by Beth Levine | Apr 16, 2020 | preparing for a presentation, public speaking
One of my clients said to me recently, “The world of Zoom is like the Wild West… everyone is running in that direction, but many don’t seem to have a clue what they are doing.”
Amen sister! Zoom is a new frontier for sure, and lots of people are seeking – and others, offering – advice on how to keep virtual meetings and events interesting and engaging.
To that end, I thought about one type of meeting that could pose a real challenge online – the brainstorming session. How do you make and keep a virtual brainstorming session interesting, engaging, and inclusive?
So, at the risk of adding to the social media cacophony on effective virtual meetings and communications, here’s my one idea for Zoom brainstorming sessions (works best for teams of fewer than 10):
Time: Schedule the Zoom session for only 30 minutes.
Meeting invite: Scope out the central issue, question, idea or solution needed. Identify parameters and any specifics that brainstorming participants need to know.
Assignment: Ask participants to brainstorm on their own prior to the meeting (this works better for introverts anyway) and then to home in on their best idea and develop a 3-minute pitch around that idea.
Meeting agenda: Pitchfest! Make the Zoom session a Pitchfest, in which each participant takes no more than 3 minutes to pitch their idea and its rationale to the team. Meeting leader, be sure to time everyone!
Result: You can do an online poll afterward to rank the ideas, or you can let the ideas marinate for a while (e.g. 24 hours) and then hold a “watercooler” session via Zoom to ask questions, discuss, debate and decide. To ensure inclusivity and full engagement, make sure everyone has a chance to talk and ask questions.
If you try this, please let me know how it goes! I’d love to hear feedback!
by Beth Levine | Mar 25, 2020 | preparing for a presentation, public speaking
The Virus. Say no more, right?
Our lives seem to have changed almost overnight. Places of work, learning, gathering and networking are all closed, on hold, or happening virtually.
Since so many of us will be conducting business, learning, and even attending industry events online, I thought it might be the responsible thing to ditch what I was going to write about this month and turn my attention to offering tips for virtual communications.
If you are working remotely, and leading or attending meetings online or via conference call, here are some quick-hit tips for you on being an effective communicator from a distance:
Audiences need more guidance than usual. One of the things we know about audiences is that it’s a passive role to be a listener. Audiences simply won’t work very hard to figure out what a speaker is saying or what the speaker wants them to know. Even in-person audiences need constant guidance – e.g. when you’re digressing to tell a story, or when you’re moving from one point or section to another, or what your key takeaway is – so you can imagine the need for remote audiences. It’s exponentially greater. Therefore, take your audiences by the hand and walk them through every step of your meeting or presentation so they can track and follow along.
Stand, don’t sit. If you’re on a conference call, stand up to speak. Your voice energy and projection will be stronger and more commanding than when you’re sitting (and possibly leaning back in your chair). You don’t want to be the person who sounds distant and low-energy. You also don’t want to be the person whose delivery is halting and distracted-sounding … because you’re reading an email that came in while you were talking. Stand up, look away from your screen, and project.
Keep it brief, and keep it moving. Holding attention, interest, and engagement in online meetings is more challenging than when your group is gathered together around a conference room table. (It would be great if this could mean goodbye-for-now to long, tedious, rambling meetings!) If you are a meeting leader – or an assertive meeting participant – help the group keep exchanges limited to important topics and robust discussions. It’s more than fair to ask that tangents and irrelevant questions be put on hold for another time.
While all of this presents a test to our ability to focus, be present, and be concise and on point, I want to offer kudos to all of you who are doing your best to work from home and maintain some momentum in your work lives. As we all find our way through these surreal times together, I have complete faith in everyone to do what’s needed. Nevertheless, I’m here if you need me; reach out and we can set up a Zoom session!
by Beth Levine | Mar 20, 2020 | preparing for a presentation, public speaking
There’s nothing quite like a crisis to highlight the value of good corporate communications … or the scourge of bad, for that matter. This is your time, comms people. There isn’t an industry that won’t be affected by the reverberations of COVID-19, and so this is the time when everyone in a comms role can and should step up. The C-Suite cannot do this alone.
Sidenote: Is it opportunistic to be thinking about your role vis-à-vis the C-Suite right now? Sure it is, but it’s also necessary. Trust me, everybody wins this time – your company reputation, employee satisfaction/engagement/retention, shareholders, customers and other stakeholders all win when you pitch in to help shape the message and prepare the messenger at the highest level of the organization during a crisis!
So a few things to think about as you prepare to be one of the most trusted advisors to your C’s right now:
Be clear. I wish I could whisper this, but I have to say it out loud: Executives, for some reason, love to obfuscate, hedge, or paint a rosier than real picture. It must be because they want to hang on to the love, admiration and loyalty of their stakeholders. Don’t let them lean in to their best intentions – which, during a crisis, are their worst instincts. Be incredibly clear with your messaging; keep it simple and in plain English. No non-committal corporate-speak that sounds like gobbledygook. Bring recommendations for clear messaging to your C’s; it should come from you to them, not the other way around.
Be transparent. Along with creating clear messaging, it will fall to you to be the transparency police. I know legal will be at the table too, but hold your ground. During a crisis, it is imperative to be open and transparent with what the company knows, doesn’t know, and how it’s coping/managing. We live in an age of suspicion, when audiences can sniff out BS or a phony statement. You will need to be the enforcer and remind the executive suite that it’s okay not to know everything. To help in this effort, make sure your spokesperson is someone capable of credible transparency.
Be consistent. Be the voice of reason with respect to needing to be consistent with the company’s message, messenger, and cadence. Even though different audiences have different self-interests and a different level of need-to-know, be sure the messaging across audiences is consistent and that there are no unintended contradictions. The messenger should be consistent also, so choose a spokesperson who is reassuring and available. Finally, your recommendation re cadence – i.e. how many times a week you communicate with audiences – should be sustainable and based upon your industry, the needs of your audiences, and your medium for delivery.
Be trusted. Advocate for your spokesperson – CEO or other public face/voice – to be someone who either is trusted or can build trust. If the CEO is not the most empathetic or trustworthy figure, try some coaching for him/her or figure out a way to pitch him/her on the idea of someone else taking on that role and responsibility. Delicate work, I get it. You might want to arm yourself with some worst-case scenario examples of corporate executives and companies that lost the battle with trust. Trust during a crisis is everything.
Be ready. Encourage your exec team to have and communicate not only a Plan B, but a Plan C also. We don’t know what we don’t know, so it’s wise to be ready to move beyond just Plan B if necessary. For certain very discerning audiences with a need to know (e.g. employees, shareholders), it will be a confidence-builder to know that your company is thinking ahead and planning for even potentially unforeseen outcomes. Suggesting that the company have a Plan C demonstrates your value as a strategic advisor. And besides, it’s smart; we don’t yet know what’s in store for the next few months.
For those comms people who haven’t gotten a foot in the C-Suite door yet, this crisis could be your time. While the ROI of corporate communications may not be fully appreciated during times of peace and prosperity, there is a clear and undisputed ROI for good corporate communications during difficult times. ROI notwithstanding, this is your time because there is no time like right now.
by Beth Levine | Sep 24, 2019 | preparing for a presentation
Q: Given all the best practices and well-known tips for public speaking, is there a style everyone should try to emulate and master?
A: No.
Coaching people to be better speakers and presenters is delicate business. People are sensitive, they have pride and egos – and not in a bad way, but in a very good way. If someone has reached the point where they need to be more impactful at the front of the room, either they’ve earned it or they’re showing great potential. In other words, they have every right to be prideful and (appropriately) protective of their ego.
There are coaches out there who work to mold their coachees into a certain speaking style they view as the gold standard. It can be awkward or, at the very least, difficult for the coachee to achieve; it’s just not them. I don’t hold people to a standard. I believe (quite strongly) that every individual is at their best only when she or he strives to be their best self.
Let’s be honest, not every turn at the front of the room is a TEDTalk, nor is it the Gettysburg Address. Very few people are offering inspirational keynotes. Most people who speak in front of groups need and want to be effective in order to advance their work. They want to be clear, concise and impressive. This automatically removes the need to emulate someone erudite and profound like Winston Churchill or someone with the magnetic delivery of a Ronald Reagan or a Barack Obama. Which means there’s no need for a gold standard.
If you are in the position of offering a friend or colleague some advice, or if you’re the person asking for advice, I want you to use what I use, which is the “best self” standard. Let’s break that down …
Best. One of Merriam Webster’s definitions of best is the greatest degree of good or excellence.
Self. Self is defined as an individual’s typical character or behavior.
Taken together, the goal is to achieve the greatest degree of good or excellence for an individual’s typical character or behavior. In public speaking, this means looking for the person’s strengths and drawing those out more plus flagging the weaknesses so the speaker can be more self-aware and ready to avoid them.
Telling someone to “say that like Jenny does” or “do what Bob does” isn’t helpful. Telling them “you are so much more engaging when you get passionate” or “remember to slow down when you want your audience to hear every word in your sentence” is specific to them and therefore so much more attainable.
The point is to begin with the person and mold them into the best speaker they can be, not to begin with a speaker or mold in mind and squeeze the person into that. The goal is best self, not best speaker.
by Beth Levine | Apr 1, 2015 | preparing for a presentation, public speaking
Being prepared is just about the most audience-centric thing you can do. It confers a sense of importance and value on your listeners. It shows respect for their time and is arguably the least you can do in exchange for their attentiveness to you as a speaker. Plus, it ensures that what you deliver is actually received. Preparation shows—as does a lack of preparation.
All too often, though, people resist preparing for a talk or a media interview. Clients have told me it feels egotistical or self- important to them, and they feel—or want to appear—more humble than that. In their minds, preparing a “speech”—whether that means welcoming remarks at an event, a thank-you for an award, or even an introduction for a speaker—feels bloated and unnecessary. Still, the principle from the first chapter of this book applies: “It’s all about them—it’s not about you!” You have a responsibility to deliver something of value to your audience, and the best way to do that is to be prepared.
When a speaker or presenter is prepared, the audience notices. The speaker is on point, and the message is clear and relevant to the audience. The prepared speaker doesn’t open with, “Well, I didn’t have time to prepare anything, so I hope you’ll bear with me.” Instead, the prepared speaker opens with an anecdote or an attention-grabbing factoid specific to that particular audience. Or the prepared speaker knows his or her desired outcome and puts it out there right up front.
There are many who speak or present in front of groups often enough that they feel it’s okay—and in fact, for some it feels more comfortable—to just “wing it.” Wingers are gamblers. Sometimes they win, but other times they lose. Since the outcome can go either way, you have to ask yourself if you can afford a loss. Or can you afford even to risk it? If speech prep were short enough and simple enough, would you devote just a few seconds to being prepared? I think anyone would.
[Excerpted from Jock Talk: 5 Communication Principles for Leaders as Exemplified by Legends of the Sports World, www.jocktalkbook.com]
