Effective Leadership Communications for HR Professionals
As an HR Manager, you will be asked to present to a senior leadership team many times in your career if you haven’t already. Defining a problem and identifying the appropriate call to action is difficult. The overall objective of this course is to help you develop a clear, concise communication when handling three different HR related scenarios including:
During this course, I’ll demonstrate how to set up a professional presentation, review the best method for telling your story and ways to prepare for your meeting. We’ll develop a succinct, straightforward set of communications to address common HR scenarios. The lessons will prepare you for that moment in front of your senior leaders; a moment to build credibility, improve your brand and bring visibility to an important HR issue.
HR Jetpack is recognized by SHRM to offer Professional Development Credits (PDCs) for SHRM-CP or SHRM-SCP. This program is valid for 2.50 PDCs for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit shrmcertification.org.
This activity, has been approved for 2.50 HR (General) recertification credit hours toward aPHR™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™ recertification through HR Certification Institute® (HRCI®). For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.
The use of the HRCI seal confirms that this activity has met HR Certification Institute's® (HRCI®) criteria for recertification credit pre-approval.
Title: Viewing the presentation
Module: Presentation Review & Delivery
It's time to take the next steps in preparing for your meeting. Let's focus on the slideshow tab. Open up Powerpoint and choose one of the professional templates. And let's go to the Slideshow tab. Now remember in an earlier lesson I reviewed the icons in the Quick Access Toolbar, one of which is this little slide show icon with a play button that happens to be the first command on our ribbon here for the Slideshow tab. It allows you to view the presentation from the very beginning, no matter what slide you’re on so if I go down slide #4 and I select from the beginning, it allows me to jump to the title slide right at the beginning and then I can restart my whole presentation or begin my presentation.
So let's hit Escape on our keyboard. Now the next command here allows you to start the presentation from the current slide you're on and so we select this and we can begin right away on our agenda slide. So let’s hit Escape. For our purposes we won't be using the Present Online and Custom Slideshow features. Now moving over to the set up section. Now there's some really neat commands here in the set of the slideshow features so you can automate your presentation so that it runs without anyone even touching it. Now, again we don't need this function for your staff meeting. But let's check it out, real quick. It's something to keep in mind if you ever need to have a presentation that showing during an event or at the beginning of the event where you want certain slides of information to be appearing. You know actually used this during an interview process before we brought a whole group of candidates in to interview in one single day and we wanted to share information about the company while they were in a waiting room. And so we set up a slideshow in just an automatic mode where it would loop continuously and you could see the same information about the company. OK so let's cancel here.
Take a quick look at the Hide the Slide command. Another really good command to have especially if you're giving the same presentation to different audiences, right. There might be some information that you want to share with one audience but maybe not with another, right, there might be just too much detail in a particular slide that, you know, maybe your senior leaders just don't need to see but it's something that you need to share with, let's say, your HR team, for example. So let's go to slide #3 and I'm going to select Hide the Slide. So when I go into presentation mode or slide show mode from the very beginning, you'll see that that slide is now no longer there. And then I'm going to hit Escape and I'm going to go back to the slide that I hid and you'll notice that it was crossed out. I’m going to select it again and hit Slideshow. I’m going to select it again and hit Hide Slide and now it’ll reappear.
Now Rehearse timings is definitely a command you want to check out. When you select it, the slides go into Slideshow mode and a timer begins. So let's select that now and I can demonstrate for you. And you’ll notice in this 1st section right here is the time that you actually spend on the slides. I’m going to let this run for a little bit and then I’m going to go on to the next slide, our agenda slide. And you'll notice that section restarts at zero. However, there is a total time right over here on the right hand side. So as your rehearsing your presentation, you can see how much time you spent on your presentation to this point by looking on the right hand side. And then this section here continues to tell you what your time is for that particular slide. So you can also pause the recording and the system will actually ask you and tell you that your recording has paused do you want to resume recording. Maybe you get interrupted or, or something happens where you want to restart or, or go over a particular point, again you can actually pause what you're doing. You could also hit the backspace arrow here to repeat as well. Go back to the very beginning of your recording and it will set the time at zero and you’ll start all over again for this particular slide. You really shouldn't spend more than one to two minutes on a slide. That's the usual time frame and this here will tell you exactly what's happening as you move forward. So I’m going to go on to another slide and I'm just going to let our timer keep running here. OK. And I’m going to hit Escape. And you’re going to understand why I did that in just a moment. So now you have a program telling us of the total time for a slide show was 47 seconds and if I want to save it. I’m going to say, yes, I do want to save it. I want to be able to look at that in just a moment.
Now let's continue our tour of the Slideshow tab. You can also record your slideshow by going up here to the dropdown menu. Now this feature is very helpful especially if you support a client base that is outside of your time zone so maybe somewhere else in the world or somewhere else in your country. I found this very helpful when I was doing global webinars for HR managers, it was difficult finding a time to accommodate everybody’s schedule around the world so recording a presentation allows your intended audience to see it at any time. Now if you decide to record a live presentation it's a really good idea to tell your audience that you are recording the session. Now someone might have a question or they might make a comment in which they prefer not to be recorded. Knowing this is important and then that way they can hold off until after the session. You know it's really common courtesy.
Now to see what we already rehearsed, what we've already recorded, I'm going to go back over to the view button. I'm going to hit, Slide Sorter. So now you see during our rehearsal we spent this many seconds on each slide. So let's go back to a normal view and then we'll go back to our Slideshow tab. Now for our purposes we really don't need any of those particular recordings. So we can use the Record slideshow to clear out the timing that we are ready have on all the slides.
By checking the Play Narrations box, you can playback Audio Narrations and Laser Gestures during your slide show. Checking the Use Timings box allows you to play back slide and narration timings and finally the Show Media Controls is a command for playing audio and video clips. Now we get to a really good command, using the Presenter View. This allows you to see and deliver the presentation in what's called Presenter View. Now I don't use this functionality when I'm speaking at a meeting, you know, I use it to actually practice. I find standing or sitting next to a monitor for my notes is very restricting. So, in addition, by the time you get to your meeting, you should know your material. The notes are only there in case you want to double check your talking points. But what we're going to do, is go over the Presenter View especially since it’s something that I highly recommend you use for rehearsing your presentation. So we're going to check this box. Now you’re going to notice that nothing's changed since right now we're only using one monitor. Now, if we had two monitors, then you'd see your monitor go into what's called Presenter Mode. So now what we need to do is go into Slideshow mode so we can practice since we don't have two monitors. So let's go all the way down here to the bottom and let’s select Slideshow mode. And then we're going to right click anywhere on the screen and we're going to go to Show Presenter mode and there we go. Now we can see our presentation with all of these great functionality and features in front of us. This is not something that our audience is going to see. So in the program, you'll see in the upper left hand corner, times you, very similar to those rehearse buttons where you can pause or you can restart the timer as well. Right. Of course, this is the slide that your actual audience is going to see. You have the time. What time of day is it. You also have the next slide which actually can be really helpful if there's a particular point that you want to make, you know, knowing that you've got so many certain images or information that's going to pop up on your next slide. Now you have your notes section, this is something that you could certainly look at and reference as you're going through each of your talking points and, over here, we have a little bit more functionality of a pen and laser pointer tools. Another way for you to be able to see the slides being able to zoom in if you want to black out your slideshow. And then we have a few more options here. I'm going to come back to that in a minute. And down at the bottom, allows you to move back and forth between your slide. Now up here at the very top, real quick, just minor functionality here in terms of showing your task bar, display settings, and then ending your actual slideshow. Right, of course, you've got your minimize, maximize and you're close buttons as well.
So when we go here, to our more options, you have a few more choices. You can hide your Presenter View. You have some selections in terms of your screen, whether you want it to be black or white. You have a Help section and then you can End Your Show and go back into Normal view mode. Now for a ten-minute staff meeting, you don't really need this level of advanced functionality. I recommended someone conducting a workshop or a much longer presentation now for practicing it's a great way to review your notes while being timed and moving through each of your slides. Doing so will prepare you for the real deal.
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Christina A. Danforth, SHRM-SCP & SPHR, launched HR Jetpack in 2016 to support the development and professional growth of her fellow HR colleagues. She started her HR career in 2002. After obtaining her Master’s in Business Administration degree, Christina joined United Technologies Corporation. She moved across the United States...