 Each item in my outline should support my main goal, 2:33 which I put at the top of the list. 2:36 After that, I've added a bullet for an opening. 2:38 I'll talk more about what content to actually put in the opening later on. 2:41 For now just know that it's best practice to open your presentations by 2:45 letting your audience know why they are there and what you plan to cover. 2:49 The next several bullets are the high points I want to hit when I'm putting my 2:53 content together. 2:56 Don't worry now about whether each of these items represents 2:57 one slide or several. 3:00 We'll work that out soon enough. 3:02 Since my goal is to use data to drive a decision, I've ordered my 3:05 outline in a way that gradually builds a case for my desired result. 3:09 First, I'll talk about the current state of things 3:13 by presenting the customer satisfaction data. 3:16 I'll pull a few questions and 3:19 comments from the survey that highlights specifically that 3:20 customers have identified long wait times and are dissatisfied as a result. 3:22 Next, I'll explain what the state of our current phone system is and 3:28 what it was originally designed to do. 3:32 Then, I'll really start to drive home my point by showing how a new system 3:35 could reduce wait times and increase customer satisfaction. 3:39 I'll wrap up my main content with a specific proposal. 3:43 I'll cover what I'm asking for, how long the solution may take and 3:47 any other considerations such as, system down time while we upgrade. 3:51 As I add bullets, I'll think about the data and 3:55 numbers, that I know my audience will want to see. 3:58 Such as wait time, 4:01 customer satisfaction increases, dollar amounts, you get the idea. 4:02 [SOUND] You'll see the last bullet is reserved for questions and answers. 4:05 Always bake in some extra time at the end of your presentation for discussion. 4:10 Depending on your audience and the type of presentation you're giving, you may want 4:15 to reserve anywhere from 25 to 50 percent of your allotted time for Q and A. 4:20 When you're making an outline you may start with a brain dump of ideas that you 4:24 want to convey. 4:29 You'll just start jotting them down or entering them in to a document. 4:30 As you get more and more clear, you will start to re-order things and 4:34 you may even remove some items. 4:38
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