Module 6 - Communication and effective presentations
Transcript of Module 6 - Communication and effective presentations
Communication and effective presentationsModule 6
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Disclaimer
This material has been developed as part of the UTS Business School and Ernst & Young ‘Leadership & Change for Energy Efficiency in Accounting & Management’ project. The project is supported by the NSW Office of Environment & Heritage as part of the Energy Efficiency Training Program. For more information on the project, please go to: http://www.business.uts.edu.au/energyefficiency/.
This presentation is for educational purposes only, and does not contain specific or general advice. Please seek appropriate advice before making any financial decisions.
► Introduction
► Communications Planning
► Audience Analysis
► Structuring Communication
Agenda
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Outline
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Energy Efficiency
1.0 Define energy baseline
2.0 Measure energy data
3.0 Analyse efficiency
opportunities
4.0 Implement Opportunities
5.0 Control and monitor
energy
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Learning Objectives
At the end of this module, you will be able to:
► Describe the principles behind effective communication► Apply effective presentation techniques
Change Planning Communications
Business Outcomes Realisation Stakeholder Engagement
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Overview Module: Communications
Communications Planning
Audience Analysis
Effective Presentations
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Deployment Communications
Stakeholder Communications
► Communication of the change(s) to those that are impacted
► Communication with key Change Leaders and Sponsors to secure
their ongoing support for the changes
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An example of what can go wrong
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Communications planning
Understand the context
Undertake analysis
Plan the communications
Deliver
Evaluate the effectiveness
Principles of Good Communication:
1. Credibility
2. Involve not inform
3. Choose communicators whom people trust / respect
4. Visible management support
5. Face-to-face communication
6. Consistent messages
7. Repeat messages, vary communication mechanisms
8. Create demand – encourage the pull for information
9. Tailor communication to audience needs
10. Central co-ordination of messages where possible
11. Listen and act on feedback
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The importance of leadership communication
► Leaders of change must be visible and communicate consistently and frequently with those affected by the change.
► “Visibility cannot be delegated. Leadership cannot be delegated. The two go together.”
Loretta Ucelli, Director of Communications,
Clinton Administration
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Communications Plan
Target audience
Information required by audience
Key message(s)
Delivery Channel
Frequency Purpose of communicating with the audience
Feedback mechanism
► Communication Plan should align with the project or Change Plan
► For example, communication activities should be based on the timeframes for key events, e.g. launch of a new policy
► Communication Plan should also align with your Stakeholder Engagement plan
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Audience analysis
Taking the time to think about and understand your audience(s) will enable you to.....► prepare a more persuasive presentation ► achieve the outcomes desired from your presentation
Think about:
1. Communication styles► Are your audience: direct / analytical / easy going / strategic
thinking / decision-makers / influencers
2. Motivators / Needs► Rational► Emotional► Political
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Effective communication is . . .
. . . the art of getting what is in your head into someone else’s head with no distortion.
We often fail to do this with our stakeholders and our colleagues.
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Above all.....Think (Plan) and Then Write (Present)
Effective presentations are all about......
........Planning and Structure.
Key principles:
1. Ensure that you and your audience share an understanding of the background and context to your presentation, so that you start from the same place
2. Explain WHY you are communicating
3. Create a question in the mind of your audience
4. Provide a clear and simple answer
5. Back up your answer with evidence, analysis and insight which is COMPELLING and WELL-STRUCTURED
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A proven approach to structuring communications
► Although there are plenty of wrong ways to communicate, there is no single right way
► However, this structure has been shown to be effective for all substantial communications
Context Trigger?The Question
Response
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Elements of the structure
Context Trigger?The Question
ResponseEstablish a
shared context and
background
Why the audience is
here / should listen
The core of the presentation set as a
question
Body of the presentation
The main message
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Example
We are locked into a contract with Supplier X for the next three years.
We have discovered that Supplier X can not supply the most energy efficient equipment available in the market, but we do have a very cost competitive contract with them.
Should we break our contract with Supplier X to meet our energy efficiency goals?
No. The costs of switching and breaking the contract will exceed any benefits we get from energy efficiency savings.
Context
Trigger
The
Question
Response
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Organise the main body of the presentation logically
Idea / data
Main message
Idea Idea Idea
Idea / data
Idea / data
Idea / data
Idea / data
Idea / data
Idea / data
Idea / data
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Summary presentation structure
Main Message
Idea 2Idea 1 Idea 3
Context
Trigger
The Question
Conclusion
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Communicating Energy Efficiency
How?► Ensure communication is ongoing, clear and quantifiable
► Broadcast achievements and progress towards goals and targets
► Should be user-friendly to encourage employee input and to provide feedback
► Be rewards and recognition focused give employees a true sense of involvement accomplishment and ownership
► Encourage energy efficiency champions - employees who see executives, management and peers “walking the walk” are more likely to adopt energy efficiency measures and sustain the effort
Who should you be communicating to?
► Employees Suppliers ► Decision makers Customers ► Share holders Investors
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Over to you.....
Thank youModule 6