Food-Service-Manual-for-Health-Care-Institutions

Food Service Manual for Health Care Institutions
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A substantial body of literature is available to assist managers with gaining skills in business
or technical presentations. The limited scope of this text prevents a detailed review of technique,
but the following basic guidelines can serve to help managers prepare to present
information to a group.
• Plan the presentation by identifying objectives to be achieved. Next, assess the needs and
level of knowledge of the audience. For example, in speaking to students regarding the
cook–chill process, a manager might relate the history or evolution of this food production
method. On the other hand, in presenting a request to decision makers for conversion of the
food production system to cook–chill, the focus might be on costs associated with the current
system versus savings to be realized on conversion.
• Organize the information to be presented. Using the objectives for the presentation will
help determine the order of presentation. Organizing should include the development of an outline,
and main ideas should be developed with their subpoints. The presentation should have
an introduction and a conclusion that summarize the main idea(s) from the body of the presentation.
In other words, to use a well-known phrase: “Tell them what you’re going to tell
them; tell them; then tell them what you told them.” Deliver the most important point(s) first.
Concentrate on the listener. Practice ahead of time to become familiar with material.
• Use handouts and visual aids to enhance the presentation. Visual aids focus the audience’s
attention, reinforce the verbal message, stimulate interest in the topic, or illustrate hardto-visualize
factors. They should not be used if they do not improve the presentation’s
effectiveness. Nor should they be used to avoid interacting with the audience. If handouts are
used, the manager must decide at what point to distribute them: If they are handed out in the
beginning, the audience may spend time reviewing rather than listening; if they are handed out
during the presentation, they should be distributed quickly to prevent distracting from the presentation.
It also may be appropriate to distribute handouts at the end to provide written support
of the verbal presentation.
Add variety to a presentation. Use demonstrations, such as how to clean a new piece of
equipment. Role-play a situation, or use case studies or panel discussions. Make eye contact
with the group, walk around the room but do not pace. Use persuasion to change beliefs, feelings,
or attitudes of the audience.
• Gather in advance all handouts, visual aids, supplies, and equipment necessary. Visit the
meeting room ahead of time so as to be familiar with the room layout. Make sure the room is
comfortable and free of distractions. If this is not possible, arrive early and organize notes,
handouts, and visual aids. Practice the entire presentation beforehand to uncover possible difficulties
with terminology or ambiguous points. Practice also gives a clue as to whether the predetermined
time frame is realistic.
• Be natural and show enthusiasm for the topic. Avoid standing stiffly or speaking in a
monotone. Maintain eye contact with the audience and move naturally using hand movements
and a conversational style of speech. Show confidence, objectivity, tact, and as appropriate,
humor. Be knowledgeable on the topic, use simple and understandable language, be prepared
to answer questions to back up the topic, use a pleasant voice, control emotions, and use
charisma. Be well groomed and know and understand the needs of the audience. Stay on
timetable. Finish early so there is plenty of time for questions and discussion. When a question
is asked, repeat each question for the audience before answering.
It is natural to have some anxiety about presenting to a group. However, effective speakers
have learned to use this anxiety to their advantage. Following the steps listed above helps
to decrease anxiety by being prepared for the presentation. In addition, use positive visualization
and imagery, which have been shown by researchers to ensure success in accomplishing a
task. Other techniques for decreasing anxiety include deep breathing and tightening and relaxing
muscles.