Breakthrough Communications

Course Learning Objectives Be engaging to awaken an interest in others Be convincing to move others to action Be flexible to adjust to diverse situations Be Structured to convey a message with feeling Be assertive to remain poised under pressure Be strategic to achieve desired objectives

Course Overview Be Engaging Be Convincing Creating a Positive First Impression Representing Your Organization Be Convincing Presenting in Impromptu Situations Motivating Others to Action

Course Overview Be Flexible Be Structured Communicating with Greater Impact Presenting Complex Information Be Structured Recognizing Others Inspiring People to Embrace Change

Course Overview Be Assertive Be Strategic Communicating Impromptu on Current Events Presenting in Pressure Situations Be Strategic Presenting a Topic of Choice Committing to Continuous Improvement

Creating a Positive First Impression

Creating a Positive First Impression Establish a positive first impression Communicate with enhanced credibility Identify personal objectives for the training Develop rapport with the audience Understand how you are interpreted by others

First Impressions Attributes: Name Company Position Need Incident

The Secret Speak about something you: earned the right are eager to share are excited about

Fundamentals

Fundamentals Own your material Feel positive about your subject Relate the value of your message to your audience

Guidelines Research material Make brief notes Use examples and analogies Control nerves Be open Practice

Rapport Consider yourself honored Give sincere appreciation Mention names Play yourself down — not up Smile

Rapport (2) Say “We” — not “You” Talk in listener’s interests Have fun Don’t apologize

Rapport (3) Appeal to nobler emotions Welcome criticism Be “a good person skilled in speaking”

Preparation Who is my audience? What is the purpose? How will I open? What are the major points? What are the supporting ideas and evidence? How will I close?

Representing Your Organization

Representing Your Organization Present a positive image of your organization Project enthusiasm Communicate competency with confidence Reinforce an informative message with supportive evidence

Representing Your Organization Opening First fact / benefit Second fact / benefit Incident to support these facts/ example Closing

Openings Startling statement Question Mystery statement Compliment Dramatic incident

Closings Summarize in a few words Appeal to nobler motives Throw down a challenge Dramatize Use a motivating statement Use a quote Speak on a personal level

Presenting in Impromptu Situations

Presenting in Impromptu Situations Display confidence and competence under pressure Be convincing even in unexpected circumstances Think on your feet more effectively Practice using evidence in impromptu situations

Think — Speak What is my opinion on this subject? Why do I say that? What examples support this? An example? The example shows… Therefore, my opinion is...

Motivating Others to Action

Motivating Others to Action Present in a results-oriented way Persuade an audience to take action Offer reliable, verifiable evidence Relate to an audience at their level Communicate in a convincing manner

The Magic Formula Planning Evidence Action Benefit

The Magic Formula (2) Delivery Benefit Action Evidence

Evidence Defeats Doubt Demonstrations Examples Facts Exhibits Analogies Testimonials Statistics Doubt Evidence Doubt

Motivating Others to Action Open Evidence Action Benefit

Communicating with Greater Impact

Communicating with Greater Impact Develop increased flexibility Communicate material that is not your own Present written material in an engrossing and captivating manner Overcome barriers that tend to restrict your ability to emphasize

Marking Written Materials (To make material more varied and lively), a presenter may use word emphasis, pauses, // and pacing.~ (For maximum impact ~), // (a presenter may also use voice modulation , phrasing , and gestures*.)

Making Written Material Come Alive Use large print with adequate lighting Use oral expression to add interest Mark pages for oral interpretation Keep eye contact with listeners Slide numbered pages Rehearse until familiar

Presenting Complex Information

Presenting Complex Information Develop flexibility in making complex material simple and understandable Communicate information in an interesting manner Use analogies to effectively communicate complex information

Presenting Complex Information Opening Analogy Explanation Closing Questions & Answers Final Closing

Question & Answer Period Clarifies message Reinforces key points Exposes resistance Encourages audience interaction Provides opportunity to add evidence

Q&A Guidelines “We have (time) for questions...” “Who has the first question?” “Who has the next question?” The question was... Repeat or paraphrase Conclude and end

Q&A Guidelines (2) “Who has the next question?” If no questions — state / answer own “Who has the final question?” Reiterate closing point

Recognizing Others

Recognizing Others Recognizing the value of structure in delivering presentations with feeling Practice giving genuine appreciation in an appropriate way Realize the impact that sincere recognition has on morale Realize the value of this process as a tool in professional and social situations

Recognizing Others Addressing the person Importance of occasion Incident 3 specific qualities or attributes Future Closing

Inspiring People to Embrace Change

Inspiring Others to Embrace Change Logically and emotionally appeal to the audience Handle objections before they arise Give people options with a specific recommendation

Alternative Solutions? Embrace Change (2) Change Alternative Solutions?

Embrace Change (3) Change Possible Solutions

Inspiring People to Embrace Change Opening Statement of need Example of need 3 possible solutions (+, -) Best solution with evidence Closing

Communicate Impromptu on Current Events

Communicate Impromptu on Current Events Remain poised under pressure Explore your ability to think creatively Speak about current topics in a relevant manner through personal associations

Presenting in Pressure Situations

Presenting in Pressure Situations Maintain professional composure under pressure Communicate leadership ability to handle stressful situations Become a proactive listener Sell strategic ideas concerning self and organization

Responding in Pressure Situations Project professional posture Prepare positive messages Make your hands comfortable

Presenting a Topic of Choice

Presenting a Topic of Choice Select a topic and choose the right structure that provides the greatest impact Facilitate a question and answer period to enhance audience understanding

Guidelines Select an upcoming presentation Identify the objective and audience Prepare the facts and evidence Develop an enthusiasm for the subject Rehearse out loud

Committing to Continuous Improvement

Committing to Continuous Improvement Celebrate the progress achieved and commit to continuous improvement Identify relevant opportunities to apply concepts from this training Set measurable goals for future growth

Committing to Continuous Improvement Opening Fact/ benefit Example Commitment/ future goal Closing

Breakthrough Communications Leadership Training for Managers ISO-404-PD-EV-0730-T1.0 Copyright © 1999

Using Visuals

Benefits of Visuals Dramatize ideas Guide the presentation direction Make the message easy to understand

Visual Choice Factors Number of visuals required Degree of permanency Size of audience Message content Time to prepare Cost

Basic Design Guidelines 6 x 6 Rule

6 x 6 Rule Six words per line Six lines per screen

6 x 6 Rule Violated Here’s the first bullet item for this screen The next bullet item - it has more to say This bullet item was hard to fit in this space This bullet was very important to include Now it’s time to see this very important bullet Pretty soon the screen is filled with text And the audience has to work too hard Interest in speaker’s presentation may be lost

Basic Design Guidelines 6 x 6 Rule The 10-Seconds Rule

Basic Design Guidelines 6 x 6 Rule The 10-Seconds Rule Check Spelling

Spelling Make sure to spell correctly Eye is distracted by mistake Listeners may miss message

Basic Design Guidelines 6 x 6 Rule The 10-Seconds Rule Check Spelling Font Size Font Size

Legibility 54 Impact Font Size Legibility 12 Size of print on typed page Legibility 18 Legibility 24 Minimum Legibility 28 Legibility 36 Recommended Legibility 44 Titles Legibility 54 Impact

Basic Design Guidelines 6 x 6 Rule The 10-Seconds Rule Check Spelling Font Size Words and Graphics

Reporting Data as Text January Sales at 300 units February Sales down to 250 units March Sales best yet = 425 units! Let’s go for April = 500 units

Make Data Visual Let’s Go! 600 500 500 425 400 300 300 250 200 100 Jan Jan Feb Mar Apr

Basic Design Guidelines 6 x 6 Rule The 10-Seconds Rule Check Spelling Font Size Words and Graphics Vertical vs. Horizontal

Vertical vs. Horizontal Limiting Don’t Use Horizontal Preferred Computer Screens TV Monitors Natural Left to Right