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How to think quick when faced with unexpected questions

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Learn easy-to-implement strategies to communicate more effectively with your senior managers

One of the most challenging skills for executives to masters is handling unexpected questions. An unexpected branching off into a related subject or a sudden request to give an opinion often leaves even senior executives stuck.

This is an important skill to master as most communication is handled through discussion than through formal presenting. Here are some tips:

A. Use thinking hooks to give you time and cue in your reply

I teach executives to use a simple framework called Open Your Mind. In this framework I introduce the concept of a thinking hook. This is a simple, all-purpose, all-weather tool to help you structure an answer more clearly.

An example of a thinking hook is to use cue words like “Firstly, I would like to talk about x” or “In my experience, the most urgent priority is …Y”

The value of a thinking hook is that it sets up your reply by giving you thinking time. Likewise with a two part thinking hooks; while you are setting up your answer, you might not know what you will say in your answer. The hook leads you into the answer:

On the one hand….On the other hand…”

From perspective X…..From perspective Y”

Based on past performance….Looking at future estimates”

John, that’s an interesting observation. There are two things that come to mind. First, …… “

The first thing that comes to mind is…”

These phrases tell your brain to think of two things to say. As you are a technical expert, you will find it no problem to come up with two things to consider. Usually, the first things that come to mind are the most important. The thinking hook format buys you time when you are under pressure.

B. Contrasts with two part thinking hooks

You can use thinking hooks to offer alternative views. By introducing your answer with this format you provide a very clear opening, allow the audience to know the direction of your answer and importantly give yourself some time to prepare an solid reply.

John, with this question there are two approaches. One for residential, the other for commercial. Let’s take a look at the residential issue first as this can be covered quickly…..Now, let’s have a look at the commercial aspects….

We need to look at two perspectives here. They offer two distinct approaches. They are A and B. From A’s perspective……From B’s perspective….”

C. Communication tip: Take a deep breath before replying

Give yourself a second or two to think before you get into your answer. The difference between a top presenter and an average communicator is that top performers are comfortable pausing before giving an answer. Take a short pause before you deliver your answer during the Q&A.

D. Prepare fully but allow some flexibility

Before a conference call or presentation where you expect to face questions [as an executive you should always expect to express your opinions], spend time to think through the topics, issues and areas that may come up. Tagline your thoughts in soundbites. Now you are mentally prepared. In the meeting, be ready to hook to one of the points. Be ready to branch off to new areas. Expect that you may cover the points in a different order or a different way depending on how they are raised in the meeting.

The test is how easily you can explain your talking points to your audience. It is not enough that you understand an issue. What counts is how you convey the content in an easy to understand format.

Summary:

  • Think through the issues in some depth

  • Write down possible questions on these issues.

  • Ask possible follow up questions

  • Prepare your answers into soundbites

  • Use two part thinking hooks to cue in your answer

  • Project as much confidence as you can in every answer

While you may occasionally be stumped by an expected or tough question, through good preparation this will not happen often. The better you handle questions, the higher your credibility – an important competency in executive presence - will rise among your superiors and peers

So what now?

If you are ready to take a step up in your career, contact us for a initial complimentary strategy session where we can outline approaches to help you starting speaking like an executive.

About Warwick J Fahy

Warwick is passionate about helping executives, working in multinational companies based in Greater China, speak out with executive presence so they can think, speak and act like a leader. I help executives turn the complex into compellingly simple message that are understood, passed on and acted on.”

Learn more about who I help here.

Download the Speak like an Executive Executive Communication White Paper here (PDF, 237kb)

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.  Now available on Amazon.com.

New: Read “The One Minute Presenter” as an e-book. Available in all maor e-book formats here.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

©2011 Warwick John Fahy

CFOs: Do you find yourself feeling uncomfortable when asked to present to the Board of Directors?

Download this article as a PDF file.

Learn easy-to-implement strategies to communicate more effectively with your senior managers

Many technical experts find a glass ceiling prevents future promotions

While you are technically excellent and have risen through the ranks smoothly until now, you sense resistance to your future promotion prospects. Your last two performance reviews have flagged up communication skills as a development area. But to be honest, you are not entirely convinced that you need to improve – you have been successful in your career, so why change now?

You have to give opinions on complex issues to directors who may not fully understand all the technical aspects. As you are not sure how much they know about the technical issues, you have tended to explain all the basic processes in a logical fashion so that the directors will understand your conclusions. This approach often results in your presentation being interrupted and you sense that the directors get impatient the longer you speak. Although you are comfortable in one-to-one interactions, when you are standing in front of your superiors and getting asked a question, you find it difficult to find the words to adequately express your ideas concisely.

You are not always fully certain that you understand the motivations of the people in the meeting or on the conference call. Some directors you only see once a year and others you have never met before. It’s difficult to know how to prepare a presentation for people you don’t know well and who may have different expectations. The result is that you sense a lot of frustration and tension when communicating with your senior managers. It doesn’t have to be that way. You don’t need to be stuck here forever.

Finance executives who switch their mindset can become valued business partners

Imagine a situation where you are able to engage with your directors on an equal footing. Shatter the glass ceiling that is preventing your promotion by grasping the essentials of executive communication. Switch your mindset from a technical expert to an effective executive by understanding how future leaders all have superior communication skills. Adapt to how top executives think so that you layer your presentation and deliver just the right amount of technical detail. Handle question and answer sessions with confidence and use a framework to manage unexpected questions. Anticipate the motivations of senior executives and how to deliver on these expectations to a diverse audience.

You are not alone.

Advance your career by learning how to speak like an executive

If any of the above sounds familiar, don’t worry, you are not alone. In fact, you are in good company. Most senior finance people have similar issues. Being technical experts means that you are excellent with process, procedure, the integrity of data, and especially paying attention to very small details. All of which is essential – and desirable - in finance executives. However, when you reach a certain level in the organisation, these technical skills become less important as the core task of an executive is to make decisions and communicate them throughout the organisation. All highly effective executives are superb communicators and presenters and they set the benchmark for others to follow. Today, when decisions are made on who to hire as a CFO, CEO or other key role -the ability to engage with internal and external stakeholders is one of the top two or three competencies.

With the right support you can become a confident presenter

However, as a finance expert, you can’t be expected to automatically know what it takes to be an engaging and confident presenter – you are not an executive speech coach – and with the demands on finance executives already very much more than they were a few years ago, your time is squeezed so that executive communication skills has probably been relegated to only a couple days of training if at all. The good news is that help is here.

To take a step away from being a technical expert and learning the craft of an effective executive communicator, here are five things you need to do and a couple of things not to do:

Tip 1: Always stand up to deliver a speech of importance.

An engaging speaking voice is very relevant today, as many business presentations are given through teleconferences. The lack of visual cues makes it harder for listeners to catch the message and tougher for speakers to read the audience. Standing up places you in an assertive posture and allows deeper breathing from your diaphragm which aids better vocal quality projection. Opera singers could not deliver with such a wide range while sitting. Strengthening your abdominal muscles enables you to better fill your lungs with air. So you now have another reason to get to the gym.

Tip 2: Gradually expand your ability to project your voice.

Adding strength and authority starts with becoming comfortable with the sound of your own voice. Before I became a professional speaker, I was incredibly shy and self-conscious when speaking to groups. Partly this is because I am a natural introvert like many professionals in finance, IT and engineering. This can’t be changed overnight but like any skill can be developed. Practise your presentation out aloud, ideally in a meeting room, and project your voice so that someone at the back of the room would hear. While you don’t need to sing out your windows, find fun excuses to raise your voice, like playing sports or refereeing a football match at your children’s school.

Tip 3: Great speakers are made, not born.

No infant starts with a fear of public speaking. Conversely, no one is born a natural public speaker. Circumstances, experiences and environment all play a key part in how people develop. I had a bad experience in a school drama class that put me off public speaking for decades. The good news is that these fears can be overcome. Hard work and determination to improve are the greatest success factors in becoming an effective public speaker. Many presenters do not allocate any time to rehearse their speech. If you have three weeks to prepare a totally new 20 minute presentation allow between 30 minutes and 1 hour a day for preparation and time-block it in your calendar. You wouldn’t expect to become a better swimmer if you never went to the pool, so find the time to practice your speaking skills.

Tip 4: Learn to self-evaluate

You don’t learn by doing, you learn by re-doing. Accelerate your learning by listening to your presentation on a video or audio recorder. This highly effective way makes you more aware of the areas you need to focus on – if you can get over the embarrassment of looking or listening to yourself! After watching a recording, take a piece of paper and divide it into two halves. Write down all your strengths on one side and areas that you would like to improve on the other. You will be surprised after this exercise, sometimes you sound better than you imagined. Most audiences don’t judge us as harshly as we critique ourselves.

Tip 5: Visit the venue for larger conference speaking

For important talks, consider simulating the environment or actually visiting the venue where you will speak. This is important for all presenters because by walking on the stage you get a feel for the microphone, the seat arrangements and the acoustics. Every room is different, so the best business presenters, like Steve Jobs, work live rehearsals at the venue into their preparations.

Don’t do this…

The Oscar winning film, The King’s Speech showed some bizarre therapies to improve public speaking. Best to avoid things like:

  • Relaxing your throat by smoking deeply into your lungs! Voice care is important so drink plenty of water and add lemon or honey. You can also lightly massage your vocal chords before you start presenting.

  • A piece of bad advice is “always start with a joke”. While humour can connect with your audience, it’s such a high risk approach. You might offend, not deliver it with the best timing or just not tell a funny joke. Not the best way to start your presentation.

  • Another bizarre technique in the film saw a speech therapist ask King George to fill his mouth with marbles and start speaking. This was supposed to improve his articulation. While I wouldn’t recommend this technique, clear articulation is an important aspect of a good speaking voice. Instead find some private space and practice reading your script or a book out aloud at half your normal speed taking care to pronounce every single syllable in every single word. This exercise brings attention to clear pronunciation and will help you deliver your speech more crisply when you return to normal speed.

In addition to the above tips, remember these two key lessons. Firstly, only you can change you. If you don’t want to improve or if you don’t think it’s that important then your progress will reflect that. Secondly, being consistent and realistic about changing an engrained behaviour is essential. Put some time aside to rehearse and the improvements will follow.

Case study: Many CFOs have benefited from The One Minute Presenter coaching

I work with many CFOs from multinationals around Greater China. Here is a case study of a typical challenge we face:

Background

Chinese national, 15 year veteran from a Big 4 consulting firm, now an in-house tax specialist with a high end real estate investor and project manager. Project-based with high pressure from commercial directors based all across China and a global CFO in New York.

One big difference that affects executives when they change companies and industries is the change in working style. The main different in working style was that John was used to provide advice to the client and then the client would choose to use it or not. Either way, John was not usually involved in the implementation. In his new role, he was expected to not only provide advice, but to do so in grey areas where there were no clear mandates from tax authorities, then supply a recommendation and once the commercial director had made a decision, drive this plan forward.

A common issue inside multinationals based in China is that executives are not proactive enough. This is due to a mixture of reasons ranging from personality, culture, education and previous working environments. When working with senior executives who have already obtained a measure of success in their careers, it can be diffficult to switch their mindset. A common reaction is “why should I change? I have already reached a high position in the company and am happy with my compensation.” this is true and with the current talent situation in China, qualified executives can easily find a new position. However, most executives are still driven to improve and do better and this is the hook that needs to be found to make the change stick. As Marshall Goldsmith says, “what got you here, won’t get you there”. Once executives make the mindset switch, they are more open to work with.

The pain

Although everyone regarded John as a subject matter expert, frustrations emerged in meetings and telephone calls with the business directors. John used his consultant’s approach to give detailed, sometimes rambling presentations that went into tax legislations in great depth. This is a common symptom when the presenter feels that they need to continually establish their credentials as an expert. In this situation, his audience just wished he would get to the point quickly and directly. With millions of dollars investment on the line and time-pressure a major factor, they needed to get the best advice, make a decision and make it happen.

The lack of face to face contact of teleconferences adds more stress on executives who are operating in their second language. In face to face settings, they can pick up more meaning from non verbal cues like facial gestures and more clearly hearing tone of voice. Down the line this information is lost and executives are less reluctant to commit themselves.

What we did?

After a few coaching sessions, John realised that he needed to find a new approach. We introduced a framework – a structure in which John could slot in his content. We work with about 12 presentation frames and we selected one that enabled him to cut out the technical details which his audience didn’t want, and complete his presentation with a firm recommendation.

A major point was the change in mindset that took place when John realised that even seemingly simple engagements like conference calls needed a great deal of preparation – far more than he had previously thought necessary. The “ah-ha” moment came when John said “This really needs a lot of preparation!” After he ‘got it’, we could then work on the techniques to help him prepared more effectively.

Outcome

His commercial directors appreciated this approach as their meetings were shorter, they didn’t have to drag the information out of him and they could focus their efforts on driving their project forward.

An important take-away is that often executives underestimate the preparation time required to have a masterful grasp of their content. This is a basic entry point before you can start applying tools and techniques to arrange, express and deliver a clear message.

So what now?

If you are ready to take a step up in your career, contact us for a initial complimentary strategy session where we can outline approaches to help you starting speaking like an executive.

About Warwick J Fahy

Warwick is passionate about helping executives, working in multinational companies based in Greater China, speak out with executive presence so they can think, speak and act like a leader. I help executives turn the complex into compellingly simple message that are understood, passed on and acted on.”

Learn more about who I help here.

Download the Speak like an Executive Executive Communication White Paper here (PDF, 237kb)

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.  Now available on Amazon.com.

New: Read “The One Minute Presenter” as an e-book. Available in all maor e-book formats here.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

©2011 Warwick John Fahy

Executive Presence for Senior Finance Executives: Five Formats to handle difficult questions

Handling questions in meetings and conference calls can be a challenge. Not only do you need to think quickly, but you also are expected to deliver a concise and clear answer. Many senior executives, despite frequent calls, still struggle with this aspect of executive speaking. This article will focus on giving you five approaches in how to address questions in conference calls. Conference calls are especially challenging as the lack of visual cues makes it harder to read the intention of the other party. We will provide sample answers using each of the five formats.

Challenges with communicating via conference call

  • Often held at unsociable hours

  • No visual cues

  • More interference [bad lines,multi-tasking like checking emails]

  • Harder to follow what each party is saying unless set-up and cues are used

  • Conversations can side-track and run over-time

  • One party talks for too long and loses interest of other parties or the other party cannot follow their answer

  • It’s harder to address complex issues unless checking techniques are used

  • Two skills to master; Voice to project confidence, Structure for clarity.

Answering a question: The opening

  • Use a set up to prepare the content (movie trailer versus the movie)

  • Be precise

  • Take a stand ie two points or three points

  • Pause before you answer [rather than saying 'well, errr']

  • Use vocal energy [emphasis, volume changes] to project your credibility

  • The opening should be short and concise

Five Types of Answering formats

  • Use a variety of formats in any one conference call

  • If you are not sure how many points to include in your answer, aim low; start with one or two points. Then check with the questioner if they would like to explore the issue in other ways.

Format ONE: The set up

  • Signals to the questioner what’s coming next [like a TV announcement]

  • Respond to the question [eg “That's a good question”; “The rule is quite new and it is also complicated”]

  • Pause

  • Then overview the points you will cover in your answer

Sample replies

  • The rule is quite new and it is also complicated. There are two main changes. Change one and change two. Let’s start with change one.

The new regulation covers three areas: A, B and C. I will cover each of these areas in more detail now.

Format TWO: Paraphrase the question

  • Restate the question to check your understanding

  • Interpret what you believe the questioner wants to know

  • Do the thinking for the questioner

  • Don’t answer the question until you have clarified

  • Gives you some thinking time

  • Leads to better quality answers

Sample replies

  • As I understand your question, what you would like to know is: what is the major impact of this new regulation?

  • As I hear your question, what you would like to know is whether the impact of the new regulation will affect our business units. Is that correct?

  • If I understand you correctly, you are interested in [topic one]. Could I just check whether you would like to know about X or Y first?

Format THREE: Scope is too broad

  • When the question is too broad, check.

  • Don’t guess. Ask to clarify.

  • Ask a checking question

  • Give options to the questioner

  • Don’t ask the question to do ‘more work’

Sample replies

  • That’s a good question. It’s very broad and complex. Could I ask which aspect you are interested in?

  • That’s a good question. It’s very broad and complex. Should I start with A or B?

  • Two issues come immediately to mind. Issue 1 and Issue 2. Where one would you like to explore first?

  • This is a little broad in nature. It would be helpful if we could be more specific. Should we start with X, Y or Z?

  • This question is a little bit broad, could you be more specific?

Format FOUR: Clarify the question

  • When you are uncertain which aspect the questioner is interested in

  • Complex topics that would take a long time to talk about

  • Giving yourself some thinking time

  • Enables more of a conversational style to emerge in the Q&A

Sample replies

  • I could answer this question in two ways. From perspective A, or perspective B. Which aspect would you like me to focus on first?

  • Good question. Are you most interested in A or B or C?

Format FIVE: Too much information? Slice the melon!

  • When you have a lot of content you could use in your answer [the large watermelon]

  • Slice your information into sections [slices of the melon]

  • Overview the content in bullet points first

  • Then check which area the questioner would like to address first

  • Then focus into and drill down in that area

  • After you have covered each area, check back to see how the questioner would like to proceed

Sample replies

  • This is a complicated area. The main challenges to consider are 1,2,3, and 4. Which issue would you like to start with?

  • This is a very complicated question. The regulations are new and involve a lot of details. We have investigated the implication with our auditors and have identified six areas that we should address. In brief they are 1,2,3,4,5 and 6. Which one is most important to you right now?

  • We have analyzed this problem over the past two months and four areas need to be considered. I would like to briefly overview each area and then perhaps you could tell me which one is most urgent for you right now. We could then drill down into that one first.

How does checking affect your credibility?

  • It enhances it! Precise communication is always appreciated

  • Mix up your language patterns so that you do not repeat the same phrases.

Samples:

  • Could I check my understanding?

  • That’s interesting, let me see if I understand your question.

  • Let me see if I got your point

  • Good question. The focus is a little bit broad. Where are you going with this? What would you like me to address first?

  • To answer that question in full, I could speak for 30 minutes. Could you help me understand where I should start?

Conclusion

While conference calls, meetings and aggressive questioners will always be a fact of life for many senior business executives, using these five formats will give you the confidence that you can better engage, interact and connect with even the most challenging of question.

About the Author

Warwick J Fahy

Warwick is passionate about helping executives, working in multinational companies based in Greater China, speak out with executive presence so they can think, speak and act like a leader. I help executives turn the complex into compellingly simple message that are understood, passed on and acted on.”

Learn more about who I help here.

Download the Speak like an Executive Executive Communication White Paper here (PDF, 237kb)

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.  Now available on Amazon.com.

New: Read “The One Minute Presenter” as an e-book. Available in all maor e-book formats here.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

Getting more from your iPad in business presentations and meetings

With more and more people using iPads as a business presentation tool, you need to stay on top of the latest tools to get the most from your iPad. Here is a good article called

“11 iPad Apps For Meetings And Presentations” by Sharlyn Lauby

Remember that every piece of technology you use in a presentation is only a prop to help you deliver a clear message that is aligned with your presentation’s purpose. Start with your message, then think about how these apps can help you deliver on that message.

If you need help then visit this page to learn more about how I help senior executives speak out with more executive presence.

Craft an Exceptional Elevator Pitch

A suggested outline for an elevator pitch from Penny C. Sansevieri at Huffington Post

While it is written with a book author in mind, you can apply it to different situations.

What do you do to overcome fear of public speaking?

Roger was a successful executive working with an international technology company. Having just completed his MBA, he was promoted to general manager. In his new role, he would have to give more public presentations to his team in China and the head office in California.

Despite a strong technical background and good industry knowledge, Roger was never comfortable before an important presentation. Up to a week before, a general feeling of anxiety came over him which stopped him from sleeping well at night. On the day, and even hours before, he felt sick while his hands were cold and sweaty. As he stepped up to present, his mouth went dry and his heart was pounding. He could feel his throat tighten and his knees felt weak. He took a few rapid breaths and with trembling lips took his first words.

Fearbuster#1: Work your body

The first step in beating nerves, stress or a bad mood is a good physical condition. Water and oxygen are a great way to keep a healthy body. Imagine yourself standing on top of a mountain looking around breathing in fresh clean mountain air and sipping a bottle of cool clean spring water. You get the picture. It’s making me feel more relaxed already. Now you may not have the benefit of a mountain nearby, so what else can you do? Exercise. My business coach picked this out during one of our sessions. He noticed that whenever I was down on life in general, it was usually at the same time as a drop in my exercising. His solution was to swim, run and cycle more. It worked for me as I love triathlon racing. Here’s how it can work for you too:

1. Have a workout during the week of your presentation. Block out the time and spend two hours doing whatever exercise you enjoy most. Go for a swim, take a run or visit a gym. Finish off with a spa or massage if you have time.

2. On the day of your presentation, take a walk to get some air in your lungs, which improves your blood circulation and controls your nerves. See Fearbuster#4 for more on breathing.

3. A few hours before your presentation avoid drinking tea, coffee or caffeine based soft drinks (including colas). These are diuretics which remove water from your body. You should drink plenty of water as this has a calming effect by making your body aerobic.

4. Just before you come on stage, walk out your nerves. Don’t sit down just before coming on stage. Get the blood moving so you’re coming in at a higher energy level. You can also stretch your neck, shoulders, arms and fingers to relax any tense muscles. Meeting and greeting your audience can help you transform nervous energy and start to create a connection.

About the Author

Warwick J Fahy

Warwick helps C-level executives, working in multinational companies based in Greater China, who struggle to get their point across and influence their key stakeholders. Warwick helps the executive project their message with confidence allowing them to express their opinions powerfully and gain respect from senior managers even when under pressure.”  Learn more about who I help here.

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.

Now available on Amazon.com.

New: Read “The One Minute Presenter” as an e-book. Available in all maor e-book formats here.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

Unplanned speaking made easy with the Open your Mind framework: Slideshare Presentation

You can watch and follow along with this audio training speech on “Open Your Mind: How to always be ready for any unplanned speech” at slideshare. The link is here.

While this presentation was delivered in a Toastmasters club, it is relevant for many business presenters who need to speak without much preparation time.

Please comment and let me know if there are other topics you would like to see covered.

About the Author

Warwick J Fahy

Warwick helps C-level executives, working in multinational companies based in Greater China, who struggle to get their point across and influence their key stakeholders. Warwick helps the executive project their message with confidence allowing them to express their opinions powerfully and gain respect from senior managers even when under pressure.”  Learn more about who I help here.

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.

Now available on Amazon.com.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

Speech Analysis by The One Minute Presenter on Sir Ken Robinson’s Feb 2010 TED speech: Bring on the learning revolution

In this follow up to his famous 2006 TED talk, Sir Ken Robinson makes the case for a radical shift from standardized schools to personalized learning — creating conditions where kids’ natural talents can flourish.

Sir Ken Robinson is a creativity expert and in this talks asks the question, “Why don’t we get the best out of people?” He argues that it’s because we’ve been educated to become good workers, rather than creative thinkers. Students with restless minds and bodies — far from being cultivated for their energy and curiosity — are ignored or even stigmatized, with terrible consequences. “We are educating people out of their creativity,” Robinson says. [Source: TED.com]

Here is my breakdown of the speech. The things that are great about the speech are:

  • Metaphors help make your big ideas easier to grasp

  • Crafting taglines is a discipline in finding simplicity in your (complex) ideas

  • Telling a story that engages is an advanced skill

  • Closing quote can make your message stick

The areas that could be improved include:

  • Making humour work is a funny thing

  • Do you lose credibility if you use shaky facts?

  • Audience interaction is not only about a show of hands

Type of presentation

This is a follow up talk from his highly acclaimed 2006 TED speech and as such the expectations are higher. While well received by the audience, it is hard to imagine that this talk will have as much impact, as the message is lost among the jokes. Well written taglines are the highlight and although the closing quotation is beautifully chosen and delivered it is not exactly related to the idea of creating a learning revolution.

Metaphors help make your big ideas easier to grasp

Robinson uses three major metaphors in this talk, and they all work well.

1. Compares crisis in natural resource with the crisis in human resources (starts 02:30)

although the set up to this metaphor was not accurately made. Robinson says there is a “second climate crisis” when he actually means “ a second crisis”.

This metaphor is followed up later by saying “Human resource like natural resources are buried deep, you have to go looking for them” (04:15). Good analogy.

2. Comparing the education system with fast food. Results are a similar depleting of spirits and energies as fast food depletes the body. (13:00). This really hits home it’s point.

3. Education is like manufacturing (conformity and batching people) (14:35)

What we need now is one based on agriculture … an “organic process” (14:55)

This is a nice comparison and one that is not only easily understood it catches the zeitgeist as organic food is becoming a growing trend, especially among the typical TED talks viewer.

Warwick’s coaching tip: Finding a metaphor or model to frame your ideas on can be an excellent way to convey your message. Vivid metaphors will help the audience remember your big ideas and overall message.

Crafting taglines is a discipline in finding simplicity in your (complex) ideas

Warwick’s coaching tip: Robinson is a thoughtful speaker (in between the jokes) and this reflects the deeper thinking he has done on his topic. A good tip for every speaker is to leave the audience with the feeling that you know a lot more on your subject that you could possibly cover in your talk.

This depth is shown in the clarity and concisely of his taglines or sound bites. Robinson has helped the audience do the thinking by making the complex really rather simple to understand – a significant asset for everyone who wishes to be influential.

Good examples of taglines include:

this is not a crisis of natural resources…but a crisis of human resources” (02:23)

we make very poor use of our talents” (02:30)

that’s simply improving a broken model” (04:40)

what we need is not an evolution, but a revolution in education. This has to be transformed into something else.” (04:50)

it’s a single function device” (when talking about a watch) (08:15)

life is not linear, it’s organic” (08:55)

we are obsessed about getting people to college\” (09:15)

human communities depend upon a diversity of talent, not a singular conception of ability” (10:50)

college begins in kindergarten….[pause]… no it doesn’t” (11:15)

a friend of mine once said a 3 year old is not half a six year old” (11:40)

we have built our education system on the model of fast food” (12:45)

Telling a story that engages is an advanced skill

The fireman story (starts 09:20 – 10:40) makes a strong point on the value of having diverse talent in a community.

The example of three year old children being interviewed by “unimpressed panels” with resumes (12:00) hilariously brings out the ludicrous nature of how competitive early education has become.

Warwick’s coaching tip: When selecting appropriate stories and anecdotes ask yourself does the impact part (memorable) of the story align with the main message you want the audience to takeaway.

Closing quote can make your message stick

Choosing a quotation that sums up your message can be powerful technique. Like every tool, it can be misused. The trick is to find as close a match as possible to the quotation’s message and your overall speech message. Robinson chose a WB Yeats quotation (starts 16:40) which was beautifully connected to a powerful closing thought of “tread softly on our children’s dreams”. While a lovely closing, it is a little out of synch with the message of creating a learning revolution.

Overall this was a well received presentation, but there were a few areas which could have been improved.

Making humour work is a funny thing

While some of these jokes got an audience reaction, I did not like them as I felt they were often a shallow attempt at humour that did not develop or carry his ideas forward. Toward the end of the talk, the reaction from the audience dropped.

Example: ‘there is a hunger for videos of me’ (01:00) got a good laugh but really is too self indulgent for my tastes, especially when the set up used shaky facts (see below).

I only had 18 minutes frankly..” - audience did not react, perhaps because all speakers have 18 minutes. (01:38)

so as I was saying” (01:40)- again the audience laughed but it comes across as a little self-indulgent when being invited back to TED was an honour not made to many other speakers.

if you don’t believe there is a major climate crisis, you should get out more” - audience did not react perhaps because the point is not really clear (01:50)

I divide the world into two groups” (02:55) – while this got a good laugh, his follow up point did not come out so clearly. His point was that there are two groups of people in the world, those that “endure” and those that “enjoy” (03:30)

The joke about American history not being taught in Britain (05:50) while getting a laugh does not really add any impact to this message. And the set up referring to his lack of knowledge of what was happening in American at that time could have been cut out.

it’s difficult to know what it is you take for granted. And the reason is you take it for granted” (07:10). Not that funny.

The anecdote about receiving his first guitar at the same time that Eric Clapton did worked well, “…it wouldn’t work no matter how hard I blew into it” (13:30)

This uses the element of surprise, self-deprecating humour and exaggeration to get a good audience response.

Do you lose credibility if you use shaky facts?

In the opening to the talk, Robinson explained that 4 million downloads of his 2006 talk had been made, so if you multiply that by 20 you get the number of people who had seen his previous talk. It seems hard to believe that such large groups of people are sitting around watching online TED videos. This multiplier is a rule of thumb often applied to print media which for example if a newspaper or magazine is placed in a library or office would be read multiple times by different people. I am not so convinced it applies to a world of individual downloads.

Warwick’s coaching tip: The opening of a speech should be about building credibility, and Robinson was doing this by sharing how many people had seen his previous talk. Instead of his comment “there is a hunger for videos of me” which seems bizarre, perhaps a better retort would have been to express surprise, shock or amazement. By bringing in some humbleness he would have come across as credible and not self-aggrandizing.

Audience interaction is not only about a show of hands

In this attempt at audience interaction – always a tricky part to navigate in any large conference talk – Robinson uses the “put your hands up” technique. A trusted – if rather overused staple of conference speakers. The problem with this type of interaction is that it comes across as superficial and many people don’t like engaging in this type of interaction due to its overuse.

The interaction starts by asking who was over the age of 25, and wearing a wristwatch. (07:20). The underlying premise is that people under 25 won’t wear a watch because it is a “single function device” [great tagline] and that everyone over 25 wears a watch to tell the time. But do they? Personally I don’t always wear a watch but when I do its more because I like the feeling of being “dressed up” and other people will wear watches for aesthetic reasons or – if you have spent thousands of dollars on a luxury watch– as a status statement. People over the age of 25 wear watches for many different reasons.

Warwick’s coaching tip: A better approach would have been to ask the audience what they thought his daughter called a watch. The answer of a “single function device” would have got a good laugh (as it did when he used it after this interaction) and would have made a clear point on how younger people view the world differently.

Conclusion

This was a well delivered and generally well received talk. While there are very strong aspects to the talk notably the metaphors and taglines used, a greater impact could have been made by making the big idea more visible. What is the learning revolution that is needed? Besides from being organic, how can it be created? Even high level, inspirational speeches need to suggest a direction for the audience to go following the talk. Not as impactful as the 2006 talk. I think this was a 5 out of 10.

To see Warwick’s analysis of Sir Ken Robinson’s 2006 TED Talk speech, click here.

About the Author

Warwick J Fahy

Warwick helps C-level executives, working in multinational companies based in Greater China, who struggle to get their point across and influence their key stakeholders. Warwick helps the executive project their message with confidence allowing them to express their opinions powerfully and gain respect from senior managers even when under pressure.”  Learn more about who I help here.

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.

Now available on Amazon.com.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com

Trend in business presenting - the 18 minute presentation

Jim Gray in The Globe and Mail has an interesting article that picks up on the global success of TED Talks and suggests that this is the future direction of business presenting. I agree to a degreee. What do you think?

Read the article here.

Here is my comment:

Nice article and I think it does pick a trend for shorter - more impactful - presentations. Of course there will always be expectations but for executives who wish to become influential to their stakeholders then the 18 minute presentation is a useful concept.

This is one of the reasons that I am studying TED Talks speech in preparation for my new book. Using samples of people who are ‘giving the speech of their lives’ is a useful benchmark for all aspiring business presenters.

Warwick John Fahy
Author, The One Minute Presenter

About the Author, Warwick J Fahy

Would you like to know how to create impactful 18 minute business presentations? Contact me today on +86 1391 786 7502

Warwick helps C-level executives, working in multinational companies based in Greater China, who struggle to get their point across and influence their key stakeholders. Warwick helps the executive project their message with confidence allowing them to express their opinions powerfully and gain respect from senior managers even when under pressure.”  Learn more about who I help here.

Speech Analysis by The One Minute Presenter on Sir Ken Robinson’s 2006 TED Speech ‘Schools kill creativity’ [long post]

Sir Ken Robinson is a creativity expert and in this talks asks the question, “Why don’t we get the best out of people?” He argues that it’s because we’ve been educated to become good workers, rather than creative thinkers. Students with restless minds and bodies — far from being cultivated for their energy and curiosity — are ignored or even stigmatized, with terrible consequences. “We are educating people out of their creativity,” Robinson says. [Source: TED.com]

Here is my breakdown of the speech. The things that are great about the speech are:

  • Engages the audience with humour

  • Peppers the talk with anecdotes and quotes

  • Has a clear message through taglines

  • Uses rule of three

  • Stays on track even when telling jokes

  • Uses checking questions

The areas that could be improved include:

  • Clearer conclusion

  • Humour may not work for ‘larger’ audience

Engages the audience with humour

From the laughter, the audience clearly enjoyed the speech and the jokes. Robinson makes what could be a dry subject – changing the education system - into a humorous experience. Example of humour that worked:

  • Self depreciating joke about being in education (01:10)

Robinson starts an anecdote about being at a dinner party, then says that if you are in education you are not invited to dinner parties or at least not invited back. As he is in education himself, this works as a light hearted look at dull dinner party conversations. He follows this up with an important point, that while you may be bored with other people’s education experience, you loving talking about yours.

  • Famous figure from Stratford to LA (06:55)

He jokes about Shakespeare being seven years old and the trouble he would have caused his teacher and father. While this did not have a strong message, it was a light hearted transition to his next point – moving to LA. Also, he connects himself with the birthplace of Shakespeare which is subtle positioning.

  • Personal experience about son’s girlfriend (07:45)

When telling how his 16 year-old son did not want to go to LA on account of this having a girlfriend, Robinson jokes that he was leaving England because of his son’s girlfriend. Judging from the great laughter this really amused the audience. Perhaps they could relate!

  • Unexpected comment (03:20)

Early in the talk, after a large round of applause, he said “That was it by the way?” which got more laughter. Humour is very much about the unexpected. Some comedians call humour the moment when the train leaves the tracks. This comment is a perfect example. You expect him to move on or perhaps say ‘thank you’ but instead ends the talk. Laughter follows.

Warwick’s coaching tip: While humour is a great way to connect with the audience, it requires some advanced skills. Fundamentally a deep understanding for the audience and what they would find funny. Secondly, great timing in delivering a joke or punch line. The risk in using humour is that you can alienate your audience with an off-colour remark or badly delivered line. Always test your humour before hand on as many people as you can, including those that represent the audience.

Peppers the talk with anecdotes and quotes

Robinson uses anecdotes – which are short observations or stories – and quotations throughout his speech to good effect.

Anecdotes (15:10)

He finishes with a powerful success story about a ballet choreographer who had learning difficulties but because she was directed into dance school became a world famous choreographer of shows like Cats. Robinson notes that if treated today she would be diagnosed with ADHT, given pills and told to calm down. A powerful story that wraps up the urgency for a new way of approaching education.

Quotations ( 06:10)

He uses a Picasso quote ‘all children are born artists, the problem is to remain an artist as we grow up’. Again this is an excellent choice because it accurately sums up his message.

Has a clear message through taglines

Taglines – or soundbites – are short phrases that can be used in public speaking to help the audience understand a key point and remember the message after the talk. Robinson used taglines throughout his talk to convey his message:S

  • All children have tremendous talents and we squander them (02:55)

  • Creativity is as important in education as literacy and should be treated with same status (03:05)

  • We get educated out of creativity (06:20)

  • The purpose of public education is to produce university professors (09:35)

  • They live in their heads (10:10)

  • In the next 30 years, more people worldwide will be graduating through education than since the beginning of history (12:10)

  • Need MA instead of a BA …..process of academic inflation (12:50)

  • She isn’t sick, she’s a dancer (16:50)

  • People who had to move to think (17:05)

Warwick’s coaching tip: The speaker has the responsibility to edit down content into a clear message. The more work you do on this part of your content, the more successful you will be in conveying a clear message.

Uses rule of three

The rhythm of three is used to help both the audience and speaker remember key points. Robinson used this technique twice:

In introducing the three themes of his talk: creativity, uncertainty of future and capacity for innovation from children.

At 13:00, Robinson says we know three things about intelligence

  1. Diverse

  2. Dynamic

  3. Distinct

Note how the words are alliterated (all start with the letter ‘d’) which is another memory device.

Warwick’s coaching tip: This is a great way to help organise your material quickly and it will help you memorise your flow.

Stays on track even when telling jokes

A strong part of Robinson’s delivery is that he knows his content so well that in the middle of introducing a list of three, he segues to a joke which gets a big laugh, and then comes back to the third point seamlessly. Although he may look like he is ad-libbing from time to time, I would be fairly certain that he has delivered this speech with these jokes many times before.

Warwick’s coaching tip: Remember to stay on track, especially when you get a good reaction from your audience. It is easy to get excited and get sidetracked.

Uses checking questions

Connecting with an audience can also involve asking short connecting questions. Robinson uses rhetorical questions, which do not require an answer:

…don’t you?

..am I right?

..wasn’t she?

Just by asking such a question, the speaker brings the audience along the path that he is taking in the talk.

Warwick’s coaching tip: Don’t overuse them and have a variety of different questions.

While this was a well received talk, there were a few areas which could have been improved.

Clearer conclusion

Robinson opens his conclusion with the following statement:

I believe our only hope for the future is to adopt a new conception of human ecology one in which we start to reconstitute our conceptions of the richness of human capacity (17:50)

This is too long a sentence (32 words) and is not very clear, alluding to the thinking of an university professor joked about earlier in the speech.

A couple of alternatives might have been:

  • I believe our only hope for the future is to completely change the way we look at education

  • I believe our only hope for the future is to take a much wider, more comprehensive view on learning

Robinson’s next phrase – a simile – was difficult to say and did not come out smoothly:

Our education system has mined our minds in the way we have strip-mined the earth for a particular commodity (18:05)

While the simile is a good one, the wordplay is not smooth, in particular “mined our minds” does not come off the tongue easily.

Humour may not work for ‘larger’ audience

From the audience’s reaction, they loved Robinson’s sense of humour. With a larger audience watching online, I wonder whether some of the more cliche jokes about his wife’s cooking play so well. I was reminded of British comedian Tommy Cooper in some of his joke telling. This distracted me from his main message. Compared to the positives this is a small point, but one worth considering when we face multicultural audiences.

Warwick’s coaching tip: You need to find a balance. Ask yourself does the joke have a point in content or moving the speech along. For example, when joking about moving to LA and his son’s girlfriend, Robinson then connected this to the fact that the hierarchy of subjects in school is the same all around the world. Limit jokes that are irrelevant to a minimum.

Conclusion

This was a well delivered and well received talk which demonstrated a deep understanding for the motivations of the audience in the room. It combined a nice variety of personal anecdotes, well chosen quotations and crafted taglines. While the sense of humour may not work for everyone and the content a little light on substance, it certainly conveyed a simple point well made. I think this was a 7 out of 10.

About the Author

Warwick J Fahy

Warwick helps C-level executives, working in multinational companies based in Greater China, who struggle to get their point across and influence their key stakeholders. Warwick helps the executive project their message with confidence allowing them to express their opinions powerfully and gain respect from senior managers even when under pressure.”  Learn more about who I help here.

Warwick is the author of “The One Minute Presenter: 8 steps to successful business presentations in a short attention span world”.

Now available on Amazon.com.

Sign up to “52 Tips to more confident public speaking” newsletter at www.warwickjohnfahy.com




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