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Think Before We Communicate

16 September 2013

Agenda

2

Planning Process Presentation

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Words

Meanings

Intention

Planning Your Report and Presentation

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Hamburger Model

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Output

People

Objective

Process

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What are your objectives? What do you expect your audience/reader to do, think or feel after your presentation or report?

Objective Output

• Who are your audience/reader?

• Why are they interested in your talk/report? What is in it for them?

• What background do they have and how much knowledge they have on this topic?

• What pre-assumption, attitude or views they might have on this topic?

• What they like or dislike?

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People

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10

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15

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Process - Structure of an Report

• Brief summary of the key points Executive

Summary

• Introduction

• Details

• Conclusion Body

• More detailed information to support your report Appendix

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• 5-10% or so of the length of the main report

• consist of short and concise paragraphs

• start with a summary

• be written in the same order as the main report

• only include material present in the main report

• make recommendations

• provide a justification

• have a conclusion

• be able to be read separately from the main report

Executive

Summary

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• 5-10% or so of the length of the main report

• consist of short and concise paragraphs

• start with a summary

• be written in the same order as the main report

• only include material present in the main report

• make recommendations

• provide a justification

• have a conclusion

• be able to be read separately from the main report

Executive

Summary

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Key Points - Be Focus

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Nice

Should

Must

Body Structure 1. Features and Benefits

2. Issues and Actions

3. Incident and Impact

4. Opportunity and Leverage

5. Problem and Solution

6. Pros and Cons

7. Timeline

8. Top Down and Bottom Up

9. Zoom In and Zoom Out

10. 5 W and 1 H

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Process - Structure of a Presentation

• Tell them what you will tell them

(INTRO) Opening

• Tell them

(Key Points) Body

• Tell them what you just told them

(Recap) Conclusion

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Structure of Presentation

Points

• I nterest

• N eed

• T itle / Timing

• R ange

• O bjectives

Opening

• Key points (Must, Should, Nice)

• Clear structure (audience and objectives)

Body

• Recap and Reinforce

• Tie back to the Opening Closing

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Visual Aids

• It is the visual aids for your audience • NOT your script • Keep it simple and focus • Use graphic and charts • Don’t abuse it

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Visual Aids

1. To signpost the content 2. To present key messages 3. To explain difficult concepts 4. To present numerical information 5. To add impact or humour

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The Department in Office 1 has over 2,200 people. Its clients are mainly state

owned enterprises and they are huge in size. That allows more time and more

resources to be allocated to complete the job. The duration of each job can

last for months and allows the project team to develop good relationship

among the members and with clients. As the budget is more relaxed, it also

allows time for coaching and staff development.

For Office 2, it also has around 2,000 people, but its clients are mainly multi-

national clients or domestic clients. Their sizes are smaller than the state

owned enterprises in Office 1. Their budget and resources are tight and the

duration for each project is shorter. Staff move from one project to another

within a short time and can go back to office more frequently.

As for the smaller offices, like Office 3 and Office 4, each has around 450 staff,

they are similar to Office 2 in the sense that their clients are comparatively

smaller in sizes. However, as the offices are much smaller, they are more like

a family and the relationship is much closer.

Office 5 has around 1,800 staff. It was established more than a century ago in

1902 and has its own culture. Its clienteles are more matured and

sophisticated than the other offices. Its clientele ranges from conglomerate

corporations to small and medium size enterprises. The working environment

is comparatively stable.

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Office People No. Client Nature Working Environment

Office 1

(Northern

China)

2,330 Mainly state owned enterprises and

they are huge in size.

That allows more time and more resources to be

allocated to complete the job. The duration of each

job can last for months and allows the project team to

develop good relationship among the members and

with clients. As the budget is more relaxed, it also

allows time for coaching and staff development

Office 2

(Central China)

2,080 Mainly multi-national clients or

domestic clients.

Their sizes are smaller than the state

owned enterprises in Beijing.

Their budget and resources are tight and the duration

for each project is shorter. Staff move from one

project to another within a short time and can go back

to office more frequently.

Office 3

(Southern

China)

450 Similar to Office 2, clients are

comparatively smaller in size.

Similar to Office 2, the budget and resources are

comparatively tight. However, these two offices are

much smaller in size, they are more like a family and

the relationship is much closer.

Office 4

(Southern

China)

410 Have both large financial institutions

and medium to small size clients.

Office 5

(Southern

China)

1,880 More matured and sophisticated,

ranges from conglomerate

corporations to small and medium

sizes enterprises.

Established more than a century ago and has its own

culture.

The working environment is comparatively stable.

Job responsibilities

%

Team Leader 6

self employed 2

CFO 4

Employee 34

Fin. Controller 7

General Manager 3

Manager 20

Partner Sole PP 3

Undisclosed 19

CEO 2

0.0%

5.0%

10.0%

15.0%

20.0%

25.0%

Percentage

Taxation External Audit Management

A/C

Fin. Control Gen.

Management

Accounts

Admin.

Business

Adv isory

Serv ices

Financial

Management

Internal Audit Miscellaneous Other / Not

Disclosed

Job

Primary Job

Overseas

Australia

Path to Success

Vision of

Success

Career

Goals

(Ultimate

&

Immediate)

Capabilities Vision of

Success

Learning

&

Development

Low High

Motivation

Skills

Low

High

Train

Motivate

Managing Staff Career

Goals

Capabilities Vision L & D

Our Super Robot

Management Board

Office Managers Supporting Divisions

Category

Divisions Buying Services

Division

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Think Before We Communicate

16 September 2013