Post on 28-Nov-2014
description
EFFECTIVE BRIEFING
TECHNIQUES
Janet Allen
Purpose and Goals Effective presentation skills are critical to leadership. The
employee who can deliver a convincing, well thought-out, cogent presentation is one who will earn the respect of his or her colleagues, superiors, and customers. This skill is key for those seeking to bring their careers to the next level. Those who speak well influence others, and that is the essence of leadership. Organizations need leaders who can make their point with clarity and brevity.
Goals include: overcoming nervousness and anxiety, being a great presenter, projecting your desired image, analyzing and focusing on your audience, planning strategy, building your message, honing your skills, the power of persuasion, captivating your audience, managing the audience, how to manage a meeting successfully, presenting as a team, and using multimedia visuals successfully.
Goals
Confidently prepare and give a presentation or briefing
Efficiently manage an effective meeting
Successfully deliver a formal presentation with a cohesive team
Norms for Behavior
Be present and focused.
Respect airtime (three before me).
Focus on what we can do.
Everyone contributes.
Introductions
Name
Position
Why are you here?
Hobby
OVERCOMING NERVOUSNESS
AND FEAR
1.2
A.W.A.R.E. Action
Work It!
Acknowledge and Accept
Relax
End
Action – Be prepared. Know your content, your strategy, and your
resources. Test your technology in advance. Practice in front of the mirror, a camera, or
a friend. Anticipate potential problems and
questions. Use visualization to imagine the entire
presentation from start to finish.
Work It! – Embrace the Speaker Role
You have done the hard work of preparation; you deserve to do well.
Work It! – Don’t hide.
Use confident body language, project your voice, and look at your audience. Smile and step out
from behind the desk or podium.
Acknowledge and Accept
It’s normal to be nervous!
Acknowledge and Accept It’s human nature to be fearful of the
unknown.
Your audience wants you to succeed.
Even famous performers get nervous! It’s normal and it’s okay.
Relax – Release adrenaline.
Adrenaline sends the blood rushing to the fight or flight centers of your brain at the base of the skull.
Place your hand on your forehead and press gently on the bony points.
This will bring the blood to the parts of the brain that need it to present your speech best.
Relax – The art of letting go. Breathe deeply.
Breathing Exercise
Stretch.
Stretching Exercise
Relax – Yul Brynner’s Wall Push
Stand about 18" away and place your palms flat.
Push against the wall. As you push, your abdominal muscles will contract.
As you breathe out, hiss and contract the muscles below your rib cage as if you were rowing a boat against the current.
Repeat and banish stage fright.
End
Your nervousness WILL end!
Don’t forget to remind yourself that this feeling will go away eventually.
Make sure to let your audience know when your speech is over and have a call to action.
THE QUALITIES OF A GREAT
PRESENTER
1.3
Five Things Every Presenter Needs to Know
About People by Susan Weinschenk
Link
The Secret Structure of Great Talks
by Nancy DuarteLink
Reflect and Journal1. How can you relate this to the presentations or
briefings you are expected to give?
2. What techniques from Weinschenk resonate the most with you?
3. What techniques from Duarte resonate the most with you?
4. What are three to five specific techniques from the morning session that you can reasonably incorporate into your next briefing?
5. Which ones are you most excited about?
PROJECTING YOUR DESIRED IMAGE
1.4
Personal Branding
Personal Branding—the ongoing process of establishing a prescribed image or impression in the mind of others about an individual, group or organization.
ANALYZING AND FOCUSING ON
YOUR AUDIENCE
1.5
Knowing your audience is as important as knowing your content and being a good
presenter.
Why is it important to know your audience?
Create the best content Pinpoint an effective approach and strategy Craft appropriate language Identify focus areas Find balance between logic and emotion Determine the degree of audience interaction Plan for situations that may prevent you from
reaching your presentation objectives
What should you find out about your audience?
Group size Prior knowledge
and experience Opinions, feelings,
and attitudes toward your topic
Needs, wants, and expectations
Priorities and Pain Points
Decision makers Position levels and
professions Audience makeup –
gender, education, age, class, ethnic background, political leanings
Potential problems from the audience
Mood and condition of the group
Four Dominant Personality Types
Director (Choleric) Focuses on goals, results, action, and achievement Highly competitive Forceful, authoritative, commanding Demanding and impatient Decisive, direct and blunt Exerts control – of self and others Seeks power, status, prestige Big (often fragile) ego Independent and self-sustaining – takes quick
initiative Does not show weakness A smart risk-taker and methodical innovator
How to present to Directors: Show self-
assurance and confidence.
Make your presentation direct and accurate.
Be professional and relaxed.
Don’t ramble or be vague in your answers.
Don’t be emotional, cute, or clever.
Don’t leave loose ends in your presentation.
Energizer (Sanguine) Imaginative, innovative, intuitive, and risk-taker Dreamer, visionary, idealist who loves big ideas Impulsive, intuitive, spontaneous, and emotional Great at synthesizing ideas and concepts Unconventional and unorthodox in solutions Mercurial—enjoys exciting, meaningful change Thrives on admiration and recognition Dislikes rules, regulations, or tradition Easily distracted and bored—changes direction
and focus frequently Excellent communicator who takes pride in
influencing people and events
How to present to Energizers: Show your interest
and/or passion for your subject
Use lots of relevant visuals that illustrate your points.
Ask for feedback and participation.
Don’t be too impersonal, formal, or detached.
Don’t act like a close-minded know-it-all.
Don’t be dismissive of their ideas and feedback.
Affable (Melancholic) Hates and avoids conflict, controversy, or debate Highly sensitive to their own feelings and those of
others Can’t say no Supportive team players Indecisive, tentative, and afraid to commit (especially
quickly) Needs approval, validation, and lots of genuine
affection Dependable, loyal, easygoing, and sincere Dislikes dealing with details and cold, hard, facts Can appear weak and wishy-washy, especially in
demanding situations
How to present to Affables: Show sincere,
personal interest in the audience.
Be solution-focused and positive.
Show step-by-step plans that will guide the audience toward the goals.
Don’t be assertive or intimidating.
Don’t become impatient or rush them to make decisions.
Don’t ignore the human side of the audience.
Thinker (Phlegmatic) Objective, rational, methodical, and orderly Cautious, skeptical, prove-it-to-me cynic Slow and methodical in decision making—
meticulous researcher and fact-checker Serious, stoical, reserved, conservative—hides
reactions and feelings (but can suddenly erupt with wacky or goofy humor or behavior when unguarded)
Craves solving complex, challenging problems Can be inflexible and sees issues as black or white Follows rules, procedures, and protocols with little to
no deviation Prefers incremental changes to radical innovations
How to present to Thinkers: Be prepared and
detailed.
Use examples, valid evidence, and facts.
Be prepared to answer questions with detailed and concrete answers.
Don’t exaggerate or estimate.
Don’t use personal or emotional appeals.
Don’t challenge their expertise.
Presenting to a mixed group:Use a combination of techniques to appeal
to everyone in your audience. Be prepared and knowledgeable. Research your audience. Have a strategy and outline. Be relaxed and professional. Use facts, figures, visuals, and
examples. Make sure there is a call to action.
Presenting to a mixed group:Use Nancy Duarte’s presentation structure
(if possible) to inspire your audience.
Above all…Find a balance of techniques, methods,
and strategies that makes you feel confident and comfortable while giving your presentation or briefing.
Call to Action Elevator Pitch: What do you do?
2 minutesNo notesUse what you learned today.
The purpose of this exercise is to put into practice everything you’ve learned today. Get over your nervousness.Use the qualities of a great presenter.Project your desired image.Use what you know about your audience to be effective.
Link
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.
Reflect and Quick Write
What went well today?
What methods, techniques, and strategies do you want to focus on as you move forward with briefings and presentations?
What questions do you still have?
Day Two: Meeting Management
1. Review Elevator Pitch
2. Honing Your Skills and Rehearsing Voice Body Language
3. Persuasion
4. Captivating Your Audience
5. Managing the Audience
6. Meeting Management Experience (Fishbowl)