It’s your turn to present, but long-winded coworker Jeff ate half of your time slot. Your 30 minutes has now been chopped to 15. What do you do (other than eat half of Jeff’s “reserved” cupcake in the fridge later)?

One hint: The answer isn’t rushing and speed talking through all your content.

Despite what timing situation you find yourself in — whether your allotment was stolen by a change of agenda or you just lost track of yourself — it’s your responsibility as the presenter to respect time limitations and work with what you have.

Plan ahead and make timing an internal focus the next time you’re presenting. If you don’t play by timing rules, you’ll crash and burn.

Here’s what you need to do about timing:

Know when to cut to the big finish.

• When you have one minute left and you haven’t covered all your material, stop right there and head to the strong close.
• Remember, a solid conclusion restating the point of view, necessary action steps, and benefits to your listeners is going to drive home the point of the presentation – much more than sped-through, rushed support information. Your audience will likely miss anything you speed through, anyway.
• Send a recap email and include the missed points.

Lead with the most important info.

• Journalists and speakers plan the same way. Put the most important information up front, so if your story (or time) gets cut short, at least the critical points have been hit.
• This can feel counterintuitive – sometimes we like to save the best for a big finale, but frankly, you don’t know what will happen to your time. Prioritize important points so that if you do have to cut to the finish, you’ve made your case.

Use a clock, but don’t look at your watch.

• Be sure to have a timepiece available: a large faced clock or your watch placed on the table, or use the clock in the back of the meeting room. Only you need to know when you’re checking your time.
• Years ago, I sat next to Zig Ziglar at an NSA event and saw him adjusting his watch to 7pm (but it was 6:30pm). Excited to help him, I let him know the correct time, at which point he whispered, “I always put my watch at the top of the hour no matter what. Helps me see it on the lectern and keep track of time.” Pros like Zig plan for success.

Build in a buffer.

• Rehearsal time is shorter than real time, so plan accordingly. A good rule of thumb is that your rehearsal time will be about 75% of your actual speaking time. We tend to add things when we are live, and actually speed up our pace in rehearsing.
• It’s a much better situation to find yourself with extra time, than to find yourself out of time.

Meet audience expectations.

• What’s everyone’s non-renewable resource? Time! Everyone in your audience is busy, and if they’ve planned for a 10 minute meeting or presentation from you, you must stick with the schedule. Even if you’re interesting, they’ll start checking their phones and watches once you go over, and you’ve lost them.
• Going over time can be perceived as disorganized, and even disrespectful, so set expectations and meet them to avoid resentment.

It’s part planning for success, and part having plan B’s ready to go in case of emergency. Prioritize your timeliness the next time you’re presenting because you control the experience you’re creating for your audience. Respect their time, and they’re more likely to respect your points.

What time management tricks do you use?

Check out the latest video blog with tips and takeaways from my experience with Gary.

It’s Wednesday. What can you do before the end of the week to engage with others? Do a video conference instead of a call (iChat or Skype will do it)? Send a 2 minute video instead of a memo?

Jargon gushes out of us like water from a busted fire hydrant – when will we shut off the main line? We latch on to these phrases frequently because of the Curse of Knowledge (sounds oxymoronic at first doesn’t it?). As you become more expert in your field, it’s extremely hard to imagine not knowing what you know. This has hugely negative effects on your communication, and can curse you in to using language that seems straightforward in your head, but is vague and abstract to anyone else.

Yeah yeah, Ben. But my colleagues and I use the same jargon, so it’s not vague to us. Even if your colleagues use common buzzwords, you’re not safe from abstraction! That’s the thing about jargon — it can mean different things to different people. Avoid jargon, or at least define yourself with an example.

Let’s take this for a spin: say you’re rolling out a new emailing process that will improve your team’s efficiency. Improved efficiency seems great, people love the sound of it, so what’s the problem? Efficiency alone doesn’t provide a concrete image to your listener – they can’t “see” efficiency. Unpack that abstraction with an example.

“For instance, John, how annoying and redundant is it for you to send an email to our scheduler, then another to our office manager, and then another different email to our accounting department? This new process will allow you to turn 3 steps in to 1, freeing up your time.”

John is much more likely to support the new emailing process now that he can visualize improved efficiency and why it would matter to him.

The 10 Best

1. Sebastián Piñera – Excellence above and below the surface

The rescue of the Chile miners was the miracle – and the communications orchestrated by President Sebastián Piñera amplified the miracle to the world. Yes, he spoke brilliantly to the mass media at the end, showing emotion, purpose, hope – and brevity. And yes, he was there for the full 35 hours of rescue, not just the photo op. As the last miner is rescued, you can see the real joy on his face. But in addition, he orchestrated the communications from start to finish – insisting on transparency, placing video cameras in the mines when they weren’t sure they could even rescue the miners, and then he arranged the unusual, dramatic and excellent world wide coverage of the day and a half of rescue. Because of this, and more, Piñera is unanimous choice for #1 Communicator of 2010.

2. Scott Brown – Refreshing face and voice

It seems so long ago with the November elections, but in January this Massachusett’s unknown took the country by storm in winning a stunning upset in the Senate race for Ted Kennedy’s vacant seat. He was a fresh personality, with refreshing spontaneity. And he marked the beginning of the conservative movement in this election year, but had to run a great campaign to overcome the Democratic lean of his district. He needed more than his truck, and the help of the Tea Party – he needed great communicating in situations formal and informal, and he delivered. His victory speech is a classic – expect to hear a lot more from him.

3. Sandra Bullock – Grace under pressure

From winning the Academy Award in March to responding to the press and pressure around her unfaithful soon-to-be ex-husband, Sandra Bullock made all the right moves – naturally. She is always authentic whether accepting her Award on a stage in front of millions, or keeping appropriately silent under the relenting barrage of the paparazzi. Then when it came time to speak, she did so publicly and eloquently. And naturally. True grace under pressure.

4. Admiral Thad Allen – Rock solid under pressure

In the initial confusion surrounding the BP Oil Spill in the gulf, what better spokesperson for the Government than the forthright, even gruff, Coast Guard Admiral Thad Allen. His voice is tough, he is no nonsense in manner, and almost always was armed with the facts. The Admiral was experienced, as in his handling of the Cosco Busan oil spill in San Francisco a few years earlier. His press conferences and interviews may not have been interesting, but that was not his communicating role. It was to bring stability and an air of competence to the proceedings. That he did.

5. Marco Rubio – Articulate power makes a new political star

Relatively unknown, Marco Rubio was trailing Florida’s incumbent Governor by double digits and went on to beat him in the Republican primary for Senate. He went on to beat the both the Democrat opponent as well as Governor Crist as an independent in November, and by an amazing double digits in a three man race. Yes, an attractive fresh face and one who will always refer to himself as an ‘exile,’ but a great communicator as well. Already people are mentioning him as a potential Presidential contender with this burst upon the national scene. Confident, strong voiced and articulate, he should go far.

6. Luke Russert – Chip off the old block, beyond his years

Luke is the son of Tim Russert, himself one of the Top Ten Communicators of 2008, but that’s not why Luke is here. Although he was given national exposure through his father and famous mother Maureen Orth, he took advantage of it to show his capability. Years of work in news and sportscasting has made him excellent beyond his young 25 years, and landed him a job with NBC. One highlight where he confronts Rep. Charlie Rangel and doesn’t back down. Luke Russert is worthy of filling his father’s large shoes in the years to come.

7. Buster Posey – Speaks softly, but carries a big stick

Rookie of the Year. World Series winner. And humility with homer busting power, that’s Buster. His response to the question “Don’t you realize you had an epic night?” is classic, and typical. Buster Posey is a refreshing change from athletes who are both full of themselves and can’t speak very well. We guess that his young looks help him as counterpoint to his strength and skill, but for communications – there is no one on the same par this year that represents the humble leader. Remember, he’s the catcher for the World Champion San Francisco Giants as a rookie, and the catcher is the leader on the field. Quite a feat in your first year. And he doesn’t crow about it.

8. Elizabeth Smart – Character and maturity

She walks tall, physically and mentally. Elizabeth is a remarkably mature 21 year old now, who experienced horror at 14 young years, and recently talked about it for three days in court. She gives straightforward detail of her kidnap and rape and nine months imprisonment, with no sensationalism in her candid testimony. Although the world could not see her live in court, you can envision the calm ability of this young woman. It is captured here in a powerful interview on Oprah, and now it is here in a live statement after the trial – she was just as impressive.

9. Emmitt Smith – A winner at many things

An all time Dallas Cowboys All Pro, Emmitt this year is a Hall of Famer. On top of that, he  is also a winner at communicating. Elected into the NFL Hall Of Fame this year, he gave an outstanding speech – in which he prepared well, and was emotional yet powerful. (We blogged on this in a surprising comparison to Jerry Rice, who is usually prepared…) Seems Emmitt Smith is always prepared whether in football, speaking, or even dancing! He won “Dancing With The Stars” a couple of years ago, and showed another charming facet of his communicating side – spontaneity and grace. He’s taken one career and leveraged it into a lot more with his speaking personality and preparation. Unique combination – unique individual.

10. Steve Jobs – Just has to be in the Top Ten, again

Although he has been “The Best” and on several other of our other Top Ten lists, he so stands out from the pack of public CEO’s that he rates making this year’s list too. This year he was also the subject of a book on presentation secrets, and again the most anticipated executive on a public platform as he announces some new software. Can you imagine, no new iPad or iPhone but just some nice upgrade, and he still makes the front pages of the financial sections. Jobs will go down as one of the very few CEO ‘rock stars’ in the business world. Guess it’s deserving of the personification of the Apple brand now that they are publishing Beatles songs in iTunes this year.

The 10 Worst

1. Tony Hayward – Appalling

“I want my life back,” said Hayward as a complaint for his extra stress as BP CEO during the Gulf Oil spill. Unbelievable comment, when people had lost their lives, literally, and millions more were terribly affected by BP incompetence. We blogged on it back in June, and it is even worse now that all the facts come out. Even in a sponsored BP TV Ad Hayward is not believable. Terrible personal communications by this ex-CEO for dozens of reasons that go beyond deception and self-centeredness. Even after he lost his job he still continues to whine, and is now the poster child for how NOT to handle a media disaster – both in choice of words and behavior.

2. Dick Fuld – Never learned

Ex-CEO Dick Fuld was right at the top of our 2008 Top Ten Worst list for his pitiful congressional testimony about the bankruptcy of Lehman Brothers, of which he appeared to be a very guilty leader. You think he’d have learned some communication skills in the intervening two years, but no. He’s back this year – different testimony but same story. He never learned how to NOT be defensive, look guilty, not answer questions, show arrogance, etc. Hope he doesn’t go before congress again…

3. Christine O’Donnell, Joe Miller, Alvin Greene – Not ready for Prime Time

Shooting stars, that quickly flamed out. These three candidates were representative of many new faces in the November elections that were bright and newsworthy, but were not ready for the glare of the lights. Christine O’Donnell speaks well and with a smile, and Sarah Palin helped her cause, but she couldn’t hold it together what with the witch talk (and a very unfortunate witch ad,) poor media and, many felt, a lack of content. (You need sizzle AND steak.) Joe Miller in Alaska let controversy and mis-handling of the press stalk his Senatorial campaign, and thus allowed a very rare write-in campaign victory for incumbent Lisa Murkowski. (Good communicators don’t lie.) And Alvin Greene in South Carolina remains a mystery – little credentials and little campaign adds up to no victory. In all cases, people who initially appear as rockets fizzle out without the right fuel – substance.

4. Gordon Brown – Consistent stumbler

I suppose if this list originated in the UK ex-Premier Brown might be #1 worst, but he’s a close second. Much has been written on Brown’s poor speaking by UK author and communications expert Max Atkinson, several posts referenced here. He was made fun of on the floor and he was disparaged behind the scenes. Never very energetic or accomplished as a communicator in the first place, he proceeded to make several gaffes in his election campaign. The most notable was not only making a foolish comment when he thought he was off camera (called a lady “a bigoted woman”), but how he responded to the press about the incident. From then on his speaking was even lower energy – a degree of listlessness where he seemed to think he should lose. And of course, he did.

5. Mel Gibson – Rant after rant

Where’s a publicist with some duct tape when you need one? Mel Gibson has managed to morph himself from respected leading actor to a raving madman through his communication in a matter of years. We thought he had learned, as he was on our Top Ten Worst in 2006, but no, this year was even worse. Instead of thinking before he speaks, Mel lets venom burst out of his mouth, leaving anyone who still watches him in awe. His personal rants have damaged his professional career, and now people view him as a loose cannon with a questionable character.

6. Jan Brewer – Inconsistent stumbler

Arizona Governor Jan Brewer is not a bad communicator, usually. She gained political capital by leading Arizona in adopting a controversial immigration law. And she spoke well in interviews early on. But the lesson that she never learned was to not run the mouth until the mind is in gear. In one particularly bad news day, during a campaign debate, she first blanked out for 16 seconds, had earlier made a mistatement on ‘beheadings’ in the desert, then handled the follow up questions very poorly. She later admitted she was wrong, and her political capital enabled her to win the election in spite of her communications errors.

7. Eric Massa – How can one believe?

Still a mystery – here’s an elected official who resigned abruptly, made a lot of communicating noise about why (‘groping’ becomes ‘tickling’,) probably to outshout the sex abuse attacks that he knew would follow. He was even subject of an hour long Glenn Beck interview as part of the brief uproar, and Beck found him talkative, but unbelievable. He remains a mystery except for his obvious obfuscation (as on Larry King) – well, probably downright lying. Perhaps his strategy worked since he was neither arrested nor fired, and he quickly disappeared from the scene.  But talk without substance will not get you anywhere in your communications, unless you are covering up.

8. Bertha Lewis – Like many under scrutiny, talks with forked tongue

Actually this Worst Communicator speaks pretty well, if you had a pure blind faith in what she said, and her leadership of ACORN. As CEO she was under scrutiny, and apparently confronts arrows of attack until there are just too many to ward off. Then, like most CEO’s, politicians and government officials who are accused of misdoing, she becomes unbelievable in what she is saying. She still says it well, but in the end it is rare that misrepresentation and bad content can overcome a good style of delivery – particularly in the long run.

9. Harry Reid – This politician is no stem-winder

Nevada Senator Harry Reid should have won in a landslide – long time incumbent and Majority Leader of his party in Washington he was running against and inexperienced and mistake laden candidate. Yet he barely eked out a victory because of his lack of communicating ability. It’s a wonder that he won before – soft voiced, monotone, unfocused messages. Even his own President Obama said made fun of his speaking, and said, “Let’s face it, Harry’s not the flashiest guy…” And perhaps the icing on this non-communicating cake was his recent loooooong story about football – on the Senate floor no less (5′ AND boring.) His focus could have been a lot better when he was supposed to be leading the Senate in serious business. We hate to have so many politicians on the list this year, but since it’s an election year we couldn’t leave Harry out.

10. Obama – Cadence, teleprompters and arrogance gets him here

The President almost always has to be somewhere on the Top Ten list. And President Obama has gone a long way, the wrong way, after landing the #1 Best spot in 2006 and 2008. He has actually regressed as a communicator since taking office. Needing to give numerous ghost-written speeches a day has left Obama disastrously reliant on the teleprompter – a tool he has not learned to use effectively. (Funny parody here.) His vocal tone and facial expressions no longer convey the passion and enthusiasm that rallied Americans to elect him in 2008. Often, his style is professorial, his content purely informational, and he’s adopted a sing-songy cadence that is only amusing when spoofed by SNL. It’s no accident that his slide as a communicator parallels his slipping popularity. Communications can carry, or bury, a presidency.

Joel Mowbray

I thought that with this crowd, all standing uncomfortably,  Joel would just give a few remarks and tell people to enjoy the party. But he did so much more, and kept everyone’s rapt attention for over 45 minutes!

Here’s how he handled it. (And in the same form we give feedback in our Communicate To Influence program, let me mention 3 Keepers and 3 Improvements.)

Keepers:

• He came out strong. He didn’t apologize for the circumstance, but just began speaking, with a strong voice, humor and confidence.
• Great behavior. He has a great smile, open manner, gave insider asides, his voice carried with no mic, had energy, gestures and movement. He showed care and candor…
• Content. He was interesting. He was authentic as he had lived the experiences he talked about. Lots of stories made his very focused points. Joel did all the behaviors, but it ultimately was his content that carried the day. Impressive, authoritative…

Improvements (only ones are in the Q&A Session):

• Joel’s eye communication was to each questioner, and he held it. It’s always best to start your answer looking at the questioner for the first 10 seconds or so, and then continue the answer looking at other individuals in the entire audience. This frees your mind to broaden your answer, and avoids this next problem…
• He got into dialogues with some long winded questioners. By continuously looking at them they could easily feel they were in a conversation, and break in and give their opinions, or begin dialogues or arguments. And they did – this was a verbal group. We (the audience) came to hear the speaker. We’re interested in Mowbray’s opinions, not some strangers.
• He went too long. The Q&A turned out to be over 25 minutes, and he should have stopped it sooner by saying, “We have time for one more question.”

But the improvements were minor compared to the impact he had, and how skillfully he spoke. He handled the room, and the audience was the better for it.

First of all I want to confess I’ve not reviewed Obama recently because he basically is the same. In delivery. Think of teleprompter, predictability, cadence, professorial, etc. See here and here for a lot more detail. But tonight I was challenged by Michael Hyatt on Twitter, who said;

@MichaelHyatt: I’d like to hear @BertDecker ’s analysis of the President’s speech. It’s difficult to comment apolitical.

Now Michael is a friend, and a HEAVYWEIGHT (sorry for the caps) in the blogosphere and Twitterland, as well as respected CEO, so I couldn’t refuse. Otherwise I would have passed it by again.

Content

It IS hard to be apolitical, as I try to stay away from the politics of the content in most reviews. But in this 19′ speech anyone could have said “What’s the point.”

• An apolitical comment would be that he wanted to be front and center, use the Bully Pulpit, and declare the war over and reshift our priorities as a country. Did he? I don’t think so.

• A political comment (that I heard elsewhere) would be that he wasn’t really as interested in Iraq and America at war as he was about changing the domestic agenda of the country. I’m not sure that’s true, but his manner would probably reflect this view more accurately.

The Obama Experience

Here are the opening few minutes of his speech in good quality. For experiencing the communication of the President, you really only have to look at the first minute. It doesn’t change. (But look here to get the entirety in less quality.)

• Boring – He has no passion or emotion. Granted he is talking policy and he will be quoted and dissected, but a little passion in voice and face now and then would help his believability and influence immeasurably. And he had no stories or SHARPS that would make his message stick.
• Cadence – Ever since Fred Armison on Saturday Night Live got his cadence down while playing Obama, I can’t look at the President himself and not think of Armison. It is a rhythm that becomes sing-song, and contrived, and does not lead to a feeling of conviction and authenticity. Which leads us to…
• Professorial - It’s not just me that see’s our President as more and more professorial (academic, informational and aloof) in both demeanor and presentation, it is becoming widespread. Professorial is fine in the classroom, not so fine on the playing field. That is not the communication of a leader.

I could go on, but this is already too much politics for an ‘objective’ communications blog. But thanks for the prompt Michael – this get’s the juices flowing.

More importantly, what do YOU think?

What I love most about Jerry Rice is his work ethic – it’s unparalleled. We even use him as THE epitome of continuous improvement in our programs. Whether you’re a wide receiver, financial advisor, sales engineer or operations manager, you’ve got to stay on top of your game. That means working hard to keep beating your personal best.

So here he is, the inspirational, talented, greatest-wide-receiver-of-all-time delivering the speech of his life:

Ouch. It’s halting. Stiff. Choppy. He misreads it with broken syntax and wrong words. And worst of all, he’s completely disconnected…an empty yellow jacket. (If you’re a glutton for punishment, you can see the whole thing here.)

Regretfully, the comparison that popped immediately into my mind is a scene from last year’s big comedy, The Hangover. No disrespect Jerry – it was just this bad.

What happened?
The content looks great – you can read the full speech here. It’s well written with emotion and great, specific examples. But therein lies the rub. When it’s not delivered with emotion and completely lacks any connection with the listeners (he barely glanced at Joe Montana when he mentioned him), the communication experience tanks.

The bad news:
We ALL do it. Content takes over and we think, “If I just say the words, people will get it.” But you have to speak to the hearts and minds of people to get their attention, buy-in, motivation to act. And there’s nothing like reading a scripted speech that will kill that experience.

The good news:
Jerry CAN do it. In fact, he did. Here’s a fantastic interview following the announcement of his Hall of Fame selection (before the big induction day). No notes, nothing written down – just him being himself – genuine, affable, confident and showing raw emotion. If he only delivered the speech this way. (The entire thing is great, but watch from 3:45’ and on.)

How to avoid it:
Don’t script! We teach people to use post-it notes with trigger words (3-5 words ONLY). Most of the time, you KNOW your content well, the key is to remain organized and focused in your delivery. You just need a few notes for reference.

Practice! This is a huge high-stakes presentation. Word on the streets is that Emmit Smith – who was superb in his induction speech – spent weeks practicing. Not unlike Steve Jobs prepping for a MacWorld keynote or major product launch. Please note: we wouldn’t normally advocate practicing for weeks on end (after all, you just don’t have the luxury of time to do it for a routine staff meeting), but this IS a pretty big deal, and worth the time and focus.