Risks and Resources

There are two subjects that are likely to receive enormous attention if you are submitting a proposal to a board or governing body: risks and resources.

Questions about the risks are natural. The board/council members will want to know what can blow up and what are the worst possible outcomes if they approve this action. These are people who live with second-guessers. They know that once they approve your idea it becomes their idea. They want to be reassured that you've realistically anticipated potential problems and that your plans to handle such scenarios are solid.

Presenters are often less prepared to address the issue of resources but it is equally important especially if you are asking the board/council to take a controversial course of action. It boils down to this: If they are going to grasp a thorny issue - and catch the ensuing criticism - they only want to do so once. They don't want you to return in 10 months with a sad story about needing additional staff or funding. They seek assurance that by making the big decision, they will have provided you with the resources needed to do all of those great things that your proposal promises. In other words, good news is wanted in 10 months; not a recitation of why things aren't getting done.

There are other subjects, of course, that need to be addressed during a presentation advocating a particular course of action. Those can pose problems but it is likely that they will receive far less attention than risks and resources. Ignore those at your peril.

Guidelines for Audiences

There are many guidelines for people who make presentations but very few for audience members. These tips are offered on behalf of speakers everywhere.

1. Do your job. You are an audience member, not a human being who happens to be in the room. This means you have responsibilities that go beyond merely breathing, facing in the right direction, and keeping your feet off of the chair in front of you. Your ability and willingness to fulfill those responsibilities will contribute enormously to the success of the presentation. Your job responsibilities are listening, contributing when appropriate, being courteous and cooperative, exhibiting a positive attitude, being supportive of the speaker's efforts (not necessarily of what the speaker says), and learning.





2. Show up on time. When a meeting is scheduled for 10:00, that does not mean that you should start thinking about attending at 9:59. It also doesn't imply that 10:05 or 10:15 will be fine or that you should show up at 10:00 and then fumble around for ten minutes in the back of the room getting coffee and searching for a bearclaw. It especially does not allow waving at friends or muttering jive excuses while meandering your way to a seat in the front row. It means that at 10:00, you are seated and prepared to listen. If being tardy is unavoidable - and that happens to the best of us - quietly join the audience.





3. If you are in danger of dozing off, don't risk becoming a side-show. In a world of crazy schedules and time changes, it's entirely possible that you were up all night or are still operating on Rangoon time. If so, find a chair - get one from another room if need be - in the back of the room. If you can't stay awake, ask a colleague to take notes in your absence so you can get your rest elsewhere. This isn't just out of consideration for the speaker. Do you think your career will be helped if you're snoring and drooling in the front row?





4. If you can't listen, fake it. If you are unable to listen, then pretend to do so. Adopt the same quasi-attentive expression that your children affect when you are telling them stories about the good old days. There is a trick to this: When you pretend to listen, the odds are great that you will actually start to listen.





5. Be professional. Whispering and passing notes went out in, what, the fifth grade? Remember, part of your job is to send good vibrations to the speaker.





6. Don't be biased from the start. Sure, the topic may not be the greatest, but search for interesting aspects. If you can't find any, you're probably not trying hard enough. Be particularly careful not to assume that you already know all you need to know about the subject. If you were ordered to attend, please remember that the speaker didn't issue that order.





7. Avoid distractions. Listen for the main idea, not for all of the details. Assume that you are going to have to put the speaker's message in plain language. What would you say?





8. Take notes. The part that you think is unforgettable is forgettable. Trust me on this.





9. Play ball. There are some workshop exercises that you may not like. (Role-playing is usually high on my list.) If you are going to be in the workshop, however, play along. By the end of the class, you may see the method in the madness. Besides that, what works for some students won't work for others. Look for the stuff that works for you.
   
   



10. Be polite. You can disagree with a speaker and still be courteous. Seek to clarify the diffferences rather than to prove you are right. While doing so, you may find that you and the speaker are largely in agreement. If you have a question that is too long or specialized, ask it over the break or after the class.
    
    
    

The Importance of Presentations

The new CEO wanted the key staff to brief him on their areas of responsibility. We each had approximately 10 to 15 minutes to speak and a short time to prepare.

The CEO was not a warm fellow so most of the speakers were nervous. They had reason to be. Shortly after the briefings, all who had not pleased him were gone; transferred to other locations. One executive later reported from "Siberia" that his new job was so meaningless that it was three weeks before anything landed in his in-box.

The exercise illustrated the importance of presentations. One of the most knowledgeable executives was moved because he talked far too much. If he'd cut his presentation by one-third he might have survived.

His rambling gave the appearance that he didn't understand the priorities of his job. The trivial was mixed in with the crucial. It may be that the CEO concluded, "If he speaks this way, he probably thinks this way."

All of which leads to some questions that we all might consider on a daily basis:

• If you had a short period of time to brief someone on your responsibilities, how good of a job would you do?


• Would you have the priorities clearly identified or would you ramble?


• Would you be able to state in one clear sentence why it is in the best interests of the organization that you should be kept on?

Top 10 Terms and Expressions to Avoid in Presentations

1. To be perfectly honest.
2. Let me explain something to you.
3. Well, obviously....
4. I've already explained that.
5. I'll address those questions later.
6. You know....
7. Right?
8. Okay?
9. Basically.
10. Now on slide 24 we find....