Welcome to gdlts 2009

Group Discussion Leader Training Seminar Rotary International D3400

Sabtu 12 Desember 2009

Hotel Best Western PremierSolo, Indonesia

Officiated & Supported by : DG Thomas Aquinas

Convenor : DGE Al Purwa District Trainer 2009-2010 : PDG Guz Goh

Welcome to GDLTSSelamat Datang di GDLTS

Sabtu 12 Desember 2009Hotel Best Western Premier

Solo, Indonesia

Group Discussion Leader Training Seminar

Sabtu 12 December 2009

Introduction of GDLTS &briefing of training expectations.

By DGE Al Purwa & PDG Guz Goh



GDLTS is a district trainers training for discussion leaders, facilitators and trainers. GDLTS gives Rotarians

The opportunity to share & learn The opportunity to serve beyond club level The opportunity to develop more future leaders for the district



In GDLTS ,

We learn about our responsibilities & our role. We learn the finer points of public speaking We learn about techniques for leading discussion & facilitating We learn about how to prepare for our training assignments



What are our expectations of you?

We expect you to take GDLTS as your 1st step as district trainer We expect you to continue to acquire knowledge & techniques on:

Training expertise Rotary knowledge Prepare content for PETS, DTTS, DISTAS & other trainings Help in the planning for the preparation of PETS, DTTS, DISTAS & other trainings.



Besides supporting DGE & D3400 in preparing the new Rotary year and help provide training to 2010-2011 Club & District Officers, Discussion Leaders can help the district to:

provide information & training to clubs in your area.

help prepare every club to have a club trainer prepare every club to have a club information

officer

So as to prepare future club leaders. Once clubs and club leaders are knowledgeable they are equipped and ready to provide better Rotary service to the communities they serve.



Welcome Address & Roll Call

by DG Thomas Aquinas



What makes a good Discussion Leader?

by PDG Guz Goh & PDG Keliek Soegiarto



Responsibilities of Discussion Leaders Support DGE & D3400 in preparing the new Rotary year Helping to develop and prepare better club & district leadership Provide club & district officers with well prepared training Provide club & district officers with effective learning experience Be a reliable & updated resource person to club & district officers



Role of Discussion Leaders, Facilitators & Trainers • Prepare to be Group Discussion Leaders, Facilitators & Trainers• Acquire, learn & update Rotary knowledge & training contents• Improve public speaking, discussion leader & facilitator skills • Help provide training to 2010-2011club & district officers• Help conduct training meetings that support effective Rotary clubs

Training Objectives

1. Understand the components that makes a good and effective public speaker/discussion leader/facilitator/trainer.

2. Identify how to prepare yourself to be one.

3. Implement what you have learnt and use it to practice and eventually perform.



Public Speaking

knowledge & skills enhancement program

13

Public speaking is a form of human communication that employs a particular type of dialogue.




14

the audience: the listeners who come to a speaking situation with their frame of reference.

the occasion: the time and place; exigency: the demands,

expectations or burden placed upon the speaker inherent in the situation.

constraints: the limitations on what and how a speaker may say in responding to a rhetorical situation.

the speaker: the speaker's actions shape the situation, influence how the audience will respond to the message, and to the speaker as well.

Message

Exigency Constraints

Audience

The Rhetorical Situation

Speaker

Occasion

Public Speaking




15

1. Not all audiences are the same. 2. Carefully assess the nature of the audience

at hand 3. Determine best ways to address the

audience

Audience




16

In thinking about the audience who will be listening to

your speech / presentation, consider the following

audience demographics: • age • sex • family affiliation • sexual orientation • cultural diversity

• racial background • economic and social standing • political identification • religious or philosophical orientation

Audience




17

Depending on who makes up your audience, you will select and shape your topic.

To be responsive to the unique audience take into account how your audience is predisposed on an emotional and psychological level to respond to you or your topic

Audience




18

Consider the attitudes, beliefs and values of the frame of reference of the audience:

• An attitude is the predisposition to respond favorably or unfavorably toward a topic.

• A belief is a position or standard that audience members hold as valid or truthful.

• A value is a deeply seated attitude commonly rooted in core beliefs, usually about the intrinsic worth of something.

Audience




19






Message


Audience


Speaker

Occasion

Public Speaking




20

The occasion encompasses the time, place, medium and purpose for a speech.

Timing of speech / presentation, consider events leading up to a rhetorical situation: long-term historical forces. simple set of recent events that set the context

for a speech.

Your analysis of the occasion goes hand in hand with the assessment of the audience.

Occasion




21

Aristotle three types of speaking situations, each

with its characteristic audience and type of occasion:

Deliberative Forensic Epideictic

Occasion




22

Deliberative (political) oratory was concerned with problem solving in a legislative arena. The burden of the speaker was to advise fellow decision-makers on how to decide on the best course of action.

Occasion




23

Forensic speaking occurred in a court of law before an audience that would render a verdict. The forensic speaker is expected to develop the facts of a case.

Occasion




24

Epideictic (ceremonial) oratory was used for special occasions when a speaker spoke on questions of value.

Occasion




25






Message


Audience


Speaker

Occasion

Public Speaking




26

The exigency of a rhetorical situation is a

demand, burden or expectation inherent in

the situation.

Sometimes the demand is stipulated by the

nature of the type of speaking situation.

Exigency




27

Example:The U. S. President presents "state of

the union“ address. He is expected to discuss the

current political affairs, focusing on the most

pertinent domestic and international concerns

confronting Congress and the American people.

Exigency




28

Persuasive speech.Expectation of such type of message is that you will talk about a meaningful

social issue and provide convincing reasons

and evidence to support your position.

Exigency




29






Message


Audience


Speaker

Occasion

Public Speaking




30

The constraints of a rhetorical situation are the limitations placed upon a speaker.

Are there topics on a given occasion and for a particular audience that would be inappropriate?

Constraints




31

Does the speaker need to conform to rules of

etiquette inherent in a situation?

Constraints




32

Audience pre-dispositions can place limits on the

speaker.

You may be constrained in your choice of content

by considering ways the audience members' attitudes, beliefs and values predispose them to oppose your position.

Constraints




33

The medium of communication may also impose limits.

For instance, a speaker on the radio lacks a visual

contact with the audience

Or a speech on television is tailored to meet the time

constraints of that medium.

Constraints




34






Message


Audience


Speaker

Occasion

Public Speaking




35

Speaker

The speaker's actions influence the situation.

How a speaker develops the message

will influence how the audience responds to the situation.




36

Speaker

The speaker may explicitly define the

occasion at hand, providing an interpretation of how the rhetorical situation developed.




37

The types of rhetorical strategies - the kinds of evidence and persuasive

appeals, - the methods of organization, use of

language and - delivery will influence how the audience

responds

Speaker




38

An effective speaker need to develop credibility;

the higher the credibility, the more influence will

the speaker have on shaping the situation.

Speaker




39






Message


Audience


Speaker

Occasion

Public Speaking




40

Public speaking, facilitating

is a serious matter and needs

to be approached as such.

If you fail to prepare, then

you are prepared to fail.

Message


Audience


Speaker

Occasion

Public Speaking



Coffee Break

Coffee Break

Coffee Break





Do’s & Don’ts of a Discussion Leader?

by PDG Guz Goh

Successful Public Speaking


43

Feeling some nervousness before giving a speech is natural and healthy.

It shows you care about doing well. But, too much nervousness can be detrimental.

Here's how you can control your nervousness and make effective, memorable presentations:



Tips For Successful Public Speaking


44

Know the room. Be familiar with the place in which you will speak.

Arrive early, walk around the speaking area and practice using the microphone and any visual aids.




45

Know the audience. Greet some of the audience as they arrive.

It's easier to speak to a group of friends than to a group of strangers.





46

Know your material. If you're not familiar with your material or are uncomfortable with it, your nervousness will increase.

Practice your speech and revise it if necessary.





47

Relax. Ease tension by doing exercises.

Visualize yourself giving your speech. Imagine yourself speaking, your voice loud, clear, and assured.

When you visualize yourself as successful, you will be successful.





48

Don't apologize. If you mention your nervousness or apologize for any problems you think you have with your speech, you may be calling the audience's attention to something they hadn't noticed.





49

Concentrate on the message -- not the medium. Focus your attention away from your own anxieties, and outwardly toward your message and your audience. Your nervousness will dissipate.





50

Turn nervousness into positive energy. Harness your nervous energy and transform it into vitality & enthusiasm.

Gain experience. Experience builds confidence, which is the key to effective speaking.





51

Use eye contact with each member of the audience in turn.

Remember that some people get nervous in audiences too. Put them at their ease.





52

Use visual aids where useful. Flip charts, overhead projectors and video can make the presentation more memorable.

Keep visuals simple. If you don’t have the use of visuals remember that ‘words paint pictures in the mind'.





53

Consider giving handouts to your audience members. It might be a memory prompt for them when recalling your speech.

*However, too much written material may put them off and you don’t want everyone reading during your presentation, so choose carefully when you give them out.



More Tips…


54

Remember that the audience has a responsibility too!

Don’t think How can I survive this?, think… How can I do this brilliantly?



More Tips…


55

Remember that, as with all things, you need to plan. Rather than “I hope I don’t panic”, work out how you would like things to be.

Vary your voice tonality and speed during your presentation. Convey energy when you need to, and slow down to ‘draw them in close' when it’s appropriate.



More Tips…


56

It is possible for public speaking to be fun and hugely satisfying. Once you’ve enjoyed a presentation, or even part of it, your self confidence will get a huge boost and you'll be off and running!

The key is practice, practice, practice and practice.



Summary


57

Public Speaking Problems



Common public speaking problems:


58

‘Drying up' or not being able to speak (Stage fright).

Forgetting what you are talking about, your mind going blank.

Having someone in the audience who knows more than you do.




59

People noticing that you are nervous. Inability to control your “Er”, “Um”,

“OK” etc. & consistently repeating them and irritating your audience to death

Inability to control the proper tone of your voice and pace of your speech.





60

The impossible to answer ‘question from Hell'

The fear that your presentation is so awful and embarrassing that your social / career relationships are forever ruined.

The audience talking over you or walking out





61

Firstly, let’s accept that we need fear.

Our ancestors relied on fear to survive bigger, stronger and faster predators.




How much anxiety is good for public speaking?


62

When presenting we need a little anxiety as this will improve recall, raise energy levels and make for a more focused, dynamic speech.

An overly laid-back speaker can easily bore!




63

We don’t want too much anxiety and we don’t want too much relaxation.

Just enough tension to give us energy, and enough calmness for clear thinking and recall.

We need the right balance.

How much anxiety is good for public speaking?




64






Message


Audience


Speaker

Occasion

Public Speaking



Avoiding Major Public Speaking Mistakes


65




66

‘Mind reading from facial expressions'

Being too sensitive to the way the audience looked.

Trying to read audience moods.





67

‘Mind reading from facial expressions'

Were they frowning? Did they have blank

expressions? Did this mean they were

hostile?





68

Never guess what the audience is thinking.

If you suspect someone is not enjoying it, approach them and give them a chance to say so.

It’s consider that that’s the audience responsibility.




Dealing with a Difficult Audience


69

Remember, your job ismerely to present ideas and information in a compelling way, not to get into arguments with one audience member at the expense of the others.




70

Admit you don’t know something and promise to find out for them.

Tell them that you would like to come back to that point.

Ask them to come and see you afterwards for further discussion as you have limited time and much material to cover.





71

Stick to the main points of your speech.

You don’t have to answer questions immediately or on the questioner’s terms. If people wish to side-line they can do it afterwards or during a break.





72

Remember: It’s not just about you justifying yourself to

the audience. They carry half the responsibility in the situation.

They are required to be polite, to listen to and absorb what you are saying, to ask relevant questions and to know when to keep quiet.

Your responsibility extends only so far.





73

Public Speaking Preparation





74

It’s All in the Preparation

To feel confident you need to be really familiar with your material. Hesitancy and constant note-reading do not a good speech make!




75

Become familiar with the ‘signposts' of your speech and fully acquaint yourself with your content so that you can trust yourself to remember.





76

Many good presenters I know use *mind-mapping to prepare and memorize speech notes. It’s quick and really aids memory and recall when you’re ‘up there doing it.





77

Rehearse out loud until you feel 'conversationally comfortable' about your material

It’s a very comfortable feeling when you know you can trust your unconscious mind to deliver.

(This doesn’t mean you can’t have your notes handy just in case!)





78

Using Humor (oh, in the US, be sure and use humor ;-)

The use of humor in presentations can help fix an idea in peoples' minds as well as illuminating unexpected perspectives.

But it has to be done in an (apparently) spontaneous way





79

If people remain silent in response to one of my little gems (very rare of course ;-) I may comment on the silence itself, which often gets a chuckle.





80

Don’t appear terrified when making a joke the audience may not respond as they would.

Your words say “I am being creative and funny" but your voice tone, body posture and other unconscious signals say “I am terrified!" and people rely much more on these unconscious elements of your communication.





81

Overall, I think humor is worth the risk because it makes a presentation more interesting and it’s a wonderful feeling when you make an audience roar with laughter!





82

The final lap, reality check!




83

Keys to good public speaking appearance:

Your appearance

Your voice and how you speak

Your interaction with the audience

Your speech contents




84






Message


Audience


Speaker

Occasion

Public Speaking



Your Appearance


85

It is not just about dressing appropriately, it has to do with your stage presence, what your body language conveys and how do you choreograph movements of your body parts in relation to your interaction with the audience that will make or break a successful appearance.




86

With a big audience, audiovisual aids can help enhance your

image on stage, but an effective speaker must exude stage

presence to deliver a command performance.

Your Appearance




87

With a smaller audience your stage

presence is vital to the success of

winning the attention of the audience

Your Appearance




88

It's essential to communicate confidence when

speaking in public or meeting a new client.

When you speak, you represent a brand.

The brand of you. How you talk, walk,

and look reflect upon that brand.

What does your body language say

about you?

Does it say you're trustworthy, confident,

and competent, or just the opposite?

Your Appearance




89

The StanceFormer Secretary of State Colin Powell stands

(or sits) tall -- steadfast and assured. No slumping

or slouching for this soldier. A slouching body

posture is a sure way giveaway to a lack of

enthusiasm, confidence, and leadership ability.

What to do: Keep your weight balanced on

both feet, stand tall, eyes ahead. When sitting,

avoid slumping into the fold of your chair or

leaning back. Watch as people respond to you

differently.

Your Appearance




90

The Eyes

Eye contact associates with trustworthiness, sincerity,

and confidence, all the traits we look for in leaders.

Make everyone feel as though you're having a

one-on-one conversation with them. Draw them in with

your eyes. You're talking to them, not at them.

What to do: Maintain eye contact 70% to 80% of the time.

Make everyone feel included and important. Look at the person you're

speaking to you. If you're addressing a small or large group, break the

room into three parts. Focus on one individual, make a point, shift your

gaze to another part of the room, make a point, and do the same for the

rest of the room.

Your Appearance




91

The Arms

Former Hewlett-Packard CEO Carly Fiorina is a very polished speaker. It's almost impossible to find a photograph of her with

a closed posture. This means there's nothing in between her and her listeners. Example: standing behind a podium is closed -- it adds a block between you and the listener. Crossing your arms is closed as well.

What to do: Simply avoid putting anything in between you and the listener.

Keep your hands and arms unfolded, don't hold a binder, try to avoid

standing behind a podium when possible.

Your Appearance




92

The Hands

Former President Bill Clinton hand gestures punctuate virtually every point, as does British Prime Minister Tony Blair and even Singapore’s Mentor Minister Lee Kuan Yew. Complex hand gestures means using both hands in various

positions during a talk or presentation. Complex gestures reflect complex thought, and

give us confidence in the listener.

What to do: Use your hands! Don't try to mimic other people's gestures because you will look contrived. However, feel free to use your hands in a way that feels natural.

Your Appearance




93

The Air of ConfidenceCalifornia Governor Arnold Schwarzenegger

has an air of confidence. Regardless of the

events around him, he conveys a look of

being in control. You won't see him wringing

his hands, shuffling back and forth, jiggling coins

in his pocket, or rubbing his hands repeatedly

through his hair. He comes across as someone

who won't cower, waffle, or retreat.

What to do: Get rid of distracting body movements - tapping your toes,

fidgeting with your fingers, pens, or coins… all signs of nervousness. Look

and sound more engaged, channel energy to face, voice, and hand gestures.

Your Appearance




94

Look Better Than Everyone ElseGreat leaders dress a little more nicely

than the rest of the world. Ronald Reagan

was said to always stand out as the best-

dressed person in the room.

In photographs, meetings, and public

appearances, Reagan consistently looked

sharp, smart and immaculately groomed.

Your Appearance




95

Steer Clear of DistractionsFlashy or too-big jewelries detract from

the speaker. Accessories are just that…

they accessorize, or complement, the

rest of your wardrobe.

Make sure your belts, rings, watches,

earrings and necklaces are elegant,

simple, and suitable for your outfit.

Your Appearance




96

Be Culture-AppropriateApple's Steve Jobs breaks many of life's rules,

but he follows the most important one:

Dress appropriately for the event or the culture.

Apple has a rebellious, different, edgy culture,

making his wardrobe of a black turtleneck,

jeans, and sneakers entirely appropriate.

A banker who shows up for a client meeting

dressed like Jobs would lose credibility.

Dress well -- and within expectations.

Your Appearance




97

Always Be Ready For Your Best Shot

Now that you look the part of a leader,

make sure all your photographs reflect it.

Your photo is often the first impression

people have of you.

Find a good portraitist and a get a

professional, classy photograph of yourself.

Your Appearance



Your Voice


98

One of the qualities that all great speakers have is the ability to electrify their listeners simply by the way they use their voices.

They have an engaging vocal quality, a quality that you can master for your own professional business communications.




99

Diction: The meaning of diction is enunciation, the art of speaking with clarity, or in such a way that each word is clearly heard.

This is concerned with pronunciation and tone, rather than the choice of words or style.

Verbal Enunciation is the act of speaking. Good enunciation is the act of speaking clearly and concisely.

The opposite of good enunciation is mumbling, slurring or bad enunciation

Your Voice




100

Phonetics: is the study of the sounds of human speech. It is concerned with the actual properties of speech sounds, and their production, audition and perception. The way a voice sounds (tones) and

the way words are pronounced.

The combination of diction and phonetics will give you that

broadcast quality voice presence that most trained Stage, TV

and Radio presenters, announcers and voice-overs possess.

Your Voice




101

First Key: Vary Your Tone. Dynamic speakers vary the pitch and tone of their words. Dull speakers are monotone, reciting all words in the very same tone of voice.

Your Voice




102

Second Key: Punch Key Words. Dynamic speakers punch the important words in every sentence to add emphasis.

Your Voice




103

Third Key: Raise and Lower Your Volume. Dynamic speakers raise and lower the volume of voice during a talk, something John F. Kennedy did in his speech.

Your Voice




104

Fourth key: Pause for Impact. Dynamic speakers know that nothing is as dramatic as a well-placed pause.

Your Voice




105

Fifth Key: Vary Your Speed. Finally, dynamic speakers speed up and slow down, often in the same sentence or paragraph.

Your Voice




106

Remember, the way you use your voice and an engaging vocal quality will help deliver a great presentation.

Keeping your audience engaged does take a compelling message but it also requires a Dynamic Delivery

Your Voice




107

Let’s Review




108

Keys to good public speaking appearance:

Your appearance

Your voice and how you speak

Your interaction with the audience



Interact with the audience


109

Stop Reading from notesGreat communicators do not read from scripts, notes, or PowerPoint slides.

It breaks down the rapport between listener and audience.

Do this instead:Review your material to the point where you have completely absorbed the material, you can deliver it without notes.

Business Week recently profiled Apple CEO Steve Jobs, whose magnificent presentations are the result of hours of grueling practice.




110

Don’t Avoid eye contactGreat communicators understand that eye contact is critical to building trust, credibility, and rapport.

Far too many business professionals have a habit of looking at everything elsebut the audience.

Do this instead:Maintain eye contact with your listeners at least 90% of the time. It's appropriate to glance at your notes or slides periodically for a few seconds. You are speaking for the benefit of your listeners.

Speak to them, not the slides.





111

Don’t Dress DownGreat communicators look the part. Dressing well to deliver a speech orpresentation emphasizes to youraudience that you respect them and value their presence.

Dressing well and appropriately takesa fair bit of research and preparation.Your audience appreciate this.

Do this instead:Get help and advise from reliable sources whose recommendations you trust. Always dress appropriately for the culture, a little better than everyone else.





112

Don’t Fidget, jiggle, and swayGreat communicators eliminate small, annoying gestures or mannerisms.

These habits inspire no confidence in the speaker.

Do this instead:The solution is simple. Don't fidget, jiggle or sway! Videotape your presentations or rehearsals from time to time to catch your flaws.





113

Never Fail to rehearseGreat communicators always rehearse important presentations. Most bad presentations are the result of failing to practice talking out loud.

Do this instead:Take a cue from Cisco CEO John Chambers. He spends hours rehearsing every component of his presentations, from the material to the flow of slides to when and where he's going to walk among the audience. It's preparation to the extreme, but it works.





114

Stop Standing at attentionGreat communicators are not stiff. Standing at attention like a soldier waiting for orders might work for the army, but it makes presentations tedious.

Do this instead:Move, walk, use hand gestures. Great speakers are animated in voice and body.





115

Don’t Recite bullet pointsGreat communicators assume

the audience can read. Many

speakers read the bullet points on their slides word for word. Slides (or any visual) act as a

complement to the speaker, not the other way around.

Do this instead:Do not recite the slide word for word. Include a story, anecdote, example to add color to the content.





116

Don’t Speak for too longGreat communicators know that leadership requires the ability to articulate a message that's passionate, clear, and concise.

Studies proves that listeners lose their attention after approximately 18 minutes. Keep your speech or presentation short, punchy for impact.

Do this instead:Edit everything you say. Do you spend five minutes saying something that you could otherwise say in 30 seconds? What can you cut out? Be thorough, yet concise in all manners of communication.Make sure you stop speaking before the audience stop listening!





117

Don’t Fail to exciteGreat communicators grab their listeners' attention right out of the gate. Audiences remember the first thing you say and the last. But don't worry… if you're struggling to come up with an opening, here’s a solution.

Do this instead:Tell your listeners why they should be excited about your content. Give your audience a reason to care.





118

Don’t End on a dull noteGreat communicators end their presentations on an inspiring note. Most listeners walk away from a presentation remembering what was said at the end.

Do this instead:Go ahead and summarize what you just said in the presentation, but leave your audience with one key thought… something they didn't know that makes their jaws drop in collective awe.




Preparation for Role play

- Group A with PDG Keliek & DGN Ridlo - Group B with PDG Miko & DGE Al - Group C with PDG Soerjo & PP Ronny Mustamu - Group D with PDG Guz

Breakout Sessions



Role Play



President Elect Training Seminar (PETS) - 06 Feb 2010 in Jakarta District Team Training Seminar (DTTS) - 06 Feb 2010 in Jakarta President Elect Training Seminar (PETS) - 13 Feb 2010 in SurabayaDistrict Team Training Seminar (DTTS) - 13 Feb 2010 in Surabaya District Assembly (DISTAS) - 13 May 2010 in Surabaya

Plan and Briefing for GDLs for PETS, DTTS & DISTAS



District Membership Seminar - 13 November 2010 in YogyakartaDistrict Rotary Foundation Seminar - 14 November 2010 in Yogyakarta

Now that you have been trained as a Discussion Leader, we hope that you can also conduct trainings for Rotarians and Clubs in your area.

Plan and Briefing for Other District Trainings



Closing Remarks by DGE Al Purwa



Thank you!

The Future of Rotary D3400is now in Your Hands!


Saturday, 12 December 2009

Education

Welcome to gdlts 2009