Tag Archives: presentations

Good Writing is Still Important—Really. Guest Post by Adrienne Moch

AdrienneMoch2012_07dThe statistics are quite sobering: a high percentage of college graduates have subpar writing skills, according to those who hire them. Full disclosure: I’m a Baby Boomer (at the tail end!), so when I went to school writing was a big deal. Given what I hear from my teenage niece and nephew, it’s still part of the curriculum, but for some reason students don’t seem to think it matters as much as it once did.

How sad.

I see evidence of poor writing everywhere—from company websites to billboards to news crawls at the bottom of a TV screen. Given my profession as a writer/editor, that should not be a big surprise; my antenna is probably more attuned to such faux pas than the “common man.” However, I’m far from alone in noticing and being mildly disgusted by the rampant botching of the English language.

I can only speculate that those much younger than me, especially the Millennials—weaned on electronic communications—don’t see why anyone should care about basic grammar mistakes. You’re or your; its or it’s; their, there or they’re—as long as the message gets across, who cares about the details?

It’s enough to make an English teacher shudder. (And me too!)

The fact is, poorly written copy can have a domino effect. When those who read it are unimpressed, that can lead to a number of bad outcomes: sales aren’t made, projects aren’t won, promotions don’t occur and jobs are lost.

Even more horrifying than bad writing—at least to me—is the fact that so much copy is seemingly not proofed before being published. Many people rely on spellcheck as a proofreader, but that’s only a partial solution; a computer program will not tell you that you used “pubic” rather than “public,” for instance. (I recently corrected that typo in some website copy.)

For my entire career, I’ve earned a nice living because I have a better grasp of the English language than most other people. I have a way with words. I don’t anticipate demand for my services will plateau or decline anytime soon; in fact, I wouldn’t be surprised to see writing and editing become hot professions—due to the fact that so many people are deficient in those areas.

English is not an easy language to master, even for native speakers. For that reason, those who either have innate talent or have worked hard to hone their writing abilities should never have to sing for their supper, so to speak. Their skills are in high demand because communicating via the written word is something that will never go out of style. The delivery method may change, but the need to create compelling copy is here to stay.

Writer/editor Adrienne Moch is passionate about words. Her focus is ensuring copy isn’t just competent, but compelling. Adrienne uses the skills she developed as a journalist, corporate communicator, and PR professional to provide writing and editing support to business and author clients. To learn more and sign up for her monthly newsletter, The Write Stuff, please visit http://www.adriennemoch.com.

Women: Increase Your Presence in Meetings

Lessowoman running meetingns from “Managing Yourself: Women, Find Your Voice” by Kathryn Heath, Jill Flynn, and Mary Davis Holt, in the June 14 issue of Harvard Business Review.

By Joanie Connell

Last week I attended a webinar and was surprised at how useful it was. In it, Kathryn Heath summarized the findings of research she conducted with her co-authors about how women can increase their presence in meetings. A few key messages stood out to me as new and important and I’d like to share them with you.

Be actively present. This means to be engaged in the discussion, not reading emails, and to actively participate and capture others’ attention. Two things can greatly improve your presence in a meeting. First, be concise. To be concise, it helps to prepare statements in advance and practice them. Yes, that means actually rehearse what you are going to say. Women, more than men, tend to begin statements with preambles and qualifiers. Ditch the preambles and go straight for the message. You can qualify it later. Strong (sometimes blanket) statements grab people’s attention.

Make powerful statements that have a strong point of view. These statements also come out of the preparation piece. To know where you stand on an issue requires you to know what the important issues are, do your research on which position you ought to take and to know where others stand before you enter the meeting.

Being actively present also requires you to insert yourself into the discussion. I say “insert yourself” very deliberately because it is critical for you to take responsibility for being heard. Don’t wait around for others to ask you your opinion or wait around for you to get to your opinion when you are not concise. Don’t shut down when others interrupt you. The best advice I heard from Heath was: “Don’t let yourself be interrupted.” This message came from the men she interviewed. Have you ever watched men have a heated discussion? They interrupt each other, talk over each other, and talk louder and louder until they are heard. Don’t be afraid to “enter the ring” and engage in the competition for the floor.

Strategy helps. It’s not only about being the loudest or most aggressive. Timing is key. Be actively engaged by watching the conversation intensively. To use a sports metaphor, think of playing basketball or soccer and watching the ball intensively to jump in and steal the ball at just the right time. You are watching the person’s moves, anticipating where they are going and who they are going to pass the ball to.

The same strategy works in meetings. Make transformational statements and ask transformational questions at opportune moments to “steal” control of the conversation and take it in a new direction.

Heath and her co-authors offer more valuable advice, like ask for feedback and don’t ruminate over failed attempts in meetings. Prepare, practice, and persevere. It takes time to improve at anything. Keep at it until you feel that you are getting the results that you want.

One question that Heath did not address: What does it mean to be successful in meetings? Depending on the context, it could be to win, to have influence over a decision, or to help the team come up with the best solution possible. I would add to Heath’s advice that it is important to keep your goal in mind and not dominate the meeting purely for the sake of having a presence. This can alienate people, not get them on your side. Heath’s techniques can help you advance the team’s best interests if used for that purpose. After all, a good leader does, in fact, work for the team.

###

Special thanks to Becky Robinson of Weaving Influence for putting together this webinar and inviting me to attend.

Get Web Meetings off to the Right Start!

men on computerby Joanie Connell

Want to waste less time in web meetings waiting for the technology to work? Follow these tips to make your virtual meetings more efficient.

There are numerous tools out there for making virtual meetings possible, such as GoToMeeting, WebEx, Skype, and so on. The problem is, however, not everyone has the software installed or knows how to use it. Even if one person in your meeting is not up to speed, it can slow down the entire meeting. We’ve all experienced this, probably more than once. The key to preventing a frustrating delay is to prepare in advance and to make sure attendees are prepared too.

  • For a very important or first time virtual meeting, send out invitations ahead of time and have people practice getting connected ahead of time. “If you don’t test it, it’s not going to work, no matter how confident you are,” grumbled one seasoned executive.
    • Make sure people have the correct software downloaded for the meeting. Also, make sure they have computers that are able to handle a web meeting. Some people have limited processing power or very old computers.
    • Have people test their audio and video as needed. Many people don’t know that they need headsets for a good audio connection or how to change the volume on their computer or how to mute. Some people also don’t realize that some headsets don’t have audio inputs and they won’t understand why no one can hear them.
    • Have a backup alternative to computer audio. Offering a dial-in number for people to call in on their phones can reduce time wasted getting technology to work. Most people know how to do a conference call.
    • Tell people that they should have a good internet connection to attend a web meeting. A cellular connection is a last resort and public wifi is asking for trouble. As nice as it is to conference in from home, you may need to go to the office to have the right hardware and IT support if needed.
  • Include an alternative way to contact you in the meeting invitation. Email, cell phone, and Skype chat are some suggestions. If someone cannot get on the meeting, they will need to find a way to get in touch. Make sure you have a way to reach attendees as well, in case you need to call them to help them out or give them instructions for an alternative course of action.
  • Ask people to get there 15 minutes early. This means that people may start sitting down at their computers 15 minutes early and after they realize they need to install software, find headsets that will work, and get logged in, they will be there on time.
  • As the host, get there 15 minutes early to help people with technical problems.
  • Send out the meeting information again 30 minutes before the meeting. This will remind people that they need to get started ahead of time and clue in the clueless where the meeting will be held.
  • If you are the presenter and you have resources, have someone else set up the meeting and deal with problems that arise while you focus on the meeting.

The most important tip is to expect complications and don’t let them stop you from being productive. I recommend proceeding with the meeting and letting latecomers add on as they can. It sets the expectation that people need to be prepared so this won’t keep happening. In any case, here are some tips for backup solutions.

  • Email out slides or resources for people to follow along in case they can’t see them on their screens.
  • Record the meeting and make it available to people who could not get connected in a timely fashion.
  • Have a conference call number available in case it’s so bad you decide to abort the web meeting entirely.

If you like these tips, you may also like my tips for getting technology to work for in-person presentations.

Tech Tips for Presentations

  man on computerBy Joanie Connell

How much time do you waste in meetings—in web meetings or in person—waiting for the technology to work? Here are some tips for making your meetings more efficient.

  • Find out what kind of technology you’ll be using for your presentation.
    • Your own laptop? USB or other connector? If you have an Apple computer, make sure there is a plug adaptor for the projector cable.
    • Someone else’s computer? Apple or PC? What software is installed on the computer?
    • Do you need audio for your presentation? If so, make sure there will be sound.
    • Do you need the Internet for your presentation? Figure out wifi or other connections in advance, not to mention firewalls and passwords needed.
  • Get there early to set up and make sure it works.
    • If you can do a dry run the day before, that is the best in case there is a problem.
    • If it’s “just in time,” get there at least a half hour early. I recommend 45 minutes but some people won’t be willing to meet you that early. Perhaps you can meet the IT person early to set up.
    • If the person who is hosting you is not tech savvy, get someone who is to help you out, like an IT person. If something goes wrong, you’ll need them. Ask them to stick around for 5 minutes after you start to make sure everything is going smoothly. If the meeting is critical, have the IT person stay the whole time.

I gave a presentation last week in an auditorium full of people. I followed the steps above and still had a major tech failure. Per the host’s instructions, I put my presentation files on a memory stick and plugged it into his laptop. I opened the PowerPoint presentation and tested the videos I was planning to use a half hour before the meeting. Everything worked perfectly. Then, between the times that others spoke and when I got up to speak, the computer ran a hardware scan and installed some updates. (It was clear he hadn’t used his laptop in some time.) When I got up to speak, my video files were blocked. There I stood, in front of an auditorium full of people, trying to figure out why my videos wouldn’t run, wishing I had insisted on using my own laptop.

This is why it is important to always have a backup solution (or two or three). Here are some tips for backup solutions.

  • If you are using your own laptop, bring a memory stick with the presentation in case you have to switch to someone else’s computer.
  • If you are supposed to use someone else’s computer, bring your own laptop anyway. Bring a power cable! Bring extra cables to connect with various projectors and the Internet. Some people still use old equipment and not everyone has wifi available.
  • If you need the Internet for your presentation, bring a wireless modem. However, I highly recommend you find a way around depending on an Internet connection for your presentation. Download the files ahead of time if possible. You may find you’re presenting in a cinderblock room in the middle of a building and there is no signal on your cellular modem.
  • Make a PDF copy of your presentation.
  • Bring paper (yes paper!) copies of handouts.
  • Email out slides or resources to the host and/or participants ahead of time.

The most important backup solution is to bring your sense of humor along. Stay flexible and move forward even if the technology doesn’t work. Talk through a video example, write on the white board (bring pens!), or turn it into an interactive discussion. It’s even better if you have a backup plan thought out in advance, but no matter what; don’t let a technology glitch stop you from getting your message across. Humans have been communicating for centuries without computers. We haven’t lost the ability yet.