TRB presentation webinar.ppt
Transcript of TRB presentation webinar.ppt
Think.
Feel.
Act.
…w
hen
data
alo
ne
is n
ot e
nou
gh.
Practical Techniques for Successfully
Communicating
Technical Topics
Shelley Row, P.E., MBA
www.shelleyrow.com
@shelleyrow
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
WIIFMWIIFM
Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
WIIFMWhat’s In It For Me
Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
A murder inside the Louvre and clues in Da Vinci paintings lead to the discovery of a religious mystery protected by a secret society for two thousand years -- which could shake the foundations of Christianity.Director:
Ron HowardWriters:
Akiva Goldsman (screenplay), Dan Brown (novel)Stars:
Tom Hanks, Audrey Tautou
The Da Vinci Code
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
WIIFMWhat’s In It For Me
Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
We’re here to meet
your needs
www.shelleyrow.com
We have a lot of
material to cover
What’s In It For Me
Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
We’re here to meet
your needs
www.shelleyrow.com
What’s In It For Me
Audience
What’s in it for me?
“So that you can�”
“For you this means�”
…when data alone is not enough.Infotuition. www.shelleyrow.com
What’s the one thing they
need to remember?
Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
How clear are you on the one thing you
want your audience to remember?
� Crystal clear
� Somewhat clear
� Need to think about it
� Too many key points to decide
� Not clear at all
Your Audience
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Untangle
Your Content
…when data alone is not enough.Infotuition. www.shelleyrow.com
Untangle Your Content
Methodology
Data Collection
Analysis
Conclusion
Result
Time
Allocation:
Typical with
Technical
Audiences
…when data alone is not enough.Infotuition. www.shelleyrow.com
Methodology
Data Collection
Analysis
Conclusion
Time
Allocation:
Typical with
Technical
Audiences
Untangle Your Content
…when data alone is not enough.Infotuition. www.shelleyrow.com
Methodology
Data Collection
Analysis
Conclusion
Result
Conclusion
Time
Allocation:
Recommended
with Technical
Audiences
Untangle Your Content
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
Main Message
Key Points
Closing
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
O
Your Opening
Reference Results
Unusual Fact
Story
Example
�.WIIFM
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
O
Imagine�
We have a problem.
If I were to ask you�
Would it interest you to know�
It never ceases to amaze me�
The year is�
…when data alone is not enough.Infotuition. www.shelleyrow.com
What type of opening can you use in your
next presentation?
� Unusual fact
� Example
� Story
� Reference results
� Other
Your Opening
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
Main Message
…when data alone is not enough.Infotuition. www.shelleyrow.com
What’s the one thing they
need to remember?
“So that you can�”
“For you this means�”
Content
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
Main Message
Key Points
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
3-5 Key Points
Communicate for their understanding
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
3-5 Key Points
Communicate for their understandingFact
Example
Image
Analysis, data, graphs
Story
�about people
�it’s personal…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
Main Message
Key Points
Closing
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
O
Your Closing
Their one thing - WIIFM
…when data alone is not enough.Infotuition. www.shelleyrow.com
Reference Results
Unusual Fact
Story
Example
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Materials
Handouts
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
• Limited info
• Impactful
• Visual clues
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
Organize Your Content
www.shelleyrow.com
• Opening
• Main Message
• Key Point
Image, graph, story
• Key Point
Example, analogy, chart
• Key Point
Fact, image, story
• Closing Main Message
…when data alone is not enough.Infotuition. www.shelleyrow.com
Organize Your Content
www.shelleyrow.com
• Opening
• Main Message
• Key Point
Image, graph, story
• Key Point
Example, analogy, chart
• Key Point
Fact, image, story
• Closing Main Message
…when data alone is not enough.Infotuition. www.shelleyrow.com
Organize Your Content
www.shelleyrow.com
• Opening
• Main Message
• Key Point
Image, graph, story
• Key Point
Example, analogy, chart
• Key Point
Fact, image, story
• Closing Main Message
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
• Opening
• Main Message
• Key Point
Image, graph, story
• Key Point
Example, analogy, chart
• Key Point
Fact, image, story
• Closing Main Message
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
B
R
A
V
OUntangle Your Content
Opening
Main Message
Key Points
Closing
…when data alone is not enough.Infotuition. www.shelleyrow.com
Conflict Management
Conflict Resolution Process
Seek first to understand
Empathize with feelings
Find the source of disagreement
Find common ground
Brainstorm alternatives
…when data alone is not enough.Infotuition. www.shelleyrow.com
Breathe
Don’t assume
Go to the source
Be open to change
Conflict Management
Conflict Resolution Process
Seek first to understand
…when data alone is not enough.Infotuition. www.shelleyrow.com
Interpersonal Skills = Productive Relationships
Intend to
listen
Calm your
emotions
Convey
listening
Intend to
listen
Calm your
emotions
Convey
listening
Seek first to
understand
Seek first to
understand
Seek first to
understand
Seek first to
understand
Seek first to
understand
Seek first to
understand
Know your
triggers
Understand
your feelings
Craft a
response using
“When you
do!”
Know your
triggers
Understand
your feelings
Craft a
response using
“When you
do!”
Take personal
responsibility
Only “I”
statements
Respect,
Resolve,
Reward
Take personal
responsibility
Only “I”
statements
Respect,
Resolve,
Reward
ListenListen ReflectReflect ExpressExpress EngageEngage ThankThank
Say “thank
you”
Publically
Sincerely
In writing
Say “thank
you”
Publically
Sincerely
In writing
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
• Demonstration
• Data/analysis
• Chart/graph
• Image
• Story
• Analogy
• Memorable phrase
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Poop to Power
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Moving 14 billion tons of freight
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Materials
Moving a “good sized mountain”
of freight
…when data alone is not enough.Infotuition. www.shelleyrow.com
It’s not about the data;
It’s about what the data tells you
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
Growth in Vehicle Probe Data
April 2009 January 2012
• 15 minute snapshot of incoming GPS data (fleets,
cars, phones, apps, etc.) – Source INRIX®
Courtesy: INRIX
Vehicle Probe Data Grows
by xx%April 2009 January 2012
• 15 minute snapshot of incoming GPS data (fleets, cars, phones, apps, etc.) – Source INRIX®
Courtesy: INRIX
US Navigation Sales 1996 to 2011
0
10000000
20000000
30000000
40000000
50000000
60000000
70000000
80000000
1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011
Smartphones with navigation
Dedicated portable navigation devices
Factory fitted in-car systems
Courtesy: Nokia
US Navigation Sales 1996 to 2011
0
10000000
20000000
30000000
40000000
50000000
60000000
70000000
80000000
1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011
Smartphones with navigation
Dedicated portable navigation devices
Factory fitted in-car systems
Courtesy: Nokia
Smartphones dominate
the market for navigation
April has shoulder or one-lane
closure 33% of the time
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
Handouts
www.shelleyrow.com
• Not PPT slides!
• Fill-in-the-blank
• More content
• Clarify main points
• References
Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
Which tip can you most effectively use in
your next presentation?
� Visual clues in your slides
� Convert bullets into graphics
� Simplify charts and graphs
� Separate handouts from slides
� Other
Your Materials
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
It’s not a Presentation
It’s Communication!
Delivery
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Delivery• Never, EVER
in the �
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
• Eye contact
Delivery It’s not a Presentation
It’s Communication!
…when data alone is not enough.Infotuition. www.shelleyrow.com
Delivery
• Eye contact
• Voice
It’s not a Presentation
It’s Communication!
…when data alone is not enough.Infotuition. www.shelleyrow.com
Delivery
• Eye contact
• Voice
� Inflection
� Pace
� Volume
� Power of the�
� Smile
It’s not a Presentation
It’s Communication!
…when data alone is not enough.Infotuition. www.shelleyrow.com
• Eye contact
• Voice
� Inflection
� Pace
� Volume
• Gestures
It’s not a Presentation
It’s Communication!Delivery
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Don’t Leave Anything to Chance
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Don’t Leave Anything to Chance
• Time it (with the slides)
• Easy-to-read notes (not prose)
• Arrive early
• Test all the equipment
• Test videos in advance
• Dress comfortably
• Talk with the audience before �and after
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Confident, friendly communicator
Sincerely interested in them
Respectful of their world
Hold your space
Don’t be a know-it-all
Attitude
…when data alone is not enough.Infotuition. www.shelleyrow.com
Which tip will make the biggest difference
in your next presentation?
� New opening
� Untangled content and one main message
� Enhanced visual materials
� Separate handout
� Improved delivery
Your Next Presentation
…when data alone is not enough.Infotuition. www.shelleyrow.com
www.shelleyrow.com
Audience
Content
Materials
Delivery
Practical TechniquesFor Successfully Communicating
Technical Topics
…when data alone is not enough.Infotuition. www.shelleyrow.com
Shelley Row, P.E., PTOE
The Recovering Over-Thinker
Shelley Row Associates, LLC
www.shelleyrow.com [email protected]
@shelleyrow 443 994 3600
Practical Techniques
for Successfully
Communicating
Technical Topics
Think. Feel. Act www.shelleyrow.com ©Shelley Row
2
Practical Techniques
Audience
� Know your audience. It’s all about them!
WIIFM = What’s in it for me? ________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
Who are they?
Why are they there?
What are their interests?
What do they want to know about your subject?
Why do they care?
Main Message
� What’s the one thing you want them to remember? Just one.
Remember WIIFM! _______________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
What does success look like from their perspective?
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
1
Think. Feel. Act www.shelleyrow.com ©Shelley Row
3
2Untangle Your Content
� Use an easy-to-follow
organizational structure and remember “WIIFM!”
� Opening � Main message � Three to five key points � Closing
Opening
� Relate it to the audience, the situation and your message � Use an attention getter
� “Imagine…” � “I wish you could have been there.” � “The year is….’ � Startling fact or statistic � “We have a problem.” � “It never ceases to amaze me.” � “Would it interest you to know…” � “If I were to ask you…”
________________________________________________________________
________________________________________________________________
_______________________________________________________________
Main message
� State the main message (the one thing you want them to remember)
� For you this means…. � So that you can…
________________________________________________________________
________________________________________________________________
________________________________________________________________
2
Think. Feel. Act www.shelleyrow.com ©Shelley Row
4
Key points
� Three to five key points � Each supports the main message � Each is communicated for their understanding
� Tell a story or use an analogy • Stories help people remember • Make them relevant to your point • Visual analogies are best
� Give an example � Interesting fact � Compelling image � Simple charts, graphs, diagrams
Relevant closing
� Don’t just end and fade away � Summarize key points � Finish with your main message (the one thing) � Finish with a story that illustrates your main message
________________________________________________________________
________________________________________________________________
________________________________________________________________
Materials PowerPoint
� Limit the number of slides � Use visual clues � Design slides for impact
� Bold key words and action
words
� Use color � Convert text slides to SmartArt
3
Think. Feel. Act www.shelleyrow.com ©Shelley Row
5
� Use a hook � Demonstration � Data, chart, graph (designed to communication only ONE point) � Story or analogy � Image � Memorable phrase (use visual words)
________________________________________________________________
________________________________________________________________
________________________________________________________________
Handouts
� Slides and handouts are NOT the same.
� Put details in the handout � Use fill-in-the-blanks to promote learning � Highlight main points in the handout (consistent with the slide) � Add references and URLs
________________________________________________________________
________________________________________________________________
________________________________________________________________
Delivery
� It’s not a presentation. It’s communication!
� Make eye contact � Use your voice
� Vary pace � Vary volume � Watch inflection � Power of the ________
� Use humor (but don’t tell a canned joke) � Gestures � Be yourself � Smile!
4
Think. Feel. Act www.shelleyrow.com ©Shelley Row
6
________________________________________________________________
________________________________________________________________
________________________________________________________________
Practice
� Don’t leave anything to chance! Be prepared � Time yourself with the slides � Prepare easy-to-read notes � Test set up well in advance, particularly videos � Arrive early and test the equipment, computer and clicker � Dress comfortably � Talk to the audience. Create support before you start. � Talk to the audience afterwards. It builds goodwill.
________________________________________________________________
________________________________________________________________
________________________________________________________________
Attitude
� Be a confident, friendly communicator.
� Be sincerely interested in them � Respect their world � Hold your space � Don’t be a know-it-all
Books and Articles
Berkun, Scott. Confessions of a Public Speaker, O’Reilly, 2010 Courville, Roger. The Virtual Presenters Handbook, 1080 Group, 2009 Duarte, Nancy. Resonate, John Wiley & Sons, 2010 Reynolds, Garr. Presentation Zen, New Riders, 2012 How to Give a Killer Presentation. Anderson, Chris. Harvard Business Review
Think. Feel. Act www.shelleyrow.com ©Shelley Row
7
Shelley Row, P.E., PTOE, MBA
The Recovering Over-Thinker
Shelley speaks and coaches top managers and leaders in data-driven fields who must make fast,
insightful decisions in the face of uncertainty, rapid change and ambiguity when data and facts alone
are not enough. Personal interviews with over 75 leaders confirm that the most effective leaders make
decisions by gathering information while also trusting their intuition. That powerful combination is
what Shelley calls infotuition™. Infotuition is the intersection of business pragmatics with gut feel.
Shelley has 30 years in the transportation industry of which ten years were as a senior leader. She is a
professional engineer and served as a senior executive for the U.S. Department of Transportation. At
the peak of her career, she and her husband took a year off to live in France; the culmination of a long-
term goal. She is the author of three books about their life abroad.
Her most popular speaking topics include:
• Make Faster, Smarter, More Insightful Decisions with Infotuition
• Avoid the Leadership Pitfalls of Over-Thinking.
• Ignite Courageous Achievement!
• See the Big Picture: The Five Secret Steps That Leaders Use
• Get Noticed & Get Promoted
Sign up at www.shelleyrow.com for the Newsletter for Recovering Over-Thinkers [email protected] 443 994 3600 @Shelley Row