Are You Being Heard: Speaking That Gets You What You Want Presented by Ariane David, PhD Senior Partner THE VERITAS GROUP Senior Lecturer CALIFORNIA STATE UNIVERSITY, NORTHRIDGE [email protected]
Oct 31, 2014
Are You Being Heard: Speaking That Gets You What You Want
Presented by
Ariane David, PhDSenior Partner
THE VERITAS GROUP
Senior Lecturer
CALIFORNIA STATE UNIVERSITY, NORTHRIDGE
The mind is a wonderful thing. It starts working the
minute you are born and never stops until you get
up to speak in public!
George Jessel
A Presentation About Presenting
Agenda• Preparation• Content • Creating a great PPT• Preparing to present• Delivery• Answering questions • Going after money
Preparation
• Who are they?
• What are their interests?
• What are their needs, expectations, beliefs, culture, norms, history as a group? Generation?
Tailor your message, because
one-size-fits-all fits no one.
Your Audience
What this country needs is less public speaking
and more private thinking.
Roscoe Drummond
Your Thinking
• What is the purpose/goal of the presentation?– Educate/inform– Convince– Elicit action– Be liked/entertain
• What is the purpose/goal of the presentation?– Educate/inform– Convince– Elicit action– Be liked/entertain
• What is your purpose/goal for the presentation?– Stated– Personal
Your Thinking
• What is the purpose/goal of the presentation?– Educate/inform– Convince– Elicit action– Be liked/entertain
• What is your purpose/goal for the presentation?– Stated– Personal
• What point do you want to get across?– Stated– Personal
Your Thinking
Your Knowledge: Rule of Ten
• Know ten times more than you say
• Say ten times more than your slides say
The best way to sound as though you know what you’re
talking about is to know what you're talking about.
Anonymous
Critical Thinking
• Are all my points, premises, assumptions substantiated?
• Are all my points, premises, assumptions substantiated?
• Can I show the “logic” of my conclusions?
Critical Thinking
• Are all my points, premises, assumptions substantiated?
• Can I show the “logic” of my conclusions?
• Have I played “devil’s advocate” (try to shoot yourself down, because someone else will)?
Critical Thinking
Content
Organizing Content• Decide on the most important points (5 to 7)
Organizing Content• Decide on the most important points (5 to 7)
• How many points and how deeply you delve
depends on available time
Organizing Content• Decide on the most important points (5 to 7)
• How many points and how deeply you delve
depends on available time
• Add only what directly contributes to your points
Organizing Content• Decide on the most important points (5 to 7)
• How many points and how deeply you delve
depends on available time
• Add only what directly contributes to your points
• Make an outline and stick to it
Organizing Content• Decide on the most important points (5 to 7)
• How many points and how deeply you delve
depends on available time
• Add only what directly contributes to your points
• Make an outline and stick to it
• and stay on point!
Illustrating Content• People learn best when ideas become concrete
• Give examples
• Tell short relevant stories
• Use visuals (not necessarily PPT)
Content: Three “C”s
• Clear
Content: Three “C”s
• Clear
• Concise
Content: Three “C”s
• Clear
• Concise
• Complete
Make sure you have finished speaking before your audience has finished listening.
Dorothy Sarnoff
Content: Language
Beware of:
• Acronyms, abbreviations and jargon that you
have not defined in this presentation
“ The RFP calls for the SOW on the ASP before SAP go-live. Also, need RSVP to ASE: ASAP!”
Taken from a major consulting firm’s PPT briefing to a new change management team.
Content: Language
Beware of:
• Acronyms, abbreviations and jargon that you have not defined in this presentation
• Fuzzy words
Fuzzy Words
…are judgmental in nature
…are not actionable
…carry no specific meaning
…and you’re going to be surprised what words count as “fuzzy”.
Examples of Fuzzy Words
• team player• (in)effective• (ir)responsible• doesn't listen• is overbearing• crazy• Lazy• …and soooo many more!
Creating Powerful PowerPoints
Power Point: Rules
Rule # 1: YOU are the show.
Power Point: Rules
Rule # 1: YOU are the show.
Rule # 2: Go for clarity: clean and simple
Power Point: Rules
Rule # 1: YOU are the show.
Rule # 2: Go for clarity: clean and simple
Rule # 3: Form follows function
Don’t be afraid to have fun!
Business PPT Slide Design: DO’s• One thought per slide
Business PPT Slide Design: DO’s• One thought per slide
• White or light background
Business PPT Slide Design: DO’s• One thought per slide
• White or light background
• Dark type - color highlights OK
Business PPT Slide Design: DO’s• One thought per slide
• White or light background
• Dark type - color highlights OK
• Cite your facts where possible
Business PPT Slide Design: DO’s• One thought per slide
• White or light background
• Dark type - color highlights OK
• Cite your facts where possible
• Poof read
Here's the details for the October Hill Country Wine & Supper Club Dinner:Date: Thursday, October 4, 2012 Time: 6:30 p.m. Where: River City Grille, Marble Falls, TXCost: $40 per person, which includes a three-course meal, three glasses of wine, and recipe booklet. Tax and gratuity not included.Featured Winery: Stone House VineyardOctober Hill Country Wine & Supper Club Menu Warm Artichoke & Crap Dip with Toasted Baguettes Filet of Sole Fish En Papillote with Au Gratin Potatoes Raspberry & Chocolate Cream Cheese Stuffed Cupcakes
Business PPT Slide Design: DON’Ts
• Negative (white on black)
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green• Animation, graphics, cartoons, special effects
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green• Animation, graphics, cartoons, special effects
• Fancy fonts and small type
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green• Animation, graphics, cartoons, special effects
• Fancy fonts and small type
• Decorative or personalized background
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green• Animation, graphics, cartoons, special effects
• Fancy fonts and small type
• Decorative or personalized background
Business PPT Slide Design: DON’Ts
• Negative (white on black)• Dark on dark; light on light; red on green• Animation, graphics, cartoons, special effects
• Fancy fonts and small type
• Decorative or personalized background• Slides crammed with “stuff”
Note: these things might look good on your monitor but usually don’t work when projected.
Business PPT Slide Design: Exceptions
Charts, graphs and diagrams
• Clarify
• Simplify
• Add a necessary visual component
Pie Chart
• Represents a bounded/whole • Shows how the bounded whole is divided into
parts• Depicts an instant in time
Ex. Budget
50
Financials: Expenses by Category
Program Expenses, $795,536
(70%)
Personnel, $203,550
(18%)
Program and Fund
Development, $61,700 (5%)
Other Operational Expenses,
$81,726 (7%)
Bar Graph
• Unbounded –no limit to size or number of entries
• Compares or charts values of related but discrete quantities
• Can represent numerous items at one instant in time or in a small number of time frames
52
Long-term Priorities
15%
23%
23%
31%
38%
69%
0% 20% 40% 60% 80% 100%
Form Partnerships
Fundraise
Develop Board
Increase Awareness
Diversify Funding Sources
Innovate
Long-term Priorities
Percentage of BoardMembers
Note: Priorities were counted only once per board member (even if the board member mentioned it 2 or more times).
Line Graphs
• Unbounded –no limit to size or number of entries
• Each line represents the trend in one item over time
• Can show numerous lines to compare trends
The Little Shop of PPT
HORRORS!
MLE RFI/RFP Process XXXXXX)
MLE Service Level Agreement (SLA) Matrix
Critical Service LevelsTower - Finance and AccountingTotal Supplier At Risk - Expressed in term of percentage of the Monthly Charge 15%At Risk Pool Percentage Available For Allocation - Expressed as a % of the "At Risk" amount 350%At Risk Pool Available Unallocated -- Expressed as % of the Pool not Allocated 0%F&A Tower % of All Towers 0%
Section Ref - Accounts PayableAllocation of Pool Percentage 40% Measurement 100.00% % of
1.1 Invoice Processing and Disbursements - Performance category Eff + mos** Expected Minimum Window Allocation* Invoice1.1.1 Timely and Accurate Processing of Invoices 0 98.00% 97.00% Monthly 30.0% 0.00%1.1.2 Timely and Accurate Accounts Payable Disbursements 0 98.00% 97.00% Monthly 30.0% 0.00%1.1.3 Timely and Accurate Payment of "Urgent" Payment Requests 0 98.00% 97.00% Monthly 40.0% 0.00%
Section Ref - Travel and EntertainmentAllocation of Pool Percentage 25% Measurement 100.00% % of
1.2 T&E Report Processing and Disbursements - Performance category Eff + mos** Expected Minimum Window Allocation* Invoice1.2.1 Timely and Accurate processing of Expense Reports 0 98.00% 97.00% Monthly 50.0% 0.00%1.2.2 Expense Report Reimbursements 0 98.00% 97.00% Monthly 50.0% 0.00%
Section Ref - Treasury Support / Cash ManagementAllocation of Pool Percentage 30% Measurement 100.0% % of
1.3 Treasury Support and Cash Management Services - Performance Category Eff + mos** Expected Minimum Window Allocation* Invoice1.3.1 Bank accounts reconcile to the general ledger 0 98.00% 95.00% Monthly 100.0% 0.00%
Section Ref - Projects/Fixed Asset AccountingAllocation of Pool Percentage 25% 5.5 Measurement 100.0% % of
1.4 Projects and Fixed Asset Accounting - Performance Category Eff + mos** Expected Minimum Window Allocation* Invoice1.4.1 Timely and accurate settlements processing, internal order processing, and reconciliations 0 98.00% 95.00% Monthly 50.0% 0.00%1.4.2 Timely and accurate depreciation entry 0 98.00% 95.00% Monthly 50.0% 0.00%
Spend Analysis Module• A comprehensive view of spend
across all categories business units, suppliers, and systems
• Rapid, cost effective and repeatable visibility
• Natural language processing to classify free form text descriptions
• Rich granular, normalized spend detail
- Supplier name normalization
- Parent / subsidiary relationship
- Commodity category assessment
eSourcing Module • Template driven on-line RFP/RFQ• Repeatable formats and content• Enables knowledge transfer through deep knowledge
base• Formatted supplier responses for easier comparison• On-line reverse auctions Category Management Module• Single dashboard with multiple views – single project
status – all projects • Document repository • Module where all sourcing project specific steps are
built• Provides e-mail warnings or updates on events or steps
of an event
A R I B A
iProcurement Module• Provides intuitive web-based screens with the look and feel of a commercial shopping site• Catalogs channel requisitioner to approved suppliers
O R A C L E
PROCESS / TECHNOLOGY
58
Generalized Process for User Engagement Research
- Consider user pain points
- Consider user mental models & metaphors
- Consider leading practices & standards
- Generate design ideas
- Document design ideas in UCD logs- Develop
prototype scenarios / task
flows- Whiteboard /
storyboard interaction and UI designs
- Design templates for prototype
1Research & Analysis
2Synthesis
3Rapid Design /Visualization
& User Testing
Gather Contextual Research
Plan & Perform User Research
DevelopDesignInsights
Document Findings
- Create Research Plan
- Prep interview
guides based on process maps (if available)
- Site visits: - Observe & interview users - Record all w/ audio or video
- Take pictures
- Collect artifacts
- Capture notes for requirements
- Initial design ideas
- Capture profile data- Use other
specific methods as needed,
- Label tapes- Tag artifacts- Review tapes
to fill in notes
- Update process flows as needed- Log research
observations in UCD ob log
- Create initial user personas
- Create initial scenarios of use
- Create initial data maps
- Refine personas and scenarios
- Identify associated data points required in scenario tasks
- Distill user requirements from all
- Filter against existing user & business reqs
- Load new reqs to requirements database
- Industry: Benchmark leaders & best practices
- Company bkgrnd- Company’s
products, services, markets, audiences
- Company’s business processes
- Company’s business, marketing & strategies
- Research competitors: site audits, case studies
Generate Requirements Iterative
4Specificatio
n
- Create high-level information architecture
- Build out sample scenarios in either low- or high-fidelity- Validate with
internal experts
- Create question guide for user design reviews
- Validate with external users
- Create test plan for usability test
- Create detailed information architecture & interaction flows- Prototype addtl
scenarios & screens if needed
- Create addtl wireframes if needed
- Create Style Guide & all screen & UI
specifications- Create all
production graphics
Create Specs for Production
Evidence of the Leadership LabyrinthEvidence of the Leadership LabyrinthEducational and Work AttainmentEducational and Work Attainment
16.816.8%% 83.2%83.2%
Members of U.S. CongressMembers of U.S. Congress
15.215.2%% 84.8%84.8%
Holding Board Seats in Fortune 500 CompaniesHolding Board Seats in Fortune 500 Companies
33%% 97%97%
CEOs in Fortune 500 CompaniesCEOs in Fortune 500 Companies
WomenWomen MenMen
The Leadership GapThe Leadership Gap
57.557.5%% 42.5%42.5%
Earning BachelorEarning Bachelor’’s Degreess Degrees
46.746.7%% 53.3%53.3%
In U.S. Labor ForceIn U.S. Labor Force
50.850.8%% 49.2%49.2%
In Managerial/Professional PositionsIn Managerial/Professional Positions
WomenWomen MenMen
Real Property Lien
Automation Generates
Traditionally Record Lien
“E-Record” Real Property Lien
Notice of SupportJudgment
County RecorderOffice
Enter RecordingInfo
Local CSP Generates
Notice of Support Judgment
Local Agency Professional
Title Company
Request for Demand
OR
Example: Support Order terms are entered in System - Pay $300 per month on behalf of Johnny effective 1/1/11 and $150 per month towards arrears.”
SDU
1
Demand2 3
Release4
FormsGeneration
LienInfo
NCP Address & NCP’s Parents’ Address
Recording Info
Recording Info
Notice of Support Judgment Conditions Are Met
Task
- OR -
90 Day
Task
Responding Case
CP Source Notification
Interstate Notice of Lien
90 Day
Task
Recording InfoRecording Info
Task
Other State Agency
Liens Process
CSG: CONSOLIDATED SOURCING GROUPS
Other Key Stakeholders & Business Units
Design
Marketing
Manufacturing
Engineering
Legal
Finance
Produ
ct
Promotion
Price
Distrib
ution
Customers
Accounts Payable
IT
HR
Through Consolidated Sourcing Groups (CSG), Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive results, meet requirements and
achieve savings.
CSG: CONSOLIDATED SOURCING GROUPS
Other Key Stakeholders & Business Units
Design
Marketing
Manufacturing
Engineering
Legal
Finance Accounts Payable
IT
HR
Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive
results.
GlobalProcurement
Delivery
Preparing The Show
• Know exactly what you want to say
(clear and concise)
Preparing The Show
• Know exactly what you want to say
(clear and concise)
• Rehearse, rehearse, rehearse
Preparing The Show
• Know exactly what you want to say
(clear and concise)
• Rehearse, rehearse, rehearse
• Send out “pre-reads” where possible
Grasp the subject, the words will follow. Cato the Elder
Speaking
• Start powerfully!
Speaking
• Start powerfully!
• Stay on point
Speaking
• Start powerfully!
• Stay on point
• Say it once the best way
Speaking
• Start powerfully!
• Stay on point
• Say it once the best way
• Big words don’t make you look smart
Speaking
• Start powerfully!
• Stay on point
• Say it once the best way
• Big words don’t make you look smart
• Neither do filler words (white space)
Speaking
• Start powerfully!
• Stay on point
• Say it once the best way
• Big words don’t make you look smart
• Neither do filler words (white space)
• Stay on time
A good speech should be like a woman's skirt: long enough
to cover the subject, but short enough to hold interest. Winston Churchill
Using Your Body
• Use the space in the room – move around
• Use your voice: less is more
• Make eye contact– Small group: look each person in the eye– Larger group: pan the room – OK to speak to particular people
• Look for dead spots in the room
Taking Questions
If the questions are about how you created your
PPT special effects…you’ve failed!
Taking Questions
• Anticipate questions
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
• Take a full breath before speaking
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
• Take a full breath before speaking
• Understand the question before answering -
ask
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
• Take a full breath before speaking
• Understand the question before answering -
ask
• Keep answers short (3 Cs)
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
• Take a full breath before speaking
• Understand the question before answering -
ask
• Keep answers short (3 Cs)
• Be on point
Taking Questions
• Anticipate questions
• Be your own devil’s advocate
• Take a full breath before speaking
• Understand the question before answering -
ask
• Keep answers short (3 Cs)
• Be on point
• Stay cool
Going After Money
The Law of Giving
Law : People give because they are moved i.e., their emotions are engaged.
The Law of Giving
Law : People give because they are moved i.e., their emotions are engaged.
Corollary: People are NOT moved by the thought of writing a check.
How to Engage Emotions
Make them care.
– What moves them? Why are you talking to them?
– Tell a story; avoid emotionally loaded words.
– Provide moving facts• ex., “50% of kids in Los Angeles County drop out of
high school.” • ex.,“6000 violent crimes a year can be traced to the
high school dropout rate.”
Let them become excited and when they are…
give them the opportunity to participate by giving money.
Every speaker has a mouth;An arrangement rather neat.
Sometimes it's filled with wisdom.Sometimes it's filled with feet.
— Robert Orben
Are You Being Heard: Speaking That Gets You What You Want
Questions/Comments/Feedback?
Ariane David
Additional Information
The Veritas Group
TheVeritasGroup.com
818-704-6718