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ILM Delivering professional presentations Eastman Chemical Company candidate number BCN7926 word count 3973 Stuart Rogerson delivering a professional presentation based on fire and emergency planning

Making Professional presentations

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Page 1: Making Professional presentations

ILM Delivering professional presentations

Eastman Chemical Company

candidate number

BCN7926

word count

3 9 7 3

Stuart Rogerson delivering a professional presentation based on fire and emergency planning

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Contents

Section 1 – be able to plan a professional presentation

1.1 the aims and objectives of the presentation 1.2 the intended audience 1.3 gathering data for the presentation 1.4 presentation planning and structure 1.5 location preparation for the presentation

Section 2 – be able to deliver a professional presentation

2.1 presting the presentation 2.2 reponsing to questions

Section 3 – be able to evaluate own ability to make professional presentations

3.1 using audience feedback to evaluate planning of presentation 3.2 using audience feedback to deliver a presentation 3.3 implement improvements to presentation

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A new innovation into the Fire and Emergency planning,

Section 1 - Be able to plan Professional presentations

Background

Eastman chemicals Workington produces Cellulose acetate tow, which is used for filter tips on cigarettes, the main components in this manufacturing process is acetone (a highly flammable

liquid) and acetate flake, which is a highly flammable material derived from wood pulp.

There actual site has been established at Workington for over 40 years, but the current emergency situation plan has never evolved to meet todays, high expectation health and safety guidelines.

Recently the lack of focus on our fire/emergency plans became apparent, with several issues occurring with disarray and general chaos occurring during fire alarms and plant evacuations, Many team members are unaware of what emergency role they should be carrying out in the event of a fire/evacuation alarm, and therefore failing to evacuate to the assembly point, potentially endangering lives of themselves other colleges and the 3rd party’s emergency services.

I was instructed to come up with and introduce a new fire and emergency plan for the site, by the Site Leadership Team (S.L.T), the brief I was given is as follows

“The site emergency plans are to be developed by using the established shift teams, for a safe response to emergency situations, without compromising production, and to fully meet the SLTs detailed expectations, and must be rolled out across all shift crews, any system will be piloted by Shift Crew E, in conjunction with the site H&S team, and the emergency services, before the green light for roll out is finalised all plans must fully meet or exceed HSE guidelines, and ensure a duty of care is maintained for the operators and the staff alike, with plant and environmental protection as a key to ensuring success”

My findings where to be presented back, to both my senior managers and my fellow colleagues on the ILM course along with the ILM assessors on the workshop In which I was attending, this posed two issues, the first was the perceived gulf of understanding between the two groups, I analyzed the two groups to gauge the levels of understanding of the topic,

Group 1 Senior Managers – (S.L.T) – I perceived this group to have a full and clear understanding of the “now” situation, although they passed the project to me, as a fresh pair of eyes and a different perspective, they may have been more critical of a presentation that picks apart the current system, and high-lights the poor areas, I expected them to react with more

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discussions and also a little denial of the how bad we have allowed the current situation to become.

Group 2 ILM colleagues – my fellow colleagues on the ILM, and the ILM assessors are not members of my working environment, and will not have any experience in my field of work, but as it is a health and safety system that I will be presenting they will have their own specialist knowledge base from their own working environments, for which they will natural draw their own conclusions opinions of the, past and present and future situations that my presentation will highlight.

The second issues was I would have to adapt my style of presentation that could work across both groups, as what would work to engage one group, could quite easily fall on deaf ears to another, for example using site specific production terminology would work well within one group, but will be totally inappropriate for another.

Before gathering the relevant information it is first important to understand how the information I was to gather and present was to be perceived I first studied how people take in information, and how communication comes across.

there are many studies and theory’s on communication dating back as far as Aristotle he states in his rhetoric that to communicate, three things must be considered, in communication, they are “the speaker, The Speech, The Audience” although the language of aristoles may not seem on first glance as good fit in today’s environment, as not all communications are verbal, but by changing the language slightly it could be used could fit someone reading an article, for example , you would consider, the writer, the text, the reader, although somewhat simplistic view it does give you the 3 main points to consider.

Much more modern studies such as the Shannon-Weaver model of communication (1947) argue to communicate effectively you must have the following 6 elements

a source an encoder a message a channel a decoder

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there is an argument that the Shannon-Weaver model of communication is that it is too laminar, this form of commination works well on a one to one basis, but not while communication is to a group, in this model there is very much the sender is the primary role and the, recover is very much the secondary role,

a better model for understanding commination is the Osgood- Schramm (1954) circular transmission model, this model places equal responsibility’s on both the sender and the recovery of the information the model displayed below shows a dynamic model, in which feedback is essential, there is no primary or secondary participants.

Osgood-Shramm (1954) communication model

this is an important factor as when I am presenting back to the group, I want feedback on my performance, and interaction with the group, this model best represents how I think communication should take place,

there are many other factors to consider whilst making a presentation in the tactics of social influence, mehrabin, A prentice hall (1982) when in communications with other people as much as 93 per cent of the message of our feelings and attitudes come from a none verbal channel, that is broken down to the following:

7 percent from the words we use, 38 percent from our tone of voice and 55 percent from body language, including facial expressions,

Although some would argue the percentages will vary, there is general support for this model, According to Pivcevic P, in the article “taming the boss”, Management today, March 1999 P.70 he states, “it is commonly agreed that 80 percent of communication is non-verbal; it is carried out in you posture and gestures, in tone, pace and energy behind what you say”

With this in mind it wasn’t the “words” that where important but the fact I had to transmit information, through all forms of communications, to a range of people.

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To study how people like to learn I studied the VAK model which is a form of Neuroma linguistics programing which accounted for how people take in information, everyone likes to receive information in a certain fashion, the VAK model has 3 learning styles

Those are –

Visual – people with this learning style has a preference for observed things, including pictures, diagrams demonstrations and displays, ETC., these people will use phrases like “show me”, and “let’s have a look” and will be best be able to perform a new task after reading the instructions.

Auditory- people with this learning style has a preference for the spoken word of self or others, of sounds and noises, these people will use phrases like “tell me” and “let’s talk about “and will best perform tasks after listening to an expert,

Kinaesthetic - people with this learning style has a preference for the physical experience, touching, feeling , holding and doing, these people will use phrases like “let me Try” and “how do you Feel…” and will be best to perform new tasks by trying things out.

As I was to be presenting to a group of people with varied learning styles it was important to develop the presentation information so it would fit a broad spectrum of people

For the presentation to be as effective as possible as well as informative, I had to glean relevant information from various sources, that included my original “Leading innovation and change” documentation, the HSE website, Eastman Chemical Company Website, training manuals and Eastman health and safety department data, and then take those significant points and use them in the presentation to the group.

To establish what I though where significant points, I set myself a series of questions to ask myself whilst gathering any data for the presentation to try and ensure, it wasn’t boring and was relevant to the points I was trying to make.

My data gathering questions were as follows, If I answered more than two “no’s” to the question, that point was disregarded, and I moved on

Is the information interesting? Is the information relevant or essential? Is the information easy to explain/ can anyone understand it? Will the group understand the point being made without knowledge? Will the group remember the information? Will this information generate more questions than answers?

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With The presentation as part of the ILM assessment had to last 15mins, to accommodate this I set about planning a structure and frame work to present too,I set myself some objectives, although I planned to centred my presentation around the POP model, as I felt it would suit my personal style, I also planned use some elements of the BANG model too but that was more generic across each area I was to present as opposed to an entire “BANG” based presentation, in which my presentation style would have struggled to convey

To establish a frame work, carried out some research, to how best to present to a group of people, two real options are available to my they are they are as follows

Present via a pre prepared flip chart

Pros – Easy materials, large visual aid, interactive, Low tech Cons – long preparation time, cumbersome to use, time consuming.

Or

Present via Power point/ smart board or projector

Pros – Professional, vibrant, hands free, Cons – to wordy, can be boring, software,

during the ILM course we presented a topic of choice to the group, which was recorded and that allowed ourselves to be critical on each style of presentation, both individually and as a group, looking at all the styles of presentation my ILM colleagues, and myself carried out, I quickly established the most effective way for me to present the facts was through a power point presentation, on a projection or smart screen.

Planning the presentation

The presentation had to last 15mins and I had established the fact that it would be better on a power point presentation, on a projection system,

From the amount of content I had to convey I wanted to uses no more than 5 slides, but while I developed my plan that actually almost doubled to 9, although they were mainly used as a visual prompt that allowed me to talk about each section before moving on the following Is a breakdown of how I planned the presentation would go and how and where I gathered data on each topic

Introduction (SLIDE 1)

The introduction was a quick brief of which I am what I do and what the project entails, the main points in planned to explain what I was going to be talking about over the next 15mins

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Presentation on the back ground of the company, (slide 2)

Explaining the background of the company was to engage, members of the audience, who didn’t know about the company and its back ground, I used several sources for this, the most useful being the Eastman Chemical Company website,(www.Eastman.com/Workington) which was useful to give detailed back ground information into the site at Workington, using myself question criteria, I took 2 points from the website that highlighted how much has changed within the company over its 40 years at its current site, another point I wanted to highlight in this back ground explanation was taken from, talking with the fire services to explain what chemicals we use and the “flammable” elements to those chemicals, and the final point to this slide was to give a brief of what is expected of the current shift team in an emergency.

Setting the scene slide (the position now) (slide 3),

with slide this I planned to use a simple format that would be easily digested I picked 4 points from our current emergency plans that I obtained from our health and safety department that would set the scene for the need for change, this was part of my plan in following john p Kotters change model, where he states “increase the urgency”

I used information from our health and safety department to highlight, what is expected from the emergency shift team,

Why Change? (Slide 4)

This slide was to highlight the real risks involved in not changing using a lot of data from my original ILM project, in which I used questionnaires to gage the feeling of operators, and 3rd party information from fire and emergency services and the HSE to other local factory’s to establish how they responded to emergency’s and compared them and their policy’s to us, to establish the why we need to change, in this slightly “wordy” slide I used a few anecdotes to get the point across of the chaotic or non-responsive scenes than can unfold during emergency drills and false alarms

The new plans objectives? (Slide 5)

This slide was to be a summary of the mission statement given by the site leadership team, in developing these plans

The new plan (Slide 6)

following the pop model this was proposal slide I broke each area up into 4 simple points, taking a lot of Data from my original ILM level 5 project, of how I developed each point and what each of the 4 points gave meaning to in real terms I also planned to use two visual aid that where part of the development of the plan, they were photographs of “new assembly points”

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(appendix 2) and the situational evacuation poster(appendix 3), is relayed the information I had gathered in conjunction with the fire services, and the best practices listed on the HSE website, and also after communication with Eastman remuneration department how we had introduced better communication equipment to help in emergency plans, and the costs involved in doing so,

Where we are now (Slide 7)

this slide was to highlight the stages of implementation at the time of presentation, it was only dealing with facts in the “now”, and would be adapted as required for any further presentations, in the future, the data was gathered from physical evidence of what has actually been implemented or not

Are we getting better (Slide 8?)

for this slide I gathered information from existing and current data recorded by our H&S department, other shift managers, and the SLT, all information was taken as a average, over 5 years of recorded data on the old emergency planning system in place, and that data was compared to the new data that was recorded over a few months, I again only used 3 points in a hope the information would be remembered

I wanted to use this slide to highlight how we have moved forward in a short space of time with this new system, the data was again gathered from recorded information from our H&S department,

Moving forward (slide 9)

The final slide, after speaking with external body’s such as Cumbria fire service and looking at chemical factory standards I took 4 points that theses body’s would like to see and set them as a ultimate goal.

Questions

I anticipated questions around the old policy and why changes hadn’t been made in the past,

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As the final presentation had to last no more than 15mins I set my self a breakdown of each section. I established the times by practicing against a clock and the times I perceived I would use on each section are as follows

1 minute introduction - what the presentation is about, who I am and the topic of the presentation

2 minute presentation on the back ground of the company, and the “now” situation 3 minute reasons behind the change and the consequences of not changing 4 minute detailing the new plans and the current progress implementing them 4 minute summary of improvements made 1 minute brief of what next Allow for questions

To keep the attention of the audience I tried to interlace the full presentation with some humor, and a little shock tactics, to keep the groups attention in highlighting the risks involved in the plant, I used a similar tactic when presenting to the Group one (SLT) but toned the humor down

I wanted the slides to be vibrant, and not dull, so I chose a vibrant colour scheme interlaced with power point transitions, animations, and sound effects, another key to avoiding a dull presentation was getting the right environment, and equipment, and people involved

Eastman chemical Workington has several conference rooms, in various sizes; some each with its own adaptable layout, every room has a smart board, with large overhead projector, two PCs, telephone conferencing and air conditioning.

To establish what size room was required, I sent out several meeting notices, via our own internal mail system, the meeting was scheduled for 30mins, biased on the responses from this determined what size room would be required,

A medium size 20 seat conference room with natural lighting was selected as the ideal room, due to a 16 person response to the meeting.

In preparation to the meeting I had prepared a large A1 flip chart and stand with both visual aids in place, I also had handouts of the power point slides ready in the event of a failure of the smart projector, to ensure there was no technical glitches before the presentation I pre-loaded the presentation onto the projector and fully tested it.

The smart board used in this room was a 70” LED smart board, in which I could touch the board and it would move to the next slide.

The room was laid out in a horse shoe formation with the smart board and me at the front of the room; see room layout (Appendix 4) –the full presentation (appendix 1) was presented this way

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Section 2 – Be able to deliver professional presentations

My first power point presentation took place in front of my assessors and my ILM peers on the 26th march 2014, with my second presentation with my SLT taking place 7th August 2014, Julie Bell Consulting assessed my presentation on the 26th March, and provided feedback both verbally and in written form,

The presentation was recorded in two parts (appendix 5) the first part was recorded was actual evidence of implementation and the point of which I was making, and the second part was around the presentation skills I was display, Julie Bell Consulting made several points based around my presentation skills and the presentation itself.

My 2nd presentation which was targeted at the Site leadership and Health and safety department was handled a little differently as their knowledge base was different from my ILM peers and their expectations where slightly different to the first group in that each of them had their own plans and vision that they wanted to see implemented.

I used the same slide show, in my second presentation, but allowed myself to use internal abbreviations and jargon to get more relevant information across; I still used an equal amount of humor but in different areas.

With both groups I pre-empted several questions and had answers prepared to those expected questions and concerns, for the first group I pre-emptied question that I would have asked if I had little to no knowledge of the facts, effectively putting myself in the third persons perspective, this I found was more appropriate to the first group, it helped me develop “why?” questions, that asked for a lot more background information situation such as

“Why has it taken so long to change?” “Why did you want to make this change?” “what does the relevant departments think of this new plan”

The Why questions used as a pre-empt in group one would not work for a pre-empt, in group Two as that group had the knowledge base of the issue and its full background the questions from the site leadership would not be “why?” but the “how?” “When?” and “Who?”

How long will this plan take to implement? How much does it cost? Who will be responsible for….? When can we roll it out?

Section 3 – be able to evaluate own ability to make professional presentations

After completing the presentation and reviewing the feedback looked at the positives and the criticism form the feedback from my assessors (appendix 5)

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The positives from my presentation where

Humor was used as appropriate and through the presentation Audience attention was held Fluent and Confident Delivery of presentation

Areas to build on where as follows

engage all audience members with eye contact some slides a little to word heavy

after completing the same presentation I asked for feedback from my senior managers the group, my direct manager commented that my presentation was confident and the point was in place very well, he thought I handled questions effectively, and resolved concerns, he enjoyed how the humor came across and the fact I managed to put a positive spin on the situation, without being overly destructive to the company’s image and current policy’s

overall I feel the presentation delivered the points I wanted to make over to the target audience and this was reflected in the understanding of the assessor’s feedback, and the comments made by my managers, both groups could see that they see what had and had not been implemented and a path going forward, I personally think I could improve on my equine, by being more interactive with the audience, and relax more before making the final presentation not just focusing on select individuals

There are weakness I could build on in the future and where highlighted by the assessors which were, part of the actual presentation material, some of the slides as I feared came over as too wordy, this was due to the amount of information I was trying to convey, I had taken a lot of the “wordy” slides out after my initial practice presentation but it would have been more beneficial to cut them back further as I found myself skipping past them quickly anyway and not using them fully, and the second main criticism was I wasn’t maintaining eye contact with all audience members, again in my second presentation I moved about more, and that allowed me to maintain eye contact with a greater number of people in the room

I used this to build expertise when presenting back to my senior managers, I removed some of the wording on the slides, and changed my mannerisms by walking around the presentation area which allow me better eye contact with the full group,

The positives from the assessors feedback was the humor I used from the outset kept the audience attention and was moderated throughout the full presentation, assess

1

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Appendix 1 – Copy of power point

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Slide 1 Slide 2 Slide 3

Slide 4 Slide 5 Slide 6

Slide 7 Slide 8 Slide 9

Appendix 2- visual Aids used

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Appendix 3 – Situational poster

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Appendix 4 – Room Layout

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Appendix 5 - Feedback from JBC

Smart screen

Flip chart

Attendee

Presenter

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Bibliography

BOOKS

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Heath, Chip & Dan/2010/Switch/US/Broadway books

Mullins L, 2013/Management & organizational Behavior Pearson educational

Mehrabin Albert /1982/ the tactics of social influence /prentice hall

Knight, S. 2002/NLP at Work, London: Nicholas Brealey.

Rose Charvet, S/1997/ Words that Change Minds, Iowa: Kendall/Hunt

Laborde Genie Z. /1987/influencing with integrity, Management skillis for communication/crown house publishing

WEBSITES

www.buissnessballs.com

www.communicationtheory.org

www.cultstock.com

www.ilm.co.uk

JOURNALS

Laflety A.G/the Game Changer/Crown Business April 2008

Pivcevic P/ taming the boss/Management today March 1999

Handouts

Bell.J/2013/John P.Kotters 8 step model

Bell,J/2013/POP model of presentation

Bell/2013/BANG model of presentation

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