Book Summary Preview : The Truth About Getting Your Point Across

The Big Idea

“Different strokes for different folks.” This saying applies not only on how people relate to one another but also to the manner one communicates with people to convey ideas -- be it in professional settings such as meetings, presentations, interviews, brainstorming or even a simple chat. Effective communication brings about productive employees and healthy relationships. Be it verbal or non-verbal communication, the thing that matters most is how you get the message across, effectively.

“The Truth About Getting Your Point Across” by Lonnie Pacelli presents practical tips on how to be effective communicators. Some situations are based on true to life experiences of the author.  And as you walk through the pages, you may find yourself in one of the many situations.  The tips offered in this book on improving your communication skills are practical, simple and easy to apply.

I. What Makes a Great Communicator

Basic Characteristics
You, just like anybody else, have the potential to be a great communicator. You simply have to possess the following basic characteristics:

• Courage to go against the conventional wisdom 
• Conviction to feel strong about one’s ideas
• Wisdom or a great knowledge of subject matter
• Clarity in delivery of message;  it should be simple and concise
• Credibility  or  integrity

Understand Your Recipient
Understanding your recipient’s communication preference saves time allowing for more interaction. If you have limited knowledge of your recipient’s preference, the following ideas may help:

• Asking the recipient’s preference
• Watching how the recipient communicates
• Ask other or co-workers

In essence, it is not about adopting your style but taking in consideration your recipient’s preference.

 Help Others Be Good Communicators
Sharing has always been a positive approach. If you are an experienced communicator, share your tools, techniques and tips. It will always be a two-way street, one learning from the other person.

II.  Communication in Professional Setting

Group  Meetings
Meetings always form part of every manager’s calendar. It is important that meetings are controlled to avoid waste of time. Oftentimes, too much attendees spoil the session. For one, these people may not be well informed of the agenda or not interested enough except to listen to the information. There are, however, precautionary measures to avoid such disasters.

• Ensure a common knowledge among the attendees

Make sure that the attendees have a common knowledge of what will be discussed in the meeting. This can be accomplished by keeping the attendees informed of the agenda.  Gathering some information about their expectations in the meeting will also be helpful.

• Keep the meeting to a manageable number of attendees

An optimal size of 8 is preferred especially when the topic at hand is more of decision making. It is best that stakeholders are informed only after the decision has been made.

• Prepublish the meeting agenda and purpose

This offers two-fold results. One is to prepare the attendees mentally and the second is to allow the attendee to assess whether it will be appropriate for him to attend the meeting. The decision then rests on the attendee. In preparation, agenda should be distributed at least one day before schedule.

• Qualify lieutenant attendees

Often, managers would like to include some of their key staff to attend. Take a few minutes beforehand to keep them informed since these types of attendees normally come in the last minute.

• Take of-topic questions offline

Focus is very important in meetings. Try to stick to the topic if there will be occasions when attendees would ask questions not related to the discussion. Always keep in mind the meeting’s purpose.  Do not lose control of the agenda.

Brainstorming
Brainstorming is one of the best means to get outstanding ideas and solutions to tough problems. Innovative ideas come up in the open.  There is no such thing as a stupid idea, but of course these should be realistic enough to implement later. During brainstorming, some important tips to consider are the following:

• Just list down the ideas. Don’t assess them all at the same time
• Disagreeable ideas with other participants should be set aside in a “parking lot,” do not quickly dismiss them.  However, take time to look at them for some ideas that can be generated.
• Do not chastise out-of-the-box ideas. This will dampen the participant’s innovativeness and creativity.
• As facilitator, avoid being biased with the participant’s ideas. Delineate role as facilitator or participant.
• Keep the participants informed on when the brainstormed ideas will be put to use and the steps to be taken with the gathered ideas.

Setting Directions
Setting direction is not the sole responsibility of upper management.  It is something that the entire organization should understand, remember and participate in.  This does not entail a very complicated discussion if the organization knows:

• Where to go
• When  to get there
• How to get there
• What to do to get there

Once direction has been set, the organization is now ready to put it into action. A helpful guide is to post it in places where the members can see and remember it. Directions should be aligned with your own personal objective, as this will eventually lead to higher productivity.  In times when there will be significant business change which will affect the direction, set aside time to make the necessary revisions. After all, the direction should allow you to reach your destination.

Solving a Problem
A problem clearly stated is a problem half solved. Thus, it is important to go down to the roots of the problems than the symptoms. Once the root cause has been identified, it will be easier to solve the problem.

Next to defining the problem is arriving at solutions that will best solve the problem. One can make a list of choices or alternative courses of action and the resulting consequences. However, the choices should be based on actual, realistic and factual ideas.

Presenting Status Reports
Simply put, status reports are meant to inform management of the results without focusing on the activities behind it. Status reports should instead focus on key indicators, milestones, risks and issues.  Some people commit the mistake of trying to put all details which oftentimes are ignored by the manager because of lack of time to read it.  Complete, straightforward, timely, concise, and brief status reports should only take a minute to read.

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