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Communication 101 for Managers

May 26, 2009 By admin Leave a Comment

Recently Harvard Business Publications confirmed what many of us have always known: effective communication is the number one skill for executives to develop. So why is this skill so neglected when it comes to employee development? Companies send their managers and executives to all types of “continuing education” programs. Anything from enhancing organizational skills, learning new software, to various certifications. And yet, communication development goes highly overlooked.

Managers and executives need to be acutely aware of their communications within the organization. A Gallup poll of more than 1 million U.S. workers concluded that the No. 1 reason people quit their jobs is because of problems with their immediate supervisor. Also, surveys show that over 80% of problems people encounter at work are related to a breakdown in communication (Felber 2002). Communication training seems to be increasingly more important for any company.

So how can managers and executive improve their interpersonal communications with their employees? Here are 5 easy steps that can be taken:

Prepare before you speak: Don’t call a meeting if you don’t know what you’re going to say! You probably have to call in your employees fairly often to be updated on a project, give them a review of their performance (good or bad), or give them ideas on improving performance. It is not sufficient to have a general idea of what you want to say. You should prepare for any employee meeting with written bullet points of the topics you want to bring up and the general structure you want to follow. For example:
Give summary of current project
Highlight accomplishments
Talk about specific problems
Ask how problems could be avoided in the future
Share my expectations
Ask for feedback
Decide on next action steps

This is a very general outline. I would suggest that you expand on points like “highlight accomplishments” in your notes with specific points you want to bring up.

This simple preparation technique ensures that the meeting will follow a structure and help you avoid getting on any tangents that are not productive. Also, it prevents you from ending the meeting and realizing you forgot to bring up two other topics.

Offer your employees time to prepare: It is only fair that you allow your employees some time to prepare for the meeting too by giving them a heads-up on what the meeting will be about. Communication is a two-way process. When an employee isn’t given time to prepare, they are left hearing your thoughts and unable to provide sufficient input that might be necessary. When you call a meeting without giving them time to collect their thoughts on the subject, you are setting yourself up for 2 big problems.

You are being unfair to the employee, which will affect their workplace satisfaction and morale. After all, no one likes to be blind-sighted by their boss. And if this happens too often, your employee will continue to be discouraged and frustrated, which can lead to their resignation.

You are causing productivity problems. You will not be getting all the input you may require because the employee was unable to walk into the meeting prepared with all the necessary information. Therefore, you and your employee will likely be discussing the same topic in the near future because you will be playing catch-up on all the information that wasn’t discussed in the initial meeting. This is time that could be spent on other projects

Recap: After the meeting it is always a good idea to send a follow up email with the bullet points from the meeting. This will help both of you remember what was discussed. Also, this will help avoid any breakdown in communication. The employee will easily be able to respond to the e-mail with anything you might have left out, or to clarify on any of the bullet points. This simple step will ensure that everyone is on the same page.

Rally the troops: There’s nothing wrong with holding a meeting to motivate your team and improve morale. Occasionally you’ll need to re-inspire your team. Remind them of the important work they are doing. Share how each of them is an essential member to achieving goals. This type of meeting can be casual, formal, or even like a pep-rally. It might be nice to mix it up a bit. Either way, as a manager it is your job to rally the troops.

Sometimes managers avoid holding group meetings like this, for whatever reasons. When you take advantage of motivating your team, there is one cardinal rule you must remember. It’s about them, not you. This is your opportunity to remind them of “what’s in it for them.” This is not the time for you the tell them about all the stress you have and how much it would help you out if they all got in gear. They don’t care about your problems, they have their own. That is why you need to remind them of how accomplishing goals will benefit them. You may have to take some time to brainstorm about what those benefits would be, but before you walk into the meeting, you need to know what those benefits are.

When you hold a meting like this, you are continuing to establish yourself as the leader. Your team will respect you for standing up and motivate them again.

Bring in outside resources: It is always a great idea to find an expert to train either yourself or your management team. To avoid turnover and communications breakdowns, a qualified coach or consultant will be able to identify where thing might be going wrong and provide easy to implement tips and techniques. You’ll want to find someone who is skilled at training groups and is able to provide effective personal coaching. You’ll be amazed at what a knowledgeable business presentation/corporate communications consultant can do for your team.

Being Stuck Behind a Lectern

May 25, 2009 By admin 1 Comment

I try to stay away from speaking behind a podium, lectern, table, anything. However, very often in formal presentations you are locked into speaking behind a lectern. Generally it’s because you’re speaking in a large room and the sound system only has one mic and it’s attached to the lectern. Ideally you would have a wireless mic that you could route through there system, but you may not have one and for some reason the wireless mic could not work on that day. This is why it is always a good idea to be aware of the pitfalls that come with speaking behind a lectern and the strategies to avoid those pitfalls.

HOW TO USE THE LECTERN

There are a few pros and cons to using a lectern. The pros list will be short in comparison to the cons, however it is good to know the few good things about using a lectern in case you would like to capitalize on them.

The pros:

Using lecterns are a nice way to develop your public speaking chops. It can be used to slowly develop certain speaking skills.

Very often new speakers have a problem with swaying back and forth on their feet. They shift their weight too much, never finding a centered, grounded position. They also have a problem with “dancing feet”. They’ll tap their toes, rock on their heels, and cross their feet. A lectern can be a wonderful tool to hide these common neophyte mistakes. Also, if you have a problem with swaying, behind a lectern you are more aware of shifting too much. Since the lectern is generally not too wide, you’ll know when you’re leaning too far to one side when you’re over the edge of the lectern.

Lecterns can also be a great baby step towards weaning off of your notes. The notes can easily be placed in an inconspicuous place, angled for you to easily glance at. Lecterns also teach speakers to be aware of the microphone. Moving your head too far left or too far right will diminish the sound and is quickly obvious.

The cons:

Like I said, I’m not a big fan of speaking behind a lectern or speakers who do so. Here are the cons to delivering your speech behind a lectern.

The lectern becomes a barrier between you and your audience. You are limiting the connection you could make with your audience. Great speakers and great speeches are honest, sincere, and show glimpses of their own humanity. Because of this, they show a hint of vulnerability to their audience. This crucial part of vulnerability, humanity, and humility is completely blocked by the barrier of the lectern. You are not truly open to share your message. You are hiding. It is much more difficult to make the essential connection with the audience, and therefore make a great speech, when you are tucked away behind a wall that covers over half your body.

Which brings me to the next problem, speaking behind a lectern severely limits your body language. You are locked into speaking from one position. You are unable to utilize the entire stage. Great speeches are energetic and active. The speaker moves about the stage to set up his or her stories and to direct the audience’s attention. Behind a lectern this element is lost.

Also your gestures will be practically nonexistent. It is hard to work around a lectern. If you attempt to make a gesture it is likely that you’ll hit your hands on the lectern itself, or worse, you’ll hit the mic. Gestures are a wonderful way to illustrate your points and your stories. It adds a wonderful and crucial dynamic to your speeches. I grew up in an Italian-American home. It is extremely foreign to me to speak without using gestures. In fact, if I’m really enjoying talking about something, my gestures get so big that public speaking becomes a contact sport. That is why it is difficult for me to be restrained behind a lectern. If your goal is to become a better speaker, being restrained behind the lectern is highly limiting.

Unfortunately speakers will also use the lectern as a crutch, literally. They’ll grip onto the edges until their knuckles turn white. Speakers will lean on their elbows so much so that they are practically lying on the lectern. They fail to find their center and put their weight evenly on their feet because they stand on one foot and use their hands on the lectern to balance. As I stated above in the pros section, lecterns can be used to find your center, however, more often than not, speakers will continue to lean one way and use the lectern as their crutch. For you to improve your skills and find your balance, you must be constantly paying attention to how much weight you are putting onto the lectern so as to not lose your sense of being grounded on the stage.

The stationary microphones can also be highly sensitive and it doesn’t take much to simply move or turn your head and be unable to be heard. It is a learning experience to master such microphones but it is also very easy for the microphone to ruin your speech. Be aware of your microphone placement. During your sound check, know in which directions the microphone will limit your movements.

Speaking behind a lectern is never ideal, but there may be a time when you have no other choice. Avoid these common mistakes and you will be much more likely to deliver your message effectively.

Filed Under: Business Communications, Public Speaking

7 Elements for Powerful Presentations

May 24, 2009 By admin Leave a Comment

In the business world, there are all types of presentations. Instead of reinventing the wheel every time you face a new presentation, knowing the 7 elements to creating a powerful presentation will cut your preparation time and save you from unnecessary stress.

Theme: What is point of the presentation? You should be able to answer that question in one sentence. If you can’t say it in one sentence, you can’t say it for 20 minutes. Knowing your theme during the development phase of a presentation will keep you on track and avoid tangents. It also helps your audience remember your message.
Opening and Closing: Yes these could be two different elements, but they serve a very similar purpose. The opening and closing are the bookends that give you the opportunity to state your theme. Ideally, your closing should tie into your opening, creating the feeling of coming full circle.
Stories: People process information intellectually, they act on emotion. Storytelling is an integral part to any presentation. Stories make a point by engaging the imagination of the listener’s mind. When stories are used in business presentations, it stimulates both the right and left hemispheres of the brain, resulting in whole brain learning. Stories are more memorable, along with the points they make, because they evoke an emotional response. Therefore, stories aid in team motivation, employee morale, and achieving bottom line business results. Use a story that ties into your theme. A great place for your story is in your opening and closing.
Powerful Words and Phrases: It’s proven that certain words and phrases spark interest in people. I suggest doing a quick Google search on these words and implement them into your presentation.
You and We Statements: The first half of your presentation should have a high ratio of “you statements”, ensuring that you are engaging your listeners by stating their wants, needs and concerns. In the second half, there should be a seamless transition to high ratio of “we statements”. Subconsciously your listeners will begin to develop a team mentality.
Observation: Learn from others. Next time you watch a presentation, look at it with fresh observant eyes. What do you like? Implement it. What do you hate? Avoid it.
Preparation: This is critical. Prepare for your presentation ahead of time! It is the simplest and yet the most overlooked key. Being completely prepared insures that no matter what curve balls are thrown your way, you will always get back on track.

Presentations are a vital part of any business. Don’t lose business because of a bad presentation. Implement these 7 secrets and get amazing results!

Filed Under: Business Communications, Communication Observations, Corporate Communications, Influential Communications, Leadership Communications, Public Speaking, Strategically Speaking

First Impressions: Networking, Not Selling

May 23, 2009 By admin Leave a Comment

It never ceases to amaze me how many people don’t know how to properly network. I have been in countless situations where people introduce themselves and then continue talking for 30 minutes about their products and services. They learn nothing about me, have no clue if I’m even interested, and completely fail at engaging me. I suppose these people think that there is some magical power behind talking. That if you just talk long enough, the listener will buy something. I throw away these people’s business cards.

Too often people “pitch” other people and fail to go through a simple process of finding out if the person is even interested.
Use these three simple steps to help prepare for business conversations and introductions:

Craft your 10 second commercial. Not too long, just enough to be informative and create interest.
Prepare 3 questions that could help you qualify your listener for future networking opportunities. Gauge if they’re a prospect, how “strong” a prospect they might be, or if they know someone who might be a prospect.
Have 3 simple topics for chit-chat.This way you will be able to keep the conversation going if it reaches a low spot.

The best way for you to do business is to keep the chit-chat going and if you detect some interest, just follow these 3 steps.

Simply ask for their card.
Tell them you’ll contact them within the next few days to set a time to talk business
Keep the rest of the conversation light.

Filed Under: Business Communications, Communication Observations, Strategically Speaking

Vocal Variety vs. Emotional Variety

May 22, 2009 By admin Leave a Comment

Many speakers find themselves faced with the daunting question: How can I improve my vocal variety?

No one wants to be monotone on the platform. No one wants to sound boring. No one wants to look up and see half the audience asleep. So, how do speakers improve their vocal variety?

First, you must quickly realize that the phrase “vocal variety” is misleading. Artificially changing your voice in pitch and choreographing how you will say each word harms your presentation. It makes your entire presentation feel artificial, which the audience easily detects.

Professional speakers and amateur speakers are always concerned with and focused on vocal variety. The term “vocal variety” is used in every Toastmasters club around the country (and around the world for that matter). In fact, it is one of the areas on the evaluation form that everyone must critique. With the term “vocal variety” is being used everywhere, it’s no wonder that speakers want to focus on the voice. Instead, speakers need to place their attention on their emotions.

It’s not about vocal variety; it’s emotional variety.

Our emotions are distinctly connected to our voices. The slightest shift in emotion changes the voice. In many ways, our voice and emotions are connected for survival reasons. When we are surprise, scared, or in danger, our voice instantly reacts by raising in volume and pitch to scare away the perceived danger. There have been many books and studies that discuss this connection. One of my favorite authors is Kristen Linkletter. Her books are focused on helping actors understand the emotional/vocal connection.

Rather than putting your efforts in planning the vocal variety in your speech, you would be better served to discover your emotional connection to the content of your speech. The more emotionally connected you are to what you’re saying, the more your voice will convey those emotions, and therefore make your speech more interesting.

Speakers need to get out of their heads. Stop planning out every aspect of your speech. Sometimes the unexpected leads to the best moments within the speech. Allow yourself to connect with your speech on an emotional level. The voice will naturally do the rest.

Filed Under: Business Communications, Communication Observations, Influential Communications, Leadership Communications, Political Communications, Public Speaking

Open Their Minds to New Ideas

May 22, 2009 By admin Leave a Comment

Just the other day I was working with a client on an upcoming speech to potential sponsors. He is the chairman for a new program at a university. This speech will be an important part to motivating the key people to action and creating a successful program.

We were going over his first draft of the speech when I noticed a perfect opportunity to use the Magic Word.

What is the Magic Word? It is a wonderful devise to use in speeches. It is just as powerful as, if not more than, rhetorical questions and story telling. The Magic Word is used to get in the minds of your audience. It is used to get your audience to think about possibilities and see a mirage of pictures.

The Magic Word is…..(drum roll please)…….IF!

I know, I know…it’s only two letters; there’s no way that these simple two letters could hold so much power in presentations. Just read further young Jedi and the force will soon be with you.

When you add the word “if” to your presentations, you are asking the audience to “fill in the blank”. In acting we learn how powerful “if” can be. If an actor is having a hard time getting to a certain emotional place, he/she starts to ask “if” questions. What if I…? What if the situation were like…? “If” questions and statements have a wonderful power to free us. When we think in “if’s” we push aside all doubts, speculations, and barriers. “If” gives us the freedom to think in purely what is possible.

Using “if” questions and statements in your presentations will give your audience the freedom to think in possibilities and push aside any barriers. This is wonderful for motivational speeches. When you use “if”, your audience begins to paint the picture in their minds of all the possibilities. You are giving them permission to explore outside the box, permission that we rarely give ourselves.

For your next presentation, if you are wanting to motivate your audience, engage them, and get them thinking in possibilities, find a place where you can get them thinking in “if’s”.

Filed Under: Influential Communications, Leadership Communications

Public Speakers: Intimidation Factor

May 21, 2009 By admin Leave a Comment

Recently a client mentioned that I can be intimidating. Since I’m a petite woman who is only 5 feet tall, I’m sure you can understand why I was baffled at being called intimidating. I must admit, it bugged me for a few days.

I was thinking about this “intimidation factor” during one of my daily walks in the park. By watching the interaction between other walkers, I realized the difference between being intimidating and being intimidated.

The walkers in the park stay on the right side of the path and leave room for the runners on the left side. However, on occasion one walker needs to pass another and usually one of three things happens. The walker being passed will either keep their current pace, slow down, or increase their speed and make it difficult for the other walker to pass. (I’m the latter type of walker. I always think to myself, “If this guy thinks he’s going to pass me, I’m going to make him work for it.”) When I pass other walkers, I mostly notice people staying steady or slowing down.

It is almost as if most of the walkers allow themselves to be intimidated by the quicker walker. What does the faster walker do to intimidate? Nothing. They simply walk faster and some walkers feel intimidated and slow down.

Then it hit me: some people allow themselves to be intimidated. Just as many of the walkers in the park are intimidated by the people who pass them, the same is true for many speakers who compare themselves to other speakers.

Some people watch a professional speaker and think to themselves, “I’ll never be as good as them. They have a natural talent I just don’t have. I guess I’ll have to be content with my level.” They stick with their current “pace”. Or worse, they think, “Wow, they’re amazing. There’s no way I’ll ever come close to being like them. I’m not even going to try. This public speaking thing isn’t for me.” They “slow down”.

What did the professional speaker do to intimidate these people? Nothing. They allowed themselves to be intimidated.

However, there are a very strong, committed group of people who see an impressive professional speaker and think, “Now that I know what a great speech and a great speaker looks like, I have a clear goal to acheive. I know what to work towards.” They “speed up” and don’t allow themselves to be intimidated.

So the next time you feel a small twinge of intimidation approaching after watching an impressive speaker, compose yourself and simply realize you now have a clear goal to reach in your next speeches.

Intimidation is in the eye of the beholder.

Filed Under: Communication Observations, Public Speaking