Promotion

Stories engage and resonate, and lead to successful, profitable presentations

Because I enjoy telling stories, especially in business situations, my first thought was to begin this treatise with a story about a poor method for opening a presentation so that you can learn how dreadful this kind of opening can be.

This opening, one that you probably see and hear far too often and most likely bores you to doze off, seems to pervade far too many presentations. But I figured you would be so bored reading about it that you would not even make it to the end of this first paragraph. Understandable.

columns-disneyStory. Instead, I’m going to start by telling you a story about one of the first times I ever gave a presentation, and how I quickly learned how to start with an engaging opening.

The day before, I was practicing my presentation in front of a valued colleague, Philip. So I started:

“Good evening. Thank you all for coming here tonight. It’s so good to see all of you. I’m excited to speak to you about…”

“Stop!” Philip exclaimed.

I stopped. And looked at him. “What?”

“Rich, that is just about the most boring way to start. Everybody is so used to hearing that crap, that they immediately stop listening.”

“But,” I protested. “I want to welcome them.”

Philip frowned. “And fall asleep,” he continued

“And thank them,” I feebly added.

Continue reading Open Your Presentation with Pizzazz — Tell a Story

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Too many presentations focus on the speaker or the slides — focus yours on the audience

The best communication focuses on your audience. This is especially true when giving presentations. Too often, speakers are temped to call attention to themselves, thinking—erroneously—that they are the star of the show. Other times (although far less often), the focus is on the slides. While both are important components of presentations, they nonetheless must take a back seat to the needs of your audience.

Bottom line: you must discover what your audience wants and needs, then deliver it to them on their terms.

irifuneLet’s look at this from a different perspective. Consider the last time you spoke to a preschooler. Chances are you crouched down on one knee to bring yourself eye to eye with the tyke. You might have gently touched the child’s arm to establish a connection. You used the child’s lexicon, choosing your words carefully. You spoke slowly and enunciated clearly. All this to ensure that the child—your audience—would readily understand. In other words, you communicated on their level, focusing the conversation on their needs.

Follow this example when presenting. Focus on the needs of your audience.

Making your audience paramount is the most difficult aspect of your presentation. Your audience is not completely under your control, whereas you, the speaker, and your materials are. A little planning together with some hard work, however, eases the path. Here are some ways to better understand your audience, discover their needs, and connect with them during your presentation.

Do your homework. Invest some time to learn about your audience. Find out where they work and what they do. At the very minimum, find out what they expect to get out of your presentation; in other words, what are they going to do with the information you impart to them. When you know that, you can directly address that during your presentation. Discover what they already know about the topic, and perhaps how you can tap into that knowledge.

Continue reading It’s All About Your Audience

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The design of your communication must be on par with its content

This past June, I was attending my son’s lacrosse tournament. We wanted a down-to-earth place to eat breakfast. The locals recommended a nearby diner. Now you know what a diner looks like: silver façade, booths with plastic seats, counter and stools, coffee machines and blenders and that little window into the kitchen, slightly cramped. You can picture it, right? Sounded perfect, so we went.

breakfast-clubWe walked in and looked around. Lots of people, but no waitresses. After a few moments, the swinging doors from the kitchen popped open. Out walked an elegantly dressed man, tux and bow tie, replete with cummerbund and gleaming black shoes. He approached, bowed, and said in a proper tone, “Good morning gentlemen. Have you a reservation?” I raised my eyebrows. “Apparently not,” he intoned flatly. “Fortunately,” he said in a brighter tone, “we’ve just had a cancellation. Please, follow me.” Turning crisply, he walked toward an empty booth. After we sat, he pompously handed us each a stylish menu. Then addressed me formally: “Could I interest you in our reserve wine list? A crisp white would prove a fanciful accouterment for this lovely Sunday morn.”

Confused? Well, if this had been reality, we would have been too. When you walk into a diner, you expect things a certain way. But not this way. To put it another way, this diner’s look did not match its content.

A more pertinent perspective. A long, long time ago (in a galaxy far away), I was approached by a software company to work on their documentation. The docs were basic reference and how-to manuals, describing their menu and explaining their function. They were written by an engineer—who also had a penchant toward inserting references to popular cultural philosophies and weaving their ideologies into the text. Interesting since this ersatz writer-engineer took pains to make the context of these fairy tales relevant; most ended up mild rants.

Continue reading How Does It Look?

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Immediately impress your clients and prospects with strategic three-dimensional marketing

“The nut” arrived in the mail, as is, without a box, for a deep visual impact. The postal carrier was so impressed, she had to stop in and hand it to me personally. Why? Because “the nut” is a coconut!—a three-dimensional fruit sent to gain my attention. And that it did.

the-nutHand-written quotes from numerous famous and influential people cover “the nut”. Karl Schweitzer, president and founder of MobiRez, a client, colleague, and friend, sent me “the nut” to honor our relationship and to make an impression. For him, it was the perfect marketing device.

Consider, for a moment, the effectiveness of your marketing if you sent your version of “the nut” to tightly targeted prospects. It most definitely would be remembered; people would stop to admire and inspect it. It could even become the buzz of the office. On thing is for sure—it would make an impact.

Imagine sending these three-dimensional mailings to your current clients, to thank them. Karl wanted to further solidify what was an already sound relationship. That he accomplished.

Three-dimensional marketing. At a marketing conference a few years ago, one pundit told us of the value of three-dimensional marketing. “We’re partial to sending blocks of wood,” he said. I asked my Art Director what she thought of that idea. She said simply, “out of context”. She continued. “A block of wood has nothing to do with what we do, there is no connection, no context. What would be more effective is a 3-D mailer with a direct connection to who we are and what our prospects gain from collaborating with us.”

Continue reading The Nut as an Effective Marketing Tool

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Time and money. Ultimately, that’s what it’s all about, isn’t it? Time and money. Time has a single purpose: saving it. Money, on the other hand, has a dual purpose: saving it and, of course, making it. Just about everything we do can be motivated by saving time and money, by making money (too bad you can’t make time, now that would change things, wouldn’t it?), or a combination of any of these three. In the end, though, it’s all about making money: saving time makes money; saving money makes money; and, well, the last is obvious.

summit-view-ndSome events make it simple to realize that you have achieved a positive gain on time and money. In these cases, the gain has been immediate, clearly recognized, and sometimes even documented for you. Go to a supermarket, buy something on sale, and there is your money savings recorded for you on your receipt. Easy. Take a shortcut on a journey; a simple glance at your watch tells you how much time you have saved. Easy. Post that unused item in the want ads; someone gives you cash for it. Easy.

Comprehending your time and money gain on communication, however, is not so obvious. This is true for a number of reasons. The actual loss of time and money might never have been documented or considered, so there is no basis for evaluation. The time from initiation to implementation for a communication project can be months, sometimes years, and unless time and money are carefully tracked, there can be an enormous disconnection between the before and after.

I like to think about measuring your time and money gain in communication as a journey. Whenever you take a trip—whether it’s a simple jaunt to the supermarket or an extended vacation—you always know where you are starting from and where you are going. It’s the same way with communication: you must know where you are starting from and where you are going.

Continue reading Clear Communication Gains You Time and Money

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Dallas, Texas. The Society for Technical Communication (STC) announced today that certification for the technical communication field has been approved. Within the next year, technical communicators will be able to attain certification in their profession.

Certification creates two enormous benefits for our profession and for practitioners. First, certification establishes a sold foundation for the legitimacy and economic contribution of technical communication. Second, certified practitioners clearly demonstrate their expertise as technical communicators, greatly enhancing their value in the marketplace.

mauna-kea-shrinePractitioners become certified in six core competency areas:

  • User analysis
  • Document design
  • Project management
  • Authoring (content creation)
  • Delivery
  • Quality assurance

As a result, employers and clients alike will now have a concrete idea of the expertise, contribution, and value that technical communicators bring to the marketplace. STC is developing a page on its Web site dedicated to promoting certification and explaining the value of certified technical communicators.

Continue reading A Monumental Day Dawns for Technical Communicators: Certification!

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Ideas in business are crucial for success. But if you cannot fully express and communicate your ideas, you might as well quit thinking!

Effective communication is crucial for success in business — that is, attaining results by meeting objectives with and through other people.

Communication is vital to any human encounter.

painted-vasesWhen you communicate well, you clarify concepts and ideas. You are able to understand and work with the recipients of your message. You will also be able to inform, instruct, and persuade them to do what you want them to do, to achieve your desired results. In fact, the most effective communicators not only influence and persuade their audience to act in a specific way, but also these communicators convince their audience to do so.

Business communication can be full of specialized language, or jargon, that generally can only be understood by experts. Others inside a company and outside of a company do not inherently understand this jargon, even when they hear it all the time or even attempt to use it. Have you ever repeated jargon in a manner so that others might perceive that you understand it when, in reality, you don’t, at least not fully? If so, you are in good company. Most people only understand part of the jargon they use, especially acronyms. Therefore, it is incumbent on you to state things as simply as possible and to provide explanations and descriptions whenever possible so that everyone, the experts, the so-called experts, and those on the fringes, truly can comprehend your message.

Continue reading Communicating Effectively

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From lost relationships to steep financial penalties, the price of poor communication is high

Poor communication costs business millions of dollars every single day. Most executives and managers understand this, yet they don’t realize how big a part they play in this miscommunication.

cemetary-stonesFinancial statements do not carry a line item for poor communication, although they should since, with a little effort, it can quickly be quantified.

Communication is vital to the success of your organization. To be most effective, communication must circulate and reach all levels, not just the core.

Different forms of poor communication. Here are but a few:

  • Long, unproductive, numbing meetings without a clear purpose or agenda, often reaching no conclusions, result in lost productivity as well as the collective time of everyone attending.
  • Poor documentation neglects to mention the purpose of the software or hardware and only explains how it works. Users, however, don’t care how it works; they want to know how to use it!
  • Uninspired selling skills and anemic sales presentations showing no interest or understanding of a prospect’s needs, result in missed opportunities and lost sales.

Continue reading The Costs of Poor Communication

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The simple answer is this: hire a professional technical communicator. And now, with the advent of the “Online Buyers Guide & Consultant Directory” published just this week by the Society for Technical Communication (STC), the process has become infinitely easier.

stc-online-buyers-guideThe Buyers Guide section lists companies that provide a specific product or service; it’s organized into several helpful sections. The Consultant Directory lists over 600 professional technical communicators, all of whom are just an email or a phone call away; many are just a Web site click away. (We are listed on page 53.)

Research has demonstrated that clear technical communication created by professionals who understand the needs of their audiences — your customers among them — return solid benefits: greater customer satisfaction, less technical support calls, increased sales, and fewer returns.

Do you want to know how a technical communicator differs from a technical writer? Go to page 7. Then go to page 9 to learn about the value that technical communication can bring your company. The return-on-investment (ROI) is clear.

The best part of all: the Directory is free! Just go to http://www.stc.org/ and click the link on STC’s home page.

–Rich Maggiani

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The quality, authenticity, and benefits of Twitter communication are at stake.

The use of Twitter has simply exploded over the past year. As your list of followers grows, so do the amount of tweets, retweets, and direct messages you receive. Most of these tweets are well intended, but how useful are they?

italian-alley-whiteAn increasing percentage of the tweets you receive are spam. Twitter is especially vulnerable, given its inherent automation. Anyone can easily follow tens of thousands of people, and then gain a large percentage of followers in return. An easy, ready market for spam from lurid “marketers”.

What does Twitter spam look like? Twitter spam can take many forms. Legitimate companies spam when they endlessly promote their products through dummy Twitter accounts. These accounts often bear no resemblance to the products they pitch. Con artists attempt to shift your money and to gain your identity through a series of shady financial transactions. You are probably wary of these: “Help me access my dead uncle’s $20 million from a backward third-world country and receive a 15% fee.” Still, a small percent click through.

Many times, spam tweets are sent by members with few followers yet following as many as possible. This should be your first tip-off when someone starts to follow you. These people send tweets with blind tiny URLs linked to those click-here-if-you-are-18-years-or-older sites — except that requirement is frequently omitted. These can easily be identified by the busty, cleavage-popping, young lady’s photo on the account.

Then there are the “See how I got 3,000 followers in one afternoon” spammers. Another come-on: “I can show you how to make $1,000,000 by tomorrow afternoon by following this simple method. No, really I can!” Hair removal treatment for women garners a good share of spam tweets. You get the idea.

Continue reading How Useful Is Your Twitter Stream?

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