Bruna Martinuzzi's Blog, page 3

The Ultimate New Year’s Resolution?

This post first appeared in my business column at AMEX.

There are literally thousands of books and articles written on the most desirable qualities of a leader. They run the gamut from adaptable to zealous. But one quality, above all, is fundamental to anyone who aspires to be a good leader. And this is simply to be a mensch. Whether you are a corporate, entrepreneurial, or political leader, being a mensch is the most important yardstick of great leadership. It is the true measure of any man or woman.

Mensch is a German word meaning human being, or person. In Yiddish, the word mensch has deep connotations. It describes a man (or a woman) of integrity, a decent person—one who always chooses to do the right thing in all of his undertakings. The guiding compass of a leader who is a mensch is “do no harm.” We have an innate sense that tells us when we are dealing with a mensch: it’s a person who will not try to cheat us, deceive us, or undermine us in any way. A mensch is a person in whose presence we feel safe.

Two of the hallmark qualities of a mensch are a disposition to be kind to others, and a genuine caring for one’s fellow man. A mensch has deep compassion: he understands the suffering of others and seeks to alleviate it. If there is one description that sums up what a mensch is, it is, that a mensch doesn’t have a pocket sized heart. To be called a mensch is the greatest compliment one can give you.

In his blog, Guy Kawasaki provides 5 tips on how to be a mensch. Here are a few more:

1. When someone has wronged you, continue to treat them with civility.

It’s the ultimate mark of a mensch.

2. Give way more than you take.

Winston Churchill said, “We make a living by what we get. We make a life by what we give.” It is the mensch way.

3. Genuinely acknowledge others.

Taking the time to give sincere praise shows a generosity of heart. It is high octane fuel for the soul.

4. Default to kindness.

The biggest deficit is not monetary—it is the lack of kindness in our interactions with others.

5. Embrace diversity.

Every person is a world. The uniqueness of each human being makes our communities a more beautiful place. The legendary Louis Armstrong referred to this as “the colors of the rainbow so pretty in the sky, are also on the faces of people going by.” See that rainbow.

The Roman philosopher, Seneca said: “Wherever there is a human being, there is an opportunity for a kindness.” Every day of our lives, we have an opportunity to show up as a mensch. Perhaps this is the most important resolution for the New Year for all of us.

Copyright © 2012 Bruna Martinuzzi. All Rights Reserved.

Top 10 Ways To Be Gracious.

This post first appeared on my business column at AMEX.

George Herbert said: “Good words are worth much, and cost little.” One such word is grace. Grace is a sense of fitness and propriety. It is also a disposition to be generous and helpful. It is a word we don’t hear too often in business, except perhaps when someone has fallen out of grace, or behaved disgracefully. Grace is a golden link which binds us to others, and it applies to all of our relationships, whether it is dealing with our employees, colleagues, clients, family, and friends. It is also the link of civility that connects us to strangers. Grace costs nothing but it buys us a lot of goodwill.

In our harried and busy lives, it is easy to view grace as a quaint notion and brush it aside. As Seth Godin says in a video with Tom Peters, if you are a small business owner, you may need to cut corners in order to save money, so you take a shortcut, or you treat people in a way that you don’t want to be treated. This may seem like a shortcut but it doesn’t pay off in the long run.

How can we bring grace in all of our dealings with others, and make it one of our hallmark traits? Here are some helpful reminders:

1. Give without grudge, or don’t give at all.

Do you bend over backwards to please demanding clients by giving them discounts and special treatment, but then include veiled complaints in the bargain? Do you under price yourself and often remind the client of this? Do you help a colleague but find opportunities to let that person know of your reluctance to do so? All of these behaviors may be justified, if you feel that you are being taken advantage of. So, simply refuse to do it. But if you decide to do it, then do it gracefully, without displaying your grudge as a badge in all of your interactions with that person.

2. Know the difference between disagreeing and being disagreeable.

Debates and active disagreements are a healthy part of a well-functioning team. But some people get carried away in the heat of the moment, and, in throwing out someone’s argument, they also throw away any goodwill in the relationship. What you see as your passion, may come across to others as your anger.

3. Temper your sense of justice.

Our sense of justice is made up of thoughts and feelings about what is fair and unfair, what people owe us, and what we deserve. Sometimes, this makes us react with a lack of grace; we become incensed when our rights have been infringed upon. But, as author Judith Martin aptly put it: “You do not have to do everything disagreeable that you have a right to do.” We can decide to behave gracefully when someone rudely cuts us off in a line up, and quietly let them go ahead. We can give someone the right of way when it is clearly not their turn. We can give up arguing a point even when we know logic is on our side.

4. Develop your social skills.

While we don’t set out to intentionally offend or ignore someone, it is easy to slip in small things that matter to people. For example, don’t mention an invitation around those who have not been invited; always criticize in private; don’t forget to draw attention to those who have worked behind the scenes to make an event or project successful; go out of your way to welcome newcomers; help loners to feel a part of the group.

5. Don’t be angry with the front line staff.

Problems with cumbersome or absurd company rules, procedures, and policies are not the fault of the front line staff. The line up at the store is long because management has cut down on staff. The clerk is refusing to give you a refund because her manager has not authorized her to do so. Take your complaints to the right person.

6. Thank someone for a business referral.

It’s uncanny how many people land a business deal thanks to a referral but never get back to the person whose kindness helped them. Whether or not you closed the referred sale, send an email to thank the person and briefly update them on what happened. If you closed the sale, consider sending a small gift, or a hand-written note. Here is a company that provides creative, business referral thank-you cards.

7. Guard against using ungracious expressions.

“Hi there” is an ill-conceived email salutation of our times. How much more gracious it is to use the person’s name. Here are a few other expressions that lack grace: “Thank you, anyway”; “Whatever”; “And I should care because?”

8. Be graceful in every room in your life.

Do you show up differently in the boardroom, than in the staff lunch room? Do you treat the Chairman differently than you treat the charwoman? Everyone is entitled to be treated with courtesy. The mark of a gentleman (or gentlewoman) is how they treat someone who can be of absolutely no use to them.

9. Show grace under fire.

Being cool and calm under pressure is something that we admire, especially because it is so difficult to do. One way to do this is to raise your awareness of your patterns of frustration. What are some of the situations that regularly exasperate you? Who are the people who get under your skin? Develop strategies to cope with these life events. Self-awareness precedes self-management. Some jobs require people to work under tremendous pressure. Watch this video on how to stay calm on a trading floor, for example. The tips apply to all jobs.

10. Know what to do when you fall from grace.

We have all, at one time or another, lost our temper, or reacted ungraciously with someone. It takes a big man (or woman,) to pick up the phone and say: “I am sorry, I was rude with you at the meeting.” Often, it’s not what happens, but how we subsequently deal with what happens, that determines whether or not a relationship is permanently eroded. Most people are reasonable and willing to forgive when we show sincere regret. As Maya Angelou said: “I’ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” A quick and siincere show of contrition signals to the person that we respect them enough to make ourselves vulnerable.

Being graceful is one of the most human acts available to us. How easily we can make our workplaces and our world a better place simply by deciding to be more graceful in all of our interactions with others. Grace is a sacred word. Let’s aspire to grace and make it a household word in our lives.

Copyright © 2012 Bruna Martinuzzi. All Rights Reserved.

What Leaders Can Learn from President Obama’s Speech to his Campaign

This article first appeared on AMEX.

The ability to speak in a way that creates an emotional bridge that connects us to others is one of the most admired qualities of leadership. A person who has mastered this is said to speak in “the leader’s voice.” The leader’s voice is captivating: it makes the audience want to lean in to listen to every word that person has to say. What does it take to be that voice in the room, to speak in a way that qualifies as authentic leadership communication?

This article will provide some of the core principles for elevating a speech from a mere recital of facts into a more powerful communication. Recently, we saw a good example of this in the brief, 5-minute speech that President Obama delivered to his campaign staff the day after the election. The purpose of the speech was to thank the campaign workers for their efforts in helping the President win the re-election. Rather than the perfunctory “I couldn’t have done it without you,” or “you were a great asset to winning the campaign,” Obama delivered a thank you speech that was evidently straight from the heart. What exactly did he do that makes this an exemplary piece of leadership communication?

 

Authenticity, Humility, and Optimism.

First, there were three enduring leadership qualities that came through loud and clear: authenticity, humility and optimism. All three are hallmarks of any effective leadership communication:

Obama’s authenticity shines as he talks about his early days as a community organizer and his desire to make a difference: “I didn’t really know how to do it. . . a group of churches were willing to hire me. . . and I didn’t know at all what I was doing.” Authentic, personal communication is vital for any leader who seeks to connect with his constituents.

Humility is a very attractive trait in a leader. It is the antithesis of hubris, the excessive, arrogant pride which often leads to the derailment of some corporate heroes. Mark W. Merril said: “Humility does not mean you think less of yourself. It just means you think more of others.” That’s precisely what Obama illustrates in his speech. He tells his audience: “You are so much better than I was. In so many ways, you’re smarter, and you’re better organized, and you’re more effective.” He goes further by stating that “the work that I did in those communities changed me much more than I changed the communities.”

Leaders are purveyors of hope. They can see around the corner and instill in people the hope and belief that tomorrow is better than today. That’s precisely what Obama does several times in his short speech. He says: “I’m just looking around the room and I’m thinking wherever you guys end up, you’re just gonna do great things.” He expresses an optimistic view of the future that awaits his staff long after their work as his campaign staff has ended: “And whatever good we do over the next four years will pale in comparison to what you guys end up accomplishing for years and years to come.”

Speak on Three Channels.

In Voice Lessons: Applying Science to the Art of Leadership Communication, Ron Crossland tells us that the most effective communicators use three channels to boost the impact of their communication: the factual, emotional and symbolic. Too often, leaders speak only on the factual channel, but facts alone rarely inspire. It is the emotional and symbolic channel that powers a leader’s communication and helps him or her convey important leadership messages. Obama’s speech is a particularly good example of a leader who is gifted in using the emotional channel, in an authentic manner.

Communicating on the emotional channel is a two-part process: first, a leader needs to speak about his emotions, about how he feels about his topic. We admire those who are cool under fire, but we don’t connect with a leader who is dead cold. A poker face is good for poker, not for inspiring others. People want to know what their leader feels; it creates transparency, it brings us closer to those we lead and engenders trust. The emotional channel dominates Obama’s speech to his staff. He expresses his own emotions which center around confidence and admiration for his staff, and genuine gratitude for their efforts and loyalty: “I am absolutely confident that you are going to do just amazing things in your lives;” “I am really proud of you;” “You guys won’t disappoint me.”

The second part of the emotional channel is your constituents’ emotions. It is having the empathy to understand and recognize the emotions of others in the room. On that score, Obama refers to their hard work and shows that he genuinely understands who they are, what they have done, (“you all are just remarkable people”) “and most important, what they will accomplish in the future: “Your journey is just beginning…You’re just starting.”

The symbolic channel taps into the power of symbols (or metaphors,) and storytelling. Here too, Obama’s speech fits Ron Crossland’s framework nicely. Obama uses several metaphors: He refers to the indomitable spirit of people as “the grit . . . of ordinary people.” He also borrows a metaphor from Robert Kennedy when he refers to the “ripples of hope that come out when you throw a stone in a lake.” This is a particularly apt metaphor that would resonate in a roomful of young people. He also honors his audience by making them the wellspring for his own hope and fortitude. He refers to them as “the source of my strength and my inspiration.” He tells them that they had an uplifting effect on him as he grappled with difficulties: “You’ve lifted me up, each and every step of the way.” Another powerful metaphor.

Storytelling, a major component of the symbolic channel, is a powerful leadership tool. This is echoed by Terry Pearce, in The Mastery of Speaking as a Leader. Pearce provides three rules for powerful leadership communication: speak on topics you really care about; incorporate personal experiences that have formed the basis for your beliefs, values and convictions, and structure your speech as a story. One could say that Obama’s entire short speech is a personal story about his dream to make a difference—starting from his efforts as a 25-year old community organizer on the South Side of Chicago, during the Ronald Reagan era, to where he is now: “I felt that the work that I had done, in running for office, had come full circle. . . , because what you guys have done . . . means that the work that I’m doing is important.”

Invoke History.

Finally, throughout his speech there is a sense of history: “What you guys have accomplished will go on in the annals of history, and people will read about it, and they’ll marvel about it.” As Terry Pearce says in his book, Leading Out Loud: Inspiring Change Through Authentic Communication, “leadership communication is about growth and change, words that contain a past, a present and a future—a story line.” We can clearly follow the thread of this story line in Obama’s speech. He adds meaning to their work and this is another requisite for a successful leadership communication: leaders need to connect the dots for people and help them see the greater purpose for their work.

In today’s climate, especially, it is important for leaders to speak in a way that connects with people, a way that engenders loyalty and commitment. Authentic, personal experiences, empathy, a hopeful vision, stories and metaphors are powerful weapons in a leader’s arsenal. They are the megaphone for the leader’s voice.

 

Copyright © Bruna Martinuzzi, 2012.  All Rights Reserved.

 

5 Fail-Safe Ways To Develop Resilience

This post first appeared on AMEX OPEN FORUM. 

As Hurricane Sandy made its way through several states, causing damage and devastation, one thing that stands out in the eye of the storm is the calmness with which most people are meeting this calamity. This is one of the enduring characteristics of the American people: an unrivaled strength and tenacity in the face of adversity. We have seen it many times before in tragedies of the past. It echoes Martin Luther King’s words of long ago: “Even if I knew that tomorrow the world would go to pieces, I would still plant my apple tree.” The ability to see around the corner—to know that tomorrow will be better than today— is an admirable quality, one that fortifies people to cope with whatever hand is dealt to them. This is called resilience.

Resilience is defined as the ability to adapt well in the face of adversity, threats, and significant sources of stress. Resilience is not something that is innate to some and not to others. Resilience is a trait that can be learned by everyone. It involves the ability to manage our thoughts, behaviors, and actions.

How can we all develop stronger resilience? Here are some pointers:

1. Place a high value on relationships.

Cultivating deep connections and forming positive relationships with others are the cornerstones of resilience. Whether it is family, friends, co-workers or neighbors, relationships are our emotional and spiritual shelter. They strengthen us. Consider in these last few days of havoc caused by Hurricane Sandy, how important it is to have the support of people who care for you. In our harried and busy lives, working to establish ourselves, to acquire goods and to reach for success, it is sometimes easy to unintentionally neglect our most precious bonds—those with our spouses, children, parents and friends.

2. Expect a positive future.

Even in the worst circumstances in history, people have rebounded. When the world was torn apart, Churchill reminded people to keep up their spirits and to never give up. One of his memorable speeches included this line from a poem by Arthur Hugh Clough “In front the sun climbs slow, how slowly! But westward, look! the land is bright!” The land is bright indeed.

3. See things with new eyes.

Avoid viewing difficult events as an unconquerable crises. Many things that happen are beyond anyone’s control but while we can’t control the events, everyone of us can control how we view and respond to the events. Those who make an effort to view events as temporary and not pervasive, that is, not affecting their entire life, are more optimistic and, consequently, better equipped spiritually to cope with adversity. Hurricane Sandy may have destroyed buildings, blown away cars, and crippled public transportation, but it has spared your loved ones, your health and strengthened your bond with your neighbors.

4. Increase your self-awareness.

Consider how you coped with adversity in the past. How were you able to surmount obstacles in your path? What inspiration can you derive from yesterday that can brighten today? What have been your sources of hope? Reflecting on the past is often a guiding light for the future. Perhaps this is what Eleanor Roosevelt meant when she said: “You gain strength, courage, and confidence by every experience by which you really stop to look fear in the face. You are able to say to yourself, ‘I lived through this horror. I can take the next thing that comes along.’”

5. Give of yourself.

In times of crises, there is a tremendous opportunity for everyone to help, in any way that they can, and most people rise to that occasion. Extend this to make it a part of who you are every day: be a person who has a generosity of heart, whether it is through a word of appreciation, a thoughtful gesture, or a sense of understanding the people you deal with on a regular basis. In Aging Well: Surprising Guideposts to a Happier Life, George E. Valliant followed over 800 individuals, men and women, rich and poor, for more than 50 years, from adolescence to old age. He discovered that one of the most powerful predictors of successful aging is habitually using mature coping mechanisms or defenses. He calls them “making lemonade out of life’s lemons.” One of these coping mechanisms is sublimating, that is, diverting the energy behind feelings and thoughts of despair to more constructive pursuits. Another is altruism (doing for others what they need, not what we want to do for them.) In a subsequent interview, Valliant was asked what he had learned from his longitudinal study of men. Valliant’s response was: “That the only thing that really matters in life are your relationships to other people.” These are some of the recipes for developing resilience at any age.

Resilience helps us to bend without breaking and once bent, to bounce back from adversity. Author Bern William said: “Man never made any material as resilient as the human spirit.” There is no fragility in the American spirit—American resilience is legendary and is an inspiration to other nations.

Copyright © 2012 Bruna Martinuzzi.  All Rights Reserved.

How To Be A Superstar In Meetings

This post first appeared on AMEX OPEN FORUM. 

Meetings may be the number one complaint in today’s workplaces. More and more people view attendance at meetings as a form of time theft that they have to endure. This mind-set causes some to show up at meetings in person, but not in spirit. Woody Allen’s often quoted words that “eighty percent of success is showing up” works in reverse here—it is better not to attend a meeting at all, than to show up as a potted plant. Emotional disengagement in meetings leaks through and this is not in anyone’s best interest.

Meetings are a prime opportunity to show leadership in the room. Whether a meeting is well run or not, as a participant, you can stand out from the crowd by doing your share to contribute to the success of a meeting. Here are some pointers:

Be a front-seater.

Don’t sit in the back of the room, waiting to make a speedy exit. Get out of the shadows and choose a seat right opposite the leader, if you can. This will increase your visibility and opportunities for engagement.

Don’t be the first to leave.

Stay behind, speak with the meeting leader. Offer your feedback if the meeting was helpful to you. Make a genuinely appreciative or constructive remark. Thank someone for their contributions.

Build on the ideas of others.

Honor a colleague’s idea by referring to it and adding your perspective. Acknowledging someone else’s contribution is rarely done and is the mark of a leader.

Criticize ideas not people.

Arguing against an idea is fair game but attacking people in the process attracts negative attention. Personal attacks, especially in a meeting with others, are emotional violations. Replace statements such as “I don’t follow your logic at all” with “Jim, help me understand how you arrived at this conclusion.”

Make positivity your hallmark.

There are those who pride themselves for being “The Devil’s Advocate.” Research shows that these individuals snuff the life out of innovation. Be the voice in the room that infuses the meeting with positivity. Leaders value those who adopt a positive stance and help others see what’s right and what works, rather than focus on what’s wrong. A study showed that senior executives use positive words four times as often as negative words. That’s one way to genuinely boost your executive presence.

Be brief to be heard.

One of the most frustrating issues in meetings is individuals who ramble on and, often, take the meeting off track. State your issue succinctly and get to the point quickly; if this is a problem for you, think through the sequence of your ideas before the meeting, paring down unnecessary details. Master the 30 second answer—this is especially important if you are meeting with C-level executives. Meetings are expensive: don’t use the meeting for discussions that are best handled in a one-on-one meeting.

Above all, learn to notice the silent messages your peers are giving you when you stray from the topic and waste their time. You know the signs but you may have developed a habit of ignoring them: do they avert their eyes, drum their fingers, seem restless, speak with a neighbor, check the time or catch up on their Blackberry messages? Do too many people start to take bathroom breaks? Catch yourself: acknowledge that you digressed, go back to main topic and briefly reiterate your main point.

Learn to build rapport.

First meetings, especially, are crucial for developing rapport that can lead to a successful business relationship. Knowing as much as you can about the person you are meeting is now a lot easier and faster with Noteleaf; this is a novel Google application that creates a mobile profile of your meeting. It includes the photograph of the person you are meeting with, the LinkedIn profile, work history, mutual acquaintances, and tweets. This application will make your search for rapport building topics easier.

Nowhere is rapport building more important than in the first sales meeting with a prospective customer. In the video, Rapport Building, Ian Gilbert, president of Third Core, provides some useful advice on how to accomplish this successfully. It involves a sincere desire to understand what is important for the client as well as knowing what questions to ask. Start the discussion by asking them what they would like to get out of the meeting. Aim for the right tone: as Gilbert states, “too much reverence… or too much salesman like behavior… creates the wrong kind of bond.” You want to create as near a peer relationship as possible based on the value that you may be able to bring to the meeting. This enhances your meeting presence.

Tom Peters, business author and speaker, once said: “Meetings are the # 1 leadership opportunity. Like it or not, meetings are by definition the principal stage for exhibiting leadership.” While Peters’ statement is directed at leaders, it applies equally well to meeting participants. Choose every meeting opportunity to showcase your leadership abilities. It will set you apart from the crowd.

Copyright © 2012 Bruna Martinuzzi.  All Rights Reserved.

How To Keep Your Audience Focused On Your Presentation

This article first appeared on American Express OPEN Forum.

Alfred Hitchcock, the master of suspense movies, once said: “Always make the audience suffer as much as possible.” Today, this statement can easily be applied to the majority of speakers delivering business presentations. Giving a bad presentation is tantamount to mental abuse. What’s more, no matter how important or valuable our content is, if it is not presented in a way that sparks and maintains attention, we lose.

Here are nine practical tips to help you deliver engaging presentations that will keep the audience focused on your message:

1. Be mindful of the 10-minute rule.

It is a well-known fact that attention wanes after about 10 minutes. However, most presenters seem to forget this and continue to drone on for an hour or more; they move from mind-numbing slide to slide, unaware of the painful effect on the audience. When you create your presentation, plan to have a strategic change every ten minutes. A change can be as simple as asking a good question that can stimulate some audience interaction. It can be showing a pertinent video clip, telling a relevant story, or getting the audience to do something, such as analyzing a diagram. You can also press “B” on your keyboard to blacken your screen. Then switch to presenting the next segment in your presentation using a different medium, such as writing on a flipchart or whiteboard. Sameness generates boredom; a change, even minor, recaptures attention.

2. Use images.

In Brain Rules: 12 Principles for Surviving and Thriving at Work, Home, and School, Dr. John Medina reminds us that “Vision trumps all other senses.” When we hear a piece of information, three days later we’ll remember only 10% of it; but if we add a picture, we’ll remember 65%. The message is loud and clear: text-based slides are ineffective in maintaining attention and aiding memory. Spice up your presentations with images. You can get good quality, affordable images from sites such as iStockphoto and Fotolia.

3. Represent bullets in graphical form.

Show some of the bullets on your slides in an appealing, visual way. The SmartArt feature in PowerPoint is a good choice, however, since most presenters use SmartArt, stand out from the crowd by buying different diagrams from sites such as Duarte or Slideshop. Check out Prezi, as well, and watch how this presentation software energizes your talk.

4. Honor the audience.

Nothing perks up an audience more than switching the limelight from you to them. A simple statement such as: “I know there is a great deal of talent in this room. I encourage to bring that talent to bear and share your thoughts on the topic with the rest of the group.”

5. Use alternatives to lecturing.

There are many alternatives to lecturing when you deliver information. For example, you can decide to present one part of your presentation in the form of a mind map: draw the mind map on a flipchart as you speak or animate the mind map in your slide, using mind mapping software such as Matchware or Mindjet. Give it a try and see how it keeps the audience more focused on your presentation.

6. Connect the dots for people.

Help people see the flow of your presentation so that they can easily understand where you have been and where you are headed. Use signposts, such as “The first reason was . . .Now, I’ll address the second reason…” Above all, insert transitions that help people understand why they should care: “What I am going to say next is especially crucial for the success of this project…”; “The one thing I would like you to remember is…”; “Why is this important to our company?”; “What does this mean for us?” These transitions answer the crucial “So What?” question in the audience’s mind and helps to re-engage audience members who may have tuned you out.

7. Learn the art of the question.

Have a repertoire of questions that you can draw from in the moment. While we all know the value of open-ended questions, it is sometimes difficult to think of them on the spot. Above all, use questions that keep the conversation going when someone asks you a question or makes a comment: For example, “What led you to this conclusion?”; “How would you explain this?”; “How does this tie in with…”; “Could you give me an example of what you mean?”; or simply: “Tell me more.”

8. Don’t use the slides as your speaking notes.

It is astounding how many otherwise intelligent people continue to display slides that are dense with text and expect the audience to simultaneously read the slides and listen to them speak. This is by far the most egregious sin a presenter can commit. In the RSA Animate, 5 Things Every Presenter Needs To Know About People, Dr. Susan Weinschenk illustrates how the visual channel trumps auditory. As Weinschenk states, “If you have complicated information for people to read or look at, then they are not going to be listening to you anymore. The sensory combination of slides that are filled with text and a speaker who is talking is just a bad combination.” Don’t do this.

9. Avoid the graveyard shift.

If you can, avoid presenting right after lunch. The optimal time for maximum attention are the hours between 7:00 a.m. and 11:00 a.m.

It is a privilege to have people listen to us. With that privilege comes a responsibility—the responsibility to deliver our information in a stimulating and intellectually engaging way. It pays to devote some time to learn how to improve your presentation skills. Business author and speaker, Tom Peters, put it best: “Presentation skills are worthy of extreme, obsessive study.” This is a smart business move for anyone whose success depends on communicating key company messages.

Copyright © 2012 Bruna Martinuzzi. All Rights Reserved.

 

Ten Tips To Eliminate Chaos In Your Daily Routine

This post first appeared at OPEN Forum.

In the movie Changing Lanes, William Hurt delivers a memorable line. He tells Samuel Jackson: “You’re addicted to chaos.” Chaos is the antonym of organization, orderliness, and calm. Chaos erodes our peace of mind and causes unnecessary turmoil, delays and loss of productivity, to name a few.

The literature on time management is abundant. We all crave to save time so that we can accomplish our goals in an ever-increasing hectic schedule. One way to salvage precious time is to focus on eliminating preventable chaos from our lives.

Here are some ideas to help you accomplish this:

1. Know when to disengage.

If you are introverted, you have a built-in radar that tells you when you need to disengage and seek quiet time. For those of us who derive energy from others, it is sometimes harder to know when it’s time to disengage. We may continue talking beyond the point when others are prepared to listen. Increase your self-awareness in this area so that you can introduce more calm into your life.

2. Attach a monetary value to your time.

How much time do you spend tweeting, updating your Facebook status, commenting on photos, or creating unnecessary PowerPoint slides? If it is an excessive amount of time, here is an exercise that might help you. Figure out what your hourly rate is, and then ask yourself whether the weekly hours you spend on such activities are worth it. This is a sobering exercise. Rolf Nelson, in The Rational Entrepreneur, says it aptly: “Putting an explicit monetary value on your time has the advantage of ironing out certain irrational habits.”

3. Plan your presentation with care.

If you proudly assert: “I don’t prepare for presentations. I just wing it,” consider that you are doing yourself and your audience a disservice. No matter how good we think we are at presenting, a lack of preparation will almost always result in excessive verbiage, and wasted time. Carefully decide in advance what your take home message is. For everything that you plan to include, ask yourself: So What? Why should your listeners care about this particular point? Will this story or extra bit of data increase their understanding or is it likely to just overwhelm them with detail? This type of preparation will help you avoid giving a lengthy and digressive presentation.

4. Know how to recover a corrupt PowerPoint file.

At times, you might be unable to open up a PowerPoint file just before your presentation. This can happen easily with large, complex files. You can eliminate this potential stress and chaos by learning how to recover a corrupt PowerPoint file. To help you in this regard, read the article by Echo Swinford, Microsoft MVP. Print the article and keep it with your presentation material in case you need it.

5. Boost your efficiency with the “ultradian sprint.”

This idea comes from the Harvard Business Review article, Manage Your Energy, Not Your Time. The technique entails being totally focused on a chosen task and completing it as quickly as possible. It requires the elimination of all distractions. As the authors say: “Distractions are costly: A temporary shift in attention from one task to another—stopping to answer an e-mail or take a phone call, for instance—increases the amount of time necessary to finish the primary task by as much as 25%.” It’s far more efficient to fully focus for 90 to 120 minutes, followed by a true break. Then fully focus on the next activity. The authors refer to these work periods as “ultradian sprints.” Give it a try.

6. Set an agenda for each phone call.

Before picking up the phone, write down the key points you want to discuss. It has been said before, but how many of us actually do this? Always end a call with a quick recap of what action items were decided. More importantly, decide in advance what message you will leave, if you reach voice mail.

7. Don’t drown yourself in research.

In Stop Talking, Start Doing: A Kick In the Pants In Six Parts, author Shaa Wasmund talks about the seduction of research which often becomes a way to put off making a decision. As Wasmund says, “hundreds of millions of us are hooked on the idle activity of finding out more information; on seeking ever more fascinating and entertaining research.” This gets us nowhere and introduces more chaos in our lives. Know when to put the break on more research.

8. Don’t micromanage others.

If you work very long hours because you are micromanaging others’ work, you are doing more harm than good. For one thing, this extra burden will divert your attention from mission-critical work and impede your own progress. Stay focused on your real job and you will be less hassled at the end of the day. As well, micromanaging prevents team members from developing their skills and makes them dependent on you. It becomes a non-ending cycle of time wastage.

9. Acquire training in a process management program.

If you have not mapped a process for how to run your business or department and how to get better at it, consider attending training in a process management program such as Six Sigma. Introduce Sigma-like programs in every department in your organization. This will help you improve efficiency and remove wasted steps.

10. Arrive early everywhere.

Plan to arrive early at the boarding gate, at meetings, appointments, and other events. Use the planned waiting time productively: to map out activities, draft reports, answer emails, or simply to gather your thoughts. If you are habitually pressure-prompted, flying by the seat of your pants, this one strategy will introduce some calm and peace in your daily routine.

Lorna Luft, American actress once said: “Living in continual chaos is exhausting. . .The catch is that it’s also very addictive.” Changing your behavioral patterns to introduce more order and tranquility into your daily routine will help you to stop vaporizing valuable hours every day. It will create a safety net to protect you from potential chaos and whim.

Copyright © 2012 Bruna Martinuzzi.  All Rights Reserved.

How To Make Meaningful Connections At Conferences

This post first appeared at OPEN Forum.

American industrialist, John D. Rockefeller, once said: “A friendship founded on business is better than a business founded on friendship.” When we set out to build a network to help us grow our business, we would be well served to keep in mind this contrarian approach. Nowhere is this more valuable than when we attend social events at conferences and tradeshows. An army of delegates descends on these event, often with a predatory attitude: collect as many business cards as possible, flit from one person to the next, without establishing any meaningful connection, and get as much as you can whether it is information, leads, referrals or other help.

Consider what would happen if you use a reverse strategy: seek to develop genuine rapport with a few fellow delegates, as a foundation for a mutually-beneficial relationship long after the event has ended. When we adopt this mindset, a lot of the anxiety associated with socializing at these events tends to decrease. It’s like having a balcony seat that gives us the best view. We tend to be more relaxed and, therefore, friendlier and more approachable.

Here are some practical tips to help you derive the most benefit from socializing at conferences and trade shows.

Make use of conference networking tools.

If you have an opportunity, consider using any available pre-conference applications that facilitate networking at the conference. Programs such as IntroNetworks allow participants to find meaningful connections with other attendees, both in preparation for the conference and in staying connected after the event.

Arrive early.

It is easier to connect with organizers and other insiders when you arrive early than when you enter an already crowded room. People are fresh and more eager to connect. As well, some of the delegates arriving after you are more likely to gravitate towards you.

Tweet with authenticity.

If you are using a hash-tag to tweet about your experience at a conference, don’t just tweet about a speaker you are trying to connect with. If there are other speakers at the event that are worthy of being tweeted about, include them. A desire to impress a speaker becomes very obvious when only one individual is singled out amongst a group of good speakers.

Make others talk about themselves.

When you socialize with someone during a conference, ask them questions that tap into their interest on the conference topic. Ask for their opinions and truly listen to their answers. Discussions at these events take place in charged atmospheres of noise and excitement; this means that it’s not uncommon for someone in the group to be interrupted before finishing a story or making a point. If you listen carefully, you can redirect the conversation to honor that person. A simple: “I believe you were about to mention what got you interested in this topic?” makes the person feel that there is a genuine interaction beyond the superficial.

Practice the spirit of generosity in all interactions.

Rather than be focused on what you can get from meeting someone, focus on what you can contribute: share ideas, offer to send a useful article or a pertinent link on the subject of the conference. There is something engaging about a person who is a philanthropist of know-how. Go out of your way to introduce someone you met at the conference to someone else who is also attending if you feel that both parties would benefit from the introduction. People remember these gestures of goodwill which help to establish trust and credibility.

Sit separately from office colleagues or friends.

If you attend with someone you know, it makes sense to separate during the event so that you can meet new people. While it is comforting to stay close to those you know, you would rob yourself of the opportunity to expand your network.

Handle after hours socializing with aplomb.

Many of the connections and deals often occur after hours, in an informal environment, over drinks or dinner. Know the etiquette rules so that you can glide through this important phase like a pro. For example, if you are issuing an invitation to dinner, it is okay for you to suggest a location that fits within your budget. Limit the number of those you invite to 6. Anymore and it becomes too crowded and impersonal for any meaningful connection. Any less and it could be tedious.

Limit your alcohol intake to one drink before dinner and one during dinner. Order food that is not messy to eat such as spaghetti. It is not far-fetched to eat a power bar before the dinner so that you can be more focused on the discussion rather than the food. If you must talk about business, don’t introduce the subject until dessert. Better still, if it is feasible, keep the entire discussion on a social level, focusing on getting to know your prospect on a human level. Follow up after the event with an invitation to discuss business.

Know “the art of the ask.”

Consider, as well, that it is not always appropriate to invite someone to lunch or dinner but it is safe to invite them to join you for coffee. In Never Ask a Busy Person to Lunch. Here’s Why: venture capitalist, Mark Suster, calls business lunches and dinners “time sucks.” He advises to keep in mind “whom you’re meeting, the appropriate levels, the likely business of the person, how well you know them and whether it’s appropriate to even ask.” And if you feel that you may be slightly out of your league in asking, then start with a soft ask, i.e. an invitation to coffee.

Conferences and trade shows provide an ideal setting to enable strategic networking. With a little preparation, and observance of some basic etiquette rules, socializing at the event can help you build valuable connections that are as important as the main event itself. Above all, having a giving mindset will pay great dividends. As Bob Burg, author of The Go-Giver: A Little Story about a Powerful Business Idea put it, “The successful networkers I know, the ones receiving tons of referrals and feeling truly happy about themselves, continually put the other person’s needs ahead of their own.”

Copyright © 2012 Bruna Martinuzzi.  All Rights Reserved.