Motivational Skills for Managers

Second Class

March 2009

Agenda
Three minute me Discuss Quiz #1 Preparing your content Converting content to slides Three keys to a great slide presentation Designing high-impact presentations

July 5 2007

Three Minute Me
Your name Your history
Where born, spent childhood Education Work

Your family Your hobbies Your educational goals Something your co-workers dont know about you

July 5 2007

Where Are We, Where Are We Going, How Will We Get There?
Session
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7

Date
3/18 3/25 4/1 4/8 4/15 4/22 4/29

Presentations and Quizzes Due 3 Minute Me Quiz #1 Quiz #2 & Presentation 1 Quiz #3 Quiz #4 Quiz #5 & Presentation #2 Quiz #6

Reading Assignments
Motivating Employees Chaps. 1-4 Motivating Employees Chaps 5-8 Motivating Employees 9-11 Presentation Skills 1-3 Presentation Skills 4-6 Presentation Skills 7-11 Effective Meetings 1-4

Week 8
Week 9
July 5 2007

5/6
5/13

Quiz #7
Quiz #8, Position Paper & Presentation #3

Effective Meetings 5-8

Quiz #1 Discussion

July 5 2007

What is Motivation?
Motivation is a psychological drive that directs a person toward an objective

Motives are the whys of behavior

July 5 2007

Figure 2.2

Maslows Need Hierarchy When Physiological Needs are Dominant

Physiological (High)

Safety Social

Esteem

Self-actualization

July 5 2007

Figure 2.3

Need Mix When Physiological and Safety Needs Have the Highest Strength

Selfactualization Esteem Social Safety

Physiological

Need Strength
July 5 2007

Figure 2.4

Need Mix When Social Needs Have the Highest Strength

Self-actualization Esteem Social Safety

Physiological

July 5 2007

Need Strength

Need Mix When Esteem and SelfActualization Needs Have the Highest Strength
Figure 2.5

Self-actualization Esteem Social Safety

Physiological

Need Strength
July 5 2007

Quiz #1 Questions
Define the term intrinsic motivation. Define the term extrinsic motivation. List the 3 Cs of motivation. Describe in your own words the three common ways to influence motivation. Describe the Theory X manager. Describe the Theory Y manager.

July 5 2007

Quiz #1 Questions
List Maslows Hierarchy of Needs from bottom to top. Describe each of the five steps in creating entrepreneurial thinkers. What does the phrase help your employees stretch mean? What does the term cross functional training mean?
July 5 2007

Quiz #1 Questions
Describe the Pygmalion Effect. Describe two ways you could inspire others to a higher level of performance.

July 5 2007

Chapter 2 Preparing Your Content

July 5 2007

Preparing Your Content

Before you start your research
Define gain for audience What do they already know? What is objective?

Use for brain dump (a.k.a. brain storm)

July 5 2007

Preparing Your Content

Brain dump is research platform Brain dump example

July 5 2007

Preparing Your Content

Brain dump is research platform Brain dump example Train on new procedure
Learn materials to be delivered to team Determine top questions/concerns Discuss job scope change New procedure implications
Additional outside training? Manpower changes?

July 5 2007

Preparing Your Content

Start research Information Source Information sources
Time One hour Half hour? One hour? ??? Two hours One day 15 minutes

Take some time to collect

How we can get Ted (marketing) help Attendee list

Information Newspaper archives about company Within company Web shortcomings Jane (former employee)

Other former employees? Report to shareholders

Executive assistants

Cost comparison of us v. competition

July 5 2007

Pat (accounting)

One day

Preparing Your Content

Managing your information Different types of information
Background understanding Other include
Need to Know Need to upgrade software HR currently runs software Need to jump from version 6.0 to 8.0 Nice to Know Company founded in 1993 Doubled profit from last year Prefer outsource

July 5 2007

Preparing Your Content

Managing your information Image you are audience
What do you want to know? How do you feel about context? Presentation met expectations? What questions? What concerns?

July 5 2007

Preparing Your Content

Keep audience in mind Helps separate need to know from nice to know
Example
Does senior management team want detail? What about engineers?

July 5 2007

Preparing Your Content

Researching Known Topic Know audience Be concise
The forgotten art of writing is knowing what to leave out

July 5 2007

Preparing Your Content

Researching Unknown Topic Must become expert Concerns
Where to get information Technical information cannot comprehend

Interviews
Who, what, where, when and how

Invite guest
July 5 2007

Preparing Your Content

Converting Research into an Outline Determine style
Chronological Narrative Problem/solution Cause/effect Topical Journalistic questions Spatial
July 5 2007

Preparing Your Content

Converting Research into an Outline Format not important
Sample Outline Introduction 1. Product 2. Market situation Possible strategies 1. TV ads. 2. Radio ads. 3. Newspaper ads. 4. Direct mail 5. Web 6. Combo platter Recent campaigns and results 1. Our company 2. The competition Analysis of each strategy 1. Cost 2. Effectiveness 3. Disadvantages Conclusion and recommendations

July 5 2007

Preparing Your Content

Group Raw Data Cluster Examples
All company data Client information Product information

Then arrange in outline format

July 5 2007

Preparing Your Content

What is WIIFM? What does this shape suggest?
Hint: Relates to vacation

July 5 2007

Preparing Your Content

Write Your Script Can be loose Start with slide information Add analogies Use transition statements

July 5 2007

Preparing Your Content

Managers Checklist for Chapter 2 Research questions
What will audience gain, what already know, what is presentation objective?

Need to know vs. nice to know Determine outline style Cluster information Strong opening leave impression

July 5 2007

Chapter 3 Converting Content to a Slide Presentation

July 5 2007

Converting Content to a Slide Presentation

From Outline to Bullets One concept per slide Key words and phrases 8 x 8 rule Consistent bullet points Proper capitalization

July 5 2007

Converting Content to a Slide Presentation

Use one concept per slide

July 5 2007

FY08 Situation Analysis

SWOT
Strengths: High and diverse automotive work experience and expertise which vary by group and individuals Cohesive Cost Control, Claims Processing, and Information Technology work groups Well established business channel and procedures Supportive upper management Interdivisional Field IT support Weaknesses: Underdeveloped associate resources Skills Lack of documentation/policy/procedure Low level of cross training Tribal knowledge Knowledge database not easily accessible Differing and low knowledge of available technology No central database No real time reporting/communication Slow data access Field wants/needs not clearly identified and vary from zone to zone/division

Warranty & IT Trends and Forecasts Overview

Consumer AHM/Honda Dealers

AHM still responsible for Americas Young owners demand convenience, speed, activities quality to remain loyal Warranty at retail reimbursement Increase demand for real time information legislation and dealer activity increasing (e.g., product information, weather, stock Implementation and maintenance of quotes, traffic, e-commerce) Strengths: Weaknesses: electronic information distribution (ISIS, Increase in Location-Based/Global intranet, IN, interactive CBT) Positioningassociate Services and resources information High and diverse automotive work experience and Underdeveloped Continued focus on Telematics concepts Telematics systems expertise which vary by group and individuals Skills Wireless Data Services Customer relations contacts more complicated: Cohesive Cost Control, Claims Processing, and Lack of documentation/policy/procedure Messaging - Technological complexity Demand andtraining accept new technology Information Technology work groups Low level of cross Opportunities: Threats: - Increased consumer awareness (e.g., in-store web access) New AHM Warranty System (AHM NWS) Varying level of knowledge in the field Well established business channel and procedures Tribal knowledge - More convenient customer contact Voice communications will become free DMS/iN Integration Increase in volume (calls, contacts, claims) within data networks not easily accessible - More restrictive state Lemon Law New Technology Limited budgets (Operational & Goodwill) Supportive upper management Knowledge database definition -Data integration/data feeds Increased emphasis on cost reduction at factory Increase in VoIP (Voice-Over Internet Interdivisional Field IT support Differing and low knowledge of available technology -iN, On-line reports Increased factory support requests Increase in buybacks/tradeouts as Honda Protocol) and Wi-Fi networks -Intranet Portal Warranty at Retail sales increase Wires will disappear from the No central database -Customer contact points/methods AHM/dealer employee turnover Greater emphasis on metro-markets networked home -Computer/on-line training Speed/volume of information No real time reporting/communication TREAD Act All-in-one cell phones (cameras, web CRMS/Warranty Integration Competition is focused on Honda as the benchmark SOX Act (Sarbanes-Oxley) Slow data access access, IM, e-mail, video, music, etc) Real-time reporting/information sharing Rapid technology changes Increasing warranty coverage B0lg Blog (video weblog) have latest Field wants/needs not clearly identified and vary from installments auto delivered to desktops/cell zone to zone/division On-demand video Strengths/Weaknesses (internal factors), Opportunities/Threats (external factors) Demand for customer specified communication channel (email, voice mail, Honda Service Capacity Opportunities: Threats: IM, etc.

SWOT

Product Factors

VDI PPHU

350

370

341

361

326 318

120 100

117

112 110
79

300

123

290

278

250

251

94

86

88

218

200

209 201

80 60

71

62

77

194

150

M Y*

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

M Y

88

89

90

91

92

93

94

96

97

98

00

01

02

19

19

19

19

19

19

19

19

19

19

99

20

20

20

*Methodology changed from 4MY to 3MY; 1999MY data n/a. Source: J.D. Power VDS

19

20

03

19 94 19 95 19 96 19 97 19 98 19 99 20 00 20 01 20 02 20 03 20 04 20 05 20 06

IQS IQS3 American Honda IQS *

IQS2 American Honda IQS

IQS2 PPHU

Product Related Factors Quality Improving Initial quality (IQS) Five years of ownership (VDS)

Affect on Demand

Forecasts

VDS Quality Trend New AHM Warranty System (AHM NWS) DMS/iN Integration New Technology Maintenance Requirements Changing -Data integration/data feeds Fewer operations per service Longer intervals-iN, On-line reports -Intranet Portal Affect on Warranty Volume -Customer contact points/methods In combination, these Time per repair order trend is declining two factors result in -Computer/on-line training Increasing new car sales drives increasing increased stall Warranty Claim CRMS/Warranty Integration warranty potential demand Volume Service Occasion Trend and Forecast Real-time reporting/information sharing
450

IQS Quality Trend

176 167
148 136

180 160 140

400

433

Honda VDI

154

377

147 133

133 126 124 119 118 113 112 112 102

133

Varying level of knowledge in the field Increased Honda/Acura new vehicle sales Accelerating rate of change in the market Increase volume (calls, contacts, claims) Higher customer expectations in Consumer preferences relate to personal Increasing complexity in diagnostics/repair interests; (Operational desire for more 1:1 service and Limited budgets & Goodwill) Continued shortage of qualified new hire more personalization Increased emphasis on cost reduction at factory dealer technicians Continue to have the highest expectations; Improve LOL by producing continuous conscience Increasedimage factory support requests revenue sources for tech-related products Real-time information sharing (DMS/iN Warranty integration) at Retail (Extensibility, Flexible, Industry standards) RFID - hot synchronization with auto In 2007, U.S. broadband subscribers will AHM/dealer employee turnover repair/service networks increase 29.6% over 2006 totaling 70 million Speed/volume of information Increase customized real-time reporting broadband users equaling 58% U.S. for DPSMs Competition is focused onand Honda the benchmark household penetration 74% ofas total Increase spending on secure content home internet connections. Rapid technology changes delivery services Increased interest in VoIP (Voice-Over Increasing warranty coverage Increase emphasis of real-time warranty Internet Protocol) equipment
1 in 4 broadband households in 2007 will subscribe to a VoIP service Green technologies improve quality of life w/o harming the environment. claim validations Increase real-time information sharing between AHM/Dealers

Vehicles Sold by Model Year as of 1/11/07

1,400,000 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0
19 97 19 98 19 99 20 00 20 01 20 02 20 03 20 04 20 05 20 06 20 07

Non-Discretionary/Goodwill UIO
5,000,000 4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0
350

Honda & Acura Warranty Claim Volume

300
Claims in Thousands

Honda

Acura

GW

ND

250 200 150 100 50 0

Oct June July

Strengths/Weaknesses (internal factors), Opportunities/Threats (external factors)

Honda
Apr Jan Feb

Update
Calendar Year

UIO

UIO

Acura
Sept Aug Nov

1999 2000 2001 2002 2003 2004 2005 2006

CY2006

Model Year

July 5 2007

May

Mar

Trends

Source: Infotech Trends, Red Herring, MercuryNews, eMarketer, GigaOM

Converting Content to a Slide Presentation

Use Key words and Phrases Engage audience Be concise Use action terms Delete non-impact words Dont use intensifying adverbs

July 5 2007

Converting Content to a Slide Presentation

8 by 8 Rule Dont overwhelm audience Eight text lines Eight words per line Can be flexible

July 5 2007

Converting Content to a Slide Presentation

Consistent Bullet Structure Start with noun or verb Same tense
Created several outlines Review of the topic Create several outlines The theme will be sold Review topic Sell the theme
July 5 2007

Converting Content to a Slide Presentation

Proper Capitalization All caps take longer to read Treat each bullet as sentence OK to use all caps. for titles

July 5 2007

Converting Content to a Slide Presentation

Determine Number of Slides Start backward
How much time

One to two slides per minute Consider audience Consider your speaking style

July 5 2007

Converting Content to a Slide Presentation

Create Proper Titles Main point of slide Use action verbs Consider audience Use hook phrase when appropriate

July 5 2007

Converting Content to a Slide Presentation

Ensure Knowledge Transfer Three styles of learning Use appropriate format

July 5 2007

CSI Over Time

920
900 895 881 890 880 871 854 858 847 839 877 868 896 883 892

900 880
Index Score

893 889 883 870

860 840 820 800

859

2002

2003

2004
Year

2005

2006

Acura

Honda

Premium

Non-Premium

July 5 2007

Converting Content to a Slide Presentation

Agenda and Recap Slides Tell them what youre going to tell them Tell them Tell them what you told them

July 5 2007

Converting Content to a Slide Presentation

Transition Using Title Slides

July 5 2007

Converting Content to a Slide Presentation

Blank Slides Breaks or lunch Breakouts Focus on presenter

July 5 2007

Converting Content to a Slide Presentation

Review and Reformat Can you replace bullets with graphs? Change layout every three to five slides Add imagery or charts when appropriate

July 5 2007

Converting Content to a Slide Presentation

Adding Quotes Short, to the point Use ellipses () Talk to the details

July 5 2007

Converting Content to a Slide Presentation

Using Questions Why use questions?
Increase impact Adds audience participation

July 5 2007

Converting Content to a Slide Presentation

Using Graphics A picture is worth

July 5 2007

Converting Content to a Slide Presentation

Handouts 10% retention rate Do not use presentation copies Thumbnails OK Use Notes Page option

July 5 2007

Converting Content to a Slide Presentation

Chapter Review One concept per slide 8 x 8 rule Use only key words and phrases Correct structure Proper capitalization Compelling titles Agenda and recap slides Proper handouts
July 5 2007

Chapter 4 Three Keys to a Great Presentation

July 5 2007

Three Keys to a Great Presentation

Key 1 Layout Framework for presentation Consider using PowerPoint masters

July 5 2007

Three Keys to a Great Presentation

Key 1 Layout Title Master

Copy elements for every slide

July 5 2007

Three Keys to a Great Presentation

Key 1 Layout Guides
View Grids and Guides Click and hold to move Ctrl-left click to make more

July 5 2007

Three Keys to a Great Presentation

Key 2 Consistency Consistent placement
Text and images

Consistent fonts Sans serif not serif Title 38 point min. Bulleted text 24 to 32 point
July 5 2007

Three Keys to a Great Presentation

Key 2 Consistency Consistent backgrounds
Cover, title, bullet, print and chart

July 5 2007

Three Keys to a Great Presentation

Key 2 Consistency Consistent backgrounds
Title slide introduce new sections Space

July 5 2007

Three Keys to a Great Presentation

Key 2 Consistency Consistent backgrounds
Bullet slide least graphics Use backgrounds

July 5 2007

Three Keys to a Great Presentation

Key 2 Consistency Style and treatment of imagery
Clip art Photos

Chart design
CNN 2D

July 5 2007

Three Keys to a Great Presentation

Key 3 Color Messages of Colors Blue Subliminal messages Purple Green Black Red Yellow Orange White Calm, creditable, Vital, spiritual, whimsy, Restful and refreshing A clean slate, Motivating, but represents peaceful and trusting Bright, cheerful, Cheerful, promotes humorous and detracting Freshness, new, sophisticated, pain enthusiastic, optimistic communication innocent, neutral independent, emphatic and warm andfinal pure and
July 5 2007

Three Keys to a Great Presentation

Key 3 Color Color wheel Can change scheme

July 5 2007

Three Keys to a Great Presentation

Chapter 4 Managers Checklist Create layout
Title and slide master

Be consistent Font size and style Be mindful of color choice

July 5 2007

Chapter 5 Basics of Designing High-Impact Presentations

July 5 2007

High Impact Presentations

Design for Your Audience Example: Marketing VP
Know tricks Color Style based on experience Design WIIFM Address questions with hidden slides Time allowance
July 5 2007

High Impact Presentations

Design for Your Image Poor example

July 5 2007

High Impact Presentations

Design for Your Image Better example

July 5 2007

High Impact Presentations

Design for Your Objective Example: Recruiting
Tell audience youre different Use PowerPoint template
Not original

Easy change
Format>Background>Fill Effects>Gradient

July 5 2007

High Impact Presentations

Design for Your Objective Use corporate identity Create backgrounds

July 5 2007

High Impact Presentations

Chapter 5 Managers Checklist Why am I designing this
Audience, image, objective

If audience, content they want If image, emphasize positive If objective, design to persuade, train, etc. Use identity to best advantage
July 5 2007

July 5 2007

What Makes a Great Presentation?

Purpose People Point

Place

July 5 2007

July 5 2007