The 13apples Blog» “are you ready to lead?”

Your Body Speaks.

Raj Menon — Thu, 18 Mar 2010 04:32:47 +0000

You think you know everything about something until you actually sit down to learn… you will be surprised at what you thought you knew but didn’t. That’s what happened with me.

I was taking a mandatory training on Body Language. Before I took it, I was thinking to myself “What more can an online training on body language teach me? What I need is some advanced coaching, which is why I have joined Toastmasters. Do I really need to waste my time with basics?”. I soon realized that I did.

Did you know that 55% of our communication is non-verbal? It’s all in the language we speak with our body movements. Only 7% is verbal.

Here are 10 basic things to keep in mind on non-verbal communication:

Dead Arms is a sign of boredom or lack of energy. Use your arms and use them. Be animated.
Stooping Shoulders shows lack of confidence. Stand/Sit straight.
Eye Contact helps engage your audience.
Swaying distracts the audience. Stand still in a locked position and lean forward to have a commanding posture.
Fidgeting indicates nervousness and insecurity. Use your arms to deliver your message.
Fig Leaf stance indicates a body language of covering up of an act or an object that is embarrassing or disagreeable. Use only when you are not speaking, in wait mode.
At ease is a military standing posture that should be avoided. It shows a disconnect between you and your audience.
Props must be used only when needed, as an extension to you body.
Gestures with strong animated body movements is important.
Furnitures limit the impact of your speech. Don’t hide behind it.

Pay attention to your body, be aware of it and then practice to improve your public speaking. You can practice in front of the mirror or in front of another person but the most powerful technique (one that we use in my toastmasters club) is to observe your body movements by recording it live and then review it. You will be amazed at how much you will learn about yourself.

Communication is crucial in project management. It is 90% of what we do in our leadership roles. Until we work on our body language basics, we are only half as good as we think we are.

What Baseball Means to Me

Laurie Guzman — Wed, 04 Nov 2009 05:00:20 +0000

Manual: Competent Communicator
Project/Assignment: Speech #4 “How To Say It”
Comments: I won the Best Speaker award at the Let’s Talk Franklin toastmasters club for this speech.

I was 6 years old when my Dad took me to the sporting goods store to buy my first Lefty’s glove. My father played semi-pro ball until he was drafted into the army. He grew up with a tremendous love and passion for the game. It seems only be natural that he instilled his love for baseball into his children .

My father was my softball coach from Kindergarten to 8th Grade. Girls of course were not allowed to play baseball so softball was just great for Dad and I. He was a great teacher, great motivator, several of my teammates registered every year requesting my Dad! Coach Freddie. No special treatment for me though.

About the age of 13, about 1981, I would call myself, “The Kid To Know”.

Season tickets/Box Seats to watch the Yankees play at Yankee Stadium! We had season tickets every year after that. NO more baking in the sun, no more waiting for “dirty water dogs (hot dogs)”, comfortable seats, a great view of the game.

But at this time, my interests were changing. I was a freshman in high school. Boys no longer had the cooties. I had to go to a game because DAD SAID SO!

July 4th, 1983 it was over 100 degrees that holiday. One of those games where Dad said we all had to go. He really wanted the family to be together. History was made that day!

It was 4-0 yanks were winning. Dave Rhigetti, Rookie pitcher for the Yanks had 2 strikes on the Red Sox batter. One more strike and Dave would have pitched a NO HITTER WINNING THE GAME!!!! Silence in the stadium. It was like someone hit the mute button on the TV. Not a sound from anyone or anything. Dave threw the pitch and STRIKE 3! Game over!!!!! The crowd went crazy. The team charged Dave, the crowds jumped on to the field. The roar of cheers went through the stadium like a title wave from the ocean. The noise was so loud you couldn’t hear yourself think.

Let me freeze that moment! Watch with me as I turn and look to see the excitement on my father’s face. I truly can only remember one other time that I saw my Dad so proud and happy. That would be during our Father/Daughter Dance at my wedding! He grabbed my brother then my sister and screamed so loud, “ Who’s luckier than me! I Have my family, I have season tickets”, and then he grabbed me! “ Laurie, Magic Moments I tell you! Magic Moments”!!!

This Sept, I registered my two sons Benjamin and Evan for fall baseball for the first time.

My 7 year old, another lefty wore my first glove that my Dad bought for me. During one of his games he reached up and caught his first pop fly!! As he looked down in his glove and realized he caught the ball. He turned to the bleachers screaming, “Mom, Mom, Mom, I did it, I did it!!” MAGIC MOMENTS! I cried like a baby so proud of my little man.

I almost forgot how much baseball means to me. Now when the family is home and the Yankees are playing, Evan sits to my left, Benjamin to my right, popcorn is popped and we cheer for the Yanks! The spirit of baseball lives on!

Toastmasters Speech “Those 20 minutes after 8pm” CC#4

Raj Menon — Thu, 23 Jul 2009 20:06:30 +0000

Manual: Competent Communicator
Project/Assignment: Speech #4 “How To Say It”
Comments: This speech won my 1st Best Speaker award at my toastmasters club.

Today I want to share with you an experience I had when I was in the 7th grade. As a disclaimer, let me point out that I do not intend to offend any religion or culture with this speech. This speech is based on a true story. This is my story – the dreadful 20 mins of my life.

I have lived in the Middle East for many years. My dad was working for Singapore Airlines who was posted was in the gulf region. My brothers and I went to school there. It was a luxurious life but a restricted one due to the rules and regulations any expatriate family had to abide by.

The incident happened one Thursday night sometime during the 20 mins after 8pm. In the muslim world, shops and all public establishments must close for prayers 5 times a day. The longest prayer time is the last one from 8pm to 8.20pm. There is not a soul on the street. There are no cars zooming by. All one would hear are the prayers from the nearby mosque.

It was the weekend. Two of my friends had come to visit me. We went out that night to a nearby residential community. We were having a party. Around 7:45pm, I asked my uncle for his permission to go back home with my friends. We were getting bored. He agreed and asked us to be careful while crossing the main road. He knew it was safe especially since it was the prayer time. What he did not anticipate was what was about to happen.

Riyaz and I were on bicycles while Rajaneesh was on my roller skates. He was not good at skating but he managed pretty well for a first timer as he stumbled along. My apartment was hardly 2 miles from where we were. Cross the main road, go past the open land to the first of the cluster of buildings. We raced our way to the main road. Rajaneesh was slow on skates so we waited for him. When he caught up, we looked both sides and crossed to the median in the center. I don’t recall where the white Corolla came from. With a screeching halt, the 4 Arabs parked next to us. The smell of burning rubber filled the air.

“How much?” one of them asked pointing to my bicycle. I think I said 300 Riyals as I signaled to my friends to move along quickly. We crossed the main road. My heart was beating fast. My instincts told me that there was something wrong. Something was about to happen. I sent silent prayers to God and cycled on. My friends followed. None of us talked. Maybe there was a telepathic communication going on between us, each of us saying the same thing.”We need to get home. We need to get home fast.”

Riyaz and I were quick enough to cycle past the Corolla as it crossed us and parked diagonally in our path. Rajaneesh fell behind. Rajaneesh fell down. 2 Arabs got out. They were both dressed in traditional white robes. One of them grabbed Rajaneesh by his legs and tried to pull him towards the open backdoor of the Corolla. The other one made sure we could not come close enough to rescue Rajaneesh. I could see from the distance that Rajaneesh was not making it any easy for them. He kicked them hard and fast. The 2 Arabs in the car were getting restless and were shouting some words in Arabic. A few mins later, I saw Rajaneesh skating towards us. I don’t know how he got away but the 3 of us were together again at the end of the long stretch and now closer to home. We were too scared to look back at what the Corolla was doing. A few mins later, we were home behind closed doors; safe.

The next thing I remember was switching off all the lights and air conditioning. All we could hear were the prayers from the nearby mosque, now coming to a close. Then I looked outside the window and saw a white Corolla parked outside. There were 4 Arabs in the car. Tears ran down by face and I started to tremble with fear. We ran into the bedroom and locked the door behind us. Rajaneesh urged me to call my parents. I managed to utter out some words of help to my dad’s voice on phone. He asked me not to worry. I don’t remember how long it was before my parents and uncle got home but it seemed like a lifetime and when they walked in to the bedroom, I knew the ordeal was finally over.

The memories of those 2o mins after 8pm remind me how 3 childhood lives would have changed forever that night.

It also reminds me how Rajaneesh learnt to skate.

My Perfect Symphony

Raj Menon — Thu, 22 Jan 2009 02:31:32 +0000

Manual: Competent Communicator
Project/Assignment: Speech #2 “Organize Your Speech”
Comments: This post is a modified version of the 2nd of the 10 speeches I am to give to become a Toastmasters certified “Competent Communicator”. The message I am trying to convey in this speech is very real to me. The modifications I have made are only to the extent of appealing to a larger audience.

Imagine going to the symphony. Imagine watching the orchestra and all those musicians with their drums and violins and flutes and all the instruments. Haven’t you been awed by talent and skills of all these musicians creating a perfect musical score in response to the “magical” gestures of the Conductor?

Now, imagine what it would be like if the conductor was 7000 miles away from his orchestra?

Today I will talk about a similar ensemble of developers, business analysts, testers and IT personnel working remotely who follow the directions of another kind of conductor – the Onsite Program Manager.

I was born in India, the land of cultures. At a very young age my family moved to the Middle East and most of my childhood memories are of growing up in the gulf. So, I could say that very early in my life I was exposed to different cultures and knew the importance of building relationships with friends and family far away.

In 1994, I returned to India for my Bachelor’s Degree in Computer Science & Engineering. In September of 2000, I got a job as a Web Developer and I have been with them ever since.

Today I am a Program Manager working at a customer facility. I manage multiple IT maintenance and development projects. I work with a team of around 35 skilled people, who are located 7000 miles away. They work while I sleep.

I’ve been a “conductor” of such an ensemble of software development teams for the past 6 years.

In music, the primary responsibility of a conductor is to first set the tempo, then give a clear direction, and finally to listen critically to shape the sound of the ensemble.

That’s exactly what I do as an Onsite Program Manager and let me tell you how.

#1 Set the Tempo

How do I set the tempo if I am miles away from my team? It’s tough. My role expects me to work with people who I can identify only by voice or words in an email, people who I may never actually meet. It is tough but possible.

Setting the tempo to me starts with getting to know my team, establishing effective communication protocols, and enabling them with the power of processes.

What are their names? What are their hobbies? What role do they play and what are their responsibilities? Who do they report to? Who is my point of contact? What are their expectations from me? How do we communicate and resolve issues? What systems and processes will help me check the health of the team and the project?

My point is that, if you are an Onsite Manager working with remote teams, you start by building a rapport with the team. Get them to know you and your role. Then work with them and implement customized processes, those that enable you and your team to function effectively. Put it all together and soon you are all set to create some good music.

#2 Give a Clear Direction

Whenever I interview a candidate for an Onsite Lead role, a common question I ask is “What challenges have you faced with your remote teams?” The almost immediate answer is Communication. The extended hours due to the time-zone differences, the frustration due to cultural differences leading to a difference in attitudes, and the difficulties in understanding the Indian-English accent are just some of their reasons why they feel this way.

These are issues and they are real. They are caused by what I call a “communication disconnect” between you and the far away team. That I think is the real challenge. I can attribute almost every issue or failure I’ve faced in such an engagement to a communication disconnect.

To give a clear direction to our team, we must remove this disconnect.

1. Communicate with your team often.
2. Think, talk and act as though we are a part of them. Do not consider the remote team as third party.
3. Be part of the resolution, not the problem.
4. Assume less, know more.
5. Acknowledge their achievements and pardon their mistakes.

The Onsite Manager must remove the barriers of time-zones and attitudes and cultures, to set the stage for success.

All this becomes easier if you have already set the tempo.

#3 Listen & Shape the Sound

An effective Onsite Manager needs to be good listener. We have to listen to what our team is saying, listen to their concerns and issues, understand them non-judgmentally and be able to remove the noise from the sound.

Listening also means, to be able to check the health of your project, remotely. This is where systems and processes play a major part to help you monitor your team’s productivity; review activity plans, set milestones and meet SLA’s.

Effective listening will help us shape the deliverables to the satisfaction of our customers.

We are not Maestros but don’t we all strive to be one someday? We have a team of talented musicians working for us. They wait for our direction to create a perfect symphony. Let’s try to be the conductors who are always trying to give the best performance ever. Let us keep our audience entertained and satisfied. And let’s get them to always ask for an encore.

Thank You all for listening.

Powerpoint Presentations: 3 simple rules

Raj Menon — Tue, 11 Nov 2008 08:24:06 +0000

Manual: Competent Communicator
Project/Assignment: Speech #3 “Get To The Point”

This was the plan. You schedule one hour to make that very important presentation. You send out the invites with the agenda for the meeting. Your objectives are clear. You want to walk them though the process and then show off with some pretty looking graphs and charts from the data you collected.

Now it’s time to deliver. You run through the slides one last time. Practice, Practice, Practice. You feel good about it. You let out a smirk. You know you are going to blow them away.

Ah! But there is a twist. You are asked to delay the meeting by half hour. An attendee is running late. You can’t make this presentation without your full audience. Now you’ve got half hour less than you had planned for. You know that it’s going to be tight but you tell yourself that you will do it.

It’s time to deliver again. You start off with slide 1 of 10. 20 mins later, you are in slide 4 of 10. You have 10 minutes left and you feel pressurized. Somehow, you manage to finish you presentation. But you are not happy. You don’t feel good about it. Did you blow them away with all the pretty graphs and charts? You are not sure.

So, what went wrong? To start with, you packed too much information in your presentation. Then, you spoke too slow as if you had all the time in the world. You also did not re-prioritize the slides for your revised time slot.

Here are my 3 rules for you to use in your next presentation:

Remember the 5-point rule for powerpoint slides. There should be no more than 5 bullet points in a slide, with no more than 5 words in each bullet point. Now, if you think you would prefer a 6, 7, 8 or 9-point rule, sure. This rule is flexible as long as you don’t go beyond the 9-point rule. Please!? See, when you pack too much into those bullet points, you are merely reading them out. You need to grab your audience attention with smart, consise, effective bullet points. The bullet points are the take aways from the meeting. You need your audience to remember them.

You’ve to control the pace of the meeting using the 5-point-plus rule. After you apply the above rule, the next step is to make sure you don’t talk away like there is no end in sight. You don’t want your audience to get bored. Stay focused on the bullet points and remember to use no more than 5 sentences to explain each bullet point. Keep your sentences as short as possible.

Prioritize you content. Do not give equal importance to all your powerpoint slides. You may have spent an equal amount of time and effort to create them all but your presentation is not about you. It’s about your audience and what is important to them. Use more time on the important stuff and speed through the rest or if you are running out of time, simply cut out the fluff. Prioritize to make the best use of your time.

These are just some of the tips and tricks to give a effective presentation. Tell me if this works for you like it did for me. If not, what did work for you?

Your comments, please.