Clear Enough?

Sometimes we get the opportunity we want – the big boss is visiting and it’s our challenge to present, or the senior steering committee wants to hear from the project manager directly, not through channels.  We know that being clear with our messages is critical to our credibility.

• Knowledge: As the presenter, we must be absolutely certain about what we are saying.  While the presentation is being developed or after it has been prepared, ask yourself mean, penetrating questions about the included material.  If you don’t know the answers, research supporting data or ask colleagues or other project team members for help.  If answers don’t exist, modify the presentation, highlighting the lack of answers as a type of information useful to frame or supplement plans under discussion.  As a last resort, if necessary, limit the scope of the presentation, explaining this need to the audience.

• Language: Choose words that convey exact meaning.  Our minds are full of over-used phrases, such as “passion”, “transparency”, “take responsibility”, “accountability”, plus industry jargon.  Ask “What exactly do I mean?”.  For example, I could say “I am passionate about libraries”, which conveys little but enthusiasm; preferably, say “I am a dedicated volunteer with the library.”, thus conveying personal commitment of time and energy. 

• Examples: Statements of principle or descriptions of underlying concepts are useful; however, their impact is improved when specific, timely examples follow.  Whenever possible, choose examples from your personal experience; this is not self-aggrandizement.  Listeners are people and they relate best to real-life circumstances.  Also, we as presenters come alive when speaking about events that happened to us.  Thus, both the communicator and the audience engage personally in what may otherwise be an abstract idea or as yet un-fulfilled plans.