Presentations for Effective Club Leaders Dr. Edward A. Merritt California State University (Cal Poly...

Presentations for Effective Club Leaders

Dr. Edward A. MerrittCalifornia State University (Cal Poly Pomona)For more information: www.EdwardAMerritt.com

Business Management Institute2

Learning objectives

At the end of this session you will be able to—

1. Recognize the biggest mistakes in presentations

2. Explain the three types of presentations3. Define and refine appropriate techniques 4. Understand the proper use of questioning

Business Management Institute 3

Consider

Implementing an action plan-- Take-home points Points for action at your club People with whom to communicate the

value of this knowledge

Top 10 Power Point No-Nos

10: Writing every word Treat your slide like a highway billboard The back up light on a golf cart can only be lit during backing situations

and must be visible for 75 feet. A license plate light, if the golf cart is to be used on club roadways, must illuminate the rear license plate and should be visible for at least 50 feet. You also cannot have a trailer hitch or anything else blocking the view of the license plate. The purpose of the golf cart turn signal is to indicate to others the direction you are turning. The signals must be flashing both in the front and the rear of the cart. Make sure that after completing your turn, your signal is cancelled. Leaving a right or left signal on may cause someone to turn in front of you.



09: Reading every word Use your slide to guide a discussion Have you noticed how some presenters turn and face the screen and

read the slide to you (like I am doing now)? The back up light on a golf cart can only be lit during backing situations and must be visible for 75 feet. A license plate light, if the golf cart is to be used on club roadways, must illuminate the rear license plate and should be visible for at least 50 feet. You also cannot have a trailer hitch or anything else blocking the view of the license plate. The purpose of the golf cart turn signal is to indicate to others the direction you are turning. The signals must be flashing both in the front and the rear of the cart.



08: Using a font that is too small

Use ~44 for headings (44 Point) Use ~32 for body points (32 Point)

This still reads well (28 Point) This is the smallest recommended (24 Point)



07: Not using spell chechs Wile you are presenting, people are readin Have spell and grammar check turned on



06: Too many bullets Use bullet points for main points Think ‘shooting’ someone who uses too

many



05: Too many colors Colors can confuse Use sparingly



04: Too many slides Rule of thumb is 1 slide = ~2 minutes > Number = < Effectiveness



03: Too much data


Risk Factors

RiskSPOF Capacity Security Support Prod. Issue Other Risk Remediation Cost

H M L Tot H M L Tot H M L Tot H M L Tot H M L Tot H M L Tot Option 1 Option 2 Option 1 Option 2

No DB clustering - cold standby server(s)

Oracle rac - Linux Hardware cluster - SUN $150,000 TBD All DNS servers reside in one DC Migrate to GE $0 Single MySQL Srv. Cold server TBD

Servers have single power supply & NIC Replace via Bart's SUN deal TBD

120Mbps cap on firewalls Lease firewall from colo Replace firewall TBD $30,000 Older tape backup technology No Action Required Spam firewall cannot keep pace

Outsource (to Postini) Install appliance TBD $2,000

Spam firewall is older version

No IDS Managed services w/ colo Procure IDS (1GB unit) TBD $90,000

No internal firewall Procure firewall only Procure firewall & proxy $30,000 $60,000

Nortel network equipment Replace equipment Train staff or outsource $200,000 TBD Aging SUN hardware Replace via Bart's SUN deal TBD No server maintenance agreements Replace via Bart's SUN deal TBD SLA with Colo is "best effort" Take no action Negotiate new deal $0 TBD

No comprehensive DR plan Take no action (100 days) Develop DR plan $0 TBD

Tape backups not regularly tested Take no action Dev. Backup test policy $2,000 $2,000

No central admin. of SSL certificates Take no action Centralize SSL cert. $0 TBD

TOTALS 1 3 1 5 1 1 1 3 0 3 0 3 1 3 0 4 0 0 0 0 0 1 2 3

$382,000 $184,000 SCORES 15 30 5 50 15 10 5 30 0 30 0 30 15 30 0 45 0 0 0 0 0 10 10 20 RISK VALUE 175


02: Too much animation Practice restraint



01: Unreadable fonts (this is good Calibri) Use serifs on heads and sans on points This is Black Adder (not good fussy) This is Times (good but boring) This is Lewis (usually too light) This is Curlz (not good

unprofessional)


Why Present?

To persuade. To help convince members to take action Example: Spend $7M to rebuild the greens

To inform Example: Provide update on new member joins

To entertain. Not used often in clubs


Distinguish features from benefits

Sell benefits instead of features Notice difference: 1. Feature: “this sofa is covered with heavy nylon

fabric” 2. Benefit: “this sofa is durable & rugged, it can

stand abuse and will be ideal for the teen lounge”

15Business Management Institute

Say what you want and expect argument Tell your audience what you want (the

outcome) Don’t skip this step Anticipate arguments and address If already addressed, any argument will

carry less weight


Show your position is consistent with theirs Members look for a connection Show your audience that you have agreement Don’t go straight to points of disagreement, it

agitates the audience


Suggest small specific steps Smaller goals will yield increased acceptance Example: Break the greens project into phases

1. Build temporary greens (April)2. Roto-till greens, replace soil mix (May)3. Install drainage, irrigation (May)4. Re-contour bunkers, drainage, sand (May)5. Re-grass and grow-in (May-August)6. First mowing (mid-August)7. Estimated opening (early Sept)


Have a topper ready Members do not want to admit that they were

wrong before Give them an out:Example: “The price was too costly 5 years ago. The

greens are >80% Poa, we can get the job done for half price, and we have the money. It was smart to wait until now.”


Conflict of interest Acknowledge a conflict of interest or strong bias You will get credit for mentioning the situation


Silence and clothing are powerful Let the member ask the entire question Pause (count 1,2,3), do not jump to answer Dress the part of an expert


Creating rapport Acknowledge what the audience is feeling about

rebuilding the greens Address fears and or misconceptions Don’t make excuses or complain about challenges Express some emotion, it will make audience

members feel good


Focus on what’s good for the membership

Don’t overlook subgroups. You may be speaking to <5 handicappers and >30 handicappers

Support club tradition Identify influential audience members such as

past presidents’ agendas in support


Keep it simple Don’t use more than seven main points,

such as these:1. History2. Planning3. Phasing4. Justification and costs 5. Timing6. Outcomes and expectations7. Questions


Timing tips and tricks Know your time allotted It’s better to be a little short than long Communicate your awareness of time Be prepared to adjust during your presentation Don’t cut the conclusion


Using numbers and statistics

Define terms and avoid jargon Draw from sources that members recognize –

USGA, CMAA, EdwardAMerritt.com, etc. Rounding numbers adds simplicity (expenses up

and revenues down) Example expense item: $1,476 express as “about $1,500” Example revenue item: $20,233 express as “about $20,000”

Don’t spew; give the audience time to digest


Avoid Don’t get members’ names wrong Never say that you’re not prepared Don’t use offensive humor Don’t try to over charm Jargon

Example of jargon: We used a PHD to install the 497 OOBs along Country Club Lane.


Conclusion musts Cue the audience, so they’ll know your conclusion

is happening Summarize points Don’t throw in new points Make a great final impression by using an

emotional appeal


Editing Rest your presentation for a day before editing Keep words simple Keep sentences short Specifics create stronger images


Rehearsal Rehearsal is very important Some say rehearse no more than six times so as

not to lose spontaneity Try videotaping and critiquing self Time your presentation


Dos and don’ts

Do Smile and engage Vary the tone of your voice

Don’t Mumble or say “uh,” “um,” or “you know” Be afraid to pause (count 1,2,3)


Handling questions At start, announce that you’ll take questions at

the end Address anticipated questions during your

presentation Always repeat questions before answering Stay after for individual questions


Question techniques Reverse – If someone asks when something could

happen, ask when they’d like it Redirect – Instead of answering, ask if anyone has

anything to say about the topic Rephrase – Rephrase negative questions to soften

before answering Be careful not to embarrass a member in front of

others


Building yourself up by being self-effacing The major benefit of self-effacing humor is that it

reduces barriers between you and the members Self effacing humor also shows that you have

some life perspective (down to earth)


Presentations for Effective Club Leaders

Dr. Edward A. MerrittCalifornia State University (Cal Poly Pomona)

[email protected]

Presentations for Effective Club Leaders Dr. Edward A. Merritt California State University (Cal Poly...

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