WindWord Communications

We have all the time in the world

2012-03-20T17:44:00.000-07:00

Good interviewers know how to use silence. If they hear an answer that suggests there may be more that could be said, might be said, or should be said, sometimes they will just wait. One of the best lessons I was given, when I was beginning to work as a broadcast journalist, was “don’t be afraid of ‘dead air’ .” Anyone can use the same technique: just stop talking, listen as intently as you are able, and wait to see what the interviewer will say or do next.

It's too late to turn back now

2012-03-19T12:35:00.000-07:00

Watch out for the trap – the series of questions that back you into a corner. The skill you are trying to develop here is the ability to think three or four questions ahead – anticipating where the interviewer is going – without looking as though you are picking your way through a carnival fun-house, with obstacles and monsters waiting around every corner.

You get what you give

2012-03-16T16:46:00.000-07:00

Check out your own responses to your presentation or to the answers you are giving to questions. If you are bored with your material, or skeptical about your own answers, so will your audience be. Plan to be more enthusiastic or generous in your next presentation or interview, and watch for a difference in the response you get.

Say what you need to say

2012-02-28T18:06:00.000-08:00

Have you been in the situation where you felt blind-sided by a question you had not anticipated? Even worse, perhaps it was a question for which you really didn't have a response because there just wasn't one that would satisfy the questioner.
Answer the question you wish you had been asked, while staying in the same general subject area. Avoid any tendency to be defensive, and don't repeat a negative question.

It's Alright

2012-02-23T08:47:00.000-08:00

If you don't know the answer to a question, it is completely acceptable to say so. Build relationships by offering to find out the answer and email it to the questioner and anyone else who is interested.

Stay

2012-02-22T09:45:00.000-08:00

After you have finished a presentation, plan to remain at the front of the room for as long as it takes for it to clear. There may be someone who wants to speak with you privately and confidentially, and he or she may want to wait until everyone has gone. Show them that you don't mind, and don't show any signs of impatience or lack of interest.

Think of your audience non-stop

2012-02-09T11:15:00.000-08:00

Empathy is probably the most important psychological strength to develop in becoming an exceptional speaker or presenter. Assess your audience's needs, interests, and attention styles, then customize your presentation for that group.

Bring them over to the bright side

2012-02-07T15:11:00.000-08:00

In a media interview you may find yourself dealing with leading, negative, or confrontational questions. Learn to bridge, from the unwelcome question to the answer that you want to put forward. Respond to the question you would prefer to have been asked, and learn to do so in a manner that is subtle, not obvious.

Lean on your network

2012-01-26T10:54:00.000-08:00

A client recently pulled together a very helpful group of communication, professional, industry, and subject experts, in a variety of career stages, to help her prepare for an upcoming challenge. It's an opportunity to learn from one another, to reconnect, and to meet new people.

The best is yet to come

2012-01-25T07:20:00.000-08:00

Use compelling, entertaining visual material in your PowerPoint slides. Tell a story, use photographs, create an interesting sequence, and avoid the coma-inducing bullet point list. Make your audience want to see, and hear, more.

Don't leave them in the dark

2011-12-09T12:09:00.000-08:00

It is common, as a presentation gets rolling along, to forget to check frequently that your audience is receiving the information that you are trying to put across. Keep in mind that your purpose is to communicate, not just to dump details on them. You have to clarify, question, and avoid being complacent about the success of your performance.

Look on the bright side

2011-11-29T15:16:00.000-08:00

Many speakers (even the expert, very experienced presenters) struggle with the tendency to become psyched out by the one person in the audience who seems bored, distracted, or even disapproving. And if someone is actively heckling you, the whole thing can go downhill faster than Lindsey Vonn. Make up your mind in the opening seconds that you will not waste any mental energy worrying about the one individual in the crowd who just won't warm up to you. Give it a solid try, then let it go, and concentrate on the many others who HAVE engaged.

Take it easy

2011-11-28T12:22:00.000-08:00

The fear of public speaking is one of the most common in every culture in the world. Your first step, if you face any presentation with an urgent desire to faint, is to strategize for stress reduction. Anticipate your nerves and make a plan to deal with them -- they won't go away on their own.

Find your stride

2011-11-01T09:49:00.000-07:00

Nothing worthwhile happens overnight. If you've set a goal of improving your communication and public speaking skills, be prepared for the fact that there probably will be times when you wish that you had never started the project. Persevere, and at some point it will all fall into place. When you hit upon the right process, the right circumstances, and the right system for you, you'll be "in the zone", as the runners say, and it will be easy.

Prepare for another ending

2011-10-31T08:02:00.000-07:00

If you are going to have a Question and Answer session at the end of your presentation, take the time to write a second, powerful conclusion that you will use after the last question. (The first conclusion goes at the end of the formal part of your presentation, and just before the Q & A.) Do leave the audience thinking about your message, not the thoughts of your final questioner. Don't just look around, ask "Any other questions?", say "thank you", and then rush from the room. Keep your final remarks brief, and don't ramble on and on. You don't want to fade away -- you want to finish strong.

Get it right

2011-10-17T10:37:00.000-07:00

Mispronunciation damages the impression you leave... unless you are really, REALLY good at making a joke to smooth things over when you mangle a word. Take the time to check on any unfamiliar names of people or places.

Renovate your script

2011-10-12T10:58:00.000-07:00

If you have a tendency to deliver a report or a presentation in a monotone, try "woodshedding" the written material -- work through it, using symbols and visual cues to help with phrasing, pacing, emphasis, and cadence. Also, make sure that you, and others preparing presentations for you, are writing for the ear.

Take every opportunity

2011-09-12T07:56:00.000-07:00

If you are offered an opportunity to speak or present, seize it -- even if you are nervous. Especially, if you are nervous.If you work in a large organization, however, first make sure you are onside with internal policies on representing the company, firm, department, or organization, particularly in the media.

Delegate judiciously

2011-09-10T08:30:00.000-07:00

In a crisis communication situation, the role of the spokesperson should not be shared. Choose the individual thoughtfully, while weighing the advantages and disadvantages of having the senior leader take on this responsibility.

Consider your timing carefully

2011-08-22T13:36:00.000-07:00

Do agree to an advance release if there are advantages to you in giving your audience time to read and understand the remarks you will be making or if it means you can leverage the speech by getting it into the media. Don't put your script out ahead of the presentation time if you have a tendency to depart from the written text or if the material is at all sensitive.

Speak with your audience, rather than at them

2011-08-16T08:41:00.000-07:00

For those of you who instinctively know what this means, there is nothing I can add. Keep on doing what you're doing, and being who you are. But if you have been told that you speak "at" people, (or even worse, "down" to them), these thoughts may help: make eye contact; read your listeners' faces and respond to their cues; and conduct a mental conversation with members of your audience throughout your presentation.

The oldest tip in the book

2011-08-12T08:44:00.000-07:00

Practice, practice, practice. Even if you've made dozens -- or hundreds or thousands -- of presentations in the past, you've never given this particular speech to this particular audience. And even if you have given this particular speech to this audience on a previous occasion, if you practice anyway you might be surprised at the new nuances or ideas that arise. Everyone who competes or communicates at a high level puts in many hours of practice and thought to reach that state of excellence and to maintain it. It's nice to have talent but it's not enough. Think of successful athletes and the structured, nonstop approach they take to their training. Think of musicians, actors, and dancers who rehearse and take classes all of their lives.
If you want to shine, you have to polish.

Clear destination and broad imagination

2011-08-05T08:32:00.000-07:00

Strategic planning for external communications take the same approach as designing a financial plan, a marketing plan, an operations plan, an organizational plan or a governance plan: multiple objectives, multiple goals, multiple timelines -- all emanating from a single vision.

If something goes wrong, don't dwell on it

2011-08-04T18:10:00.001-07:00

There really are no rules when it comes to presentations and interviews -- only guidelines.

Extend your education

2011-08-03T09:23:00.000-07:00

If you are one of the thousands handed a pink slip lately, but you've decided to make lemonade (so many metaphors, so little time!), you may want to seize the opportunity to start up a business or take on a franchise, if you have the resources. Surf the tsunami of information available from government advisory services, consultants, professional and occupational associations, and websites such as Wikipedia. When you prepare your business plan, make media communications a major part of the marketing piece.

Give it the time it deserves

2011-08-02T11:37:00.000-07:00

When you are aiming for the top tier, you have to be able to identify the extraneous and put it to one side. An interview, a speech, a presentation, a meeting, a press conference -- whatever the challenge, make it a priority and give it your full attention.

Prepare

2011-07-29T10:43:00.000-07:00

Develop your own business communication Training Plan, just like that of an athlete. Devote a little time to it each week. Then, if Anderson Cooper, Peter Mansbridge, CNN, or 20/20 comes calling, you are positioned to focus on that particular request, and not on how you should have done something to get ready a long time ago.

Focus

2011-07-28T13:12:00.000-07:00

Make sure you do your homework and know everything you possibly can about the reporter and the media outlet seeking your comments. Maybe in the 1970s or the 80s you could get by with dispensing standard press releases to a faceless crowd of interchangeable journalists, but in today's environment you have to customize and personalize.

Deliver

2011-07-26T13:15:00.000-07:00

If you give frequent presentations, consider a modular or template approach (rather than recycling the same speech or trying to create a completely new one every time). Write and design components that can be mixed and matched. Then, as you get ready for a specific presentation, concentrate on filling in the spaces between with updates, customized material, and flashes of inspiration. In less time than it takes to play a round of golf, you should be able to pull together a script, speech, or set of PowerPoint slides, freshen it up, polish it, and be ready to present.

Evaluate

2011-07-25T17:19:00.000-07:00

A good Q & A requires as much preparation as a formal speech. If you find the format difficult, build in a little time to practice fielding unanticipated questions, and have a couple of friends or colleagues double-team you with really tough ones. After you're done, ask for direct and very specific comments about how you did.

Make it a conversation

2011-07-19T14:31:00.000-07:00

If you think you are firing on all six, eight, or even 16 cylinders, but your audience doesn't seem to agree, maybe you are talking too much. Yes, it is a presentation, and yes, they did show up to hear what you know, but does that have to mean a monologue? What could you do to get them involved?

Allocate plenty of time

2011-07-16T08:41:00.000-07:00

I recently asked a client I was coaching for his inaugural address as the incoming president of a national association about the most useful advice he'd been given by his predecessor. He said "Get started early." Don't leave things to the last minute -- a quarter hour before show time is no time to be deciding whether you will begin your presentation with an anecdote, a statistic, a joke, or a question.

Stage fright is a tool, not a flaw

2011-07-12T14:04:00.000-07:00

If you would rather be facing the Arizona Front Four when you're down a couple of converted touchdowns at the half than making a business presentation, you are not alone. Learn to think of performance nerves as added strength for your throwing arm, and you'll be dodging the quarterback sack every time.

Crisis communication requires full-time attention

2011-07-11T12:13:00.000-07:00

When you have to tell Houston that you've had a problem, you need to ensure that you have as much information as possible. You may not be able to wait until you have absolutely every fact, but make it your top priority to get ready to answer the questions.

Control the setting

2011-07-08T12:35:00.000-07:00

The audience seating arrangement is one of 12 points to consider when you are checking out a room before presenting at a meeting. If you want a change, ask the event planner or meeting coordinator well in advance. On the day of the presentation, test the audience's sightlines while you are waiting for your turn to speak.

Set the length when you begin the writing process

2011-07-07T15:20:00.000-07:00

What is the best length for a presentation? Or for the elements within it? There is no definitive answer to that. Some say no one should speak for longer than half an hour, others say it depends on the abilities of the speaker. And of course, the requirements of the client, the host, and the event are important considerations. It is not the only, or even the most important factor -- there are at least 11 dimensions to consider. But this should definitely be part of the planning, rather than the editing, phase.

Make it interesting

2011-07-05T07:42:00.000-07:00

A client recently told me that 9 out of 10 presentations he attends at conferences are boring. If the people are bored, they stop listening. If they stop listening, you aren't communicating, and that will be costly. Work on the writing, work on the PowerPoint, and work on your delivery.

Don't waste your visuals

2011-06-25T10:28:00.000-07:00

Make sure the slides, the photos, the illustrations, and the text are large enough -- a nine-point font just won't cut it! Capture your audience's attention before you start showing the slides. And once your presentation is rolling along, talk to the people and not to the screen.

Plan to communicate

2011-06-24T07:15:00.000-07:00

If you are behind the eight-ball in an emergency situation and you have to answer questions from the media in half an hour, use the time to decide who is the best person to speak, what to say, what are the best and worst-case scenarios and outcomes, and what is the biggest and potentially most damaging fire to put out first. Better yet, pull out the crisis communications plan you had the foresight to develop when things were calm and business was slow.

Be concise

2011-06-22T18:57:00.001-07:00

A sound bite in an edited broadcast news report can be as short as seven seconds. Try not to speak in complex, convoluted, or run-on sentences. Your comments might be cut off -- or not included at all.

Control your topic

2011-06-21T17:44:00.000-07:00

The scope of a presentation or any piece of written material has to be limited. Six main points are probably too many -- three or four are best. We can, of course, debate the definition of a 'main point', but generally, plan to concentrate rather than be comprehensive.

Marshal your thoughts

2011-06-20T17:04:00.000-07:00

If a reporter calls or emails, take five or 10 minutes to think over your responses to the questions you can anticipate. Try to turn a media inquiry into an opportunity -- set a goal for the conversation. As they say in the martial arts, if you aim at nothing, you are sure to hit it.

Narrative is golden

2011-06-18T18:04:00.000-07:00

Last week, an exec in a hurry asked for my best piece of advice in 25 words or less. Here it is in four -- "Don't write a speech!"
He took it rather personally at first, thinking it was a judgement on his ability to speak clearly and concisely. But when I added the next four words he saw my point: "Tell them a story." Then, he asked how you do that -- and do it effectively, consistently, skillfully, and with sophistication.
That is where my next several million words (give or take a few) come in. And why he might have to take a little more time.

Three strikes in a media interview

2011-06-17T07:32:00.001-07:00

You get your facts wrong. You misquote somebody. You lose your temper.
You're out.

Recognize your two audiences

2011-06-16T07:37:00.000-07:00

When you are doing a media interview you are not speaking just to the reporter asking the questions. You are also speaking to the readers, listeners, and viewers with whom you want to communicate. If a reporter seems hostile, uninformed, confused, or even bored, keep in mind that the interview is an opportunity to go 'over her head' to your 'real' audience.

Arrange for a 'First Listener'

2011-06-15T06:13:00.000-07:00

Novelists, screenwriters, and poets often cultivate a relationship with a 'first reader' - a person who sometimes receives enthusiastic thanks on the dedication page of a book. This person reads the novel, script or play in manuscript form and gives the writer his or her first inkling of how the new material may be received.
If you're going to give a presentation or make an appearance in the media, try to find a 'first listener' who will give you honest feedback that you can use to practice. Some people arrange for a coach. Depending on the relationship you might ask your spouse, or perhaps a sibling, friend or trusted colleague to help. One of your direct reports or your assistant? Probably not the best choice!
Go to your first listener after you've written and rewritten your words, rehearsed them alone, and made the presentation as good as you possibly can. Don't waste everybody's time if you're not ready. Listen carefully to every comment -- and make the effort to incorporate and use the advice. If possible, set up a reciprocal arrangement with someone who is also called upon to make presentations or answer questions in the media.

Say what you want to say

2011-06-11T07:54:00.000-07:00

Occasionally, in an interview, you will get a question that you don't like. Perhaps you think it is unfair, ill-informed, one-sided, or intrusive. Perhaps it actually is. Discipline yourself not to waste any energy on reacting to the question or the motivation you think might underly it. Just answer another question -- the one you would prefer to have been asked and the one that gives useful information to the reading, listening or viewing public.

Spreading the word

2011-05-31T13:40:00.000-07:00

If you want to try to interest the news media in your event, project, idea, campaign, business, non-profit organization, etc. -- there are two steps you should take before you start firing off press releases: 1) Design a comprehensive, intelligent plan. And 2) Make a realistic assessment of your available resources.

Getting ready for your close-up

2011-05-28T12:51:00.000-07:00

Recently, I saw country singer/actor Tim McGraw say in an interview that one of the things he had to learn while acting was to stop looking into the camera, as he does when doing a video or performing on stage. This is very important when you are doing most news media interviews, too: Don't look directly at the camera lens or address the viewing audience. Keep your gaze on the interviewer and try not to let your eyes shift around. And although you don't often see this in today's media-savvy world, there are still a few people around who reach out to try to take a hand-held microphone away from the reporter who is asking them a question. Don't.

The most important news media skill

2011-05-24T12:22:00.000-07:00

At a workshop I gave in Victoria about a month ago, someone asked me to name THE most important skill, when dealing with reporters and the news media. I would say that it is "listening" -- no question. If you stop listening and miss some important bit of input, it won't matter how succinct or compelling your core message and it won't matter how charismatic or eloquent you are, on camera or in print. And especially if you are prone to stage fright or presentation anxiety -- you have to work on building your ability to listen.

See it the way your audience does

2011-05-16T09:03:00.000-07:00

At a recent conference I watched several dozen people stare for almost an hour at a screen rather than at the human expert at the front of the room. Sometimes that happens because the slides are absolutely mesmerizing (but then you can't help but wonder why the person is even there -- she could have just emailed everybody the content!)
Sometimes it happens because the screen is in the wrong place. Now, if we are talking an IMMENSE room with hundreds or thousands of guests, then you usually need two or more really big screens, suspended where everyone can see them. But in a smaller space, where sightlines aren't an issue, you want to take that opportunity to get the audience to relate to you, the presenter. And if you have your screen and your slides to your right, as you face the audience, they will tend to stare at the screen, rather than you, because we have learned to read, left to right, and that's the way the eyes scan, almost without our realizing it.
If you can have the screen placed to your left, you will find it easier to command your audience's attention.
Even better, move around -- to pull the audience's attention along, to keep them interested, and to get that screen placed behind your left shoulder as much as possible!