1952_Module 9 Presentation Skills - Read-Only.pdf

Conveying what’s in it for them Knowing the context and adapting to it 1. Consider when you want to formally document information. Do you want a written record? Print can also be the most costly (IE manual) as it can take time to prepare and circulate documents 2. Excellent for...

Conveying what’s in it for them Knowing the context and adapting to it 1. Consider when you want to formally document information. Do you want a written record? Print can also be the most costly (IE manual) as it can take time to prepare and circulate documents 2. Excellent for picking up people's body language; good for team building 3. State your name and phone number, email address at both the start and the end of the message. Prepare your points beforehand. Keep it short and to the point. The use of VOIP is on the rise and you can now also send an email with a voice message 1. Include a salutation and try to use positive wording. Read out loud before you send it or save it in your draft folder then reread and sent the next day. Do you use the confirm receipt or read functions for important messages. Check your attachments and make sure they are in a format that the receiver can read. Don't use harsh words such as wrong blame or horrible. Don't use all caps don't repeat unnecessary information, and don't overuse reply all or BCC 2. Check your links periodically. If using Google Docs / Microsoft teams or other collaboration software consider keeping our travel documents of key information locked 3. Make sure everyone has the technology and has tried it out. Try to send soft copies of materials beforehand 4. Clearly identify when to use chat or not to use chat with your team. Let people know who may have access to this info (IE most companies internal systems are archived so private chats are not really private) 1. Remember not everything posted on a blog or Wiki is accurate 2. Useful to record/archive meetings for others who cannot attend 3. Can be done for senior Executives and others to provide overviews on Project statuses and trends. These can be listened on the go from phones or downloaded onto computers Noise could be jargon Think that your intention is to communicate properly 1. When your audience leaves, what do you want them to know? 2. What are the three or four key takeaways you want your audience to remember? 3. Recent info, data, and background documentation 4. What is in the beginning, body, and conclusion? 5. What issues, sequence, and evidence can you offer? 6. These help explain, reinforce, and clarify your key points 7. Compose short bullet points and additional talking points 8. Prepare for responses to potential questions 1. Care about what you're talking about; tell a joke or an amusing story; you set the tone and mood 2. Look at the audience; do not read your slides; don't look at one person for too long 3. Root yourself to the ground; face the audience; don't move around too much 4. Banish the umm’s and ahh’s; remove words like actually or basically; don't say I think, I suppose, you know 5. Plan for pauses; pause before making an important point; let the audience have time to think 6. Practice at least once; do it out loud and not in your head; use props and track your time 7. Try not to gesture too much; this distracts from your message; and limit fidgeting 8. Understand this is not a life or death situation; take deep breaths 9. Use notes if you want to and if you do don't hide them; make them easy to read at a glance 10. Practice makes perfect; gain confidence by starting with small meetings 11. Expect questions and prepare answers; if you got a question and you don't know how to answer it admit it and write it down then get back to the person 1. Also called the hero's journey. Found in many folk tales and myths. Hero leaves home, sets out on a difficult journey, moving from somewhere they know into a threatening unknown space. Hero overcomes a great trial, returns home with a reward or new found wisdom 2. Maps tension and drama. Similar to monomyth but different because it doesn't necessarily have a happy ending. First part sets the scene. Series of small challenges and rising action before climactic conclusion 3. There's three or more narratives within each other. Most important story at the core. Works like a friend telling you about a wise person in their life, someone who taught them an important lesson. The first loops are your story, the second loops are the wise person's story. At the center is the important lesson 4. Contrast our ordinary world with an ideal, improved world. Compare what is with what could be. Draws attention to the problems. Creates and fuels a desire for change 1. Begins in the heat of the action, before starting over at the beginning to explain how you got there. Hooked from the beginning and engaged to find out what happens. This is a latin phrase meaning ‘in the middle of things’ 2. Different strands of thinking coming together to form one product or idea. Can be used to show the birth of a movement. Or explain how a single idea that was the culmination of several great minds working together towards one goal 3. Tell a predictable story before unexpectedly disrupting it and beginning over again. Lure your audience into a false sense of security and then shock them. Force to go back to the start and reassess. It's ideal for talking about things that you learned from that experience. Or the innovative way that you solved your problem 4. Organizes multiple speakers or stories around one central concept. Useful if you have several unconnected stories you want to tell or things you want to reveal that all relate back to a single message Need to always be looking for opportunities to give feedback Save face - Useful if someone is honest and owns up to their mistakes or errors. Thank them for their honesty and having the maturity to do so. Everyone occasionally messes up and should learn from it Reputation - Useful for someone who has a history of doing a good job but whose work has recently slipped. Start by recognizing all the work they did so well previously and ask why there has been a change. The comparison is not to somebody else's reputation but their own