Presentations Workshop Richard Andrew. If a tree falls in the woods and no one is there to hear it does it make a sound? If you are making a presentation

PresentationsWorkshop

Richard AndrewRichard Andrew

If a tree falls in the If a tree falls in the woods and no one is woods and no one is

there to hear it does it there to hear it does it make a sound?make a sound?

If you are making a presentation If you are making a presentation and no one is listening, are you and no one is listening, are you

communicating?communicating?

OUTLINEOUTLINEDAY ONE: Strategic Organization

Non Verbal CommunicationCommunication Planning Verbal Communication Strategies

DAY TWO: Skill DevelopmentFocus CoordinationMessage PlacementPresentations vs Public Speaking“Processing” & “Take-Aways”

COMMUNICATIONCOMMUNICATIONFactorsFactors

In 1971, a survey was conducted in regard to the factors contributing to a speech’s power of persuasion or effectiveness. In was determined that there were 3 primary factors;

The Three Most Important Factors (out of 100%):

55% of the effectiveness: depends on visual not verbal cues. (impressions of the speaker, other “eye” clues)

38% of the effectiveness: came from “vocal qualities” (tone of voice, voice pitch, pace/speed of words)

7% came from the words or the actual content.

#1. #1. VisualVisual

#2 #2 “Vocal Qualities“Vocal Qualities””

#3 #3. C. Contentontent

QUESTION:QUESTION:

How Do You Prepare For a How Do You Prepare For a Presentation?Presentation?

How Should We Prepare For a Presentation?

ANSWER:ANSWER:

First Things FirstFirst Things First

The Importance of First The Importance of First Impressions & OpeningsImpressions & Openings

Patton Film ClipPatton Film Clip

“ “FIRST IMPRESSION” FIRST IMPRESSION”

1.1. Entrancesa. Patton (skip #2)b. Everyone Else

2. Aspects Impacting First Impressionsa. Smilingb. Eye Contactc. Shaking Handsd. Poise

PoisePoise

Overall body language should Overall body language should convey:convey:

1. Relaxed Energy1. Relaxed Energy

2. Enthusiasm2. Enthusiasm

3. Confidence3. Confidence

FACTORS OF EXPRESSIONFACTORS OF EXPRESSION

A. Facial ExpressionsA. Facial Expressions

B. Gestures & PosturingB. Gestures & Posturing

C. Vocal CharacteristicsC. Vocal Characteristics

D. Personal Appearance & DressD. Personal Appearance & Dress

E. Touching BehaviorE. Touching Behavior

F. Timing & Movement F. Timing & Movement

CLASS EXERCISECLASS EXERCISE1. Prepare a 3-5 minute speech on the following topic:

“ THE CHANGES I INTEND TO MAKE HERE AT STScI AFTER THEY PUT ME IN CHARGE”

This speech should:

1. Provide an introduction (who you are)2. Coherently convey a train of thought or reason3. Express this material in a manner that exudes POISE

Objectives of this Exercise

Take 10-15 minutes to prepare your speech. Provide thoughtful consideration to what you want to say

Notes may be taken, however comments CANNOT be read, they must be memorized

Reviewing the attached checklist. Take into careful consideration the attributes listed and actively attempt to avoid “areas of consideration”

Using the checklist, be prepared to provide feedback as to both positive and less successful aspects of the communiqué provided by others.

BREAKBREAK

INITIAL REVIEW:INITIAL REVIEW:First ImpressionsFirst Impressions

““You never get a You never get a second chance to second chance to

make a first make a first impression”impression”

PURPOSE OF COMMUNICATIONPURPOSE OF COMMUNICATION

Immediate Working Definition:

1. Communications that can be either spoken or written

2. Conveys information that has an impact, whether intentional or unintentional, positive or negative

USES OF COMMUNICATION;

Example: Example: “I am Happy To Be Here”“I am Happy To Be Here”

A. Reinforcement: (emphasis)

B. Modification: (sarcasm)

C. Substitution: (expressive)

D. Regulation: (managerial)

Do & Don’tDo & Don’t

OfOf

CommunicationCommunication

““DO’S & DON’T” OF:DO’S & DON’T” OF: Facial PracticesFacial Practices

Do’sDo’s Maintain eye contactMaintain eye contact Smile as often as possibleSmile as often as possible

Don’tDon’t Sighing & yawningSighing & yawning Single head position (repeating the same Single head position (repeating the same

motion)motion)

““DO’S & DON’T” of:DO’S & DON’T” of:Body Indicators;Body Indicators;

Do’sDo’s Stance: firm, upright and Stance: firm, upright and

comfortablecomfortable

Clothing: ID prevailing Clothing: ID prevailing “dress Code” of audience“dress Code” of audience

Dressing: “a notch Dressing: “a notch above”above”

Do Not’s Do Not’s (“Stage Fright”)(“Stage Fright”)

Entrance: tentative, Entrance: tentative, hesitant hesitant

Display “nervous energy”Display “nervous energy”

Breathing: noticeableBreathing: noticeable

Nervous Habits: “tics” & Nervous Habits: “tics” & hands to the facehands to the face

Shifting weight from side Shifting weight from side to sideto side

““DO’S & DON’T” of;DO’S & DON’T” of;Interpersonal Speaking BasicsInterpersonal Speaking Basics

Use of Voice

Lower Pitch: produces pleasing tone, slows down speed

Modify Volume: loud enough that you are easily heard without shouting

Six General Rules for Effective Six General Rules for Effective CommunicationCommunication

1. 1. Use Appropriate LanguageUse Appropriate Language

2. 2. Avoid Trite or Empty ThoughtAvoid Trite or Empty Thought

3. 3. Keep it SimpleKeep it Simple

4. 4. Keep it ClearKeep it Clear

5. 5. Be Vivid or DescriptiveBe Vivid or Descriptive

6. 6. Employ Active PhasesEmploy Active Phases

Presentation of Participant Presentation of Participant IntroductionsIntroductions

Make Me Pay Make Me Pay AttentionAttention

Communication Planning:

(Planning What To Say)

““Everything I ever Everything I ever need to know need to know

about effective about effective communication I communication I

will find out in the will find out in the next 20 minutes”next 20 minutes”

(so please stay tuned)(so please stay tuned)

Goal of Communication::To accurately convey a thought to To accurately convey a thought to

an intended audiencean intended audience

Goal of Business Communication:To accurately convey a thought to your To accurately convey a thought to your

intended audience intended audience that leads to the response you desire

FIVE COMMUNICATION FIVE COMMUNICATION STRATEGIESSTRATEGIES

Communicator Strategy:Communicator Strategy:

- What is your - What is your overalloverall Objective Objective- What is your role or position relative to the subject- What is your role or position relative to the subject

Audience Strategy:Audience Strategy:

- Who is your audience- Who is your audience-- What do you What do you needneed to say to them to say to them

Message StrategyMessage Strategy

- What’s the best method to convey your information- What’s the best method to convey your information - What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”

Channel Choice StrategyChannel Choice Strategy

- What - What mediummedium is most effective for achieving your goal(s is most effective for achieving your goal(s))

Cultural StrategyCultural Strategy

- What - What differencesdifferences do you need to account for do you need to account for - How can you best - How can you best account for these differencesaccount for these differences

Communicator StrategyCommunicator Strategy

The Three Encompassing QuestionsThe Three Encompassing Questions(Motive/Action/Intention)(Motive/Action/Intention)

The Concept of The Concept of StyleStyle

The Concept ofThe Concept of Credibility Credibility

COMMUNICATOR STRATEGYCOMMUNICATOR STRATEGY

In communication (verbal or written) , there are 3 Questions that need to be considered:

What is my Purpose? (Motive / “What”)

What’s the best means of Conveying the content? (Action / “How”)

What do I hope to Achieve (Intention / Outcome”)

COMMUNICATIONCOMMUNICATION STRATEGY STRATEGY

#1.#1. PurposePurpose or Motive: or Motive:

QUESTION:QUESTION:

WhatWhat Are The Main Points or Concepts To Are The Main Points or Concepts To Be Conveyed?Be Conveyed?

A. Primary Points/ConceptsA. Primary Points/ConceptsB. Secondary Points/ConceptsB. Secondary Points/Concepts


#2. Conveyance or Action

QUESTION:

How Can This Message Be Best Formatted?

A. Verbal vs WrittenB. Formal vs Informal


#3. Intention or Outcome

QUESTION:

WhatWhat Do I Hope to Achieve?

A. Ultimate OutcomeA. Ultimate OutcomeB. Compromising or “Fall-Back” B. Compromising or “Fall-Back”

PositionPosition

The Concept of The Concept of “Style”“Style”Presenting “Self”Presenting “Self”

TellingTelling or Controlling or Controlling StyleStyle

a. a. AuthoritativeAuthoritative

b. Directb. Direct

SellingSelling or “Perky” Style or “Perky” Style

a. Cajolea. Cajole b. Persuadeb. Persuade

ConsultingConsulting or or Comical /Endearing Comical /Endearing StyleStyle

aa. Consensus. Consensus b. Persuadeb. Persuade

4. 4. JoiningJoining or or Commanding StyleCommanding Style

a. Engagea. Engage b. Rallyb. Rally

Perception or Perception or “Credibility”“Credibility”

Two Types of Credibility:Two Types of Credibility:

1. 1. Initial CredibilityInitial Credibility 2. 2. Acquired CredibilityAcquired Credibility

a. Pre-Conceptiona. Pre-Conception a. “Earned”a. “Earned”

b. Reputationb. Reputation b. Persuasivenessb. Persuasiveness

QUESTION:QUESTION:

How will I be perceived?How will I be perceived?

AcquiringAcquiring CredibilityCredibility

1. 1. RankRank a. Titlea. Title b. Level/status of positionb. Level/status of position

2. 2. GoodwillGoodwill a. Social termsa. Social terms b. Track record or b. Track record or

banked “trustworthiness”banked “trustworthiness”

3. 3. ExpertiseExpertisea. Perceived subject a. Perceived subject

knowledgeknowledge b. “Halo effect” or b. “Halo effect” or

association association

4. 4. ImageImage a. Overall competency a. Overall competency

perceptionperception b. “Attractiveness”, b. “Attractiveness”,

physical and charmphysical and charm

5. 5. Shared ValuesShared Values a. Orientationa. Orientation b. Motivationb. Motivation c. “Common ground”c. “Common ground”



- What is your - What is your overalloverall Objective Objective

- What is your role or position relative to the subject- What is your role or position relative to the subject


- Who is your audience- Who is your audience- What do you - What do you needneed to say to them to say to them


- - What’s the best method to convey your informationWhat’s the best method to convey your information - What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”


- What - What mediummedium is most effective for achieving your goal(s) is most effective for achieving your goal(s)


- What - What differencesdifferences do you need to account for do you need to account for- How can you best - How can you best account for these differencesaccount for these differences

AUDIENCE STRATEGYAUDIENCE STRATEGY

Principle Principle Considerations;Considerations;

Who are they?Who are they? What do you What do you

want them to want them to know?know?

Major Audience Groups:Major Audience Groups:

1. 1. Primary MembersPrimary Members a. a. TargetedTargeted (ones who (ones who

need need to know)to know) b. b. Impacted Impacted (most affected by (most affected by

the discussion)the discussion)

2. 2. Secondary MembersSecondary Members a. a. Indirects Indirects (less important or (less important or

vested)vested) b. b. “Hidden Audience”“Hidden Audience”

(grapeviners- “I hear (grapeviners- “I hear its its horrible / not working”)horrible / not working”)

Bananas MovieBananas Movie

BANANA QUESTIONS

Did he possess a clear Communicator Plan?

Purpose (Motive / “What”)Conveyance (Action / “How”)Achievement (Intention / Outcome”)

Did he select an effective or appropriate Style?

Did he employ a means of establishing Credibility?

Did he appear to understand who his Audience was?

Appeal & WIIFM’sAppeal & WIIFM’s

The Concept of “The Concept of “Interest”Interest”

Audience Relationship to SubjectAudience Relationship to Subject

- Inclination - Inclination - Interest Level- Interest Level- BiasBias - Acceptability- Acceptability

Benefits & ConsequencesBenefits & Consequences

- Financial- Financial - Career - Career - EgoEgo - Group- Group

Use of “Appeal”Use of “Appeal”

- “Shared-Values” - “Shared-Values” - Goodwill- Goodwill- Power Association- Power Association - Punishment- Punishment





- - Who is your audienceWho is your audience- What do you - What do you needneed to say to them to say to them

Message StrategyMessage Strategy- What’s the best method to convey your information- What’s the best method to convey your information- What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”





MESSAGE STRATEGYMESSAGE STRATEGY

Two Delivery Methods;Two Delivery Methods;

Direct ApproachDirect Approach Indirect ApproachIndirect Approach

1. 1. Use When;Use When; 1. 1. Use When;Use When; a. time concerna. time concern a. soften message a. soften message b. personality of audienceb. personality of audience b. ambiguous message b. ambiguous message c. subject matter consistencyc. subject matter consistency c. receptivity is unknown c. receptivity is unknown

2. 2. AdvantagesAdvantages 2. 2. Advantages Advantages a. clarity of messagea. clarity of message a. perception of “kindness” a. perception of “kindness” b. time managementb. time management b. allows for ability to “hedge”b. allows for ability to “hedge”c. perception of honestyc. perception of honesty c. non-confrontational format c. non-confrontational format

3. 3. When Not to UseWhen Not to Use 3. 3. When Not to UseWhen Not to Use a. content sensitivitya. content sensitivity a. time considerations a. time considerations b. subject complexityb. subject complexity b. setting is non-conducive b. setting is non-conducive c. cultural orientationc. cultural orientation c. inconsistent with audience c. inconsistent with audience

When Choosing Between The When Choosing Between The Two Methods (Indirect & Two Methods (Indirect &

Direct)Direct)90% of Time Choose 90% of Time Choose DirectDirect for for ClarityClarity

ClarityClarity facilitates three objectives facilitates three objectives

a. Helps “Mold” thoughtsa. Helps “Mold” thoughts

b. Appears “Objective”b. Appears “Objective”

c. Facilitates Organization of the Materialc. Facilitates Organization of the Material

““TAKE-AWAYS”TAKE-AWAYS”

The main points or aspects of consideration that are most critical or central to achievement of your goals

Knowledge AssessmentKnowledge Assessment

When Determining Formatting When Determining Formatting Communication for “Take-Aways”, You Communication for “Take-Aways”, You

Must Balance;Must Balance;

Re-Hash ofRe-Hash of

BackgroundBackground InformationInformation

Extent of ProducingExtent of Producing

NewNew Information Information







- What’s the best method to convey your information- What’s the best method to convey your information- What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”

Channel Choice StrategyChannel Choice Strategy- What - What mediummedium is most effective for achieving your goal(s) is most effective for achieving your goal(s)



CHANNEL CHOICE STRATEGYCHANNEL CHOICE STRATEGY

Medium or Medium or means for means for communicationcommunication

Generally falls Generally falls into two into two categories:categories:

Written Written methodsmethods

Verbal Verbal methodsmethods

Determining FactorsDetermining Factors 1. 1. Formal or informal Message

~~ possible for either possible for either

2. 2. Urgency of Response~~ immediate need or contemplation immediate need or contemplation

3. 3. Audience Participation~~ need/benefit of feedback need/benefit of feedback

4. 4. “Richness” of Content~~ dry vs impassioned dry vs impassioned

5. 5. Permanent Record~~ need record of communication need record of communication

6. 6. Audience Preference~~ culturally preferred methods culturally preferred methods

Expectations & Expectations & PreferencesPreferences

Style Preference:Style Preference: (Corp. Culture) (Corp. Culture)

Channel Preference:Channel Preference: (E-mail, Memo, (E-mail, Memo, Meeting)Meeting)

Length of Format:Length of Format: (Timing Factors) (Timing Factors)

Written VS VerbalWritten VS Verbal OptionsOptions

Written OptionsWritten Options

Traditional WritingTraditional Writing

FaxFax

EMAILEMAIL

Verbal OptionsVerbal Options

PresentationsPresentations

Meetings Meetings

Conversations Conversations







- What’s the best method to convey your information- What’s the best method to convey your information- What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”





CULTURAL STRATEGYCULTURAL STRATEGY

What It Be;What It Be;

Accounting for differences within or between Accounting for differences within or between people that may distort or confuse a people that may distort or confuse a message.message.

Cultural ConsiderationsCultural Considerations

Potential Audience Potential Audience Differences

1. 1. Educationa. data assimilation abilitya. data assimilation ability

2. 2. Training:a. previously retained a. previously retained subject knowledgesubject knowledge

3. 3. Age:a. technological comfort a. technological comfort zonezone

4. 4. Sexa. males to female ratioa. males to female ratio

5. 5. Interests:a. relative orientation to a. relative orientation to subjectsubject

Dynamics Impacting Dynamics Impacting ReceptionReception

1. 1. Normsa. boundaries of acceptabilitya. boundaries of acceptability

2. 2. Traditionsa. stated organ. values a. stated organ. values b. unstated organ. Valuesb. unstated organ. Values

3. 3. Standardsa. “norms”: quality, quantity or sizea. “norms”: quality, quantity or size

4. 4. Rulesa. personal conducta. personal conduct

5. 5. Valuesa. “worthiness”a. “worthiness”b. desirabilityb. desirability

COMMUNICATION PLANNING COMMUNICATION PLANNING REVIEWREVIEW

Factors to Consider When Preparing to Communicate Include;Factors to Consider When Preparing to Communicate Include;

1.1. Overall ObjectivesOverall Objectives (the “You” part)(the “You” part)

What are you trying to achieve?What are you trying to achieve? How will you be perceived?How will you be perceived? What style will be most effective?What style will be most effective?

2.2. Audience Considerations Audience Considerations (the “Them” part)(the “Them” part)

Who are they? (primary vs secondary)Who are they? (primary vs secondary) What do you want them to know?What do you want them to know? How could they benefit from your information?How could they benefit from your information?

PLANNING PLANNING REVIEW REVIEW (Continued(Continued))

Considerations When Preparing to Communicate Include;Considerations When Preparing to Communicate Include;

33 Message Processing:Message Processing: (how best to “Convey”)(how best to “Convey”) How complex is the materialHow complex is the material How familiar with the material is the audienceHow familiar with the material is the audience How much time were you providedHow much time were you provided

4.4. Channel or Medium:Channel or Medium: (by what means)(by what means) What is the preferred presentation vehicle (written vs What is the preferred presentation vehicle (written vs

verbal)verbal) What is the preferred format (formal vs informal)What is the preferred format (formal vs informal) What is the best approach for formatting (direct vs Indirect)What is the best approach for formatting (direct vs Indirect)

5.5. Receptivity Tendencies: Receptivity Tendencies: (acct. for diffs.)(acct. for diffs.) Demographic Factors (age, sex, training)Demographic Factors (age, sex, training) Dynamic Differences (norms, standards, traditions)Dynamic Differences (norms, standards, traditions)

SCENARIO:

You are the Vice President of Human Resources for a aero-space manufacturer. Your company has been awarded a contract to produce an engine for an upcoming rocket program. Your manufacturing facilities are located in a number of locations on both the west and east coast of the United States. Your employee base is also diverse; ranging from immigrant labor to PhD level engineers.

The primary sponsor for your project is the U.S. Government. Recently, due to unforeseen budgetary changes in Washington, your project has had its funding allocation reduced by 10%. However in spite of this financial change, the specifications of your contract have remained unchanged.

After deliberation of this change and consideration of the option of canceling the agreement due to this change, senior management has decided to retain the contract and find other means of reducing projected associated expenses.

After reviewing the cost reduction options, the option that seems most viable is to sub-contract a portion of the construction work to a facility in Mexico. This company has excellent quality standards but a vastly less expensive labor cost. It is believed that this move alone will be sufficient to reduce expenses by 10%. However in case it is not, a second contingency contract has also been established with an engineering firm based in India. This firm would provide all engineering design work beyond the amount currently estimated. However this option would only be exercised if the shift to the Mexican company failed to result in the targeted 10% cost reduction.

Senior management has decided to inform its employees of these arrangements and have asked that you provide the explanation to all impacted employees regarding these changes in project labor requirements

Scenario Considerations

1. Communicator Strategy:

a. Purpose: what do you hope to achieve?

b. Action: What’s the best mechanism for conveying this message?

c. Intended Result: what do you need to achieve?

2. Audience Strategy:

a. Demographic: Who is/are your audience(s)?

b. Awareness: What do they know and what do they need to know?

c. Receptivity: How do you think they will receive the information?

d. Motivation: How can you format this news for the best reception by the listeners?

3. Message Strategy

a. Emphasis: What aspects or “take-aways” need to emphasized in the material?

b. Organization: How would you arrangement the material to enhance retention?

4. Channel Choice Strategy:

a. Determining Factors: What is the best “medium” for conveying this?

b. Limitations: What factors will be helping/hurting retention of info.?

5. Cultural Considerations:

a. Style: What factors might exist between and within employees that need to be considered?

b. Non-Verbal Considerations: What should you be aware of while presenting to assess outcome?

Mr. Smith Movie ClipMr. Smith Movie Clip

Mr. Smith’s Communication Mr. Smith’s Communication StrategyStrategy


- What was his overall Objective?


- Who was his audience(s)?


- What were the most important aspects or “take-aways”?


- What medium did he determine was most effective for achieving his goal(s)?


- Did he account for differences between and within his audience(s)?

VERBAL COMMUNICATION VERBAL COMMUNICATION STRATEGIESSTRATEGIES

Conveying Information OrallyConveying Information Orally

TOPIC ASPECTSTOPIC ASPECTS

1.1. Achieving Achieving Verbal FocusVerbal Focus

2.2. ““Capturing” AttentionCapturing” Attention

3.3. Barriers to AttentionBarriers to Attention

4.4. Enhancing “Reception”Enhancing “Reception”

5.5. Time ManagementTime Management

6.6. Message PlacementMessage Placement

GOAL OF EFFECTIVE VERBAL GOAL OF EFFECTIVE VERBAL COMMUNICATION IS COMMUNICATION IS TO TO

CONVEY INFORMATIONCONVEY INFORMATION

First step in achieving this goal is First step in achieving this goal is Pre-Pre-Message PlanningMessage Planning or in other words, or in other words,

Think Before You Speak:Think Before You Speak:

BECOME BECOME VERBALLY FOCUSED

VERBAL FOCUSVERBAL FOCUS

Why did I say that?

Achieving Achieving Verbal FocusVerbal FocusThree Primary Methods;Three Primary Methods;

1. 1. Become AnalyticalBecome Analytical:: Format statement in clear expressionsFormat statement in clear expressions

2. 2. Be Perceived as Objective:Be Perceived as Objective: Remove demonstrations of personal bias and emotions Remove demonstrations of personal bias and emotions Limit any aspect that could distort or be mis-interpretedLimit any aspect that could distort or be mis-interpreted

3. 3. Remove “Unfocused Messages”:Remove “Unfocused Messages”: ““Why are you always late”Why are you always late” ““I need it soon”I need it soon” ““Come prepared”Come prepared” ““You need to improve your productivity”You need to improve your productivity”

Mr. Smith’s FocusMr. Smith’s Focus

1. Did He Appear To 1. Did He Appear To Be AnalyticalBe Analytical??

(Formatted statement in clear expressions) (Formatted statement in clear expressions)

2. Did Others Seem to 2. Did Others Seem to Perceive Him As ObjectivePerceive Him As Objective??

(Remove demonstrations of personal bias and emotions) (Remove demonstrations of personal bias and emotions)

3. Did His Speech Contain3. Did His Speech Contain “Unfocused Messages”“Unfocused Messages”??

(Specifics as to how it would be organized)(Specifics as to how it would be organized)

22 Key Personal Key Personal Characteristics in an Overall Characteristics in an Overall

Verbal Approach;Verbal Approach;

Need to Need to bebe CourteousCourteous

Need to Need to appearappear ObjectiveObjective

CAPTURING THE LISTENERS CAPTURING THE LISTENERS ATTENTION !!!!!!!!!!!ATTENTION !!!!!!!!!!!

Two Methods To Two Methods To CaptureCapture AttentionAttention

““Tailor” the Content:Tailor” the Content:

Select particular aspects of interest Select particular aspects of interest Understand relevance to Understand relevance to

environmentenvironment

Enhance Interest:Enhance Interest:

Feed positive informationFeed positive information Market topic directly Market topic directly andand indirectly indirectly

COMMUNICATION BARRIERSCOMMUNICATION BARRIERS

BARRIER TO COMMUNICATIONBARRIER TO COMMUNICATION

1. 1. Requesting Requesting FeedbackFeedback

Giving & receiving information (give and take)Giving & receiving information (give and take)

2. 2. RevisingRevising the Message the Message (punting/on the fly) (punting/on the fly)

Rephrasing to enhance clarityRephrasing to enhance clarityRequesting re-statement or “regurgitation”Requesting re-statement or “regurgitation”

3. 3. InterpretingInterpreting (“reading back” feedback) (“reading back” feedback)

EEmpathizingmpathizing (assuming the position of listener) (assuming the position of listener)

THE CONCEPT OF THE CONCEPT OF “RECEPTION”“RECEPTION”

What It IS;What It IS;1. The act or process of receiving or 1. The act or process of receiving or

being receivedbeing received2. Mental 2. Mental approvalapproval or or acceptanceacceptance

What it is NOT;What it is NOT;1. Getting along1. Getting along2. Not appearing dumb2. Not appearing dumb

Methodologies For Methodologies For EnhancingEnhancing The The ReceptionReception of Information of Information

1. 1. Improve Improve Comprehension Comprehension

2. 2. ReduceReduce Confusion Confusion

3. 3. FacilitateFacilitate Comprehension Comprehension CapabilitiesCapabilities

Improve ComprehensionImprove Comprehension

1. 1. Emphasize Message Over MessengerEmphasize Message Over Messengera. appearance of being “superior”a. appearance of being “superior”b. appearance of being the “know-it-all”b. appearance of being the “know-it-all”

c. blatantly attempting to c. blatantly attempting to influence through manipulationinfluence through manipulationd. over use or demonstration of d. over use or demonstration of power symbolspower symbols

2. 2. Research and Understand RelationshipsResearch and Understand Relationshipsa. knowing emotional attach. between people and to the a. knowing emotional attach. between people and to the subjectsubjectb. disclosure of vested parties or interests to subjectb. disclosure of vested parties or interests to subject

3. 3. Honestly Broker or Facilitate Dialog Honestly Broker or Facilitate Dialoga. demonstrate an interest in the listener’s perspectivea. demonstrate an interest in the listener’s perspectiveb. be prepared to modify your position based on reactionb. be prepared to modify your position based on reaction

1st Method FOR ENHANCING RECEPTION:

Business ModelizerBusiness Modelizer Manage innovative expertise

base Engage driven management

alternatives Formalize energetic transition

connections Solidify professional

collaborative efficiencies Focus dynamic expertise

enhancement Authorize innovative global

alternatives Engage current industry

efficiencies. Accelerate responsive practice

re-determination Emanate dynamic collaborative

capital Encourage complete intellectual

commitment

Integrate seamless compliance solutions

Incubate groundbreaking intellectual exchange

Energize robust human differentiators

Aggregate meaningful practice alternatives

Initiate simultaneous practice commitment

Accelerate dynamic practice solutions

Build centralized leadership growth

Drive virtual practice solutions Accelerate specialized planning

design

Business Modelizer v5



Reducing Confusion 2nd METHODOLOGY FOR ENHANCING RECEPTION

1. 1. Separate and Differentiate Between Acceptance vs Comprehension a. acceptance means: avoidance of appearing dumb or “difficult”b. comprehension means: factual understanding of message

2. Pre-establish and Balancing Disclosurea. need to know vs what is knownb. personal vs professional information

3. Be as Comprehensive or Complete as Necessary (but no more)a. “glib” vs redundantb. relevance vs grip or sidebarc. logic vs “what if..”

4. Check for Clarity of Messagea. utilize “precision of thought”b. minimize use of “junk words” (“sort of”, “more or less”)c. have supporting data and research where needed

5. Be Prepared to Provide Supporting Materiala. timely follow-up of questionsb. be willing to provide additional data

Facilitating Comprehension Facilitating Comprehension Capabilities;Capabilities;

3rd METHODOLOGY FOR ENHANCING RECEPTION

1. 1. Absorption RateAbsorption RateComplexity of materialComplexity of materialAmount of materialAmount of material

2. 2. Environmental FactorsEnvironmental FactorsLocation of communicationLocation of communicationCircumstances (notice, time of day)Circumstances (notice, time of day)

T I M ET I M E

Time Management of Time Management of CommunicationCommunication

1.1. OrientationOrientation or strategic or strategic placement of elements of placement of elements of information information based upon a based upon a perceived value or objectiveperceived value or objective..

2. 2. The assignment of “Time”, or a The assignment of “Time”, or a relative relative minute-unit valueminute-unit value, to , to informationinformation

TIME MANAGEMENTTIME MANAGEMENT Three Structuring MethodologiesThree Structuring Methodologies

1. 1. PlacementPlacement within the Communicationwithin the Communication BeginningBeginning of the communication of the communication MiddleMiddle of the communication of the communication EndEnd of the communication of the communication

2. 2. ProminenceProminence (perceived weight in time units) (perceived weight in time units) Amount of time units assigned Amount of time units assigned

3. 3. RelativityRelativity among other elements or factors among other elements or factors Perceived importance by placement or ranking # within Perceived importance by placement or ranking # within

total similar valued items total similar valued items

Time Management FactorsTime Management Factors

FitFit

&&

FocusFocus


Editing to Editing to “Fit”“Fit” (Message Tailoring)(Message Tailoring)

Three Overriding Three Overriding FactorsFactors

a.a. Required Required Background Background

b.b. Required New Required New InformationInformation

c.c. Provided Time Provided Time frameframe

Maintaining Maintaining “Focus”“Focus”

1. 1. ElementsElements for Consideration for Consideration

a. main point(s)a. main point(s)b. secondary point(s)b. secondary point(s)c. action(s) requested or c. action(s) requested or desireddesired

2.2. Topic Topic PassionPassion

a. audience interest in a. audience interest in overall subject and relative overall subject and relative partsparts

3.3. Predicted Predicted ResponseResponse

a. positive/negative/neutrala. positive/negative/neutralb. timing or relevanceb. timing or relevancec. urgency of required c. urgency of required actionsactions

MOVIE CLIP;MOVIE CLIP;FOCUSEDFOCUSED

Mr. Smith goes to Wash.Mr. Smith goes to Wash.

Mr. Smith Re-DoneMr. Smith Re-Done

1.1. Was he Was he focused focused ??

2.2. Did he capture Did he capture attentionattention ? ?

3.3. Did the audience Did the audience hearhear what he was saying? what he was saying?

4.4. Did he employ the concept of Did he employ the concept of timetime ? ?

Guess Who’s Coming to DinnerGuess Who’s Coming to Dinner

Dad’s SpeechDad’s Speech

1.1. Was he Was he focused focused ??

2.2. Did he capture Did he capture attentionattention ? ?

3.3. Did the audience Did the audience hearhear what he was saying? what he was saying?

4.4. Did he employ the concept of Did he employ the concept of timetime ? ?

The Concept ofThe Concept of

LISTENINGLISTENING

Attributes of Listening or Attributes of Listening or “Attending”“Attending”

1. 1. Benefits of Benefits of Active Active Listening Listeninga. “door opener” (initiating rapport)b. easing tension (placing a person “at

ease”)c. establishing relationship (common

ground or shared interest)

2. 2. Ways / Mechanisms for Initiating “Attending”Ways / Mechanisms for Initiating “Attending”a. Using “Open-Ended Questions”b. encouraging person to “open-up”

3. 3. “Attentive “Attentive Silence”Silence”a. knowing when NOT to talkb. silence over stupidity

ASPECTS 0FASPECTS 0F ATTENTION ATTENTION

Conveying AttentionConveying Attention

1. 1. Posture of InvolvementPosture of Involvementa. non-verbal or body a. non-verbal or body

languagelanguage

2. 2. DistanceDistance a. speaker to receivera. speaker to receiverb. “Personal Space”b. “Personal Space”

3. 3. Eye ContactEye Contact a. contact vs staringa. contact vs staring

Barriers to AttendingBarriers to Attending

1. 1. ExpectationsExpectationsa. assumptions ( I know a. assumptions ( I know what you want) what you want)

2. 2. Pre-ConceptionsPre-Conceptionsa. prior history (I don’t a. prior history (I don’t

care what you say)care what you say)

3. 3. Fixed / Inflexible PositionFixed / Inflexible Positiona. this is the way it needs a. this is the way it needs

to beto be

SCENARIO

You are the General Manager for a large, nation-wide defense contractor headquartered in southern California. Your particular facility is located outside of Washington DC and is the manufacturer of robotic military vehicles. While other units within your company make other types of military components, all are rated by means of inter-plant comparative statistics. According to these measurements, your facility is consistently recognized as a “star performer” over the last 10 years. A “star performer” means that your performance measures are consistently in the top 10 percentile in all categories within the corporation.

Your company was founded over 100 years ago as a traditional firearm manufacturer. Changes in military requirements over time eventually forced your company to merge with a larger California company in order to avoid bankruptcy. This new, far larger company is more enlightened and has embraced emerging technological advances. This acceptance lead to diversification which has been successful and profitable. As a direct result of this growth company revenues now come from a mixture of services ranging from traditional products to computer-aided designs for futuristic devices. These new services have also resulted in the augmentation of your long-standing, unionized, blue-collar staff with an assortment of highly educated and technologically skilled professionals.

SCENARIO (Continued)SCENARIO (Continued)Over the weekend you spotted a small article in the

business section of the NY Times stating that your company and a competitor are discussing a merger. This other

company has a facility similar to yours and has both the expertise and capabilities to produce your robotic products.

During each bid situation, this other facility has always represented your greatest competitor for. Their plant is also coincidently located less the greater DC metropolitan area.

On Monday morning you leave for work at your usual time in order to beat the traffic and be on-hand when the first

shift starts at 7AM. As you approach your plant your Assistant Manager calls you on your cell phone. He is

calling to inform you that several union representatives are waiting outside your office door. They have requested

permission to speak with you about a rumor that is circulating about the company.

ASSIGNMENT

Prepare a course of action that you plan to follow upon arriving at work. This outline should include all relevant factors that you need to consider and the timing of these actions based upon the concepts discussed in the preceding lecture. These concepts need to be tailored based upon the scenario’s description of your character’s understanding of the corporation and your staff.

Your outline must attempt to arrive at a course demonstrating comprehensive and focused thought. Any elements of unclear, rambling or redundant comments should be eliminated. Plans should also be formatted in consideration of the need for sequentially organizing tasks. Responses should be concise yet comprehensively demonstrate your consideration of all the relevant aspects and intertwining factors.

- Key points needing to be communicated- How should key facts be presented in order for them to be both informative for

subordinates yet deemed appropriate by superiors?- What information should and should not be communicated and why?- What are the appropriate methods/means for this dialog to take place such as forum (location), content (topic)- How would you structure and/or sequence the information to enhance employee

retention?What considerations need to be factored to enhance factual re-communication?

End End

Day twoDay two

ReviewReview





- Who is your audience- Who is your audience-- What do you What do you needneed to say to them to say to them


- What’s the best method to convey your information- What’s the best method to convey your information - What are the few - What are the few most importantmost important aspects or “take-aways” aspects or “take-aways”


- What - What mediummedium is most effective for achieving your goal(s is most effective for achieving your goal(s))


- What - What differencesdifferences do you need to account for do you need to account for - How can you best - How can you best account for these differencesaccount for these differences

Six General Rules for Effective Six General Rules for Effective CommunicationCommunication

1. 1. Use Appropriate LanguageUse Appropriate Language

2. 2. Avoid Trite or Empty ThoughtAvoid Trite or Empty Thought

3. 3. Keep it SimpleKeep it Simple

4. 4. Keep it ClearKeep it Clear

5. 5. Be Vivid or DescriptiveBe Vivid or Descriptive

6. 6. Employ Active PhasesEmploy Active Phases

Achieving Achieving Verbal FocusVerbal FocusThree Primary Methods;Three Primary Methods;

1. 1. Become AnalyticalBecome Analytical:: Format statement in clear expressionsFormat statement in clear expressions

2. 2. Be Perceived as Objective:Be Perceived as Objective: Remove demonstrations of personal bias and emotions Remove demonstrations of personal bias and emotions Limit any aspect that could distort or be mis-interpretedLimit any aspect that could distort or be mis-interpreted

3. 3. Remove “Unfocused Messages”:Remove “Unfocused Messages”: ““Why are you always late”Why are you always late” ““I need it soon”I need it soon” ““Come prepared”Come prepared” ““You need to improve your productivity”You need to improve your productivity”

Methodologies For Methodologies For EnhancingEnhancing The The ReceptionReception of Information of Information

1. 1. Improve Improve Comprehension Comprehension

2. 2. ReduceReduce Confusion Confusion

3. 3. FacilitateFacilitate Comprehension Comprehension CapabilitiesCapabilities


Editing to Editing to “Fit”“Fit” (Message Tailoring)(Message Tailoring)

Three Overriding Three Overriding FactorsFactors

a.a. Required Required Background Background

b.b. Required New Required New InformationInformation

c.c. Provided Time Provided Time frameframe

Maintaining Maintaining “Focus”“Focus”

1. 1. ElementsElements for Consideration for Consideration

a. main point(s)a. main point(s)b. secondary point(s)b. secondary point(s)c. action(s) requested or c. action(s) requested or desireddesired

2.2. Topic Topic PassionPassion

a. audience interest in a. audience interest in overall subject and relative overall subject and relative partsparts

3.3. Predicted Predicted ResponseResponse

a. positive/negative/neutrala. positive/negative/neutralb. timing or relevanceb. timing or relevancec. urgency of required c. urgency of required actionsactions

Today AgendaToday Agenda

Speaking in Public Speaking in Public Anxiety SkillsAnxiety SkillsFocus CoordinationFocus CoordinationMessage PlacementMessage PlacementSpeaking with PresentationsSpeaking with PresentationsEmploying “Processing” & “Take-Aways”Employing “Processing” & “Take-Aways”

Public SpeakingPublic Speaking

In Its Most Basic Form:

- The ability to sell. The product may be an item, a proposal or a concept.

- Involves the ability of the speaker to engage a listener throughout the complete discussion of a goal or objective.

It is the Business Equivalent to Performance Art.

TWO KEYTWO KEY PUBLIC SPEAKING SKILL PUBLIC SPEAKING SKILL REQUIREMENTSREQUIREMENTS

A.A. Physical “Delivery” of ContentPhysical “Delivery” of Content (deliver the goods)(deliver the goods)

B.B. Spatial AwarenessSpatial Awareness

(awareness of surroundings)(awareness of surroundings)

How ToHow To(Deliver the Goods)(Deliver the Goods)

1. 1. Posture:Posture:a. confidence & poisea. confidence & poiseb. sense of dramab. sense of drama

2. 2. Body MovementBody Movement::a. quieting the bodya. quieting the body

3. 3. GesturingGesturing::a. use of hands & a. use of hands & armsarms

4. 4. Facial ExpressionsFacial Expressions::a. conveying contexta. conveying context

5. 5. Eye ContactEye Contact::a. Scanning & focusinga. Scanning & focusing

6. 6. Vocal QualitiesVocal Qualities::a. inflection,a. inflection,b. rateb. ratec. fillersc. fillersd. enunciation d. enunciation

What IsWhat IsSpatialSpatial Awareness Awareness

1. 1. Audience AspectsAudience Aspects a. number of audiencea. number of audienceb. seating planb. seating plan

2. 2. Utilization of “PropsUtilization of “Props””a. visual aidsa. visual aidsb. special guestsb. special guests

3. 3. Consideration of “Dress”Consideration of “Dress”a. contexta. contextb. “notch above”b. “notch above”

Let’s Talk Let’s Talk AnxietyAnxiety

! ANXIETY !! ANXIETY !(The Public Speaking Killer)(The Public Speaking Killer)

Audience AnalyzeAudience AnalyzeKnowKnowing who will be there / ing who will be there / AnticipatingAnticipating questions questions

Material Familiarity SelectionSelection of Material / of Material / Development of informationDevelopment of information

Design of the MaterialData dump vs useful information / Complimentary vs overwhelmingData dump vs useful information / Complimentary vs overwhelming

Practice Timing and Delivery

Prepare Physically and Mentally to be Comfortable

Anticipating Attention Span

“Focus Coordinat

ion”

Opening Opening (Initial Period): First (Initial Period): First 5-15 Minutes5-15 Minutes High Initial AttentionHigh Initial Attention Energy and CuriosityEnergy and Curiosity

MiddleMiddle (Main Body): Majority of (Main Body): Majority of TimeTime Attention Dwindles or WandersAttention Dwindles or Wanders Some Attention Wave PossibilitySome Attention Wave Possibility

EndingEnding (Summary/Closing): (Summary/Closing): Last MinutesLast Minutes Conditioned Attention SpikeConditioned Attention Spike Increase Due to Curiosity or Increase Due to Curiosity or

Retention NeedRetention Need

““Focus Coordination”Focus Coordination”

Audience Attention Span

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MESSAGE PLACEMENT MESSAGE PLACEMENT

The conscious placementThe conscious placement

of material within an of material within an overall communiqué’overall communiqué’

Message PlacementMessage PlacementThree Primary SectionsThree Primary Sections

1. 1. Opening or Beginning a. Sets the table b. Attention “grabber”

2. Body or Middle a. Maintains the overall “tone”b. Provides supporting data

3. Ending or Close a. Summationb. Wrap-upc. Review

OPENINGSOPENINGS(Period #1)(Period #1)

FunctionFunction

1.1. Introduction of TopicIntroduction of Topic

2.2. Selling the ImportanceSelling the Importance

3.3. Establishment of CredibilityEstablishment of Credibility

1.1. GENERATING INTERESTGENERATING INTEREST(introduction of the topic)(introduction of the topic)

1. 1. Establishing Establishing RelationshipsRelationships:: Presenter – ListenerPresenter – Listener Material - Goals Material - Goals

2. Linking Topic to 2. Linking Topic to AudienceAudience WIII WIII (why it is important)(why it is important)

WIIFM (WIIFM (why its important for me)why its important for me)


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Opening Opening ApproachesApproaches 1. 1. Direct Statementa. Purpose: “Attention Grabber”b. Goal: Make Case Earlyc. Requirement: Set Fast Pace

2. Indirect Openinga Purpose: Build to Closing Climaxb. Goal: Build Casec. Requirement: Strong & Obvious

Relativity to Workd. Example: Incident of the Day

Linked to Subject

3. Strong Quotationsa. Purpose: “Expert Support”b. Goal: Validation of Positionc. Requirement: Strong & Obvious

Relativity

4. Statisticsa. Purpose: Provide Empirical Data

to Lend Credibilityb. Goal: Appear to Have Objective

Supportc. Requirement: Unless Dramatic,

May Tend to Bored. Examples: Charts and Graphs

5. Story or Anecdotea. Purpose: Endear or Enjoin

Audienceb. Goal: Generate Sympathy/Empathy

for Speakerc. Requirements: Length Critical /

Requires Degree of Comfort and Skill to be Effective

2.2. Enhancing InterestEnhancing Interest(Selling the Importance)(Selling the Importance)

1. 1. HumorHumora. Comfortable vs Humor Challengeda. Comfortable vs Humor Challengedb. Appropriateb. Appropriate

22. . Reference the “Unusual”Reference the “Unusual”a. “Intrigue” Attentiona. “Intrigue” Attentionb. Analogiesb. Analogiesc. Confusion Riskc. Confusion Risk

3. 3. Reference the “Usual”Reference the “Usual” a. Increasing Comfort or Rapporta. Increasing Comfort or Rapportb. Examples or Illustrationsb. Examples or Illustrations

4. 4. Motivational TechniquesMotivational Techniques a. “Stimulate” or Energizea. “Stimulate” or Energize

1. 1. HumorHumora. Comfortable vs Humor Challengeda. Comfortable vs Humor Challengedb. Appropriateb. Appropriate

22. . Reference the “Unusual”Reference the “Unusual”a. “Intrigue” Attentiona. “Intrigue” Attentionb. Analogiesb. Analogiesc. Confusion Riskc. Confusion Risk

3. 3. Reference the “Usual”Reference the “Usual” a. Increasing Comfort or Rapporta. Increasing Comfort or Rapportb. Examples or Illustrationsb. Examples or Illustrations

4. 4. Motivational TechniquesMotivational Techniques a. “Stimulate” or Energizea. “Stimulate” or Energize

5. 5. PreviewPreview a. Orientation via Overviewa. Orientation via Overview

6. 6. Expert TestimonyExpert Testimonya. In Person or Referencea. In Person or Referenceb. Transition and Congruenceb. Transition and Congruence

7. 7. Audience InvolvementAudience Involvementa. Rhetorical Questionsa. Rhetorical Questionsb. Exercises or Dialogb. Exercises or Dialog

8. 8. RepetitionRepetitiona. Audience Conditioning a. Audience Conditioning b. Reinforcement Not Redundancyb. Reinforcement Not Redundancy

3. Establishment of “Credibility”3. Establishment of “Credibility”

Why Credibility is Important:Why Credibility is Important: A. Perceived “Value” of A. Perceived “Value” of InformationInformation B. Perceived “Value’ of B. Perceived “Value’ of AttendanceAttendance or Attention or Attention

Keys to Keys to MaintainingMaintaining Credibility Credibility A. Possessing Credentials or ExperienceA. Possessing Credentials or Experience B. Establishing “Rapport” B. Establishing “Rapport” (connecting with the audience)(connecting with the audience)

C. Minimizing the “Jerk Factor”C. Minimizing the “Jerk Factor”





Body Content or Body Content or

Provides Details to Convey Provides Details to Convey UnderstandingUnderstanding

Supports Opening Statements & GoalsSupports Opening Statements & Goals

Builds Towards ClosingBuilds Towards Closing

MIDDLE OR BODY MANAGEMENTMIDDLE OR BODY MANAGEMENT

Potential Pitfalls:Potential Pitfalls:

High Dull PotentialHigh Dull Potential#1. Need to #1. Need to ReviveRevive Interest Interest

Differentiating Quality of Quantity#2. Recognition of “Fall-Off” curve#2. Recognition of “Fall-Off” curve

#1. #1. RevivingReviving InterestInterest

Methods for Methods for RevivingReviving InterestInterest

Sudden MovementSudden Movement: : Stand up, Lean-Over, Move Stand up, Lean-Over, Move PositionPosition

RepetitionRepetition:: Re-State the Point Several Times in Re-State the Point Several Times in Different WaysDifferent Ways

EnthusiasmEnthusiasm:: Avoid Monotone or BlandnessAvoid Monotone or Blandness

UniquenessUniqueness: Insert: Insert a a GimmickGimmick to Drive an to Drive an Association or StartleAssociation or Startle

GimmicksGimmicksGimmicksGimmicks

#2 Minimizing#2 Minimizing

1. 1. PreviewingPreviewing

AA. Reinforcing Main Points. Reinforcing Main Points

BB. . ExampleExample; “I will next provide to ; “I will next provide to you several points supporting my you several points supporting my view that…..”view that…..”

2. 2. LimitingLimiting

AA. Supports for the Main Points. Supports for the Main Points

BB. . ExampleExample; “I could give a number ; “I could give a number of examples how I came to the of examples how I came to the conclusion that ……, and would conclusion that ……, and would be glad to do so after this meeting. be glad to do so after this meeting. For now, I just want to state For now, I just want to state that…..”that…..”

3. 3. LinkingLinking

AA. Moving Between Points. Moving Between Points

BB. . ExampleExample; “ In the same way that ; “ In the same way that trends support X, similar aspects trends support X, similar aspects support my next point …”support my next point …”

4. 4. SummarizingSummarizing

AA. Wrapping-Up Points Internally. Wrapping-Up Points Internally

BB. . ExampleExample; “So in this way, you can ; “So in this way, you can see how I arrived at my conclusion see how I arrived at my conclusion that a and b are of equal value”that a and b are of equal value”

BLATANT ATTENTION SPIKEBLATANT ATTENTION SPIKE

HUMORHUMOR

UNIQUENESSUNIQUENESS

REPETITIONREPETITION


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ENDINGSENDINGS AND AND CLOSINGSCLOSINGS

Function:Function:

1. 1. SummarySummaryA. Review of Main Points and SupportA. Review of Main Points and Support

B. Recap Not RepeatB. Recap Not Repeat

2. 2. ReviewReviewA. Anticipation of Missed FocusA. Anticipation of Missed FocusB. Re-Emphasize the Complex or Key PointsB. Re-Emphasize the Complex or Key Points

3. 3. Appeal for SupportAppeal for SupportA. Articulation of PositionA. Articulation of PositionB. Clarification of Actions or Next StepsB. Clarification of Actions or Next Steps

CLOSING APPROACHES

1. 1. ChallengeChallenge A “Call to Action”A “Call to Action”

B. Ask the Listener to Do B. Ask the Listener to Do SomethingSomething

2. Agreement, 2. Agreement, Suggestions & Suggestions & Action Plan Action Plan

A. “Next Step”A. “Next Step”

B. Layout of Implementation B. Layout of Implementation PlansPlans

3. 3. Quotes, Facts & Stats Quotes, Facts & Stats A. Historical in NatureA. Historical in Nature

B. Less Action Required of B. Less Action Required of AudienceAudience

4. 4. Summary of Key PointsSummary of Key Points

A. Recap of Issues; (I going to tell A. Recap of Issues; (I going to tell you, tell them, I told you)you, tell them, I told you)

B. “B. “Take-Aways”;Take-Aways”; Key Goals Key Goals Stripped Down to VitalsStripped Down to Vitals

Effective ClosingsEffective Closings

1. Summary1. Summary Restating of ContentRestating of Content

Link back, Not IdenticalLink back, Not Identical

2. Opening Tie Back2. Opening Tie Back

““Closing the Loop” to Closing the Loop” to Opening StatementsOpening Statements

Help Listener Help Listener Make the Make the ConnectionConnection to the Start to the Start


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WRAPPING-UP: Q & A PERIODSWRAPPING-UP: Q & A PERIODS

Important Aspects:Important Aspects:

1. 1. Projecting a Positive AttitudeA. Limit any Appearance of FearA. Limit any Appearance of FearB. Limit Appearance of HostilityB. Limit Appearance of Hostility

2. 2. Preparation & OpennessA. Open to Answer All QuestionsA. Open to Answer All QuestionsB. “Don’t Know”, Say So and “Will Get Back”B. “Don’t Know”, Say So and “Will Get Back”

3. 3. Perceived ReceptivityA. TactA. TactB. RespectB. Respect

4. 4. Focusing ScopeA. Obligation to Keep Exchange RelevantA. Obligation to Keep Exchange RelevantB. Keeping Track of the Rest of the AudienceB. Keeping Track of the Rest of the Audience

Review: Public SpeakingReview: Public Speaking

Strong Strong PerformancePerformance Element Element

Attempts to Attempts to “Entertain“Entertain” the Audience” the Audience

Speaker Attempts to Speaker Attempts to Inspire/CommitInspire/Commit Audience to a Product/IdeaAudience to a Product/Idea

Elements of PresentationElements of Presentation

Communicates by Use of Voice, Movement and Visual Aids

Focuses on Getting the Audience to; Take-Away specific information Respond with a specific action

Establishes Goal to Communicate Information That Causes the Listeners to; Know, think or do something in a very specific manner

Entertainment is Used Only if it Assists with Communication

GettysburgGettysburg

breakbreak

Review & SummaryReview & SummaryDELIVERING PRESENTATIONSDELIVERING PRESENTATIONS

OVERALL DESIGNOVERALL DESIGNA. Data Formatting (First Aspect)A. Data Formatting (First Aspect)

1. 1. Agenda DevelopmentAgenda Developmenta. creation of overview a. creation of overview b. importance of “orientation b. importance of “orientation

- where we are- where we are- where we are going- where we are going- how we are going to get there- how we are going to get there

2. 2. Transitioning of SlidesTransitioning of Slidesa. maintaining orientationa. maintaining orientationb. consistency b. consistency c. Repetitionc. Repetition

3. 3. Back-Up and Visual Data SupportBack-Up and Visual Data Supporta. titles and labels for all dataa. titles and labels for all datab. creating “stand-alone sense” for all materialb. creating “stand-alone sense” for all material

OVERALL DESIGNOVERALL DESIGNB.B. Text On Slides (Second Aspect)Text On Slides (Second Aspect)

1. 1. Minimizing ContentMinimizing Contenta. concept conveyance not in-depth novela. concept conveyance not in-depth novel

2. 2. “Grammatical Parallelism”“Grammatical Parallelism”a. consistency in syntaxa. consistency in syntaxb. i.e. All future tense (we will, we will, we b. i.e. All future tense (we will, we will, we

won’t.. vs will, will, didwon’t.. vs will, will, did

3. 3. “Conceptual Parallelism”“Conceptual Parallelism”a. consistency in relative importancea. consistency in relative importanceb. i.e. “human resources”, “financial”, b. i.e. “human resources”, “financial”,

“time”, etc.. NOT “need two “time”, etc.. NOT “need two trucks”trucks”

ACHIEVING EMPHASISACHIEVING EMPHASIS

Techniques for Techniques for DifferentiatingDifferentiating Material Material

1. 1. IndentationIndentationa. Right Left alignmenta. Right Left alignmentb. S p a c i n gb. S p a c i n g

2. 2. Topography Topography a. a. TypeTypeb. CAPITALIZATIONb. CAPITALIZATIONc. c. FontFont

3. 3. ColorColora. Wa. Whathat to color to colorb. Color b. Color selectionselectionc. Templatesc. Templates

““Take-Aways”.Take-Aways”.

Not to be lost when incorporating Not to be lost when incorporating formatting considerations is the concept of formatting considerations is the concept of what are your overall goals.what are your overall goals.

““Take-Aways”: The single most important Take-Aways”: The single most important thing that need to be conveyed if audience thing that need to be conveyed if audience only remembers one thingonly remembers one thing

How/What do you want to be rememberedHow/What do you want to be remembered

““ProcessingProcessing””

Ability of a concept to be comprehended Ability of a concept to be comprehended and integrated by an audience and integrated by an audience

The The absorption capabilityabsorption capability possessed by an possessed by an organizationorganization

ORGANIZATION OF MATERIALORGANIZATION OF MATERIALIncorporation of Strategic ElementsIncorporation of Strategic Elements

Ensuring Information FlowEnsuring Information Flow

1. 1. Main GoalMain GoalWhat needs to be achievedWhat needs to be achieved

2. 2. Main IdeaMain IdeaTranslating the above goal into an expressible main ideaTranslating the above goal into an expressible main idea

3. 3. The Primary ThoughtThe Primary ThoughtTranslating the stated goals into the desired Translating the stated goals into the desired impressionimpression

4. 4. The Major ConceptThe Major ConceptFormatting the impression to the one thing for audience to Formatting the impression to the one thing for audience to remembers or “takes away” after the presentation is overremembers or “takes away” after the presentation is over

MATERIALMATERIAL STRUCTURINGSTRUCTURING TECHNIQUESTECHNIQUES

Processes For Content OrganizationProcesses For Content Organization

1. 1. Goals & Objectives (Strategic Considerations)Goals & Objectives (Strategic Considerations)a. Goala. Goal………………….………………….

b. Objectiveb. Objective………………………………c. Strategic Questionc. Strategic Question………….………….

d. Analysis of Audienced. Analysis of Audience……………………e. e.

FocusFocus……………………….……………………….

2. 2. Topic Narrowing (Content Editing)Topic Narrowing (Content Editing)a. Broad Topic (to)a. Broad Topic (to)……….……….

b. Narrowed Topic (to)b. Narrowed Topic (to)………………c. Specific Aspect (to)c. Specific Aspect (to)………………

d. More Specific Topicd. More Specific Topic…………………………

Overall Focus;Overall Focus;

Is the organization of the Is the organization of the presentation as a play in three presentation as a play in three acts;acts;

жж The OpeningThe Opening жж The Middle/BodyThe Middle/Body

жж The Closing or Ending.The Closing or Ending.

Each Each partpart has its role to play and each in turn has its role to play and each in turn must be structured to serve this role.must be structured to serve this role.

Structuring the Presentation Structuring the Presentation ComponentsComponents

A. IntroductionsA. Introductions

1. 1. Goals of Introductory RemarksGoals of Introductory Remarksa. topic selectiona. topic selectionb. grapping attentionb. grapping attentionc. raising interestc. raising interestd. “getting to the closing”d. “getting to the closing”

2. 2. Introductory TechniquesIntroductory Techniquesa. telling storiesa. telling storiesb. quotationsb. quotationsc. referencing current or historical eventc. referencing current or historical eventd. quoting proverbd. quoting proverbe. telling a jokee. telling a joke

B. BodyB. Body

1. 1. Goals of Presentation BodyGoals of Presentation Body

a. Material necessary to support a. Material necessary to support conceptsconcepts

b. b. OnlyOnly enough background needed for enough background needed for audience comprehensionaudience comprehension

2. 2. Requirements of the Body ContentRequirements of the Body Content

a. Provide evidencea. Provide evidence

b. Support reasoningb. Support reasoning

c. Anticipate argumentsc. Anticipate arguments


C.C. ClosingClosing

1. 1. Goals of Closing RemarksGoals of Closing Remarksa. Review of main ideaa. Review of main ideab. Leave an impressionb. Leave an impressionc. Retention of the main ideac. Retention of the main idea

2. 2. Function of Closing RemarksFunction of Closing Remarks

aa. Summary. Summary- Recap Not Repeat- Recap Not Repeat

b. Reviewb. Review

- Re-Emphasize Complex and/or Key - Re-Emphasize Complex and/or Key PointsPoints

c. Appeal for Supportc. Appeal for Support- Articulation of Position- Articulation of Position


VISUAL AIDSVISUAL AIDSFormatting Visual AidsFormatting Visual Aids

1. 1. Quantitative DataQuantitative Dataa. Creating charts & graphsa. Creating charts & graphs

b. Not to busy or require b. Not to busy or require effort to comprehendeffort to comprehend

2. 2. Non- Quantitative Non- Quantitative DataDataa. “Visualizing relationships”a. “Visualizing relationships”

b. “Picture is worth a b. “Picture is worth a thousand words”thousand words”


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Attention

Avoiding ClutterAvoiding Clutter

1. 1. Overall LayoutOverall Layouta. One idea per slidea. One idea per slideb. Color in context (limit of 3 colors per b. Color in context (limit of 3 colors per

visual)visual)

1. 1. Content RefinementContent Refinementa. Should support presentation, not a. Should support presentation, not

distractdistractb. Clean and simple verbiage b. Clean and simple verbiage c. Limit “gimmicks”c. Limit “gimmicks”d. Sufficient type sized. Sufficient type sizee. Material design gravitates emphasis to e. Material design gravitates emphasis to

the desired pointsthe desired points

COORDINATION OF MULTIBLE COORDINATION OF MULTIBLE PRESENTERSPRESENTERS

Presentations by Two or More PeoplePresentations by Two or More PeopleAspects to ConsiderAspects to Consider

What the other is trying to achieveWhat the other is trying to achieveWhat will each coverWhat will each coverWho will answer questionsWho will answer questions

Presentations by Three or More PresentersPresentations by Three or More PresentersAspects to ConsiderAspects to Consider

Who will openWho will openWho will present which type of informationWho will present which type of informationHow will the transfer between presenters be arrangedHow will the transfer between presenters be arrangedWhere will the presenters be located during the presentationWhere will the presenters be located during the presentationWho will decide who answers questionsWho will decide who answers questionsWho will coordinate the presentation to ensure consistent Who will coordinate the presentation to ensure consistent

format.format.

Tips for a Successful PresentationTips for a Successful Presentation

Know Your Audience

Forget Memorizing

Open with a Bang

Make it Memorable

Use Silence

Encourage Participation

In Closing

Rhetoric presentationRhetoric presentation

They are ill discoverersThey are ill discoverers

Remembering The Three Magic Remembering The Three Magic WordsWords

And In Conclusion……………….And In Conclusion……………….

Documents

Presentations Workshop Richard Andrew. If a tree falls in the woods and no one is there to hear it does it make a sound? If you are making a presentation