1. Communication and effective
presentations
Module 6

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.
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3. Agenda
► Introduction
► Communications Planning
► Audience Analysis
► Structuring Communication
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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
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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
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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
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7. An example of what can go wrong
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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
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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
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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
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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
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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.
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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)
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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
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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
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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.
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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
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18. Summary presentation structure
Context
Trigger
The Question
Main Message
Idea 1 Idea 2 Idea 3
Conclusion
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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
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20. Over to you.....
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21. Thank you
Module 6