Make the Complex Clear – Presentation Tips and Techniques OTEC - 2014

1. Make the Complex Clear – Presentation Tipsand Techniques OTEC - 2014 Brian Hagerty, P.E., Stantec Marie Keister, APR, AICP, Engage

2. Engineers as Great Communicators • An oxymoron? • Did you pursue engineering because you are an intuitive communicator? • Everyone struggles with communication • 80% are uncomfortable speaking in public or groups and fear it more than death and taxes But…you don’t engineer projects into existence. You communicate them into existence!

3. Video – Atta’ Boy, Luther.

4. Great Communicators Have Great Attitude and Great Stories • They inspire, and are the people we want to follow • They say/write less, but make it more important • Are able to get others to focus on a useful, positive goal • Tell stories to make a point • Are positive, pragmatic, adaptable • Motivating – helping others achieve their goals • Have a non-defensive presence

5. Great Communicators Don’t: • Trivialize concerns • Belittle questions • Avoid conflict • Delay, block, obfuscate • Stereotype others • Attack people instead of problems or issues • Know it all, or try to be right at all costs • Allow egos, power and status to get in the way

6. Good Listening is Fundamental to Good Communication “Seek first to understand, then to be understood.” - Steven Covey

7. Know Your Audience • What are their specific issues of concern? • What information will be most relevant to them? • Local chamber, JobsOhio – what is economic benefit? • MADD – what is the safety benefit? The best way to worry less about what people think about YOU is to spend all your time thinking about THEM.

8. The Presentation is a Story • Why you are here • What problem you are solving • Why now is the right time to solve it • Why these alternatives/specifications are good ways to solve it • The trade-offs between the alternatives or solutions • The input you need from the audience • How you will use that input, or incorporated input so far • Your next steps

9. What’s in it for Them? As you draft your presentation, after every talking point or slide ask “what’s in it for the audience”. Then say it!

10. Use Clear, Visual Language • Convey urgency in personal terms: • Poor: “We are doing this because it’s in our CIP” • Good:“We’re preparing for a tsunami of freight in 20 years, when the amount of trucks on the road will double.” • Better: “Unless we act now, rush hours will last all day and it will take you three times as long to get where you want to go. This will cost you time you could have spent with your family – and gridlock our economy.” Have your public information officer help you!

11. Simplify the Complex • LOS E, TRAC, 401 permit from OEPA, CE3, EIS, RFC???? • Will your grandma understand it? Your ten year old? • No jargon • Don’t assume the audience knows what you’re talking about • Use every day analogies to make the point clear • Make connections obvious

12. Avoid This

13. Use This

14. Make Options Clear • Lights mounted on top of pedestal every 80’ • Pedestals are 2’ x 2’ and about 46” high

15. Interact with Your Graphics

16. Photo Illustrations: But Don’t Overpromise Existing

17. Photo Simulations - Before

18. Photo Simulations - After Parking Lane Parking Lane

19. Too Complex for a Slide

20. Keep it Simple (KISS)

21. Anticipate Questions and Summarize Trade-offs FAQs: Karl Road Resurfacing • What is a bicycle lane and how does it affect motorists? A bicycle lane is typically a five to six foot lane for the exclusive use of those using bicycles. While bicycles are considered vehicles according to the Ohio Revised Code and entitled to use any lane on the road, bicycle lanes provide bicyclists a safer option to ride at a reasonable speed outside of the flow of automobile traffic. Bicyclists must still obey all traffic laws and should ride in predictable path. Motorists must yield to bicyclists when turning across or merging with bicyclists in the bicycle lane.

22. Your PPT Keeps Everyone on Message • Talking points and team “script” • Emphasize three key message points for media and stakeholders: • “This effort is designed to solve….” • “We’ve heard from the public that their concerns include...” • “Our next step will be to digest this feedback and then…” Working proactively with the media doesn’t ensure a “positive” story, but it increases the likelihood that the story will be accurate, balanced and fair.

23. Other Tips • Speak with confidence – good posture, head up • Body language that conveys you are listening • Direct eye contact • Acknowledge points with a nod • Avoid defensive body language • Positive tone • Don’t ever say “that’s not my department”

24. Rehearse • Always do a run-through of the presentation prior to the meeting • Practice for the toughest and easiest questions • Practice your tone and non-defensive behaviors • The more you practice, the more relaxed you’ll be!

25. Take Aways Be a great communicator by being positive, respectful, proactive Know and listen to your audience Focus on three messages Simplify complex graphics Practice