Tag Archives: Effective Communication

Adventures in Miscommunication

In my work in science, there is often pressure to achieve “breakthrough” results in order to continue to receive grant funding and to publish in high impact journals.  As a consequence, there is sometimes the tendency to not directly falsify, but to prune data so as to cast experiments in the most favorable light.  Minimizing this kind of data manipulation requires effective communication of core scientific principles at all levels of a research team; however, team leaders need to be especially careful that they are sending the right message.  In “Business Adventures” by John Brooks, a book I discovered through an interesting review article by Bill Gates in the Wall Street Journal, there is an example of miscommunication of business ethics throughout General Electric’s entire hierarchy that seemed particularly relevant.  Although the book is several decades old, the series of articles on which it was based appeared from 1959-1969, it is “as much about the strengths and weaknesses of leaders in challenging circumstances as it is about the particulars of one business or another,” as Bill Gates writes in his review.  In the case of GE, the communication of the company policy regarding price-fixing with competitors began to be accompanied by an unmistakable wink from some executives and this eventually became so engrained in corporate culture that even a direct order by an upper-level executive to not engage in price-fixing was ignored.  In his conclusions, Brooks offers the following scenario, where he describes how effective communication requires you to consider not only what you are saying, but precisely how you are conveying it to your audience:

Suppose, purely as hypothesis, that the owner of a company who orders his subordinates to obey the antitrust laws has such poor communication with himself that he does not really know whether he wants the order to be complied with or not.  If his order is disobeyed, the resulting price-fixing may benefit his company’s coffers; if it is obeyed, then he has done the right thing.  In the first instance, he is not personally implicated in any wrongdoing, while in the second he is positively implicated in rightdoing.  What, after all, can he lose?  It is perhaps reasonable to suppose that such an executive might communicate his uncertainty more forcefully than his order.

The review is available here: http://www.gatesnotes.com/Books/Business-Adventures, and the book is available either from the Emory library or Amazon.

Sharing a Helpful Resource

If your job is anything like mine, you use Microsoft Excel and/or PowerPoint on a regular (if not daily) basis. If you use either of these applications in conjunction with each other (which I know all of us have in our prior MP presentations), I have a very helpful resource to share with you.

One of the biggest challenges that I have faced is effectively incorporating data (particularly from Excel) into a concise PowerPoint presentation. Given that Excel and PowerPoint are both made by Microsoft, you would think that using these two applications in conjunction with one another would be fairly seamless and potentially even synergistic (1 + 1 = 3, right?).  However, integrating Excel and PowerPoint is not always straight forward, and conveying key takeaways rather than “data dumping” an entire financial model into your presentation can be a challenge. Additionally, I think that most of us are typically better at one than the other which doesn’t make things any easier.  I certainly have found this to be the case for myself, and while I have a strong background in using Excel, I have a lot of “room to grow” in terms of incorporating financial data from huge bulky models into a clean and concise presentation that conveys the underlying data effectively.

As I have searched for tools, resources, and articles giving guidance on this very topic, I have come across a particularly helpful website that I wanted to share with our class and hope that you will find it to be as useful as I have. This website is called ‘Think Outside the Slide’ and is as close to a “one stop shop” as I have found for guidance on just about everything relating to creating powerful presentations, with literally thousands of articles neatly organized by topic, as well as video tutorials if you’re more of a visual person. If you use Excel or PowerPoint at all, there is likely a specific article with tips and guidance on how to more effectively use the applications in a context relevant to you.

These are just a few that I have begun to frequently reference to give you a snapshot:

  • Using Excel Data in Powerpoint Presentations
  • Slide Design, Creation, and Editing
  • Linking Excel Data (and other content) to PowerPoint so that data in slides automatically updates
  • Tips on effectively cleaning up and animating graphs
  • Creating powerful visuals using Excel Data (waterfall graphs, diverging stacked bar charts, treemap diagrams, proportional shape comparisons, etc…)

For many business professionals, myself included, Excel and PowerPoint are critical tools, and learning to use data effectively in PowerPoint presentations can take time but is versatile skill with application to countless professions that can help to distinguish yourself from your peers/co-workers, and add value to your clients. I hope you find this to be a helpful resource, please feel free to share any other resources that you frequently use and have found helpful in your career. Thanks!

Helpful links referenced in this post:

http://www.thinkoutsidetheslide.com/free-resources/

http://www.thinkoutsidetheslide.com/using-excel-data-in-a-powerpoint-presentation/

http://www.thinkoutsidetheslide.com/articles/

What we can learn from the Declaration of Independence

What we can learn from The Declaration of Independence about the art and craft of structured problem solving.

This past weekend, as our nation celebrated the 4th of July, I took time to reread the Declaration of Independence. The document contains the most famous and precious words in American history, and arguably the finest articulation of the idea of natural rights ever written: “We hold these truths to be self-evident, that all men are created equal, that they are endowed by their Creator with certain inalienable Rights, that among these are Life, Liberty, and the pursuit of Happiness.”

I have long marveled at the beauty and power of the Declaration, and been fascinated by Thomas Jefferson, its principal author. This document provides a good example of 3 key management practice learning objectives: 1. Persuasive communication 2. Successful, real-world, problem solving and 3. An incitement to action.

1.  Making the Case Through Persuasive Communication

In the spring of 1776 Jefferson devoted much effort surveying the opinions of his countrymen to get their thoughts on American independence. He told one correspondent that he, “took great pains to enquire into the sentiments of the people on that head. In the upper counties I think I may safely say that nine out of ten are for it.” In terms of American political history, Jefferson was among the first to generate data from a survey of public opinion.

The ideas of freedom and liberty, which define the central themes of the emerging American republic, were commonplace in conversations, sermons, letters, and printed essays of the times. In drafting the declaration Thomas Jefferson said that his purpose was, “not aiming at originality of principle or sentiment.” Rather his intent was to, “place before mankind the common sense of the subject,” and to offer, “an expression of the American mind, and to give to that expression the proper tone and spirit called for by the occasion.”

Drawing upon the philosophers of the Scottish Enlightenment, Jefferson built his case on a contract between government and the governed that was founded on the consent of the people. Both poetic and practical, his arguments are grounded in the context of a story. The effect is a compelling narrative, even a romantic version of reality, which helped create an American identity.

Perhaps the most striking aspect of the document is the logical force and rational power of the arguments it presents, the most notable of which is the notion of self-evident Truths − Truths that are self evident by reason and definition and based upon assertions of reality. (The angles of a triangle equal 180 degrees)

Great writing commands respect. The Declaration is an excellent example of persuasive, evidenced based logic that shaped the course of history. Thomas Jefferson took the current American political ideas and put them into a form that the Colonists could read, appreciate, and understand. With the power of the pen, he articulated a new principle for the government of humanity: all men are created equal. He also ensured that from the beginning, the United States of America would be a nation based on the principles of rational thought.

2.  Creating Value through Real World Problem Solving

While Jefferson’s skill and abilities as a thinker and a writer were remarkable, he also possessed another important quality: the power to analyze a historical situation in depth, to propose a course of action, and shape the minds of the decision makers and legislative assemblies. The bulk of the declaration contains a list of charges condemning the actions of King George III, while creating sympathy for the American cause.

The main problems were subjecting the colonies to laws without representation and the increasing tyrannical abuses from the English system of monarchy. Jefferson provided a solution by focusing his structure on two important themes. The first was the concept of individual rights: ‘The God who gave us life, gave us liberty at the same time: the hand of force may destroy, but cannot enjoin them.’ Second, and equally important, was placing these rights within the context of popularly sovereignty, or the right of a nation to govern itself.

It was Jefferson’s ability to link the right to self government with liberty, both rooted in a Divine plan, and further legitimized by ancient practice and English tradition, which gave the colonists such a strong , clear, and compelling case for action. All of this led to a momentous decision. The struggle they faced was a daunting one.

3.  The Call to Effective Action

With forceful logic, evidence, and a sense of urgency, the declaration details the reasons the American colonists had to declare themselves independent, given their mistreatment at the hands of the British. Implementing these ideals would prove to be enormously challenging.  And, of course, England did not recognize or grant authority to the Declaration of Independence, and it would take a war of seven years to give validity and meaning to our founding document, but Jefferson’s efforts were essential for defining and legitimizing the new nation. With persuasive written communication, a logical framework for understanding the problem, and by proposing a  justifiable course of action, he won the hearts and the minds of the American people.

Great events in history are determined from all kinds of varied and complex factors, but the single most important one is always the quality of the people in charge. It all comes down to leadership. Two hundred and thirty-eight years ago our founding fathers made the sacrifices necessary to create the freedoms that we enjoy today. With the English language they gave voice to the unspoken hopes and aspirations of people everywhere. In the words of Benjamin Franklin, it was “the miracle of human affairs,” one that would result in “the greatest revolution the world ever saw.”

Full text of the document: http://avalon.law.yale.edu/18th_century/declare.asp

 

Sources that were used in the composition of this post:

Thomas Jefferson: The Art of Power by Jon Meacham 2012. Random House. New York

The Road To Monticello: The Life and Mind of Thomas Jefferson by Kevin J. Hayes. 2008. Oxford University Press.

American Sphinx: The Character of Thomas Jefferson by Joseph J. Ellis 1996. Random House. New York

A History of the American People by Paul Johnson 1997. Harper Perennial. New York

Benjamin Franklin: An American Life by Walter Issacson. Simon & Schuster. 2003. New York

Public Speaking Tips from Susan Cain

 Susan Cain is a writer and lecturer, her most recent book is called “Quiet” from 2012. The book is about “The Power of introverts in a World That Can’t Stop Talking”, she describes how all introverts need to realize the power of stepping outside of their safe zone to be an extrovert every now and again.

She is a well known presenter who is currently delivering speeches on this book. Her style of presenting is intriguing in that she has strong story telling abilities, uses props, humor, strong facial expressions and hand expressions.

She has the ability to remain animated and interesting, as she takes a personal approach and shares her views and funny stories about her life as an introvert.

Several keys to her successes as a speaker that she uses to present her material are below:

1)   Preparation is key- Practicing out loud, and video taping yourself are all helpful things as most people are uncomfortable with the idea of how you come across.

2)   Feed the audience what they want to hear. Is your audience looking to solve a problem or looking for any information in particular?

3)   Watch videos taken from different speakers vantage points. While you are watching take note of all the eyes on you and get used to it.

4)   Practice standing in the place you will be speaking at while looking over the room of empty seats.

5)   Get a hold of a great speakers written version of their speech and see how the speaker engages, inspires, and educates the audience.

6)   Utilize your strengths and weaknesses as a speaker. If you are funny, be funny; if you are great at telling stories, tell one.

7)   Create a persona of sorts. You are on stage and this is a performance, you need to keep the audience entertained and engaged.

8)   Smile at the audience, it will keep you relaxed as well as keep the audience connected.

 

Are there any introverts out there that struggle presenting that have any tips for pushing through a presentation? Please share!

 

Below is a link to her original article on tips for presenting:

http://www.readitforward.com/susan-cains-public-speaking-tips-for-introverts/

 

Below is a link to her speech on the book “Quiet”

The Communication Loop

Throughout my professional years, I have found myself in working situations where the majority of the people that I interact with are not in the same office as me. I imagine several of you have experienced a work relationship like this as well. Satellite environments have made me a huge proponent of closed loop communication.

Steve Adubato describes the impact of this tool in an article entitled Great Communicators Close The Loop. Proactively closing the conversation eliminates confusion as to what the next steps are for each party. While I know some people hate to receive “Thank you.” emails, I am not one of those. Those simple emails say so much. I read those two words as, “I received the document that you have provided, and it fulfills my needs perfectly. I will contact you back should I need anything further.”

When I receive no communication back, I am left in a state of confusion. Did my file go through? Are they too busy to respond? Is that all they needed?

Sometimes I imagine how this interaction would play out in person:

Christine: “Hi John. Here is the file you requested. Please let me know if you need anything further.”

John: (Grabs paper and walks away without responding)

Not an entirely beneficial exchange, but I know we all witness these types of passive conversations daily via email.

Steve also describes the importance of proactive communication. Don’t always force people to remind you that they are waiting on a deliverable. Bringing the topic up, explaining your work to date, and acknowledging a completion date all provide confirmation that you are hard at work on their task. People like to feel that their work is important to you, and these simple behaviors will reinforce that feeling.

Am I the only one that saves “Thank you.” emails as a sign of confirmed receipt? Do you all find yourselves frequently in email limbo, wondering if your document was received or if anything further is required of you?