Presentations

The five communication templates are a research-based framework derived from cognitive science and logic. Each is suited to a specific communication goal. Multiple templates can be combined in a single presentation.

1. Proposal template

• Use when: recommending a specific approach and influencing others to take action or make a decision
• Structure: identify problem → explain need for change (with ramifications, linked to audience interests) → detail cons and pros → describe proposal in detail → give a clear path to action NOW
• Why "NOW" matters: research shows the probability of acting on a presentation falls rapidly over time — creating a clear next step in the session itself maximises follow-through
• Example: recommending migration from on-premises infrastructure to cloud services, addressing security concerns (cons), demonstrating cost savings and scalability (pros), and requesting budget approval in the meeting

2. Options template

• Use when: presenting multiple alternatives and guiding the audience to select the recommended one
• Structure: explain the need for change → present overview of options (typically 3-4) → progressively rule out less suitable options → detailed case for the recommended option → clear path
• Example: presenting three network infrastructure upgrade options to a board, systematically eliminating the two less suitable ones before making the detailed case for the preferred solution

3. Analytical template

• Use when: leading the audience to reach a conclusion from evidence — not advocating a predetermined position
• Structure: background (situation, scope, methodology) → evidence (apply relevant models, show data and linkages between evidence pieces) → interpretation (analysis, explanations, conclusions)
• Moves from: what the audience already knows → to new understanding (aligns with fundamental cognitive processes)
• Example: presenting research findings on cybersecurity framework effectiveness across industry sectors, allowing the board to reach their own conclusion about which framework to adopt

4. Sequential template

• Use when: explaining a process, sequence of events, or step-by-step procedure
• Structure: outline the overall sequence emphasising start and end points → describe each detailed stage with inputs, outputs, and outcomes → summarise the complete sequence and overall outcome
• Example: explaining the incident response procedure staff should follow when a data breach is detected — from initial identification through containment, notification, remediation, and post-incident review

5. Relational template

• Use when: explaining the relationships between interconnected items or systems (described as "a catchall" in the lecture materials)
• Structure: whole-picture overview of the relationship structure → describe each component in detail including outcomes and effects → reinforce the overall relationship picture
• Example: explaining how five interdependent IT systems (CRM, ERP, HR, finance, document management) interact within an organisation, and how a change to one system propagates effects through the others — essential for informed decision-making about IT changes

Non-verbal communication (NVC) refers to messages conveyed through physical behaviour rather than spoken words. A significant proportion of meaning in face-to-face communication comes from NVC. Conscious management of NVC is essential because it either reinforces the verbal message (creating credibility) or contradicts it (creating confusion and reducing trust). The five elements work together; no single element is effective in isolation.

1. Posture

• Signals authority, confidence, and engagement
• Recommended: head straight, shoulders level, upright stance, feet forward in line with shoulders
• Seated: slightly forward, upright, hands visible and at chest height for gestures
• Why it matters: slouching or turning away signals disengagement and reduces perceived credibility before a word is spoken

2. Orientation

• Refers to the direction the presenter faces during the presentation
• Rule: always face the audience, not the screen
• When the presenter faces the screen, they signal that the slides are more important than the audience — this immediately reduces engagement
• Even when referencing a diagram: turn briefly, then orient back to the audience to continue speaking

3. Gaze

• Controls the perception of personal connection with the audience
• For large audiences: divide into 9 sectors (3 rows of 3); focus on one sector per idea; stop and hold focus, then move — do not scan continuously (scanning creates an impression of nervousness)
• For large audiences, gaze is inferred from orientation and chin position, not direct eye contact — these must be carefully managed
• Focus on key targets in the audience (decision-makers, sceptics) for the most important points

4. Proximity

• Governed by cultural norms about appropriate physical distance
• Western zones: Public (>3.6m) for formal presentations; Social (1.2-3.6m) for less formal interaction; Personal (46cm-1.2m) for individual conversation; Intimate (<46cm) for close relationships
• Breaking these norms without invitation creates discomfort or fear, disrupting communication
• Important: norms differ significantly across cultures — Chinese, Japanese, and Middle Eastern professional norms differ substantially from Western ones; presenters in multicultural settings must be aware of and adaptive to these differences

5. Gestures

• Communicate power, openness, and emotional state through hand and arm positioning
• Hands wide and high = dominance and authority
• Hands low and narrow = submission or anxiety
• Palms visible = openness and honesty (concealing palms in pockets or behind the back creates an impression of evasiveness even when none is intended)
• Interaction is key: all five elements must work together consistently — a mismatch between any element and the verbal message undermines the entire communication

Bounding is the process of scoping a presentation's content before any slides are created or content is written. It is the second step in the five-step process (focus, bound, lay out, time, write) and is identified as one of the most critical because all subsequent decisions flow from it.

What bounding involves:

• Defining aims: primary aim (what the presenter must achieve for the presentation to succeed) and secondary aims (valuable but not essential). Defined from both the presenter's perspective and the audience's perspective — ensuring content serves both parties.
• Audience profiling using the Profiling Pyramid: personality type, agendas, knowledge of subject and situation, cultural context, and universal human nature. This determines appropriate language level, technical depth, anticipated objections, and cultural sensitivities.
• Determining time available: Pitch (0-7 min, single point), Short speech (8-30 min, 3-4 chunks), Presentation (30-90 min), Long (>90 min). The time category determines how much content can realistically be delivered.

Why bounding matters:

• Prevents overreach — stops presenters creating more content than time allows, then cutting important material in a rush at the end
• Ensures the right content — scoping from both the presenter's and audience's perspective prevents creating content that misses the audience's actual needs
• Saves significant time — the effort invested in bounding produces exponential savings in writing and delivery stages by eliminating wasted effort on irrelevant content
• It is the equivalent of architectural drawings before construction: a small upfront investment prevents costly rework