3 Steps to Structuring Effective Presentations and Documents

Use a clear, structured approach when developing effective presentations and documents. One popular three step method is the “Tell Them What, Tell Them, Tell Them What You Told Them” format. This strategy helps the audience retain information by focusing on clarity and reinforcing key points. Importantly, this method applies not only to the overall structure of a document or presentation but also to each individual section and subsection. This is especially valuable for long and complex documents because the reader can easily forget what was read if the information is delivered in a poorly structured and inconsistent way. Here’s how to apply this method comprehensively.

Introduction: Tell Them What You’re Going to Tell Them

In the introduction, provide an overview of the main points you will cover. This sets expectations and prepares the audience for the information they are about to receive. In a document, this might include a brief summary or a list of topics.

Example:
“In this report, we explore the importance of structuring presentations and documents using the ‘Tell Them What, Tell Them, Tell Them What You Told Them’ method. We discuss the benefits of this approach, provide a detailed explanation of each step, and conclude with a summary of key takeaways. Additionally, we demonstrate how this structure should be applied to each section and subsection to enhance clarity, especially in long and complex documents.”

Body: Tell Them

The body is where you delve into the details of your topic. Each section should begin with a brief overview of what is covered, followed by the main content, and end with a mini-summary to reinforce the information. This structure should also be mirrored in each subsection to maintain clarity throughout the document.

Example:
Section 1: Importance of Structure

• Introduction to Section: “First, we examine why a structured approach is crucial for effective communication.”
• Main Content: Detailed explanation of how structure aids in clarity, retention, and engagement.
• Mini-Summary: “Finally, a well-structured document helps the audience follow the argument and remember key points.”

Subsection 1.1: Clarity in Communication

• Introduction to Subsection: “We start by looking at how structure enhances clarity.”
• Main Content: Explanation with examples.
• Mini-Summary: “Clearly defined sections and subsections improve reader comprehension.”

Section 2: The Three-Step Method

• Introduction to Section: “Next, we break down the ‘Tell Them What, Tell Them, Tell Them What You Told Them’ method.”
• Main Content: Explanation of each step with examples.
• Mini-Summary: “By previewing, presenting, and reviewing the information, this method ensures comprehensive understanding.”

Subsection 2.1: Step-by-Step Breakdown

• Introduction to Subsection: “Let’s work with each step of the method.”
• Main Content: Detailed discussion of ‘Tell Them What’, ‘Tell Them’, and ‘Tell Them What You Told Them’.
• Mini-Summary: “Each step plays a valuable part in reinforcing the main message.”

Conclusion: Tell Them What You Told Them

The conclusion should summarize the key points discussed in each main section, almost mirroring the document or presentation introduction. This reinforces the information and leaves the audience with a clear understanding of the main messages. In a document, this often takes the form of a summary or concluding remarks.

Example:
“In conclusion, the ‘Tell Them What, Tell Them, Tell Them What You Told Them’ method is a powerful tool for structuring presentations and documents. By clearly outlining the main points, providing detailed information, and summarizing the content, you ensure that your audience stays engaged and retains the key messages. Remember that this structured approach can be applied not only to the document as a whole but also within each section and subsection to manage complexity and maintain clarity.”

Applying the Method to Each Section and Subsection

Each section and subsection of your document should also follow this structure:

1. Introduce the Section/Subsection: Briefly state what will be covered.
2. Detail the Content: Provide the main information and arguments.
3. Summarize the Section/Subsection: Recap the key points to reinforce understanding.

By consistently applying this format, both in the overall structure of your document and within each section and subsection, you improve clarity and ensure your audience grasps and remembers your message effectively, regardless of the document’s length or complexity.

Final Thoughts

The “Tell Them What, Tell Them, Tell Them What You Told Them” approach is not just a guideline for presentations; it’s a versatile framework that enhances all forms of communication. Whether you’re drafting a report, writing an article, developing an SOP, assembling a manual, or preparing a speech, this method helps to organize your thoughts, present your information clearly, and reinforce your key messages. Applying this structure to the entire document as well as to each section and subsection ensures that your audience walks away with a solid understanding of your content, even in lengthy and complex documents.