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Presentation to San Jose State University Financial Management Association...What voice do you communicate in?
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What voice do youcommunicate in?
By Al Diaz, MBA, PMP, CBAOctober 2013
Different Voices for different Stakeholders
• Decision Maker
• Executive
• Influencer
• Corporate Buyer
• Technologist
• Peers
• End User
• Sponsor
• Project Team
• Individual Contributor
• Project Team
• The Customer!
Let me share a little secret …
• Your key stakeholders, customers, boss
– They are never wrong…
• WHAT ! NEVER ?
• In their minds they are never wrong…its your job to set them straight when they are.
Communication
Styles
Clearly you don’t …
There is no way …
I can’t do that …
Unacceptable …
NOOOOOOOOOOOOOOO!!!
• I can see your point…on the other hand we might be able to
• I can see the benefits …the only question I have is…
• I can do that…all I need is
• Can we both agree on …
• YES!
Who is the most
important person we
communicate with?
No; its not your boss…
they just
write your review
• Its Your Customer;– Why? Because they are the company's best
consultant.
– Their feedback can hurt the bottom line or help it!
• So best we listen to them
– We want
• customers to collaborate with us
• to get as close as possible to the customer
• drive the customer experience from the front
– …don’t walk in with a blank sheet of paper!
What does the customer want…Make it easy
Be a good listener
Limit customer touches
Anticipate their needs
Take action
Be Available
Sit on the Cactus
Golden Rule
Say…Yes!
What voice do you
communicate in?
• I did not say he stole the money.
• I did not say he stole the money.
• I did not say he stole the money.
• I did not say he stole the money.
• I did not say he stole the money.
• I did not say he stole the money.
Communication is one business where you do not want to become Exclusive
Be Inclusive
Identifying whom to share
information with
Broaden the depth of your communication network
Share information as broadly and deeply as possible
When people don’t understand
they will not ask,
they don’t want to appear ___
The sender is responsible for making information clear and complete so that the receiver can
receive it correctly, and for confirming that it is properly understood.
SenderSender
Encode
Decode
Encode
Decode
Noise
Noise
MediumNoise
Noise
What voice do you
communicate in?
I didn’t receive it
so
I didn’t do it
WOW!
REALLY
The fact that you did not receive the
code
file
numbers
report
Does not get you off the hook
This behavior is called
Hanging it up
Like Hanging up your shirt or blouse after clubbing all night and
forgetting about it…
Its still dirty
Think like a CEO…
“The CEO is the link between the Organization and the Outside World” -Peter Drucker
Peter Drucker; invented the concept known as management by objectives (MBO)
process of participative goal setting and measurement back to the standard1954 Book The Practice of Management
What does a CEO do when they are not setting strategy?
They are communicating with their stakeholders
Jeff Bezos, Amazon.com, He changed the way people shop and read.
W. Buffett, Berkshire Hathaway,
brilliant value creator for almost 50 years.
Morris Chang, Taiwan Semiconductor, Built Taiwan's largest company, w/a market value of $88 billion.
Larry Fink, BlackRock, World's biggest money manager.
Carol Meyrowitz, TJX, (TJ Maxx) Number one in off-price retailing w/ $26BB in sales
Larry Page, Google, market value is up $100 billion on his watch.
Howard Schultz, Starbucks, Revolutionized what America means by coffee. Serving 70 MM customers a week at more than 18,000 stores in 62 countries.
Fred Smith, FEDX, He continues to innovate and $45 BB in sales
"Invention requires a long-term willingness to be misunderstood," says Jeff Bezos.
“Do something that you genuinely believe in, that you have conviction about, for a long period of time well-meaning
people may criticize your effort, and when you receive criticism … it pays to say…are they right?
And if they are you need to adapt what you're doing.
If they're not right, …then you need to have thelong term willingness to be misunderstood."
Source : http://www.businessinsider.com
Let’s Breakdown Jeff’s Statement
1. Do something that you genuinely believe in
2. Well-meaning people may criticize your effort
3. When you receive criticism … it pays to say…are they right?
4. If they are you need to adapt
5. They're not, …then you need to have the long term
willingness to be misunderstood.
Speaking in the voice of the customer or stakeholder is not
parroting back what they are saying
or telling them what they want to hear
To speak in the voice of the stakeholder is to
understand what is important to them, to have empathy for their
issues, and to speak to them in their terms.
Build Trust!
What are Four of the most powerful words you can use?
What do you think?
In the following slides
We look at your project
communication
This beautiful project you put together
Months of work and
dedication falling apart
WAIT
How did this happen?
It's not that you're not smart…your smart
It’s not that you didn’t work hard…you did
You've got a bazillion things on your mind, working feverishly while thinkingI don’t have time for these people that keep trying to take me away from my work...
If you don’t have time for your customers or stakeholders
Your project is coming down like a house of cards…
Hero’s
Are always waiting in the sidelines
To save your project
Take the credit
And make you look like a …
Project hero’s are effective because they sit and wait!
Vulturus : Latin for Highly Effective
Communication VultureReady to take all the credit!
Don’t be a Victim to
Project Hero’s
You only have yourself to blame
If you decide to let yourself be victimized
Communication Methods• Interactive Communication
– Most efficient way to ensure a common understanding– E.g. meetings, phone calls, Instant message, smart
watch, video conferencing• Push Communication
– No traceability of understanding– E.g. letters, email, press release, faxes, voice
mail, instagram, twitter, social media• Pull communication
– For large volumes of information and large audiences– E.g. SharePoint, drop box,
You cannot control all communications but should try to prevent
miscommunication, and unclear directions.
• Actively managing the expectation of stakeholders.
– Increase the likelihood of acceptance.
– Influencing their desire to achieve & maintain goals.
• Addressing concerns that have not become issues yet (anticipation).
• Clarifying and resolving issues that have been identified.
Managing Stakeholder Expectations
Be clear and concise …Don’t Assume anyone understands…
Brevity with Senior Staff
Managing Stakeholder Expectations
Unless Specifically Asked No Yes
Methodology X
History X
Approach X
Marketing X
Facts X
Qualification X
Yourself X
Building Personal Rapport X
C Suites are impress by the quality of the question
Challenge conventional thinking
Be Passionate about Curiosity
Communication
Starts with YOU
BUT I’M RIGHT
I’m standing on principal
I will not yield
Worked for Patrick Henry
Not for most people
Be flexible, willing to compromise,
be pragmatic
My Perception of the world is…
So this is the way; I expect things to happen
What voice do you communicate in?
Integrity
Mean what you say…life your values
Be Patience
Be positive to all around you
Speak well
Dispel Myths
Never Give UpBuilding a strong
Foundation - Education - Experience
Don’t just go through the motions
Have staying power!
And
Give Back
Communication Starts with Inner Dialog
YOU HAVE TOO
YOU SHOULD
JUST GET IT DONE
Dreadfully Done
Cultivating Curiosity
Helps us align the contradictions
Leads to meaningful work
Aligning the Contradiction Resolves
Self Sabotaging Behavior
Fear of Failure
Inner Doubts
Perfectionism
Nurtures Compassion
Why Settle
What do you think
about most?
Perfection is the Enemy
of
Good
So much of your success is dependent on you
Yes we’ve all heard it before
Its not what you know…It’s who you know
Right place…Right Time
Money or Luck
I am not here to tell you life is fair, it’s not
but it’s what you do…with what you got
don’t sit there and tell me you can’t
if you do… you won’t last
NOW…
GO OUT
AND SOLVE
REALLY HARD PROBLEMS
Books to Read…
• In Search of Excellence
– By Tom Peters
• The First 90 Days– By Michael D. Watkins
• The 5th Discipline
– By Peter Senge
• The Future of Management
– By Gary Hamel
• Influencer – The power to change anything
– By Kerry Patterson, Joseph Grenny, David Maxfield, Ron McMillan, Al Switzler
• The Why of Work – How great leaders build abundant organizations that win
– By David Ulrich, Wendy Ulrich, Marshall Goldsmith
Books to Read…
• The Tao of Psychology: Synchronicity and the Self:
- By Jean Shinoda ...
• Emotional Intelligence- By Daniel Goleman
• Authentic Happienss
- By Martin E. P. Seligman
• Original Blessing – By Mathew Fox
• A Gift of Positive Thinking– Gill Farrer-Hall