Plan, Prepare, Perform

Public Relations in the broadest and simplest sense is the interface between groups in society. Communication is the informing others about a certain subject or idea. How we do this enables the subject, idea or organisation to be presented in a well managed, structured way.

PLAN

Devise a checklist of all that is required for the presentation of the idea, subject or speech.

Ask such questions as:

• Do I look as I am supposed to look?
• Have I considered a means of establishing my status/credibility?
• Have I determined the average age and background experiences of the listeners?
• Have I included anecdotes and examples relevant to the listener’s experience?
• Have I considered ways to overcome barriers due to the particular ethnicity of the listeners?
• Have I included the use of visual aids? – illustrations can be worth a thousand words.
• Is the timing right for this idea or subject?
• Is the space/ stage suitable for the presentation?
• Am I able to present the subject or idea enthusiastically?
• Do I have a structure?
• Will the structure of my presentation assist the effectiveness of the communication?

PREPARE

Make sure you can pronounce the name of the person who introduced you correctly. There is nothing worse than stumbling over names. It makes YOU nervous and often offends the other.

Make sure you have all the relevant details you require to illustrate the idea or subject. If using visual aids, make sure you have checked the device and that it will run smoothly. Write your script, as you will present it – a good idea is to double space your paragraphs and use a large type font.

Visit the venue (if practicable) before the presentation takes place. Look at the check list and ensure that you can identify and tick off all the criteria.

PERFORM

Thank the person who introduced you. Speak slowly, clearly and simply. Stand still – don’t fidget – either hold onto your notes or use one hand on the table or lectern – DO NOT LEAN!

If using a hand held microphone it is essential that you hold it with one hand and hold your notes in the other. Stand still to make your presentation as wandering around distracts the audience from listening and hearing your subject or idea. If using a microphone attached to a lectern do not lean, stand straight, and put your notes on the stand. Adjust the ‘mike’ to your speaking height if necessary. Speaking height is having the mike head just below your bottom lip almost at chin level. This level prevents breathing noise and should carry your voice through the mike to the audience.

During your presentation, pause at specific junctions to allow time for the audience to receive your message. You need the audience to not only hear your message, they need to listen to it as well. Within every 9 seconds during presentation the target audience should receive one coded message. The audience, through your body language and voice reads a coded message. For example if you are standing straight, your voice sounds enthusiastic and the presentation of the subject or idea has been soundly prepared the audience will respond with a positive attitude.

The best public relations person is you. Show to all that you meet your enthusiasm and excitement for your subject or the idea.

Displays are an excellent way for Guides to communicate with the wider community.Displays provide a venue for the distribution of Guiding information.

WHY?: Displays are an excellent way for Guides to communicate with the wider community. Displays provide a venue for the distribution of Guiding information.

WHEN?: Anytime is a good time, check with your local Council and see what’s happening in your community.

WHERE?: Where ever there is a public gathering that you are able to coordinate and participate in.Many communities have fetes, exhibitions, shows and street stalls.

There are two types of displays:

STATIC takes the form of posters and brochures being left for the public to see and pick up at their leisure. These can be found in libraries, banks, council chambers or anywhere that has a space available for a promotional stand.

Click Static-Displays.pdf to download a list of things to think about when planning your static display.

OPERATIVE usually involves a much higher profile, given that Guides (adults & girls) will be in attendance and taking part some type of activity. It will normally include a static display. These are found at Fetes, Shows, at special events and anywhere there is a substantial gathering of the public.

Click Operative-Displays.pdf to download a list of things to think about when planning your operative display .

CHECKLIST: Click DisplayChecklist.pdf to download a checklist of things to remember when organising your display.