group presentation rules

3 Group Presentation Pitfalls — and How to Avoid Them

by Allison Shapira

Summary .   

Many of us have experienced poor group presentations. If you’re giving one, it’s the last-minute scramble the night before to decide who is presenting which part of the presentation. If you’re observing one, it’s the chaos of hearing multiple people talking over one another or, even worse, simply reading their slides word-for-word and ignoring their audience. 

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Presentation Skills

• Introduction
• Storytelling
• Presentation Outlines
• Writing a Presentation Script
• Tools for Creating Presentations
• Creating Interactive Presentations
• Designing Presentation Slides
• Finding & Citing Media
• Citing Your Sources on Slides
• Preparing & Testing Technology
• Recording Your Presentation
• Handling Audience Questions
• Presentation Anxiety

Group Presentations

• Online Presentations
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Group presentations require the same skills we've covered so far in this module (e.g., well-structured ideas, visually appealing slides, etc.), but these assignments also need a different approach—creating an effective group presentation requires close collaboration, open communication, and lots of shared organization.

In this section, we'll explore some tips and tricks you can use to streamline your next group presentation!

Related content:

Learn strategies to build successful teams, handle conflict effectively, manage tasks together, and move forward in group projects. Includes templates to write your own group contract!

8 Tips for How to Present with a Team

• Talk about what you will say.
• Schedule time to practice your presentation.
• Plan you presentation transitions.
• Look interested in the presentation, even when you aren't talking.
• Compliment and support each other.
• Avoid the 'pile on' effect during the Q&A.
• Write down your observations immediately after presenting.
• Openly discuss with everyone what worked and what didn't.

Guidelines for the Group Presentation Cycle

Group presentations have similar stages and milestones as solo presentations—however, group presentations have their own unique challenges, such as making space for individuals to collaborate and produce a cohesive piece of work.

Click on the boxes below to learn about tips and tricks to help you prepare, present, and debrief during the group presentation cycle!

Preparing the presentation

Choose a project manager.

Your project manager will be the team's chosen leader. In this role, the project manager will facilitate group discussions, ensure that the group agrees on a presentation structure, support group members during disagreements, moderate the Q&A period of the presentation, and oversee any other tasks that help the group stay organized.

Define Your Presentation

Review your assignment carefully and—as a group—define what you want to do and what you need to do for your presentation.

Some questions to consider include:

• What is the main objective of our presentation?
• What key points do we need to cover?
• How would we summarize our presentation in a single sentence ?

Deciding on your message means your group can start building key points around the topic—but keep in mind that each subtopic must contribute to the main objective of your presentation.

Write a Group Contract

A group contract is a document you create with your group that formalizes how members will work together to complete a project (like a presentation!)

If you're new to writing group contracts, check out the group contract section of the Group Work module on the Academic Skills Hub.

A few questions to answer at this stage include:

• How will we divide the work among group members?
• How much time will be given to each person to share their information?
• What is our timeline for completing each part of the project?
• How will we handle communication and updates within the group?
• What visual aids will we use, and how will we share documents with each other?
• Who will edit our slide deck and our script for clarity and consistency?
• Who will handle the presentation tech during the session?

Build Your Presentation Together

It's tempting to work alone after you've divided up the work—but meeting regularly with your group to make shared decisions and agree on edits can lead to a stronger, more cohesive presentation.

A few benefits of close collaboration includes:

• Immediate communication around edits or changes to your presentation content.
• Creating a safe space to talk through challenges or ask for help from group members.
• Preventing content duplication on slides and in the script.
• Receiving feedback on your section's content with enough time to make changes.
• Deciding who will handle specific types of questions during the Q&A portion of the session.

Make sure all group members have access to your group's shared files and folders—if a key person is sick on the day of the presentation, everyone in the group should be able to access that person's script and slide contributions.

Write and Practice Transitions

Clean transitions between speakers can guide your audience smoothly between topics and create a more professional experience.

One way to create transitions is to try the following:

• Briefly summarize what you covered in your section of the presentation.
• Introduce the next speaker in the team and explain what they will discuss.
• End your introduction by looking at the next speaker, gesturing to them, and saying their name.
• The next speaker will then acknowledge your transition.

It could sound like this:

Rupi : So, that was a brief introduction on what social anxiety is and how it can affect someone during a job interview. Now, Sarah will talk about the ways employers can reduce potential anxiety triggers for interviewees. Over to you, Sarah.

Sarah : Thank you, Rupi. Employers often have different approaches to job interviews…

Practice the Presentation

You should never run through your presentation for the first time in front of your class.

Rehearse your presentation multiple times before the due date to make sure:

• Your ideas are well-structured.
• Everyone is sticking to their time (and not going over time).
• You can make edits where they're needed (e.g., correct a slide typo, shorten a spoken section, etc.).
• You know who will answer specific questions during the Q&A section.

The more you rehearse your presentation, the more confident and comfortable you'll feel presenting the content and answering questions.

Introduce the Team

Your project manager can start the presentation with a brief introduction of the team—this is much smoother than each group member introducing themselves. The project manager should also provide a brief introduction to the presentation as well and what topics or subtopics will be covered.

Pay Attention to the Presentation

Stay attentive and engaged while each of your group members is presenting. Your audience can see your whole team throughout the presentation, so it's important to support your group by looking interested in what's being said and by reacting to their content, even if you've heard the content multiple times during rehearsals.

Agree on the Group's Appearance or Vibe

First impressions are important during any presentation, so make sure you're dressing the way you'd like your audience to perceive you. A good guideline is to dress more formally than the members of your audience.

Group members should aim to dress in a similar way (e.g., button-up shirts, similar colour palettes, etc.) and wear clothing that's both professional and comfortable.

Voice and Body Language

Body language and eye contact are useful tools to engage your audience during your presentation—check out the Presenting section in this module to learn more about how to pace yourself and project confidence during your presentation. This section also includes an activity where you can watch a video example of a good presentation vs. a bad presentation.

Write a Strong Conclusion

Since your conclusion is the last section of your presentation, your audience is more likely to remember it. Pick your strongest speaker or your project manager to summarize the key points of your presentation and lead into a clear concluding statement.

For example, if your presentation focused on the impact of social media on self-esteem, you could list all the main points you covered during your session, and then conclude: "Therefore, from the amount and quality of the evidence, we have decided that social media is [negatively/positively] affecting self-esteem."

Moderate the Q&A Period

Presentations often end with a Question and Answer (or Q&A) period where your audience can ask questions about your content. Sometimes, it can be difficult to predict what kinds of questions your audience will ask—but working in a group means that you as an individual don't need to have all the answers.

For a more in-depth look at how to approach the Q&A period, check out the Handling Audience Questions section of this module.

In a group presentation, it can be helpful to decide who will be the subject expert on a particular topic during the Q&A period. For example, if your group presentation focused on social anxiety during job interviews, and you did research on the employer's perspective of this topic, then you would answer any questions relating to the employer's views on job candidates' social anxiety.

Your project manager could also act as a moderator during the Q&A period—they can be the person to address the audience and they can call on the team's subject experts to provide more information when needed.

Debriefing after the presentation

Debriefing refers to a follow-up discussion or a shared analysis of your presentation after it's happened. All experiences—whether positive or negative—can be identified, discussed, and reflected on as a group to improve your individual and shared performance ahead of your next presentation.

You could use the following guidelines to structure your group debrief:

Prepare Some Notes

Before meeting with your group, take some time to review your presentation goals, assignment criteria, and audience feedback. Reflect on what went well and why, what was challenging and why, what you learned from the presentation, and what you would do differently next time. Write down your thoughts and observations, and make sure to share them during the debrief discussion.

Set the Tone and Ground Rules for the Debrief

When you meet with your group, start by expressing gratitude for the opportunity to work together and learn from each other. Make sure to acknowledge and appreciate each other's efforts and contributions to help set a positive and respectful tone for your debrief session.

Before anyone shares their thoughts, make sure to set some ground rules—such as being honest and constructive, listening actively and with empathy, focusing on the process and outcomes, and seeking feedback and suggestions rather than criticism and complaints. Remember, the goal is to learn how you can improve for your next presentation, not to hurt each other's feelings.

Share Your Reflections and Feedback

Invite each group member to share their reflections and feedback. Use the questions you prepared earlier as a guide to structure your discussion.

For example, you might want to talk about what you want to 'Start', 'Stop', or 'Continue' doing in future group presentations. Ask each team member to share specific examples and evidence to support their points.

In addition, encourage each group member to receive feedback with openness and curiosity rather than defensiveness or resistance. Ask questions, clarify misunderstandings, and seek new perspectives.

Identify Key Learnings and Action Steps

Once everyone has shared their ideas, summarize the key learnings and action steps from the debriefing session. A simple format could include reflecting on what was learned, what you're proud of and want to celebrate, what you are dissatisfied with and want to change, and what your goals and plans for future presentations include. Make sure to share notes with everyone in the group.

Activity: Group Presentation in Practice

Curious to see how all of these tips and tricks come together in a presentation?

Watch the video below to see a team deliver a presentation on how to deliver team presentations!

• Last Updated: Sep 12, 2024 3:49 PM
• URL: https://sheridancollege.libguides.com/presentationskills

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• November 2, 2023

Mastering Group Presentations: A Comprehensive Guide

• Public Speaking

I n certain academic and business situations, delivering a group presentation can be more valuable than a solo one. Not only does it help alleviate the pressure on individuals, but it also promotes collaboration and the production of cohesive work. However, preparing for a group presentation requires careful organization and understanding of the audience . In this comprehensive guide, we will explore the key steps to master group presentations, from preparation to delivery, and provide practical tips for success.

Preparing for the Group Presentation

Like any presentation, a group presentation requires significant preparation. The key to success lies in organizing the group effectively, considering multiple personalities and ensuring a cohesive final product.

Choosing a Presentation Moderator

To facilitate organization, the group should appoint a presentation moderator, essentially the “leader” of the group. The presentation moderator has the final say in decision-making and can allocate speakers for specific questions during the Q&A session.

Understanding the Audience

To make a presentation engaging, it is crucial to consider the audience and tailor the content to their needs. Assessing the audience’s prior knowledge and expectations of the topic helps determine the appropriate level of technicality and detail. For example, presenting the topic of bridge building to civil engineers allows for the use of technical language, while presenting to secondary school students requires simpler explanations.

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Defining the Presentation’s Purpose

Before diving into the content, the group must agree on the purpose of the presentation. Defining a clear message ensures that all subtopics contribute to the overall aim. For example, if the presentation aims to explore the effectiveness of different treatments for social anxiety, the group can build key points around this central theme.

Dividing the Presentation

A well-structured presentation should have a clear beginning, middle, and end. Divide the content into main sections, carefully considering the order of subtopics. The typical presentation structure includes:

• Introduction: The first minute of the presentation should capture the audience’s interest and provide an overview of the presentation’s structure. Clearly state the aims and objectives, such as exploring the effectiveness of different treatments for social anxiety.
• Middle Sections: These sections address the main points of the presentation, providing information that supports the overall aim. Depending on the topic, there can be one or more middle sections.
• Conclusion : Summarize the key points and present a clear conclusion that ties everything together. Assign this section to the best speaker who can effectively synthesize the information presented.

Establishing a time sequence and setting deadlines for each task within the presentation ensures smooth progress and timely completion.

Sharing Responsibility

Unequal participation within a group can lead to disharmony and reduced cohesion in the presentation. Avoid this by assigning each speaker a specific section to work on based on their interests and expertise. Clear expectations and time management guidelines should be communicated to all group members.

Building the Presentation Together

To ensure a cohesive and seamless presentation, it is crucial to build it together as a group. This collaborative approach offers several benefits:

Avoiding Duplication of Content

By working together, the group can avoid duplicating content and ensure that each speaker’s section seamlessly connects with the others. This prevents confusion and maintains a coherent flow throughout the presentation.

Creating Consistency in Slides

While each speaker can work on their own slides, one individual should be responsible for merging them to ensure consistency in design and formatting. Collaboration enables feedback and edits to be made collectively, resulting in a polished final product.

Receiving Feedback

Meeting up to build the presentation allows for valuable feedback on speeches before presenting to an audience. The group can collectively review and refine each speaker’s content, ensuring clarity and relevance.

Establishing a Unified Conclusion

Building the presentation together enables the group to agree on the concluding section. This ensures that all key points are summarized effectively and the presentation concludes with a strong and cohesive ending.

Maintaining Balanced Speaking Time

By working together, the group can ensure that each speaker talks for a similar amount of time and covers a similar amount of information. This balance enhances the overall flow of the presentation and keeps the audience engaged .

Crafting a Compelling Opening

To captivate the audience from the start, consider opening the presentation with a relevant and engaging story. For example, when discussing the benefits of pets on physical and psychological health, share a story or study about someone whose quality of life significantly improved after getting a pet. Incorporating stories into presentations helps make them more memorable and relatable.

Knowing Each Speaker’s Content

To avoid repetition and promote seamless transitions, each speaker should be aware of what the other group members will say. This knowledge allows for cross-referencing between sections, enhancing the coherence and flow of the presentation. Additionally, if a team member is unable to attend, it becomes easier to find a replacement within the group.

Writing and Practicing Transitions

Smooth transitions between speakers contribute to a well-structured and engaging presentation. When transitioning, briefly recap the previous section, introduce the next speaker and their topic, and gesture towards them to signal the handover. Practice these transitions to ensure a seamless flow and keep the audience engaged throughout the presentation.

Rehearsing the Presentation

Rehearsing the presentation multiple times as a group is essential for success. This practice allows the group to evaluate the structure, timing, and content of the presentation. It also increases familiarity with the material, boosting confidence and improving responses to questions. Regular rehearsal sessions help the group identify any necessary edits and ensure a polished delivery.

Handling Nerves Before the Presentation

Nervousness before a presentation is natural, regardless of the audience size. Here are some tips to manage pre-presentation nerves:

Remind Yourself of the Audience’s Expectations

Remember that the audience is there to listen and wants you to succeed. They are likely to empathize with your nerves, as they may also have their own presentations to deliver. Recognizing this shared experience can help alleviate anxiety.

Practice and Familiarize Yourself with the Material

Practicing with your group and rehearsing your section at home builds familiarity and confidence. It allows you to become comfortable with the content and delivery, reducing anxiety.

Focus on Controlled Breathing

Nervousness can lead to rapid breathing, increasing anxiety levels. Practicing controlled breathing techniques can help regulate your breathing and reduce anxiety. Before the presentation, sit upright and take deep breaths in through your nose, filling your abdomen. Hold the breath for a few seconds, then exhale through your nose for a longer duration. Repeat this cycle to calm your nerves .

Avoid Filler Words

When nervous, people tend to use filler words like “um” and “uh” to fill gaps in their speech. Practice pausing instead of using filler words. Embrace the silence and speak deliberately, allowing your words to convey your message effectively.

During the Group Presentation

Once the presentation begins, there are several key considerations to ensure a confident and engaging delivery.

Introduce the Team

The presentation should start with the presentation moderator introducing the team, rather than each individual introducing themselves. This approach creates a smoother transition into the content and enhances the overall cohesion of the presentation.

Pay Attention to the Presentation

While waiting for your turn to speak, actively listen to your colleagues’ presentations. Display interest and engagement in their content, even if you have heard it before. This non-verbal support contributes to a positive group dynamic and keeps the audience engaged.

Utilize Body Language and Eye Contact

Body language is a powerful tool for engaging the audience. When it’s your turn to speak, stand slightly in the foreground of the group, smile at the audience, and make eye contact. Keep your arms uncrossed and avoid looking down at your notes or slides. Instead, face the audience and maintain eye contact as you speak.

Vocal Variety

How you deliver your speech is just as important as the content itself. Adapt your voice to emphasize important points, raise or lower your voice for intensity, and avoid speaking in a monotone manner. Sound enthusiastic and confident, as your tone can significantly impact audience engagement. Speak loudly and clearly, ensuring that everyone can hear you. If you notice yourself speaking too quickly, pause and slow down to maintain clarity.

Warm Up Your Voice

Before starting the presentation, warm up your voice by taking short pauses and breathing deeply. This exercise helps you achieve vocal variety and ensures that your voice remains clear and strong throughout the presentation.

Managing Nervous Behaviors

It’s natural to feel nervous during a presentation, but it’s important to manage nervous behaviors. Avoid shifting your weight or fidgeting, as these actions can distract the audience. Remember that the audience is unlikely to perceive your anxiety as strongly as you feel it.

Delivering a Strong Conclusion

The conclusion is a critical part of the presentation, as it is the last section the audience will remember. Summarize the key points and lead into a clear concluding statement that reinforces the main message. For example, when discussing the impact of social media on self-esteem, list the main points covered and conclude with a definitive statement based on the evidence presented.

Handling Questions and Answer Sessions

The Q&A session after the main presentation can be challenging, as the questions asked may be unpredictable. However, working as a group allows for a distributed knowledge base and ensures that each question is addressed by the most knowledgeable speaker. When answering questions:

• Pause before responding to gather your thoughts.
• Focus on directly answering the question without providing unnecessary information.
• If you don’t understand a question, ask for clarification to avoid providing irrelevant answers.
• It’s okay not to have all the answers. If you’re unsure, acknowledge it and offer to follow up with additional research.

Ending the Presentation

A strong ending is crucial to leave a lasting impression. The presentation moderator should thank the audience and, if applicable, smoothly transition to the next group or topic. This final gesture provides closure and ensures a professional conclusion to the presentation.

Mastering group presentations requires effective organization, collaboration, and preparation. By following the steps outlined in this comprehensive guide, you can confidently navigate the process from start to finish. Remember to choose a presentation moderator, understand your audience , divide the presentation into sections, share responsibilities, build the presentation together, utilize stories to engage the audience , practice transitions, manage nerves, and deliver a strong conclusion. With practice and a collaborative mindset, you can excel in group presentations and effectively communicate your message to diverse audiences . So, embrace the opportunity to work as a team, learn from one another, and grow your public speaking skills through group presentations .

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Key Takeaways

I. Introduction A. Importance of group presentations in academic and business contexts B. Benefits of group presentations, including pressure alleviation, collaboration, and cohesive work C. Overview of the comprehensive guide

II. Preparing for the Group Presentation A. Choosing a Presentation Moderator B. Understanding the Audience C. Defining the Presentation’s Purpose D. Dividing the Presentation E. Sharing Responsibility F. Building the Presentation Together G. Crafting a Compelling Opening H. Knowing Each Speaker’s Content I. Writing and Practicing Transitions J. Rehearsing the Presentation K. Handling Nerves Before the Presentation

III. During the Group Presentation A. Introduce the Team B. Pay Attention to the Presentation C. Utilize Body Language and Eye Contact D. Vocal Variety and Warm-Up Exercises E. Managing Nervous Behaviors F. Delivering a Strong Conclusion G. Handling Questions and Answer Sessions H. Ending the Presentation

IV. Conclusion A. Recap of key points in mastering group presentations B. Encouragement to embrace teamwork and collaborative learning C. Call to action: Build career skills online with public speaking classes and executive coaching

V. Call to Action A. Invitation to start a free trial for online public speaking classes and courses B. Information on how to access executive coaching and business coaching services

This comprehensive guide provides a step-by-step approach to mastering group presentations, emphasizing the importance of organization, collaboration, and preparation. By following the outlined strategies, individuals can confidently deliver engaging and impactful presentations, enhancing their public speaking skills and professional development.

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