CHAPTER 5: USING GRAPHICAL & POWER POINT FOR A LEADERSHIP EDGE

Babajide Okuntola

May 15, 2009

LEADERSHIP COMMUNICATION

(BA 318) Chapter 5

Using Graphical & Power Point for a Leadership Edge

This chapter gives us an insight to the following;

1. Recognize when to use graphics

2. Select & design effective data charts

3. Create meaningful and effective text layouts

4. Employ fundamental graphic content & design principles

5. Make the most of PowerPoint as a design and presentation tools

Further breakdowns of the above insights on this chapter are stated below. 

1) When to use graphics in presentations are as follows;

• Reinforce the message 

• Provide a roadmap to the structure

• Illustrate relationships or concepts visually

• Support an assertion

• Emphasize important ideas

• Maintain and enhance interest

2) When to select and design effective data charts are as follows;

• Pie = Compare proportions and relative amounts

• Bars = Convey absolute value data, relative sizes, or close comparisons

• Step or waterfall = Convey differences

• Histograms = Show  what’s typical or exceptional

• Line = Demonstrate trends or interactions between variables

• Scatter Plot = Illustrate how well one thing predicts another

3) Create meaningful and effective text layouts; it is important that when developing a presentation slide, the text layout is very visible and clear. It is also important that a slide is not heavily populated with too much information.

 

4) Employ fundamental graphic content & design principles: there are basic tips on how a slide; see below

a) How to design a slide;

• Keep it simple:  Remember “Less is more” 

• Have only one message per slide

• Make sure the slide title captures the “so what?” 

• Select graphics that support the message 

• Use shading to guide audience to the message

• Use animation only if it reinforces the message

b) How to use colors in slides;

• Dark background (dark blue to black)

• White, cream, yellow, or gold font

• Arial or similar sans serif font

• At least 20 point font size for text, depending on size of the room

• 28+ font size for titles, depending on room

c) Colors and fonts to avoid;

• White background

• Black serif font

• All caps in titles or text

• Initial caps except in titles

• Underlining of text

• Red font on blue backgrounds

In summary, the study of this chapter will help improve your power point presentation skills. 

CHAPTER 4: DEVELOPING AND DELIVERING LEADERSHIP PRESENTATIONS

Babajide Okuntola     May 15, 2009

LEADERSHIP COMMUNICATION

Chapter 4

Developing & Delivering Leadership Presentations

In preparing and delivering a presentation, a presenter needs to take into take the following steps;

1.       Plan

2.       Prepare

3.       Present

Planning: A presenter needs to put into proper perspective the following;

A)      Understanding of the type of audience he or she is presenting to

B)       Determine an efficient and effective strategy for disseminate information to the audience

A personal example occurs on monthly basis during the presentation of the overview of the bank’s financial performance to the top management. In planning for the presentation, we try to determine the theme for the month’s presentation, the primary purpose for the presentation, what information will be important to them and the expected feedback from the audience.

Preparing: A presenter needs to take time out to concentrate on how best to put together a flawless presentation by carrying out the following;

A)      Developing clear, concise and informative introduction, body and conclusion to a presentation

B)       Create eye catching graphics that will keep the audience focused on the message on the presentation slides

C)     Test the flow and logic behind the information disseminated in the presentation

D)     A presenter must endeavor to proof read his presentation upon completion to check for errors

E)       A presenter must carry out a dry run of his presentation in order to understand and memorize the information the slides properly.

Personally, I try as much as possible to be alone, memorize my slides, and question every information I have on the slide by asking myself likely question that might me asked and source for intelligent answers for them. I also spend a minimum of 1 hour doing a dry run in front of a mirror a minimum of 3 times. That way, I come up with an appropriate way of passing across my message efficiently and effectively.

Presenting: In presenting, a presenter needs to;

A)      Be calm

B)       Use the right words and express himself with an appropriate body language

C)     Handle Q&A properly

In summary, this chapter explains in a proper context how to put together an informative, efficient and effective presentation. It also explains in a nutshell how you can mitigate against hindrances to a good presentation.

SUMMARY ON CHAPTER 12 - BEST PRACTICES IN NEGOTIATION FROM THE ESSENTIALS OF NEGOTIATION

LINCOLN UNIVERSITY MBA PROGRAMME

COURSE NUMBER: BA 318

COURSE TITLE: COMMUNICATION IN LEADERSHIP AND NEGOTIATION

GROUP: 1

SUMMARY OF CHAPTER 12 (ESSENTIALS OF NEGOTIATION)

Negotiation is an essential and vital part of daily life and we are always negotiating as the opportunity to negotiate is always around us. Some people are very good negotiator to the extent that they appear to be born with the skill, but basically, negotiation skills involves analysis and communication and this can be learnt by everybody.

In this chapter we have looked at the 10 “best practices” which on a broader level for the continued improvement of negotiation skills for negotiators.

I believe the chapter did a good job of analysis negotiation on a broader level, it seems to be a summary of the whole book itself. It has identified some of the negotiation gambit mentioned by Rowland in “Everyday Negotiation”. Personally, the first and last items on the “best practices” list sum it up for me. The items are be prepared and continue to learn from the experience. Basically, if a negotiator is fully prepared, then he or she will have gone through the gamut of the 10 “best practices” list and be well equipped for the negotiation and at the end, any and every mistake is analysed and correct for the next negotiation, that is continuing to learn from the experience, continuous improvement, I really need that.

SUMMARY OF CHAPTER 10 - LEADING THROUGH EFFECTIVE EXTERNAL RELATIONS FROM LEADERSHIP COMMUNICATION

LINCOLN UNIVERSITY MBA PROGRAMME

COURSE NUMBER: BA 318

COURSE TITLE: COMMUNICATION IN LEADERSHIP AND NEGOTIATION

GROUP: 1

SUMMARY OF CHAPTER 10 (LEADING THROUGH EFFECTIVE EXTERNAL RELATIONS)

How do I relate with people outside my organization, what impressions do they have about my organization and how do I influence their impressions, do I talk to the media or not, are they allies or enemies and how do I manage and handle crisis via communication?

These are the questions in the reader’s mind that has been addressed in this chapter. The chapter looked at developing an external relations strategy, building and maintaining a positive corporate image, working with the media and handling crisis communication.

This is chapter is a must read for every CEO especially here in Nigeria where CEOs care very little about their company’s image as along as the profits come in. the situation is further pronounced in our leaders in government where corruption has become the order of the day. We must be concerned about our image both locally and internationally. It is the poor image of our government and corporate bodies that has made foreign investments scarce.

SUMMARY ON CHAPTER 6 FROM ESSENTIALS OF NEGOTIATION

LINCOLN UNIVERSITY MBA PROGRAMME

COURSE NUMBER: BA 318

COURSE TITLE: COMMUNICATION IN LEADERSHIP AND NEGOTIATION

GROUP: 1

SUMMARY OF CHAPTER 6 (COMMUNICATION)

In this chapter we have considered elements of the art and science of communication that are relevant to understanding negotiations.

We first addressed what is communicated during negotiation. Rather than simply being an exchange of preferences about solutions, negotiations cover a wide-ranging number of topics in an environment where each party is try to influence the other. This was followed by an explanation of three issues related to how people communicate in negotiation; the use of language, nonverbal communication, and the selection of a communication channel. We also examined how to improve communication in negotiation by the use of questions, listening and role reversal.

In the final two sections of the chapter we discussed how to improve communication in negotiation, and special communication considerations at the close of negotiation, basically, know when to shut up!

Personally I believe that the need for effective communication in negotiation can not be over-emphasized. It is what makes or mars a negotiation, it is what determines, to a large extent, the outcome of a negotiation process. Thus, I must have a good command and understanding of communication, both verbal and especially nonverbal.

1. Leadership Communication: Chapter 8 - Building and Leading High Performance Teams

CHAPTER SUMMARY

CHAPTER 8: BUILDING AND LEADING HIGH PERFORMANCE TEAMS

In this chapter, we learn that, because teams are so commonly found in most organizations today, there is need for managers to learn how best to work with teams and to help ensure that teams perform at their peak.

There is need for careful thought to be put into deciding whether to form a team for a particular purpose to meet a particular need, or to work through individuals acting alone and once the decision to form a team is made, there is need to ensure that the team has focus and delivers the results for which it was formed.

Managers need to understand the people side of teams and learn how to address issues such as cultural differences, different personality types within the group and varying expectations of members from the team and the team experience.

In the organised private sector here in Nigeria, there is a prevalence of teams in many organizations. There are sales teams, marketing teams, production teams etc. focused on helping organizations achieve their set goals and objectives. Hence, understanding team dynamics is crucial to one’s success as a manager.

2. Leadership Communication: Chapter 2 - Creating Leadership Documents

CHAPTER SUMMARY

CHAPTER 2: CREATING LEADERSHIP DOCUMENTS

In this chapter, we learn that one of the key elements of successful leadership communication is the ability of a leader to share his knowledge, ideas and vision to his followers in a clear and concise manner.

There is need for leaders to select the most effective communication medium to use to pass messages across.

Leadership documents might be documents for individuals or documents for teams.

Leaders need to understand how to structure the information that they intend to pass across in a manner that avoids ambiguity or misinterpretation of the message by the recipient.

3. Essentials of Negotiation: Chapter 1 - The Nature of Negotiation

CHAPTER SUMMARY

CHAPTER 1:

In this chapter, we learn that interdependence is the relationship between people and groups that often leads them to negotiate.

In negotiations, there is usually a conflict of needs and desires between all parties involved, and there is need to engage in mutual adjustment of one’s expectations of outcomes from the bargaining process. Hence, in negotiations, there is a give-and-take process that usually occurs.

Successful negotiation involves the management of tangibles and intangibles as all parties involved try to move towards their settlement point and try to claim value from the negotiation.

4. Leadership Communication: Chapter 7 - Leading Productive Management Meetings

Chapter Summary:

CHAPTER 7: LEADING PRODUCTIVE MANAGEMENT MEETINGS

With managers spending between 70 and 90 percent of their workday communicating, a great deal of this time is spent in business meetings.

When meetings last too long or attendees fail to take meetings seriously or wander of topic during meetings, meetings tend to lose their value in organizations.

Hence, it is essential that managers learn how to plan properly for meetings, manage meeting problems and conflicts effectively and ensure that meetings to into positive action for the organization.

5. Essentials of Negotiation: Chapter 10 - Multiple Parties and Teams

CHAPTER SUMMARY CHAPTER 10: MULTIPLE PARTIES AND TEAMS

In this chapter, we learn that many negotiation situations involve more than two parties.

When negotiations become multilateral, there is need to understand the group dynamics that are at work particularly because these multilateral negotiation situations are more complex than two-party negotiations.

6. Essentials of Negotiation- Chapter 5: Perception, Cognition and Emotion

CHAPTER SUMMARY CHAPTER 5: PERCEPTION, COGNITION AND EMOTION

In this chapter, we learnt about how psychological perception is related to the process of negotiation.

We also learnt about cognition which is the process of using information to make decisions about tactics and strategy within which framing and cognitive biases come into play.

It is essential that, as managers, we avoid cognitive biases in the negotiation process.

7. Leadership Communication: Introduction

CHAPTER SUMMARY:

CHAPTER: INTRODUCTORY CHAPTER

CHAPTER TOPIC: WHAT IS LEADERSHIP COMMUNICATION?

In this chapter, a leader is defined as person who guides, directs, inspires or motivates others. Communication is defined as the transmission of meaning from one person to another.

Here, we learn that effective leadership depends greatly on effective communication and effective communication depends greatly on projecting a positive ethos.

In my work as sales manager, I have found that customers respond better to individuals who they deem to be credible and trustworthy and I have learnt that credibility is built over time.

In giving presentations to customers, I have found it very helpful to do an analysis of my listening audience to customise my presentation to the listeners in the room. Sometimes, the listeners are highly technical people who understand technical phrases and acronyms. At other times, they are people from the commercial side of the business and so my presentation has to be adapted to suit them and technical terms reduced to the barest minimum.

8. Essentials of Negotiation: Chapter 3

CHAPTER SUMMARY

CHAPTER 3: INTEGRATIVE NEGOTIATION

In this chapter, we studied the key strategies and tactics of integrative negotiation.

As against distributive bargaining which is focused at creating win-lose situations for one of the parties involved and maximizing one’s gains from a negotiation process, integrative negotiation aims to create a win-win situation and value for all parties involved in a negotiation with the aim of ensuring that all parties walk away from the negotiation table satisfied.

Honesty, integrity, maturity, systems orientation, superior listening skills and abundance mentality are key qualities of a successful integrative negotiator.

9, Essentials of Negotiation: Chapter 8 - Ethics in Negotiation

CHAPTER SUMMARY CHAPTER 8: ETHICS IN NEGOTIATION

In this chapter, we looked at the place of ethical standards in negotiation situations.

In the course of negotiations, negotiators have to decide whether tactics that are available for use to gain competitive advantage are deceptive and unethical.

Negotiators have to be conscious of the fact that, even though adopting unethical negotiation tactics might get them some short-term advantage, it is inimical to building lasting relationships in business and should be avoided by all means.

10. Essentials of Negotiation: Chapter 2

SUMMARY OF CHAPTER 2 (GROUP 1)

CHAPTER TITLE: STRATEGY AND TACTICS OF DISTRIBUTIVE BARGAINING

In this chapter, we looked at the key elements of distributive bargaining, namely, the bargaining mix, the BATNA, the bargaining range, the settlement point and the stalemate.

We realized that, although ethical concerns exist for using distributive bargaining tactics, it is still important to study distributive bargaining so that negotiators can succeed in situations that are distributive.

We studied positions commonly taken during the bargaining process such as the initial offer and the resistance point and we looked at strategies for closing a deal.

In Nigeria, most negotiation situations are exclusively distributive, with very little use made of integrative negotiation. Hence, knowledge of distributive bargaining will help a manager succeed in distributive bargaining situations because of the prevalence of the use of this mode of negotiation here.

11. Leadership Communication: Chapter 6

CHAPTER SUMMARY

CHAPTER 6:

CHAPTER TOPIC: DEVELOPING EMOTIONAL INTELLIGENCE AND CULTURAL LITERACY TO STRENGTHEN LEADERSHIP COMMUNICATION

In this chapter, we learnt how emotional intelligence relates to leadership style and how cultural literacy relates to how effectively one communicates as a leader.

There are definite steps that can be taken to improve one’s emotional intelligence and how well one.

As a leader, one’s listening skills can also be improved upon.

In communicating, there is need to pay close attention both verbal and non verbal communication elements in order to succeed as a leader.

Mentoring is key part of leadership communication and providing feedback is essential to developing staff that report to us as managers.

In the context of emotional intelligence, psychological tools like the MBTI can be used to understand oneself better and help identify possible areas for improvement.

12. Essentials of Negotiation: Chapter 4 - Strategy and Planning

CHAPTER SUMMARY CHAPTER 4: NEGOTIATION: STRATEGY AND PLANNING

In this chapter, we learnt about how negotiators should plan and prepare before starting negotiations.

Failure to plan and prepare and develop a negotiation strategy can lead to outright failure in negotiation or poor performance as a negotiator.

As a negotiator, you should set clear objectives with regards to what you want to get out the negotiations. You should ensure that you do your homework and gather as much information as possible to act as a guide in preparing one’s bargaining mix.