Module 6 - Communication and effective presentations
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This document provides guidance on effective communication and presentations for communicating about energy efficiency initiatives. It discusses principles of good communication planning, including understanding the context, audience analysis, and consistency. The importance of leadership communication and visible support is emphasized. An example communications plan template is presented. Effective presentations are said to be planned and structured around establishing context, asking a question, and providing a clear, evidence-based response. The document recommends structuring the main body of presentations logically around key ideas and conclusions.
Module 6 - Communication and effective presentations
- 2. Disclaimer This material has been developed as part of the UTS Business School and Ernst & Young „Leadership & Change for Energy Efficiency in Accounting & Management‟ project. The project is supported by the NSW Office of Environment & Heritage as part of the Energy Efficiency Training Program. For more information on the project, please go to: http://www.business.uts.edu.au/energyefficiency/. This presentation is for educational purposes only, and does not contain specific or general advice. Please seek appropriate advice before making any financial decisions. 2
- 3. Agenda ► Introduction ► Communications Planning ► Audience Analysis ► Structuring Communication 3
- 4. Outline 5.0 Contr ol 1.0 Define and monitor ener gy ener gy baseline Ener gy Efficiency 2.0 Measur e 4.0 Implement 2 ener gy data Oppor tunities 3 3.0 Analyse efficiency oppor tunities 4
- 5. Learning Objectives At the end of this module, you will be able to: ► Describe the principles behind effective communication ► Apply effective presentation techniques 2 3 Change Planning Communications Business Outcomes Realisation Stakeholder Engagement 1 4 5
- 6. Overview Module: Communications Deployment Communications 1 Communications Planning ► Communication of the change(s) to those that are impacted Stakeholder Communications 2 Audience Analysis ► Communication with key Change Leaders and Sponsors to secure their ongoing support for the changes 3 Effective Presentations 6
- 7. An example of what can go wrong 7
- 8. Communications planning Understand the context Principles of Good Communication: 1. Credibility Undertake analysis 2. Involve not inform 3. Choose communicators whom people trust / respect 4. Visible management support 5. Face-to-face communication Plan the communications 6. Consistent messages 7. Repeat messages, vary communication mechanisms 8. Create demand – encourage the pull for information Deliver 9. Tailor communication to audience needs 10. Central co-ordination of messages where possible 11. Listen and act on feedback Evaluate the effectiveness 8
- 9. The importance of leadership communication ► Leaders of change must be visible and communicate consistently and frequently with those affected by the change. ► “Visibility cannot be delegated. Leadership cannot be delegated. The two go together.” Loretta Ucelli, Director of Communications, Clinton Administration 9
- 10. Communications Plan Target Information Key Delivery Frequency Purpose of Feedback audience required by message(s) Channel communicating with mechanism audience the audience ► Communication Plan should align ► Communication Plan should also with the project or Change Plan align with your Stakeholder ► For example, communication Engagement plan activities should be based on the timeframes for key events, e.g. launch of a new policy 1
- 11. Audience analysis Taking the time to think about and understand your audience(s) will enable you to..... ► prepare a more persuasive presentation ► achieve the outcomes desired from your presentation Think about: 1. Communication styles ► Are your audience: direct / analytical / easy going / strategic thinking / decision-makers / influencers 2. Motivators / Needs ► Rational ► Emotional ► Political 11
- 12. Effective communication is . . . . . . the art of getting what is in your head into someone else‟s head with no distortion. We often fail to do this with our stakeholders and our colleagues. 12
- 13. Effective presentations are all about...... ........Planning and Structure. Key principles: 1. Ensure that you and your audience share an understanding of the background and context to your presentation, so that you start from the same place 2. Explain WHY you are communicating 3. Create a question in the mind of your audience 4. Provide a clear and simple answer 5. Back up your answer with evidence, analysis and insight which is COMPELLING and WELL-STRUCTURED Above all.....Think (Plan) and Then Write (Present) 13
- 14. A proven approach to structuring communications ? ► Although there are plenty of wrong ways to communicate, The there is no single right way Context Trigger Question ► However, this structure has been shown to be effective for Response all substantial communications 14
- 15. Elements of the structure Why the audience is here / should listen Establish a shared context and background Context Trigger ? The Question Response The core of the presentation set as a question The main message Body of the presentation 15
- 16. Example We are locked into a contract with Supplier X for the next Context three years. We have discovered that Supplier X can not supply the Trigger most energy efficient equipment available in the market, but we do have a very cost competitive contract with them. The Should we break our contract with Supplier X to meet our Question energy efficiency goals? No. The costs of switching and breaking the contract will Response exceed any benefits we get from energy efficiency savings. 16
- 17. Organise the main body of the presentation logically Main message Idea Idea Idea Idea / Idea / Idea / Idea / Idea / Idea / Idea / Idea / data data data data data data data data 17
- 18. Summary presentation structure Context Trigger The Question Main Message Idea 1 Idea 2 Idea 3 Conclusion 18
- 19. Communicating Energy Efficiency Who should you be communicating to? ► Employees Suppliers ► Decision makers Customers ► Share holders Investors How? ► Ensure communication is ongoing, clear and quantifiable ► Broadcast achievements and progress towards goals and targets ► Should be user-friendly to encourage employee input and to provide feedback ► Be rewards and recognition focused give employees a true sense of involvement accomplishment and ownership ► Encourage energy efficiency champions - employees who see executives, management and peers “walking the walk” are more likely to adopt energy efficiency measures and sustain the effort 19
Editor's Notes
- #3: This module will focus on the main financial and non-financial reporting considerations for organisations as they strive to become more energy efficient and sustainable.The module provides participants with information on current trends within Australia and Asia Pacific around sustainability reporting and the value of assurance reporting to shareholders and addresses current hot topics of the carbon scheme and integrated reporting and highlights the impacts these will have on organisations financial accounting and reporting functions.It is intended to provide participants with an introduction into the various reporting frameworks applicable to them as they move towards becoming more sustainable.
- #4: Participants are to be asked to prepare a business case for energy efficiency. This can be as broad as they wish to aim e:g at an entire organisation level or starting with small changes. They will be asked to provide a brief presentation and a communications plan as to how they will achieve their aims. The presentation should cover what they wish to change and how they plan to do this. What assistance will they need? Who will they present to?
- #15: Successful programs measure and track energy use on a regular basis and communicate this information to employees