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Effective Briefing Techniqes Day Two

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Effective Briefing Techniqes Day Two

  1. 1. 1. What do you hate about meetings? 2. What makes a good meeting? 3. What do you struggle with in meetings? 4. What are 3-5 specific types of meetings you usually attend? (the more detail the better)
  2. 2.  Be present and focused.  Respect airtime (three before me).  Focus on what we can do.  Everyone contributes.
  3. 3. Morning 1. Complete Elevator Pitches 2. Honing Your Skills/Rehearsing 3. Analyze Elevator Pitch 4. The Power of Persuasion 5. Captivating Your Audience Afternoon 1. Managing Audience Questions, Resistance, and Hostility 2. Meeting Management 3. Team Meeting Experiences 4. Peer Feedback
  4. 4. Peer Feedback  What techniques, methods, and strategies from today’s sessions did you notice the speaker using?  What did you learn from this speaker about presenting?  Respectfully, what should the speaker focus on doing or not doing as he or she goes forward?  Final thoughts, comments, or encouragement?
  5. 5. Using Your Voice Ideal Body Language
  6. 6.  Speak Out Loud  Project Your Voice Without Shouting  Many Professionals Use Warm-Ups  Enunciate  Vary Your Volume › Speaking Softly can separate and spotlight important words and numbers  Adjust Your Rate  Pausing Eloquently
  7. 7. Mehrabian’s Rule of Communication
  8. 8. Instead Mistake Rubbing or Fidgeting Hands/Hands in Pockets – shows nervousness and can show you don’t believe in what you are saying. Keep your arms at your sides in an open manner. If you have to, use small movements with your hands to convey your message.
  9. 9. Instead Mistake Crossing Your Arms – this can show that you are unimpressed or that something is amiss. It is a defensive posture that puts distance between you and your audience. Keep your arms open, almost as if you were going to give a bear hug. It’s an inviting gesture that makes the audience feel calm.
  10. 10. Instead Mistake Avoiding Eye Contact – This behavior can appear dismissive, dishonest, and unprofessional. Make eye contact with different individuals and hold it for 2-3 seconds. Make it short, but not too quick. Stay sincere. Quickly nodding your head will show that you are personally interested in that individual’s comprehension of your presentation.
  11. 11. Instead Mistake Pacing back and forth and having your arms and legs move quickly will give off a quirky vibe that may result in lost credibility with your audience. Navigate the room with slow confidence. It is important not to stay in one place, so moving throughout the front, or even throughout the entire crowd can send a positive message.
  12. 12. Instead Mistake Posture – one of the loudest “speaking” elements of body language. If you are slouching, it sends a message of weakness that will make your audience question your professionalism and/or commitment. Stand straight with shoulders that are not rigid and tight, but firm and confident. Keep your head high and your legs strong underneath you to deliver your message confidently.
  13. 13. Instead Mistake Legs – fidgeting with your legs and constantly readjusting your standing position will give the audience the feeling that you’re uncomfortable and restless. Stand confidently and make controlled movements towards audience members. Make your audience think that you’ve practiced these movements before and that you are a seasoned veteran they can trust.
  14. 14. Other Aspects to Consider  Body Angles  Hand Gestures  Distance  Head Angles The Ready Position Video Link
  15. 15.  Watch yourself.  Be as objective as possible: What do you see happening?  What is going well in your presentation and how does it affect the audience?  What do you notice that you would like to change about your presentation style? Be very specific. Include voice, body language, habits, volume, pronunciation, content, etc.
  16. 16. The Science of Persuasion Ethos, Logos, and Pathos
  17. 17.  How do you get others to give you what you want? (think: material items)  How do you get others to agree with your ideas? (willingly)  How do you get others to do what you ask? (take action)
  18. 18.  How can the ability to persuade others effectively benefit you and your organization?
  19. 19.  There is a lot more to the science of persuasion than an 11 minute video. It goes all the way back to the Greek Philosopher Aristotle.  The better you understand the foundation of persuasion, the more effectively you can use it.  Prezi is a cloud-based presentation software and storytelling tool for presenting ideas on a virtual canvas.
  20. 20. Reflect and Learn
  21. 21. Directions: With a partner, brainstorm a list of the specific ways in which you can keep your audience engaged in each of the following categories. Be prepared to share!  Content  Voice  Body Language  Strategy
  22. 22. Taking Advantage of Questions Dealing with Distractions, Problem People, and Resistance
  23. 23.  Plan – develop a list of potential audience questions as you prepare.  Identify all the facts, stats, models, diagrams, etc. that someone might challenge. Craft answers in advance.  Strategize – consider your audience when answering awkward or difficult questions.  Plan for the worst. Answer hostile or emotional questions calmly. Don’t get defensive.  Rehearse – videotape yourself or get feedback
  24. 24. Think of a time when you’ve experienced audience questions, resistance, and/or hostility.  What happened?  How did you (or the presenter) react?  What was the outcome?  Could it have been handled differently?
  25. 25.  Propose rules.  Listen and make eye contact.  Pay close attention to body language!  Confirm  Clarify  Answer  Check
  26. 26. When you don’t know the answer:  Be confidently candid. “I don’t know, but I’ll find out.” (Get contact info.)  Defer to the audience or an expert.
  27. 27. Avoid the following tactics: 1. Switcharoo – don’t ignore the question. 2. Mini-filibuster – Keep it short! 3. Defensive Bluster – be calm and dignified. 4. Winging/Faking It – the worst!
  28. 28.  It doesn’t happen often.  Never let them see you sweat.  Take the sting out of their behavior in a calm manner.
  29. 29.  Ask a question to the left and right of the talkers.  Stop talking for 5-8 seconds, look at talkers, and smile.  If possible, stand near them (be subtle).  Ask a friendly, on-topic question.  Say a side-talker’s name in the context of a point you are making.  If all else fails, be direct – stay professional.
  30. 30.  Call on others by name.  Ask chatterbox how his or her comment relates to the topic – keep it friendly.  “Marsha, you’ve been doing all of the hard work… let’s get some other ideas.”  “I hear what you’re saying, but we have to move on.”
  31. 31.  Set ground rules in advance.  Be a good example.
  32. 32.  Why would your audience be resistant? › It won’t work. › We tried it already. › We don’t need it. › It isn’t in the budget. › It’s against policy. › We’re already overworked. › We don’t have time/people/resources. › It’s not our problem. › I just don’t like it.
  33. 33. How can you overcome audience resistance?  Preventing – planning and preparation  Analyzing – why do you feel this way?  Persuading – ethos, logos, pathos
  34. 34. Solutions Role Playing Fishbowl
  35. 35. To make meetings less miserable, more efficient, and productive:  Before – Planning and Preparation  During – norms, goals, roles  After
  36. 36.  Set an Agenda (agreed upon if possible)  Make sure you need a meeting (email?)  Postpone the meeting rather than holding a meeting without critical staff members.  Pass out pre-work or complicated materials in advance.  Determine Roles – leader, minutes, SMEs, time-keeper, task-master, etc.
  37. 37.  Meeting leader/facilitator sets the tone  Set norms at the beginning for questions/interruptions and digression (parking lot, email, meet after).  Use the pre-work in the meeting.  Make sure everyone contributes.  Summarize main points/Call to Action  Action items, owners, and due dates  Discuss what completion looks like and potential obstacles (productively)
  38. 38.  Facilitator/task-master follows up to check progress on action items and due dates  “Publish” meeting minutes with action items, owners, and due dates  Debrief the meeting process
  39. 39. Your team will conduct a mock meeting that demonstrates what to do before, during, and after an effective productive meeting. You will also demonstrate how to solve an audience “problem” effectively. Each team will be assigned a general topic and a goal for your meeting.
  40. 40.  What did I learn today that I can use as I go forward in my career?  What went well today?  What questions do I still have?

Notes de l'éditeur

  • Speak Out Loud – Show video

    Project your voice without shouting – if you speak softly now, project from the diaphragm without that negative tone.

    Professionals – kind of a caricature, but I have a lot of improv and actor friends at home who really do this.

    Enunciate – Practice with the video

    Vary Your Volume – When you suddenly increase or decrease your volume, it shocks or alerts your audience to a change that jolts their attention. Many of us may do this without even realizing!

    Adjust Your Rate – Most speak around 125 wpm. But you want to avoid keeping it exactly the same. Example: Bueller, Bueller

    Pausing Eloquently – The main reason to use pauses (usually 1-2 seconds –longer for more drama) [HIMYM – Wait for it…] are for variety, understanding, and emphasis. They also might help you collect your thoughts.
    Keep in mind that too many long pauses can make your presentation choppy or tedious.

  • As you learned in Susan Weinshenck’s presentation about the Five things every presenter needs to know, an audience’s visual channel usually overpowers the auditory channel.

    It often happens, while presenting, we sometimes unconsciously communicate our opinions, thoughts, beliefs and perspectives without even giving a serious thought on what they actually convey. Usually, non-verbal cues account for 90% of human communication.

    Inapt body language is likely to create miscommunication and misinterpretations. 

    Write down a few common body language mistakes that people make when giving a presentation.
    Share with a partner and discuss what affect each mistake might have on the audience.
    Share out
  • Body Angles
    The angle of your body in relation to others indicates your attitude and feelings towards them. Normally people angle towards the other when they like person and angle themselves away when they do not like the other person. So ensure that you put your body in a proper angle by tilting to of from the other person in a balanced way to avoid any negative indication to the other person.

    Hand Gestures
    Your hand gestures indicate a large number of things. For instance, slightly up and open palms are considered open and friendly whereas palm down gestures are normally considered as dominant, emphasizing and possibly aggressive. These up and down gestures of palms are of great importance when you are shaking hand with the other person. It is always better to offer an upright and vertical handshake as it is considered as sign of equality.

    Distance from the Other Person
    Your distance from the other always send some sign to the other person. When you stand too close to the other person you are considered pushy whereas by standing too far away from the other person you are considered keeping your distance. So ensure that you are neither too close nor too far away from the people when you meet them in a group. Also ensure that you have not moved too closer to someone that he has to back away indicating that you have overstepped the mark and entered into his personal space.
  • Think/write, pair, share.