MINNEAPOLIS, Sept. 8, 2008 — With the burden of bad numbers growing heavier each day – particularly as the end of 3rd quarter looms – leaders of organizations large and small are undoubtedly wondering what "spin" to put on their stories. Yet another "perfect storm"? Yet another "challenge against headwinds"?
"But 'spin' is the last approach executives need at this critical time," says Anett D. Grant, president of Executive Speaking, Inc., a global speaking coaching company founded in 1979 and headquartered in Minneapolis, MN.
The approach executives need today is straightforward and direct. Grant recommends giving up the hype and hyperbole, and concentrating on the three "c's" of effective speaking: being Calm, being Clear, and being Concise.
Being Calm, the first "c" for delivering bad numbers, is critical when the news is disappointing. "Speakers have to speak with a calmness that reflects confidence in leading forward, not bravado in fighting windmills," says Grant.
To achieve this calmness, Grant recommends speaking with a steady pace, making sure your eye contact is in 5-second intervals – no rapid scanning or avoiding altogether – and making sure your voice goes down at the end of sentences. If you raise your voice at the end of each sentence, you sound tentative, seeking approval. While women have more of a tendency to end on an up sound, says Grant, the issue of ending down to project authority is relevant for men and women from all cultures – not just American.
Being Clear, the second "c" for delivering bad numbers, is crucial when your bad numbers are big and complex. "Being clear means presenting your news in terms of key messages and supporting details – not datadumps," says Grant.
To achieve this clarity, Grant recommends answering these basic questions before clicking on the PowerPoint: Who are you talking to? What do you want to say? What do they want to hear? How do you reconcile what you want to say with what they want to hear? Bottom line: What message do you want your audience to walk away with?
The key to communicating complexity is organization, says Grant. You have to package your points in ways that resonate with your audience. While Latin American and European executives may want background and context, American executives want "just the facts, Sergeant Friday, just the facts."
Being Concise, the third "c" for delivering bad numbers, is essential when you want to communicate the whole story, not just a lot of random explanations and points.
"Being concise means getting to the point – no big preambles, no beating around the bush, no rambling, no drifting off into endless tangents of what may be somewhat relevant but not absolutely critical," says Grant. "If your board thinks you are being anything but straightforward, watch out for the piranhas."
To achieve concise communication, Grant recommends thinking of your topics in terms of concept questions – perhaps four or five per 20 minute presentation. Once you have defined concept questions, you are more likely to get to the point and stay focused.
"When you pose the right questions, you are setting the thinking at the right level. A good rule of thumb," says Grant, "is to focus on what questions for upward communication and how questions for downward communication."
For more insight into mastering the challenges of presenting tough messages in tough environments, contact Anett D. Grant at 612-338-5748.
Executive Speaking, Inc. coaches leaders from around the globe from companies including PepsiCo Inc., General Electric, DHL, Pfizer, MasterCard, Verizon Communications, Honeywell, SABIC, Novartis and Societe Generale.
http://www.ExecutiveSpeaking.net
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