by Lisa Wedmann | Jul 25, 2013 | Advertising, Business Success, Communications, Latest, Management, Problem Solving
Writing communications for business is a lot like swimming, if you don’t know the water you better stay out.
How deep is the water? What’s the temperature? Jumping in cold water… brrrrrrr… jumping into hot …well, just ask a lobster. Rocks in the water? In case you didn’t notice, rocks don’t move. And what if someone else is already in the water? What if they get in your way, panic and try to pull you under?
There are many dangers in not knowing the water.
Writing business communications is similar. If you don’t know what you’re getting into you can get yourself in some serious trouble. Here’s how to avoid those common, sometimes dangerous, errors when writing business communications.
Communications Tip #1 HOW DEEP IS THE WATER?
Many communications are written without knowing the characteristics of the audience. Who is reading your communication? Is it your team member, your boss, your client or the CEO? Each of these communications need a different style and tone appropriate to the audience. Don’t think that one style of communication fits all. Each of these audiences requires a different degree of information.
Your CEO doesn’t need all the details. What the CEO needs is a high level summary of the important points. Your client needs something different as does your boss and your team members.
You must fit the style, tone and content of your communications to the audience.
Communications Tip #2: WHAT”S THE TEMPERATURE?
Is this a hot communication or cold? Is this high priority or low?
Be clear on the urgency of your communications. As in all things in life, timing is critical. Act and expect actions depending on the pressures of the situation.
Communications Tip #3: WHERE ARE THE ROCKS?
What is lying in wait for your communications?
Is there a chance your communication could be interpreted the wrong way? Could someone take the wrong action based on this misinterpretation? Could your communication get blocked?
And though seemingly innocent, you mustn’t overlook those nasty little fish that hover around rocks and cause you distraction?
Don’t assume that you can simply avoid issues without knowing the dangers. Know the danger of your words and write your communications with these risks in mind.
Communications Tip #4: IS ANYBODY ELSE IN THE WATER?
This is the tip that many tend to forget. Who else is in the water? Who are the other players? Are they sending communications for or against your needs? How can you take advantage of communications by others? Can you piggyback on their information?
Be aware of others, whether they support or negate your cause and determine your best approach.
STAY SAFE
In swimming and in business communications, play safe. Do the right thing, at the right time and you will enjoy your day and all going well, catch some additional rays.
by Lisa Wedmann | Jul 17, 2013 | Business Success, Communications, Creative, Design, Latest, Miriamisms
More Killer Tips on PowerPoint Templates and Backgrounds
This is the second time you are making a presentation to the same group. The guy yawning in the back of the room has perked up. The woman gazing at her nails looks up once or twice. At least this is an improvement. Last time she only looked at you in the beginning, after three minutes she was back to her nails.
But you notice another person that keeps looking at your slides. He looks at the slides, then he looks at his notes, then he looks at the slides again. You’re not sure what he’s doing but there is one thing you’re sure, he’s not listening to you.
What gives? You did what was important. You designed your PowerPoint presentation and you followed the formula correctly. (A recent blog I wrote Two Killer Tips for PowerPoint Presentations outlines this recommended formula.)
Is there anything else you can do to make your PowerPoint presentation more effective? Is there a way to design your PowerPoint slides to create greater interest in your presentation? Is there a way to make them look more professional? Absolutely. In addition to your personal presentation style there are many visual factors that contribute to the effectiveness of your PowerPoint presentation.
Keep Them Listening to You
No matter how animated you are and how much you engage your audience at some point during your presentation they will look at your slides. And when they look at your slides you need to make them as clear as possible so they can look quickly and get back to listening to you. How do you make your slides clear and quickly comprehensible.
Don’t let PowerPoint Templates Drive Your Content
Many businesses have a corporate PowerPoint template which you must use. In this case you don’t have any choice
But if you have flexibility to choose your own design, you may feel you should use PowerPoint templates to look professional. You are not the only who feels this way. Many people scan through the designs in PowerPoint templates to find the one they like best or if they want to be different they search on the web for that perfect PowerPoint design.
The danger with PowerPoint templates is the template starts to drive the content. It may be the size of the font, it may be the colours, it may be the format on the page. You may not be able to include charts the way you would like, insert a table or even add photos.
As you start working through the template you find you have to modify your content to fit the template. It doesn’t make sense to sacrifice the content of your presentation to fit the format of the design template.
You can change the format of the template to fit your requirements. But when you make changes to the template format the template loses its integrity since it is a departure from its design. Once the template loses integrity it degrades each time you deviate from its boundaries. Every time it is degraded you lose the cohesiveness of your presentation and the clarity of your slide.
Don’t get me wrong, I’m not saying you should never use PowerPoint templates.
When used properly, PowerPoint templates make it easy to format your material. They are consiste nt in look and feeland provide a theme to your presentation.
Three Words on PowerPoint Backgrounds
Here’s my thought on backgrounds. Don’t use them.
You might be surprised that I am taking such a hard line stance. The truth is you look like an amateur when your PowerPoint background colour is dark and your text is a colour. It is difficult to read yellow on a black background, yellow on a blue background or even worse red on a black background and your presentation is a toner hog to print.
When you think of your PowerPoint background colour think of Google or any of the search engines. The majority of the text is black on a white background. That’s what people see every day. Any other colour is a departure from the norm.
And in this case you want to be the norm. Don’t fight it. Keep your text black on a white background. Use colour sparingly.
Use PowerPoint Templates and Backgrounds with Care
PowerPoint templates and backgrounds can work for you but choose carefully. Don’t let them drive the content of your presentation. Form follows function (Louis Sullivan) function doesn’t follow form.
Remember you want that guy who keeps glancing up and down at your slides to absorb the material quickly so he can get back to focus on you.
by Lisa Wedmann | Jul 12, 2013 | Administration, Business Success, Latest, Uncategorized
A few years back I took a course on strategic planning for small business. When the floor opened for questions many revolved around building teams. What kind of skills should you look for when building a team, is experience more important than education, are soft skills more important than hard skills, at what point of the project should you bring on a new team member … that type of question.
But the topic I found the most interesting was around how to build a good team. The discussion spiraled on subjects we had previously discussed. Finally in exasperation, one attendee said, “Yes, I understand all that, but how do you build a good team?”
The lecturer paused, looked straight at him and answered, “Build a good team”.
It seemed a simplistic joke but as he went on to explain, it had a great deal of merit. It means that in order to have a successful team you must build a good team.
Still too simplistic? Below is the discussion that followed on how to build a good team.
Wicked Way #1: Know your goals and your objectives
Number one, number one, number one. Always know your goals and objectives. Keep these clear in your mind. Write them on a piece of paper and stick them to your wall in a prominent place. If it’s a project deadline, if it’s gross sales, if it’s a percentage of growth, write it down. Paper remembers, people forget.
Wicked Way #2: Define roles and set expectations
Define the roles that you need in order to meet your goals and objectives. Fill these roles with people who can meet them. When you are interviewing to fill the roles, make it clear what your goals and objectives are and set expectations.
The person you interview may have the best qualifications and a great attitude but if they don’t know what you want and they don’t know whether they can do what you want, you are relying on a wish and a promise, neither one is a position for success.
Wicked Way #3: Provide feedback
Once you have a team, continue to set expectations. Provide feedback. Let the person know what they are doing right and what they are doing wrong. Always ask yourself and the team, will this activity help move us towards our goals and objectives? If it doesn’t, stop immediately.
Find out what will work. Then move on. And when the work your team member is helping to meet your goals and objectives, acknowledge and reward.
THAT’S IT
There you have it. Simple. Easy peasy.
How to build a good team… build a good team.
by Lisa Wedmann | Jul 10, 2013 | Administration, Business Success, Latest, Management
Before we start let me be clear on the definition of a leader.
Well then again ….. maybe I can’t be clear.
I can’t be clear because leadership is an art not a science.
It’s not easy to pin down leadership characteristics. Regrettably, there is no magic formula you can follow to turn yourself into the beloved leader who knows how to push all the right buttons.
And to make matters complicated, in today’s matrix environments it isn’t always easy to tell who the leaders are and who are the followers.
Gone are the days when a Supervisor sat in his office and overlooked the floor of busy workers who followed set rules and obeyed orders. That old distinction between a leader and a follower no longer exists.
DISTINCTION BETWEEN A LEADER AND A FOLLOWER
Without those clean marks of distinction it can be rough to distinguish where your responsibilities start and where another’s stop. And when leadership responsibilities are not clear, you may wonder is it your job to lead or does the responsibility belong to someone else?
Sometimes there is no straight-forward answer.
It could be the person leading a team or running a corporation. It could be a Project Manager or Head of a Department. In these situations, it’s easy to tell who is the leader. The title defines the status. But more often than not these people will jump in to assist in some way or another or they bring in others to help with big decisions or challenges.
Then what about when those who are leading a specific part of a project? Sometimes identifying a leader is easy. They lead, direct and interact with others and rely on them to help get the job done.
Who’s the leader now? Is it the Manager driving the project, the Project Manager who is leading the team or the specialist running her end of the show?
Consciously or unconsciously different people are in charge at different times and places. For one reason or another they have the responsibility to lead.
SUPERMAN OF LEADERSHIP DOES NOT EXIST
Today’s’ world is dynamic where challenges are too complex for just one person to handle. The Superman of leadership does not exist. Instead we are faced with the dichotomy of Superman and Clark Kent. On one hand we are saving the world and on the other we are heads down in our work.
In reality, we are both leaders and followers.
WE ALL ANSWER TO SOMEONE
This flexible definition of leadership that changes from one minute to the next may not be crystal clear.
But one thing is clear when we are looking for the definition of a leader and that is we all have a boss.
Whether it is a supervisor, a manager, or a customer. Whether it is shareholders, a Board of Directors or the person who signs your timesheet, we all answer to someone.
And at one time or another we have all been the leader where we lead and direct the outcome of our tasks.
Leadership qualities are fluid. One minute you’re the driver, the next minute you are the passenger.
It’s complex.
Or as Mongomery Burns says when he tries to scoop homer’s brain to turn him into a robot, Dammit Smithers, this is brain surgery, not rocket science.
What qualities do you wish to see in a leader? What don’t you like?
by Lisa Wedmann | Jul 3, 2013 | Advertising, Business Success, Latest
You are growing nervous by the minute. Your mouth is dry. You stumble on your words.
Talk about hot seat. It’s so hot your face is red from the heat.
The more you speak the more your boss looks disinterested.
Then to make matters worse, he tells you to book a meeting to present your PowerPoint material to the committee.
Your mind is racing. You’re not worried about your PowerPoint presentation. You know how to design an effective PowerPoint presentation and you know your material.
But you are worried about your ability to speak and capture your audience’s attention. You are anxious that you won’t present yourself in the best light.
According to one survey, over 74% of people suffer from some sort of glossophobia, the fear of speaking in public. Indeed they’d rather face death than speak in public. Or to paraphrase Jerry Seinfeld “most people at a funeral, would rather be in the casket than giving the eulogy”.
If you find yourself like the majority of people…. how then can you conquer your fear of giving a PowerPoint presentation? What can you do to be more effective?
There are many tips out there to become an effective public speaker. Having sat in on many presentations over my career, here is my top tip on how to conquer your fear of giving a PowerPoint presentation.
MAKE IT EASY FOR YOUR AUDIENCE TO LIKE YOU
You never have a second chance to make a good first impression. And the window of opportunity to win your audience on your side is short. You need to capture their attention within the first 5 minutes.
As soon as you open your mouth your audience is judging you. They are judging your ability to keep them engaged.
And even though they may have different agendas, the majority of people in your audience want to like you. They want you to be interesting as well as be informative. They’re rooting for you. They want to be able to relate to you on a personal level. And once you are able to create that relationship you have overcome the biggest challenge.
MAKE THEM FEEL COMFORTABLE
One of the easiest ways to get your audience to like you is to make them feel comfortable.
How do you make them feel comfortable?
TELL A STORY
Just as in our personal relationships, when we tell a story about our lives we create a conversation. If we simply present facts, the relationship is one-sided. You tell, they listen. Not a good way to win people over to your side.
STORIES ARE ABOUT PEOPLE
The story needs a face.
Open your presentation with a situational anecdote supporting your content and how it relates to them. It could be a scenario that relates to your PowerPoint presentation material and their jobs, a situation that directly relates to your audience but told in a personal, narrative fashion. For example, “on my drive into work today I was listening to the news and that made me think about our situation and how….” or “I was tying my shoes the other day and ….. Seem silly?
Perhaps, but wouldn’t that peak your interest? Wouldn’t you want to pay attention and find out what happens next?
Speak directly about your material while you draw in the audience.
For a more informal approach, try a lighthearted view of a personal story on how you developed the material for your PowerPoint presentation or tell a joke.
It is this story that makes you human.
This is material that comes directly from your personal experiences. It doesn’t need to be rehearsed. You will be relaxed and comfortable since you know the story like the back of your hand. You are simply talking to a group of friends about a subject that interests them and you have information you want to provide.
When your audience feels you are relaxed they will relax and are receptive and open to hearing what more you have to say.
The key to conquering your fear of making a PowerPoint presentation. Be yourself.
XXX
Do you have any more tips on how to overcome the fear of making a PowerPoint Presentation? What works for you? What hasn’t worked for you? What’s your biggest fear in making a PowerPoint presentation?
