Communication and effective presentationsModule 6

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Disclaimer

This material has been developed as part of the UTS Business School and Ernst & Young ‘Leadership & Change for Energy Efficiency in Accounting & Management’ project. The project is supported by the NSW Office of Environment & Heritage as part of the Energy Efficiency Training Program. For more information on the project, please go to: http://www.business.uts.edu.au/energyefficiency/.

This presentation is for educational purposes only, and does not contain specific or general advice. Please seek appropriate advice before making any financial decisions.

► Introduction

► Communications Planning

► Audience Analysis

► Structuring Communication

Agenda

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Outline

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Energy Efficiency

1.0 Define energy baseline

2.0 Measure energy data

3.0 Analyse efficiency

opportunities

4.0 Implement Opportunities

5.0 Control and monitor

energy

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Learning Objectives

At the end of this module, you will be able to:

► Describe the principles behind effective communication► Apply effective presentation techniques

Change Planning Communications

Business Outcomes Realisation Stakeholder Engagement

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1

3

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Overview Module: Communications

Communications Planning

Audience Analysis

Effective Presentations

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Deployment Communications

Stakeholder Communications

► Communication of the change(s) to those that are impacted

► Communication with key Change Leaders and Sponsors to secure

their ongoing support for the changes

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An example of what can go wrong

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Communications planning

Understand the context

Undertake analysis

Plan the communications

Deliver

Evaluate the effectiveness

Principles of Good Communication:

1. Credibility

2. Involve not inform

3. Choose communicators whom people trust / respect

4. Visible management support

5. Face-to-face communication

6. Consistent messages

7. Repeat messages, vary communication mechanisms

8. Create demand – encourage the pull for information

9. Tailor communication to audience needs

10. Central co-ordination of messages where possible

11. Listen and act on feedback

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The importance of leadership communication

► Leaders of change must be visible and communicate consistently and frequently with those affected by the change.

► “Visibility cannot be delegated. Leadership cannot be delegated. The two go together.”

Loretta Ucelli, Director of Communications,

Clinton Administration

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Communications Plan

Target audience

Information required by audience

Key message(s)

Delivery Channel

Frequency Purpose of communicating with the audience

Feedback mechanism

► Communication Plan should align with the project or Change Plan

► For example, communication activities should be based on the timeframes for key events, e.g. launch of a new policy

► Communication Plan should also align with your Stakeholder Engagement plan

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Audience analysis

Taking the time to think about and understand your audience(s) will enable you to.....► prepare a more persuasive presentation ► achieve the outcomes desired from your presentation

Think about:

1. Communication styles► Are your audience: direct / analytical / easy going / strategic

thinking / decision-makers / influencers

2. Motivators / Needs► Rational► Emotional► Political

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Effective communication is . . .

. . . the art of getting what is in your head into someone else’s head with no distortion.

We often fail to do this with our stakeholders and our colleagues.

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Above all.....Think (Plan) and Then Write (Present)

Effective presentations are all about......

........Planning and Structure.

Key principles:

1. Ensure that you and your audience share an understanding of the background and context to your presentation, so that you start from the same place

2. Explain WHY you are communicating

3. Create a question in the mind of your audience

4. Provide a clear and simple answer

5. Back up your answer with evidence, analysis and insight which is COMPELLING and WELL-STRUCTURED

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A proven approach to structuring communications

► Although there are plenty of wrong ways to communicate, there is no single right way

► However, this structure has been shown to be effective for all substantial communications

Context Trigger?The Question

Response

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Elements of the structure

Context Trigger?The Question

ResponseEstablish a

shared context and

background

Why the audience is

here / should listen

The core of the presentation set as a

question

Body of the presentation

The main message

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Example

We are locked into a contract with Supplier X for the next three years.

We have discovered that Supplier X can not supply the most energy efficient equipment available in the market, but we do have a very cost competitive contract with them.

Should we break our contract with Supplier X to meet our energy efficiency goals?

No. The costs of switching and breaking the contract will exceed any benefits we get from energy efficiency savings.

Context

Trigger

The

Question

Response

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Organise the main body of the presentation logically

Idea / data

Main message

Idea Idea Idea

Idea / data

Idea / data

Idea / data

Idea / data

Idea / data

Idea / data

Idea / data

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Summary presentation structure

Main Message

Idea 2Idea 1 Idea 3

Context

Trigger

The Question

Conclusion

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Communicating Energy Efficiency

How?► Ensure communication is ongoing, clear and quantifiable

► Broadcast achievements and progress towards goals and targets

► Should be user-friendly to encourage employee input and to provide feedback

► Be rewards and recognition focused give employees a true sense of involvement accomplishment and ownership

► Encourage energy efficiency champions - employees who see executives, management and peers “walking the walk” are more likely to adopt energy efficiency measures and sustain the effort

Who should you be communicating to?

► Employees Suppliers ► Decision makers Customers ► Share holders Investors

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Over to you.....

Thank youModule 6