Effective Briefing Techniques

Janet Allen

Meeting Reflection – Please write down and submit.

1. What do you hate about meetings?

2. What makes a good meeting?

3. What do you struggle with in meetings?

4. What are 3-5 specific types of meetings you usually attend? (the more detail the better)

Norms for Behavior

Be present and focused.

Respect airtime (three before me).

Focus on what we can do.

Everyone contributes.

Today’s Agenda

Morning1. Complete Elevator

Pitches2. Honing Your

Skills/Rehearsing3. Analyze Elevator

Pitch4. The Power of

Persuasion5. Captivating Your

Audience

Afternoon1. Managing Audience

Questions, Resistance, and Hostility

2. Meeting Management

3. Team Meeting Experiences

4. Peer Feedback

Elevator Pitch Continued…

Peer Feedback

What techniques, methods, and strategies from today’s sessions did you notice the speaker using?

What did you learn from this speaker about presenting?

Respectfully, what should the speaker focus on doing or not doing as he or she goes forward?

Final thoughts, comments, or encouragement?

2.1 Honing Your Skills

Using Your Voice

Ideal Body Language

Honing Your Skills – Using Your Voice to Command Attention Speak Out Loud

Project Your Voice Without Shouting

Many Professionals Use Warm-Ups

Enunciate

Vary Your Volume› Speaking Softly can

separate and spotlight important words and numbers

Adjust Your Rate

Pausing Eloquently

Honing Your Skills – Body Language

Mehrabian’s Rule of Communication

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Rubbing or Fidgeting Hands/Hands in Pockets – shows nervousness and can show you don’t believe in what you are saying.

Keep your arms at your sides in an open manner. If you have to, use small movements with your hands to convey your message.

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Crossing Your Arms – this can show that you are unimpressed or that something is amiss. It is a defensive posture that puts distance between you and your audience.

Keep your arms open, almost as if you were going to give a bear hug. It’s an inviting gesture that makes the audience feel calm.

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Avoiding Eye Contact – This behavior can appear dismissive, dishonest, and unprofessional.

Make eye contact with different individuals and hold it for 2-3 seconds. Make it short, but not too quick. Stay sincere. Quickly nodding your head will show that you are personally interested in that individual’s comprehension of your presentation.

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Pacing back and forth and having your arms and legs move quickly will give off a quirky vibe that may result in lost credibility with your audience.

Navigate the room with slow confidence. It is important not to stay in one place, so moving throughout the front, or even throughout the entire crowd can send a positive message.

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Posture – one of the loudest “speaking” elements of body language. If you are slouching, it sends a message of weakness that will make your audience question your professionalism and/or commitment.

Stand straight with shoulders that are not rigid and tight, but firm and confident. Keep your head high and your legs strong underneath you to deliver your message confidently.

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Legs – fidgeting with your legs and constantly readjusting your standing position will give the audience the feeling that you’re uncomfortable and restless.

Stand confidently and make controlled movements towards audience members.  Make your audience think that you’ve practiced these movements before and that you are a seasoned veteran they can trust.

Honing Your Skills - Body LanguageOther Aspects to

Consider

Body Angles Hand Gestures Distance Head Angles

The Ready PositionVideo Link

Analyze The Tape

Watch yourself. Be as objective as possible: What do you see happening? What is going well in your presentation

and how does it affect the audience? What do you notice that you would like to

change about your presentation style? Be very specific. Include voice, body language, habits, volume, pronunciation, content, etc.

2.2 The Power of PersuasionThe Science of Persuasion

Ethos, Logos, and Pathos

The Science of Persuasion

How do you get others to give you what you want? (think: material items)

How do you get others to agree with your ideas? (willingly)

How do you get others to do what you ask? (take action)

The Science of Persuasion

How can the ability to persuade others effectively benefit you and your organization?

Ethos, Logos, and Pathos There is a lot more to the science of

persuasion than an 11 minute video. It goes all the way back to the Greek Philosopher Aristotle.

The better you understand the foundation of persuasion, the more effectively you can use it.

Prezi is a cloud-based presentation software and storytelling tool for presenting ideas on a virtual canvas.

2.3 Captivating Your AudienceReflect and Learn

Captivating Your AudienceDirections: With a partner, brainstorm a

list of the specific ways in which you can keep your audience engaged in each of the following categories. Be prepared to share!

Content Voice Body Language Strategy

2.4 Managing Audience Questions, Resistance, and HostilityTaking Advantage of Questions

Dealing with Distractions, Problem People, and Resistance

Managing Audience Questions

Plan – develop a list of potential audience questions as you prepare.

Identify all the facts, stats, models, diagrams, etc. that someone might challenge. Craft answers in advance.

Strategize – consider your audience when answering awkward or difficult questions.

Plan for the worst. Answer hostile or emotional questions calmly. Don’t get defensive.

Rehearse – videotape yourself or get feedback

Think, Pair, and Share

Think of a time when you’ve experienced audience questions, resistance, and/or hostility.

What happened? How did you (or the

presenter) react?

What was the outcome?

Could it have been handled differently?

Managing Audience Questions

Propose rules. Listen and make eye contact. Pay close attention to body language! Confirm Clarify Answer Check

Managing Audience Questions

When you don’t know the answer:

Be confidently candid. “I don’t know, but I’ll find out.” (Get contact info.)

Defer to the audience or an expert.

Managing Audience Questions

Avoid the following tactics:1. Switcharoo – don’t ignore the question.

2. Mini-filibuster – Keep it short!

3. Defensive Bluster – be calm and dignified.

4. Winging/Faking It – the worst!

Dealing with Distractions, Problem People, and Resistance It doesn’t happen often.

Never let them see you sweat.

Take the sting out of their behavior in a calm manner.

Side Conversations Ask a question to the left and right of the

talkers. Stop talking for 5-8 seconds, look at

talkers, and smile. If possible, stand near them (be subtle). Ask a friendly, on-topic question. Say a side-talker’s name in the context

of a point you are making. If all else fails, be direct – stay

professional.

Equality in Participation

Call on others by name. Ask chatterbox how his or her

comment relates to the topic – keep it friendly.

“Marsha, you’ve been doing all of the hard work… let’s get some other ideas.”

“I hear what you’re saying, but we have to move on.”

Phones

Set ground rules in advance.

Be a good example.

Objections and Resistance Why would your audience be resistant?

› It won’t work.› We tried it already.› We don’t need it.› It isn’t in the budget.› It’s against policy.› We’re already overworked.› We don’t have time/people/resources.› It’s not our problem.› I just don’t like it.

Overcome Resistance

How can you overcome audience resistance?

Preventing – planning and preparation

Analyzing – why do you feel this way?

Persuading – ethos, logos, pathos

2.5 Meeting Protocols

Solutions

Role Playing

Fishbowl

Meeting Protocols

To make meetings less miserable, more efficient, and productive:

Before – Planning and Preparation

During – norms, goals, roles

After

Before the Meeting

Set an Agenda (agreed upon if possible)

Make sure you need a meeting (email?) Postpone the meeting rather than

holding a meeting without critical staff members. 

Pass out pre-work or complicated materials in advance.

Determine Roles – leader, minutes, SMEs, time-keeper, task-master, etc.

During the Meeting Meeting leader/facilitator sets the tone Set norms at the beginning for

questions/interruptions and digression (parking lot, email, meet after).

Use the pre-work in the meeting. Make sure everyone contributes. Summarize main points/Call to Action Action items, owners, and due dates Discuss what completion looks like and

potential obstacles (productively)

After the Meeting

Facilitator/task-master follows up to check progress on action items and due dates

“Publish” meeting minutes with action items, owners, and due dates

Debrief the meeting process

Meeting Management Experience

Your team will conduct a mock meeting that demonstrates what to do before, during, and after an effective productive meeting. You will also demonstrate how to solve an audience “problem” effectively.

Each team will be assigned a general topic and a goal for your meeting.

Reflect and Journal

What did I learn today that I can use as I go forward in my career?

What went well today?

What questions do I still have?