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Present With Confidence & Facilitate Project
Workshop (2-Day)
Facilitator:
Isaac Peter
- MALAYSIA -
21st 22nd June 2012
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Getting To Know My Team
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Program Objectives
At the end of this workshop, you will be able to:
Be confident to make a presentation.
Make a good impression during the presentation.
Create buy-in in team members in projects & meetings..
Use the right tool to ensure proper project management.
Manage project stakeholders through a proper communication plan.
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Program Flow
Day 1 Day 2
Introduction to presentation
Presentation design approach
Purpose of presentation
Know your audience
POCKET presentation structure Presentation layout
Presentation communication
Managing challenging situations
Dealing with nervousness
Action plan
What is project management
Project life cycle
Stage 1: Initiation
Stage 2: Planning
Stage 3: Execution Stage 4: Closure
Action plan
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You are a Date Consultant, your job is to ensure ahigh rate of success when your client is interested todate and hopefully get married to the person of theirdream
Your Role
Your MissionYour client, John just got a new job as the Marketing Manager for a MNC company dealing with ITservices. Prior to this job, he was a senior marketing executive with a local company in the advertisingindustry.
He is interested in Joan, the Sales Manager. She has been working in the company for the last 8 yearsand is relatively popular.
He engaged you to help him win Joan.
Outline your strategy describing WHAT he needs to do & HOW he is goingto achieve the desired outcome.
This Is A Story About A Man & A Woman
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Additional Information
TEAM 1 & 3
Your timeline is 1 months.
TEAM 2 & 4
Your timeline is 6 months.
John earns 15% less than Joan.
This Is A Story About A Man & A Woman
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This Is A Story About A Man & A Woman
Your Client The Target
Personality:Easy going, go with the flow,very accommodating, quiet.
Dress style: Comfortable, shirt , jeans &sneakers.
Enjoys: Movies, Wii, soccer, outdoors, supperat mamak.
Dislike:Bossy people, schedules, fakepeople.
Other facts: Born and educated in KL, does nothave a passport, lives with parents.
Personality: Have high standards, veryorganized, firm, decisive and professional.
Dress style: Professional, smart, heels, wellgroomed
Enjoys: Wine & fine dining, theatre, museum,travelling
Dislike:Last minute person, indecisive, timidpeople.
Other facts: Born in KL, studied and lived in USfor the last 10 years and UK for 3 years. Has herown place.
Name: John
Age: 28
Name: Joan
Age: 32
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Learning From The Activity
Which part of your strategy relates to PRESENTATION? Give details.
Why do you think your strategy will work? How will this benefit you?
Which part of your strategy relates to (PROJECT) PLANNING? Give details.
Whats the purpose of planning and how will it benefit you?
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PRESENTATION DESIGN APPROACH
Identify purpose of presentation.
Know your audience
Physical arrangement
Communicate the presentation
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Simulation: Lost At Sea
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Simulation: Lost At Sea
Expert Answer:Answers are supplied by the US Coast Guard based on their
years of experience patrolling the sea and involved in rescuemissions.
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The answer:
1) Shaving mirror: Vital for signalling air/sea rescue.
2) 2 gallon can of oil/gas mixture:Vital for signalling - the mixture will floatand could be ignited (when the raft is clear, obviously!)
3) 5 gallon can of water
4) 1 case of rations: Provides basic food.
5) 20 sq.ft. of opaque plastic: To collect rainwater and provide shelter
6) 2 boxes of chocolate bars:A reserve food supply
7) Fishing kit: Ranked lower than the chocolate bars because there is noguarantee that you will catch any fish!
Simulation: Lost At Sea
S
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8) 15 ft. of nylon rope: May be used to secure equipment to prevent it fromfalling overboard.
9) Seat cushion (flotation device): A life-saver if someone falls overboard.
10) Shark repellent
11) 1 qt. of 160 proof rum: Contains 80% alcohol - enough to serve asantiseptic for injuries; of little value otherwise; will cause dehydration if drunk.
12) Small transistor radio: Of little value as there is no transmitter.
13) Maps of the area: Worthlesswithout navigational aids - it does not reallymatter where you are, but where the rescuers are!
14) Mosquito netting: There are no mosquitos out at sea.15) Sextant: Relatively useless without tables and a chronometer.
Lost At Sea The answer:Simulation: Lost At Sea
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Presentation Purpose
INFORMATIONAL
Purpose OfPresentation
PERSUASIVE
INSTRUCTIONAL
INSPIRATIONAL
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POCKET Presentation Structure
Purpose of presentation
Overview of presentation
Content
Key points
Enquiries to be welcomed
Thank sincerely
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PRESENTATION COMMUNICATION
The way we communicate with others and with ourselves ultimately determines the quality of our lives
Anthony Robbins
Non-Verbal Spoken Words Tone of Voice
- Posture.- Hand movement.- Facial expression.
- Positive words.- Negative words.- Neutral words.- Speed of speech.- Clarity of words.
- Monotonous.- Escalating.- Declining.- Firm
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Non-Verbal Spoken Words Tone of Voice
For the following exercise, describe specifically the communicationcomponents based on the description given.
DESCRIPTOR: ___________________________
PRESENTATION COMMUNICATION
Anxious
Fidgety Constantly
looking around Shortness of
breath
Speaks fast Frequently
correcting self.
Slightly elevated
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Presentation aid
We know that our audience have their own learning style and the best way to engagethem is through their preferred learning style.
Furthermore, studies have shown that people are becoming more visual due toadvancement in technology.
Visual aids enhances the effectiveness of your presentation.
PowerPoint presentation
Flipchart
Handout
Mock-up
Model / Demonstration
Presentation Communication
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Effective PowerPoint Presentation: Video
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Effective PowerPoint Presentation
1. Keep text simple and consistent
2. Find creative ways to reduce details (e.g handout)3. A rough guide for time management (1 slide = 1-2 minutes)
4. Use color deliberately. (color has emotional impact)
5. Allow white space.
6. Not too many text (else will read it)
7. Use illustration, pictures, graph to deliver the message.
8. Avoid bullet on every slide.
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Managing Challenging Situations
The Situation Possible Solution
The socializer.
Disagreement.
Private conversation.
Question which is not aquestion.
The derailer
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Program Flow
Day 1 Day 2
Introduction to presentation
Presentation design approach
Purpose of presentation
Know your audience
POCKET presentation structure Presentation layout
Presentation communication
Managing challenging situations
Dealing with nervousness
Action plan
What is project management
Project life cycle
Stage 1: Initiation
Stage 2: Planning
Stage 3: Execution Stage 4: Closure
Action plan
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Managing Challenging Situations
Understand the psyche of your audience
Everyone of us understands and sees the world from our own reality. This
reality is shaped by our filters. There are 3 types of filters:
GeneralizeThis process leads to seeing things as the norm of life..Ex. Women are lousy drivers
DeleteThis process gives us a sense ofit is a matter of fact and cant bechangedEx. Ali is better than me
DistortTends to make us misinterpret the situation out of contextEx. He wear pink, he must be gay
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Managing Challenging Situations
SET #1
1. Its selfish to think of your own needs2. Failure is a necessary part of success
3. Its wrong to lie under any circumstances.
SET #2
1. I know what gives him happiness
2. Im sorry to keep annoying you
3. I have a feeling he doesnt like me
SET #3
1. Knowledge is power2. Your communication skills are improving
3. My relationship is getting better
Formulating powerful questions
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DEALING WITH PRESENTATION NERVOUSNESS
Breathe.
Practice, practice, practice.
Connect with the audience.
Focus on the message.
Do some exercises.
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Difference between project and operation work
What Is a Project?A project is a temporary endeavor with a defined beginning and endundertaken to meet unique goals andobjectives, typically to bring about beneficial change or added value.
PROJECT OPERATION
DescriptorTemporary, has a startand end date.
Standard operatingprocedure, continuous
(no end), repetitive.
Non-work example: Wedding Stay married
Workplace example:
Introduction To Project Management
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Introduction To Project Management
How Projects Come to Be
Project selection can be a difficult process, especially when there are a large number of potentialprojects competing for scarce dollars.
Some selection methods are highly intuitive; others try to add rigor through more scientificselection processes.
Sacred Cows and Pressing Needs Sacred Cow selectionSenior Management wants it! (It may often turn out well;
many visionary projects start here)
Business opportunity (make more $$$)
Savings potential (save $$$)
Keeping up with competition. (eg: many e-commerce projects were in response tocompetitors initiatives.
Risk management (eg: disaster recovery initiatives, Y2K)
Government or regulatory requirements
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Introduction To Project Management
What is a project life cycle?
It is the sequence of phases of which a project will evolve. It is absolutely fundamental to the management ofprojects it will significantly affect how the project is structured.
There are no fixed number of phases but in general it ranges between 3 9 depending on the complexity of theproject.
A Generic Project Life Cycle Diagram
PROJECT A
INITIATION PLANNING EXECUTION CLOSURE
Introduce theproject to obtainapproval, createproject scope,define success,etc.
Forming of a team,identify activitiesinvolves and itssequence,assigningresource,scheduling and
budgets.
Execution uponthe agreed plan,report accordinglyin situations actualsituation differsfrom plannedactivities.
Review project,ensure completedocumentation,
LESSONS LEARNT
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Interest(in the project outcome)
Power(in
the
organization) Keep
SatisfiedManageClosely
Monitor KeepInformed
Stakeholder Management
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Communication Plan
Communication Format Frequency Distribution
Team Briefing Restricted Intranet Daily at 9:00 Team and stakeholders
with access to secure
project info area
Weekly Web Bulletin Internal Intranet Weekly Team, sponsor, senior
management
Technical Incident
Report
Email Immediately after
Incident
Webmaster, IT
Department
Budget and ScheduleDetail
Spreadsheets andDetailed Gantt Chart
Bi-Weekly Sponsor, Senior Management
Accomplishments and
Setbacks
Email and Intranet Weekly All internal stakeholders
Schedule Milestones Email and Intranet Weekly All internal stakeholders
Cost-to-Date
Milestones
Email and Intranet Weekly All internal stakeholders
Current Top Five
Risks
Email and Intranet Weekly All internal stakeholders
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Mini Project II
OBJECTIVE- Pass the ball following the defined process and following the procedure
within the specified time.
PROCEDURE1) Your team starts with 100 points.2) Call the name of the person you will pass the ball to.3) Make sure the person you are going to pass the ball has not caught it before.4) Pass the ball to the person5) Person who receives the ball to say thank you.6) Time starts when first person calls out name.7) Time stops when the ball reaches back to the first person.
PENALTYEverytime the ball falls to the ground, 20 points is deducted.
ADDITIONAL POINTSYou gain 10 points for meeting the objective.
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The Triple Constraint
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Shorter Time Higher Cost Reduced Quality or Narrowed
Scope
Reduced Cost More Time Reduced Quality or Narrowed
Scope
Higher Quality or
Increased Scope
More Time Higher Cost
The Triple Constraint
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ACTIVITY DURATION PIC TIME FRAME (YEAR/MONTH/WEEK)
Activity 1
sub-activity 1.1
sub-activity 1.2
Activity 2
sub-activity 2.1
Activity 3
sub-activity 3.1
Planning: Gantt Chart
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Execution: Accomplishment Tracking
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Schedule Milestones as of 2/15/2004
ID Milestone ScheduledCompletion
ActualCompletion
Variancein Days
Execution: Accomplishment Tracking
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Execution: Accomplishment Tracking