Getting Them to Listen
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The document provides tips for effective presentations. It discusses planning a presentation by determining the speech type (inform, demonstrate, persuade, entertain), organizing content, creating visual aids, rehearsing, and delivering the presentation. The document also provides examples of content for a presentation on solving an IT service management problem through implementing ITIL best practices. It emphasizes convincing stakeholders there is a problem, offering a solution, and getting agreement on next steps.
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Getting Them to Listen
- 1. Secrets For Getting “Them” To Listen! Dr. Jim Anderson
- 2. Your Company Wants You! (Or Do They?) © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 3. What Kind Of Speaker Do You Want To Be? Demonstrative Informative Persuasive Informative Demonstrative Persuasive Entertaining © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 4. Research Purpose Edit Purpose Intro 7x Next Audience Qualifications Plot Outcomes Anticipate Q&A Practice Time Speech Type Outline Review Anticipate Credibility Checklist Feedback Prepare Deliver Plan Organize Create Demo Rehearse Present Change 1 Strong Text Preparation Timing Nerves Collection Take-Away Opening Middle to Movements Make Color Script Discussion Close & Gestures Friends Strong Images & Limited The Role Energy Close Positioning Scope of Slides 3 Components © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 5. Your Mission, Should You Choose To Accept It… 1. Convince the company there is a problem. 2. Offer a solution to this problem. 3. Get agreement on next steps. © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 6. A Good Presentation Starts With Good Planning Plan © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 7. Speech Type -- 4 To Choose From • to inform • to demonstrate • to persuade • to entertain © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 8. Solving Our IT Service Management Problem February, 2012 © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 9. Organizing What You Want To Say Is The Key To Clear Communication Organize © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 10. How Do You Get From Middle To Close? Close Middle Opening © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 11. How Will We Organize Our Speech? 1. Title: “Solving Our IT Service Management Problem” 2. The IT Department Today 3. Service Model 4. Why Should We Look Into ITIL? © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 12. Creating Your Presentation Is Where You Need To Match Your Images With Your Words Create © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 13. A Brief Word About Multitasking… © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 14. An IT Organization © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 15. Demos Can Add A Great Deal To A Presentation … But They Are Dangerous Demo © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 16. You Must Limit Your Demo's Scope © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 17. Knowing How To Rehearse Is The Key To Delivering A Good Presentation Rehearse © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 18. Make Sure That You Practice 7x © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 19. The Presentation Is Where You Get To Shine And Connect With Your Audience Present © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 20. Intro -- It sets the stage for the rest of your presentation, don’t leave it to chance! © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 21. Every Presentation Is An Opportunity For You To Learn How To Change Change © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 22. Your Mission, Should You Choose To Accept It… 1. Convince the company there is a problem. 2. Offer a solution to this problem. 3. Get agreement on next steps. © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 23. Solving Our IT Service Management Problem February, 2012 © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 24. The IT Department Today Outsourcing / Value of IT? Costs Consultants Offshoring Technical Business Complexity Complexity © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 25. Service Model Customer Customer Service Level Agreement Offerings Operating Level Agreement Cross-service processes, organization, technology, skills, facilities Service Service Service © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 26. Why Should We Look Into ITIL? What Our IT Department Needs: 1. How IT can improve and develop over the long term 2. How IT can interact with the rest of the business 3. Day-to-day IT operations 4. Quality of IT services delivered 5. How IT can meet changing business needs © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 27. If We Don't Improve How We Give Presentations... Dodo Bird (Extinct) © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
- 28. Where Do I Go From Here? www.TheAccidentalCommunicator.com www.BlueElephantConsulting.com / 813.418.6970 jim@BlueElephantConsulting.com 28 © 2012 By Blue Elephant Consulting / www.BlueElephantConsulting.com
Editor's Notes
- Although you are not medical professionals, the role that IT plays in the health of any firm is critical. The area of IT was hit especially hardduring the recession.All too often is this area of a company seen as more of a black hole. We're going to have to convince them that you add value to the company. The two things that I learned that needed to happen in order for one of my products to be successful is that when I was developing a new product I needed to take the time to work with my IT team to set up a strong back office that would support the new product. (Animation slide #3: What Are Your Presentations Like?)When we get together, presentations are how most of our communication occurs in business today. If they can't remember what you said, then you didn't connect with them, you didn't capture their imagination and get your point across. We need to do something about this!The easiest way to do this is for you to become a better presenter.
- You're going to have to decide what kind of speaker you want to be. It turns out that there are four main types of speakers that you're you can choose from.All any of us have to do is to think back to high school and we'll be able to remember exactly what an informative speaker looks like. The next type of speaker is the demonstrative speaker. This type of speaker wants us to do something and they're going to try to get us to do it by showing us something that will convince us to take action. The third type of speaker is the persuasive speaker or as we all refer to them as the motivational speaker. This type of speaker is on a mission and they're going to try to get us to come along with them. Finally, the last type of speaker is the humorous speaker. This speaker isn't trying to get us to do anything besides laugh and feel good while they are speaking.What type of speaker do you want to be the next time that you give a speech? (Annimate slide #6: What Kind Of Speaker Do You Want To Be?)What's missing is just a dash of humor.
- Let's pretend for a moment that you've just been given a new boss. This is the perfect opportunity for you to suggest using the ITIL approach to do more than is being done today. You mention it to your new boss and he asks you to come to his next staff meeting and present your idea to the heads of the various teams. Oh, oh – what have you gotten yourself into?You're going to want to tell the rest of the company a story that will capture their attention and make them willing to invest people, time, and capital into making your idea a reality. These folks have seen a lot of presentations and if you come across as dry, boring, or as though you don't know what you are talking about then it will be all over – they won't pay any attention to you.You can't hope to accomplish everything during a single presentation so let's identify 3 things that you'd like to accomplish during this presentation: let them know what the problem is, propose a plan of action that the company should follow, and get agreement on what the next steps that the company should take are.
- In our made-up presentation, this is the first slide that we'll use. A few things to note here. The first is the almost complete lack of information. This is the kind of slide that we all see up on the screen when we arrive at a meeting. It's not designed to do anything except get your audience excited about what you're going to be presenting and talking amongst themselves about what might be coming up.All too often in IT we try to cram too much information onto every slide. The cover slide in our presentations is no exception to this rule. If you're going to tell me what the main point of your presentation is on the first slide in your deck, then why should I stay for the rest of your speech?
- What matters is how we end our presentation: we want them to agree to look into using ITIL.In order to get them to say yes, we need to lead them to that answer. We start things out by saying that the IT department has a problem. As we all know, whenever you tell an IT person that they have a problem, the very first thing that they'll do is to start searching for a solution.We're then going to discuss how the IT department is organized today in order to get everyone in the audience to start nodding. We'll move on to create a snapshot of the future where we present a service model that shows how the IT department should work in the future.We'll wrap things up by presenting the ITIL model as the way that we can get from our broken present to our shiny new future. With a little luck, this should result in us getting agreement from our audience to move ahead and implement ITIL in our IT department. Now that we know how we want to organize our speech, all we have to do is create it.
- Let's take a moment and talk about our collective ability to multitask. Just in case you think that your audience can multitask, they can't. I thought that I could, in fact I thought that I was a very good mulitasker until I was proven wrong.Driving to a doctor's appointment – was already late…$17,000 and a new car later, I now know that I am not a good multitasker.What the loss of my car taught me is that we humans can only do so many things at the same time and that disastrous things can happen if we try to do too much. When you are giving a presentation, don't ask your audience to do too much – don't make them listen to you, read a slide, and understand what's going on all at the same time. You are the star, keep your audience's attention where it needs to be – on you.
- Since there are very few words, it would complement what we we'd be saying while not distracting our audience. A quick question for all of you – is anybody into photography as a hobby? (Animation slide #18 An IT Organization)I used what is called the rule of thirds. What you do is you use two sets of evenly spaced lines, one set horizontal and the other vertical, to divide your slides up into 9 equal sized areas. Where the lines intersect are called "power points" and all sorts of fancy psychological studies have been done that show that your audience's eyes are going to be naturally attracted to these spots even when the lines aren't there.The overall effect will resonate with your audience even if they don't know why.
- At the start of our time together we had agreed that we'd put together a presentation that you could use to present ITIL to your new management. Let's take everything that we've talked about and see how we'd actually go about building this presentation.Our goal should be to create a presentation that would support the words that we'd say. If we do this right, then the slides won't overpower our words. Let's see what it might look like…
- We've seen this slide before. Remember that it's basically a throw-away slide, but the key is to capture the attention of your audience without giving away too much about what you are going to be talking about. Make sure that you limit the number of words that this slide has. You need a good title, but limit it to that so that your audience doesn't start to form opinions about your speech before you even start to talk.
- The purpose behind this slide is to convince your audience that the IT department is facing a serious problem. The image should get your audience to smile – remember that's the humorous part of your speech. Now you want to move on to the informative part. You are going to want to touch on each of the boxes and provide a short example of how this is just one more factor that is putting the IT department under pressure.
- We're going to want to show how the IT department is responsible for providing services to customers. This diagram is a great way to do it. You can speak to the diagram and so there is no need to fill the slide up with words. (Animation slide #29: Service Model Using what we've learned about how to set up graphics on slides we can arrange this slide in order to maximize the impact that your diagram is going to have on your audience.
- Our last slide is where we need to make our strong closing. In order to do this we've added a short list of questions that we want our audience to answer. The graphic will grab your audience's attention and we've made sure that it's the first thing that your audience's eyes will see. The questions are located in the lower right corner where your audience's eyes will end up. When you get done with your speech, this is the slide that will remain up. Having the list of questions there will allow the discussion that you want the audience to have to incorporate them.