TRB presentation webinar.ppt

Think.

Feel.

Act.

…w

hen

data

alo

ne

is n

ot e

nou

gh.

Practical Techniques for Successfully

Communicating

Technical Topics

Shelley Row, P.E., MBA

www.shelleyrow.com

[email protected]

@shelleyrow

www.shelleyrow.com

Audience

Content

Materials

Delivery

Practical TechniquesFor Successfully Communicating

Technical Topics

…when data alone is not enough.Infotuition. www.shelleyrow.com

www.shelleyrow.com

Audience

Content

Materials

Delivery


Technical Topics


www.shelleyrow.com

WIIFMWIIFM

Audience


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WIIFMWhat’s In It For Me

Audience


A murder inside the Louvre and clues in Da Vinci paintings lead to the discovery of a religious mystery protected by a secret society for two thousand years -- which could shake the foundations of Christianity.Director:

Ron HowardWriters:

Akiva Goldsman (screenplay), Dan Brown (novel)Stars:

Tom Hanks, Audrey Tautou

The Da Vinci Code


Their perspective

matters


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WIIFMWhat’s In It For Me

Audience


We’re here to meet

your needs

www.shelleyrow.com

We have a lot of

material to cover

What’s In It For Me

Audience


We’re here to meet

your needs

www.shelleyrow.com

What’s In It For Me

Audience

What’s in it for me?

“So that you can�”

“For you this means�”


What’s the one thing they

need to remember?

Audience


How clear are you on the one thing you

want your audience to remember?

� Crystal clear

� Somewhat clear

� Need to think about it

� Too many key points to decide

� Not clear at all

Your Audience


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Audience

Content

Materials

Delivery


Technical Topics


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Untangle

Your Content


Untangle Your Content

Methodology

Data Collection

Analysis

Conclusion

Result

Time

Allocation:

Typical with

Technical

Audiences


Methodology

Data Collection

Analysis

Conclusion

Time

Allocation:

Typical with

Technical

Audiences



Methodology

Data Collection

Analysis

Conclusion

Result

Conclusion

Time

Allocation:

Recommended

with Technical

Audiences



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B

R

A

V

OUntangle Your Content

Opening

Main Message

Key Points

Closing


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B

R

A

V


Opening


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B

R

A

V

O

Your Opening

Reference Results

Unusual Fact

Story

Example

�.WIIFM


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B

R

A

V

O

Imagine�

We have a problem.

If I were to ask you�

Would it interest you to know�

It never ceases to amaze me�

The year is�


What type of opening can you use in your

next presentation?

� Unusual fact

� Example

� Story

� Reference results

� Other

Your Opening


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B

R

A

V


Opening

Main Message


What’s the one thing they

need to remember?

“So that you can�”

“For you this means�”

Content


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B

R

A

V


Opening

Main Message

Key Points


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B

R

A

V


3-5 Key Points

Communicate for their understanding


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B

R

A

V


3-5 Key Points

Communicate for their understandingFact

Example

Image

Analysis, data, graphs

Story

�about people

�it’s personal…when data alone is not enough.Infotuition. www.shelleyrow.com

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B

R

A

V


Opening

Main Message

Key Points

Closing


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B

R

A

V

O

Your Closing

Their one thing - WIIFM


Reference Results

Unusual Fact

Story

Example

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Audience

Content

Materials

Delivery


Technical Topics


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Materials

Handouts


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• Limited info

• Impactful

• Visual clues

Materials


www.shelleyrow.com…when data alone is not enough.Infotuition. www.shelleyrow.com


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B

R

A

V

O



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B

R

A

V

O


Organize Your Content

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• Opening

• Main Message

• Key Point

Image, graph, story

• Key Point

Example, analogy, chart

• Key Point

Fact, image, story

• Closing Main Message



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• Opening

• Main Message

• Key Point

Image, graph, story

• Key Point


• Key Point

Fact, image, story




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• Opening

• Main Message

• Key Point

Image, graph, story

• Key Point


• Key Point

Fact, image, story



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B

R

A

V


• Opening

• Main Message

• Key Point

Image, graph, story

• Key Point


• Key Point

Fact, image, story



www.shelleyrow.com

B

R

A

V


Opening

Main Message

Key Points

Closing


Conflict Management

Conflict Resolution Process

Seek first to understand

Empathize with feelings

Find the source of disagreement

Find common ground

Brainstorm alternatives


Breathe

Don’t assume

Go to the source

Be open to change

Conflict Management

Conflict Resolution Process

Seek first to understand


Interpersonal Skills = Productive Relationships

Intend to

listen

Calm your

emotions

Convey

listening

Intend to

listen

Calm your

emotions

Convey

listening

Seek first to

understand

Seek first to

understand

Seek first to

understand

Seek first to

understand

Seek first to

understand

Seek first to

understand

Know your

triggers

Understand

your feelings

Craft a

response using

“When you

do!”

Know your

triggers

Understand

your feelings

Craft a

response using

“When you

do!”

Take personal

responsibility

Only “I”

statements

Respect,

Resolve,

Reward

Take personal

responsibility

Only “I”

statements

Respect,

Resolve,

Reward

ListenListen ReflectReflect ExpressExpress EngageEngage ThankThank

Say “thank

you”

Publically

Sincerely

In writing

Say “thank

you”

Publically

Sincerely

In writing


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• Demonstration

• Data/analysis

• Chart/graph

• Image

• Story

• Analogy

• Memorable phrase

Materials


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Poop to Power

Materials


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Moving 14 billion tons of freight

Materials


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Materials

Moving a “good sized mountain”

of freight


Moving a “good sized mountain”

of freight

It’s not about the data;

It’s about what the data tells you

Materials


Growth in Vehicle Probe Data

April 2009 January 2012

• 15 minute snapshot of incoming GPS data (fleets,

cars, phones, apps, etc.) – Source INRIX®

Courtesy: INRIX


Vehicle Probe Data Grows

by xx%April 2009 January 2012

• 15 minute snapshot of incoming GPS data (fleets, cars, phones, apps, etc.) – Source INRIX®

Courtesy: INRIX

US Navigation Sales 1996 to 2011

0

10000000

20000000

30000000

40000000

50000000

60000000

70000000

80000000

1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

Smartphones with navigation

Dedicated portable navigation devices

Factory fitted in-car systems

Courtesy: Nokia


US Navigation Sales 1996 to 2011

0

10000000

20000000

30000000

40000000

50000000

60000000

70000000

80000000

1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011

Smartphones with navigation

Dedicated portable navigation devices

Factory fitted in-car systems

Courtesy: Nokia

Smartphones dominate

the market for navigation

April has shoulder or one-lane

closure 33% of the time

Materials


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Materials

Think. Feel. Act. www.shelleyrow.com

Handouts

Handouts

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• Not PPT slides!

• Fill-in-the-blank

• More content

• Clarify main points

• References

Materials


Which tip can you most effectively use in

your next presentation?

� Visual clues in your slides

� Convert bullets into graphics

� Simplify charts and graphs

� Separate handouts from slides

� Other

Your Materials


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Audience

Content

Materials

Delivery


Technical Topics


It’s not a Presentation

It’s Communication!

Delivery


www.shelleyrow.com

Delivery• Never, EVER

in the �


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• Eye contact

Delivery It’s not a Presentation



Delivery

• Eye contact

• Voice




Delivery

• Eye contact

• Voice

� Inflection

� Pace

� Volume

� Power of the�

� Smile




• Eye contact

• Voice

� Inflection

� Pace

� Volume

• Gestures


It’s Communication!Delivery


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Don’t Leave Anything to Chance



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Don’t Leave Anything to Chance

• Time it (with the slides)

• Easy-to-read notes (not prose)

• Arrive early

• Test all the equipment

• Test videos in advance

• Dress comfortably

• Talk with the audience before �and after


www.shelleyrow.com

Confident, friendly communicator

Sincerely interested in them

Respectful of their world

Hold your space

Don’t be a know-it-all

Attitude


Which tip will make the biggest difference

in your next presentation?

� New opening

� Untangled content and one main message

� Enhanced visual materials

� Separate handout

� Improved delivery

Your Next Presentation


www.shelleyrow.com

Audience

Content

Materials

Delivery


Technical Topics


Merci beaucoup!


Shelley Row, P.E., PTOE

The Recovering Over-Thinker

Shelley Row Associates, LLC

www.shelleyrow.com [email protected]

@shelleyrow 443 994 3600

Practical Techniques

for Successfully

Communicating

Technical Topics

Think. Feel. Act www.shelleyrow.com ©Shelley Row

1


2

Practical Techniques

Audience

� Know your audience. It’s all about them!

WIIFM = What’s in it for me? ________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

Who are they?

Why are they there?

What are their interests?

What do they want to know about your subject?

Why do they care?

Main Message

� What’s the one thing you want them to remember? Just one.

Remember WIIFM! _______________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

What does success look like from their perspective?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

1


3

2Untangle Your Content

� Use an easy-to-follow

organizational structure and remember “WIIFM!”

� Opening � Main message � Three to five key points � Closing

Opening

� Relate it to the audience, the situation and your message � Use an attention getter

� “Imagine…” � “I wish you could have been there.” � “The year is….’ � Startling fact or statistic � “We have a problem.” � “It never ceases to amaze me.” � “Would it interest you to know…” � “If I were to ask you…”

________________________________________________________________

________________________________________________________________

_______________________________________________________________

Main message

� State the main message (the one thing you want them to remember)

� For you this means…. � So that you can…

________________________________________________________________

________________________________________________________________

________________________________________________________________

2


4

Key points

� Three to five key points � Each supports the main message � Each is communicated for their understanding

� Tell a story or use an analogy • Stories help people remember • Make them relevant to your point • Visual analogies are best

� Give an example � Interesting fact � Compelling image � Simple charts, graphs, diagrams

Relevant closing

� Don’t just end and fade away � Summarize key points � Finish with your main message (the one thing) � Finish with a story that illustrates your main message

________________________________________________________________

________________________________________________________________

________________________________________________________________

Materials PowerPoint

� Limit the number of slides � Use visual clues � Design slides for impact

� Bold key words and action

words

� Use color � Convert text slides to SmartArt

3


5

� Use a hook � Demonstration � Data, chart, graph (designed to communication only ONE point) � Story or analogy � Image � Memorable phrase (use visual words)

________________________________________________________________

________________________________________________________________

________________________________________________________________

Handouts

� Slides and handouts are NOT the same.

� Put details in the handout � Use fill-in-the-blanks to promote learning � Highlight main points in the handout (consistent with the slide) � Add references and URLs

________________________________________________________________

________________________________________________________________

________________________________________________________________

Delivery

� It’s not a presentation. It’s communication!

� Make eye contact � Use your voice

� Vary pace � Vary volume � Watch inflection � Power of the ________

� Use humor (but don’t tell a canned joke) � Gestures � Be yourself � Smile!

4


6

________________________________________________________________

________________________________________________________________

________________________________________________________________

Practice

� Don’t leave anything to chance! Be prepared � Time yourself with the slides � Prepare easy-to-read notes � Test set up well in advance, particularly videos � Arrive early and test the equipment, computer and clicker � Dress comfortably � Talk to the audience. Create support before you start. � Talk to the audience afterwards. It builds goodwill.

________________________________________________________________

________________________________________________________________

________________________________________________________________

Attitude

� Be a confident, friendly communicator.

� Be sincerely interested in them � Respect their world � Hold your space � Don’t be a know-it-all

Books and Articles

Berkun, Scott. Confessions of a Public Speaker, O’Reilly, 2010 Courville, Roger. The Virtual Presenters Handbook, 1080 Group, 2009 Duarte, Nancy. Resonate, John Wiley & Sons, 2010 Reynolds, Garr. Presentation Zen, New Riders, 2012 How to Give a Killer Presentation. Anderson, Chris. Harvard Business Review


7

Shelley Row, P.E., PTOE, MBA

The Recovering Over-Thinker

Shelley speaks and coaches top managers and leaders in data-driven fields who must make fast,

insightful decisions in the face of uncertainty, rapid change and ambiguity when data and facts alone

are not enough. Personal interviews with over 75 leaders confirm that the most effective leaders make

decisions by gathering information while also trusting their intuition. That powerful combination is

what Shelley calls infotuition™. Infotuition is the intersection of business pragmatics with gut feel.

Shelley has 30 years in the transportation industry of which ten years were as a senior leader. She is a

professional engineer and served as a senior executive for the U.S. Department of Transportation. At

the peak of her career, she and her husband took a year off to live in France; the culmination of a long-

term goal. She is the author of three books about their life abroad.

Her most popular speaking topics include:

• Make Faster, Smarter, More Insightful Decisions with Infotuition

• Avoid the Leadership Pitfalls of Over-Thinking.

• Ignite Courageous Achievement!

• See the Big Picture: The Five Secret Steps That Leaders Use

• Get Noticed & Get Promoted

Sign up at www.shelleyrow.com for the Newsletter for Recovering Over-Thinkers [email protected] 443 994 3600 @Shelley Row

Documents

TRB presentation webinar.ppt