Archive for September, 2008

How To Use Your Mental TV To Memorize A Speech (or Anything)

Monday, September 15th, 2008
To Memorize A Speech Requires Strong Visual Images

To Memorize A Speech Requires Strong Visual Images

Back when I was in school, I was taking mainly technical courses and I got to be pretty good at them. The routine was pretty much the same for each class: learn the formula, work some problems to practice using the formula, take a test and show that you know how to use the formula. The same thing went for my Computer Science classes except that instead of formulas, we were dealing with computer languages. You can well imagine how surprised and unprepared I was when I had to take some business courses: there were no formulas! Instead, there was a great deal of “facts” that needed to be memorized and then dumped back out of your head while you were taking a test. My friends who were in Business School had become very good at this type of memorize / dump routine; however, I was basically clueless.

Eventually I found a way to get all of that information to stick in my brain. What was even better was that, unlike my friends, it would remain there long after the test / final exam had come and gone. I had truly found a way to memorize my material. This is exactly the skill that you need when you have an opportunity to give a speech. You need to memorize your speech in such a way that it comes back to you quickly and easily each and every time that you need to give the speech without the need for any notes. In fact, if you could find a way to get your speech to play out on that big TV in your head, then all you would have to do is watch it and tell your audience what you were seeing. Sounds like an impossible dream? It’s not and I’m going to show you how to do it.

First, let’s start with just a little bit of medical knowledge so that you understand why this technique works. Based on years of research, Doctors believe that the part of the human brain that is responsible for our memories is the part that is called the hippocampus. Here’s the important part: if this part of the brain is stimulated sufficiently, then we will remember what stimulated it. We are all very visually based beings. This means that our memories are made up of images – sorta like a big stack of photographs. If you can visualize something, then it suddenly becomes much easier to remember it. That’s why long phone numbers can be hard to memorize (no good picture) and why what a fancy new car looks like (it’s all about looks) can be easy to recall even if you’ve only see it once.

In order to memorize your speech, you need to do three things:

  1. Break the speech up into a sequence of steps. These steps need to be as small as you can make them and they need to be placed in a sequential order: start, middle, and ending.
  2. You need to associate an image AND and action with each step of your speech. The wilder and more outrageous the image/action are the easier that step is going to be to remember.
  3. Finally, you need to “place” all of your steps someplace where you will be able to find them. If your speech was short and only had 10 steps, then I’d suggest that you visualize yourself “placing” them on your body: toes, ankles, knees, shins, hips, butt, back, shoulders, neck, head. If you have more steps, then I’d use some place that you know very well: your home is a great place to start. Think of your bedroom and “place” each step on things that are currently in your bedroom.

Now comes the fun part. In order to memorize your speech, what you are really going to be doing is running thorough your list and recalling the images/actions that you have stored in each location. The key to success is that you’ll need to recall each step in proper sequential order and you’ll be need to be able to do it with little or no effort. How about an example to make this all seem just a little bit more real?

Let’s say that you were asked to give a presentation on your company’s new 401k program (how boring would that be?) Here are the key points that you need to cover in your speech: everyone is automatically enrolled upon joining the company, you can un-enroll, the company will match the first 5% that you contribute, if you leave the company you can take your 401k with you, and you can borrow against your 401k in special circumstances. Yawn! Now let’s do some work to memorize this speech:

  1. Break it into steps:
    • everyone is automatically enrolled upon joining the company,
    • you can un-enroll,
    • the company will match the first 5% that you contribute,
    • if you leave the company you can take your 401k with you,
    • you can borrow against your 401k in special circumstances.
  2. Now create pictures / actions for each step (sorry, these pictures/actions work for me – results may vary for you):
    • I see an assembly line of new employees moving along past a machine that stamps “401k” on everyone’s forehead. The stamp hits them with a big “smack” sound and leaves a big red mark.
    • I see some new employees on the assembly line, after they have been stamped, reaching up and peeling off a piece of clear tape that covered their forehead and, because it got stamped and not their actual forehead, they can just throw it away and they are not labeled as “401k” like everyone else
    • I see the employees on the assembly line one-by-one stopping at a table where an accountant wearing a green visor and sitting at a plain wooden table sits. Each employee starts to lay down $1 bills on the table and as he does so, the accountant lays another $1 bill down on the table right by the employee’s bill. However, once the employee lays down his 6th $1 bill, the accountant stops laying his money down. The employee scoops up all of the money and gets back on the assembly line.
    • I see some employees jumping off of the assembly line holding big piles of cash and vanishing through a hole in the floor that has a big flashing “EXIT” sign beside it.
    • I see an employee jumping off of the assembly line and running towards a house that is fully on fire. The employee goes over to a big water tank that is located right by the house, turns a faucet on and drags a hose over to the burning house turns it on. Money starts to stream out of the end of the hose and smothers the house and puts the fire out.
  3. Finally, I see myself sitting in my office and the assembly line of new employees is running by the office just out in the hall.

There you have it. Admittidly this is a fairly boring topic for most of us to talk about; however, using the memorization techniques that we’ve talked about you can see how you could “lock” this speech into your brain. When it came time to deliver the speech, all that you would have to do is sit back and play the stored images back on that big TV in your mind. What could be easier?

So tell me: have you ever used a memorization technique like this? How did it work out for you? Do you use some different way to keep your facts straight? How long can you recall things – for a day? a week? or longer? Leave a comment and let me know what you think.

How To Use The 150″ HDTV That Lives In Your Head

Friday, September 12th, 2008
The TV That Lives In Your Head Is This Big!

The TV That Lives In Your Head Is This Big!

Have you seen those giant flat screen TVs that they are selling these days down at Best Buy? They are HUGE! In fact, they are so large and so bright that you’d almost have to go next door in order to properly watch them if you bought one. Of course buying one is still an issue – you’re looking at $2,000 – $4,000 for the just the TV and then twice as much for installation, surround sound, Blue-Ray DVD, etc. So what does all of this home theater talk have to do with how we communicate? Plenty – it turns out that you already have one of these giant TVs in your head and it’s just sitting there waiting to be turned on in order to help you next time you have a presentation to give.

We’ve talked about how dangerous it can be to show up to give a presentation with a big stack of notes. However, we really never discussed what else you could do to make sure that you were able to deliver your presentation in the proper order and not leave out any of the important information. In order to answer this question, I need you to come with me back about 2,500 years ago or so to ancient Greece. Back in these days presentations were given without the benefit of PowerPoint and in fact, there wasn’t really any good way to create a bunch of notes. Orators gave hour long (or longer) speeches and had to get each and every word right every time they gave the same speech. How the heck did they do that?

The answer can be found in one word: memorization. Now I’m just a bit cautious using this word because it’s too easy to take it the wrong way. We’ve all probably seen speakers who have written out speeches word-for-word, practiced them over and over, and then tried to deliver them without using any notes. Whereas this is quite the impressive feat, the results are almost always less than spectacular – they struggle so hard to recall the next word that we end up feeling worn out for them by the time that they are done presenting. The fancy name for the wrong way to memorize things is rote learning.

How about if we use a different way of memorizing your speech? The way that I’m going to present to you will allow you to use that big 150″ HDTV in your head and just sit back and watch your speech play out for you in full surround sound as you simply tell your audience what you are seeing. What could be easier? This approach is called the loci method. But you’ll have to wait until next time when we’ll talk about this in great detail…

Have you ever had to sit through a presentation where the presenter had clearly memorized a speech that he/she had written out word-for-word? How was it – smooth as silk or as rough as a country road? Have you ever tried to memorize a speech that you had written out completely? Were you able to do it? Leave me a comment and let me know what you think.

Killing Time Until YOU Run The World

Wednesday, September 10th, 2008
Persuasion can be accomplished by using quotes and pacing/leading.

Persuasion can be accomplished by using quotes and pacing/leading.

Man, once you are in charge, things are going to be different around here! Specifically, you won’t have to work so hard to convince your audience that they should see things your way. However, until that day arrives, perhaps it would be worth our time to take a look at a few ways to persuade your audience to come over to your way of thinking. We’ve already discussed the power of keeping your focus tightly centered on a few key issues that matter to your audience and then drawing them in using stories. That’s a good way to start, but there is much more that  you can do…

Although you may be a well-respected person to your audience and you might even be the world’s leading expert on whatever topic you are talking about, unfortantly that might not be enough. For whatever reason, a portion of your audience has probably already made up their mind to not agree with you. Your biggest challange is going to be to win them over to your side. One powerful tool that you have available to you is the quote. It took me a long time to understand why presentors used quotes – to me they just seemed like so much fancy window dressing. It turns out that I was wrong. A quote is a very powerful tool. What happens when a presenter uses a quote is that they are almost magically summoning the person who originally spoke those words to stand beside the speaker and say the words once again. By referencing someone else’s words, it will leave the impression with your audience that if that person were present in the room with you, they would approve of what you are currently saying. If you are talking about raising taxes and you use a quote from Ronald Regean to support your case, then that would probably be too much of a stretch for most people to make. However, if you were talking about helping clashing groups to find common ground and you used a quote from Nelson Mandela then it would be a powerful way to reinforce your position.

A fantastic fact about our human brains that sales people have known for a long time is that if our brain can verify that two things are true, then it will accept a third thing as being true also. The formal name for this technique is called “Pacing and Leading”. What this means for you as a presenter is that with a little careful preparation, you can design your presentation to help you persuade your audience that you are correct. As an example, if you start out your presentation by saying “Hello, I am John Smith and I work in the IT department.” and then follow this up with “I’m going to explain to you why an Oracle database is the correct product to use on our next project.” Keep in mind that you cannot use this technique to say something that is clearly untrue. Your third point must be a reasonable conclusion.

There you have it – two more powerful techniques to leave your audience cheering for your way of looking at the world. Used correctly, you can use your words to do your work for you – and isn’t that what communicating is all about?

Do you use quotes when you present material? Have you ever seen a presentation where the presenter used too many quotes? What happend? Has anyone ever tried the pacing and leading technique on you? Did it work? Let me know what you think by leaving me a comment…

We’ve Moved (But You Shouldn’t Care)

Sunday, September 7th, 2008
The Comm For Tech Staff Blog has moved to a new home

The Comm For Tech Staff Blog has moved to a new home

Over the weekend I moved “Communication Skills For Technical Staff” blog from its comfortable home at Google’s Blogger to a brand new home at a self-hosted WordPress site called,  www.theaccidentalcommunicator.com. Those of you with sharp eyes may have also noticed another small change – I changed the name of the blog to “The Accidental Communicator“. It’s a bit late in the game to be making changes like this; however, I feel that it better captures the spirit of the blog: we’ve all ended up in roles that require us to communicate information to others, even though none of us ever set out to do this! Now we just need to find out what it takes to be a GOOD communicator…

All of the existing posts and comments have been copied over to the new blog – it is complete. The old blog will continue to exist, it just won’t be updated any more and it will automatically redirect visitors to here.

If I’ve done this correctly, you’ll never see a difference. However, with all things Internet related, there is always a possibility that either I forgot to do something important or just plain screwed something up. If you notice something out-of-wack, please add a comment to this posting. This will help everyone else who might be experiencing the same issue as well as giving me one place to look for issues.

Thanks for your patience as I get the last few move-related bugs worked out of the system. I have a number of very intersting posts coming up so happy reading & commenting!

The Art And Science Of Persuasion

Wednesday, September 3rd, 2008

Use Persuasion when communicating to get others to see things the way that you do

So why do we even bother communicating information to others? The answer is simple: we often need others to see things the way that we do. Study after study has shown that most people (myself included) believe that we’re so smart that we can not be sold. The great communicators know that the truth turns out to be that we can be persuaded to do something if, and only if, we don’t recognize that a “sales” technique is being used on us. Why should this matter to you? Simple – when you are presenting information and you take the time to incorporate a few persuasion techniques then you are taking advantage of what modern psychological research has revealed about how we can make the message that we’re delivering both more credible and believable. Let’s talk about how you can accomplish this…

Use a rifle, not a shotgun: If you want your audience to accept your ideas and make them their own, you need to aim at a narrow target. This means that you need to stop doing what we all instinctively do: back the truck up and dump everything that we know about a topic all over our audience. It turns out that this will just end up overwhelming them and not do much to bring them over to our side. Instead, what you should do is some field work before you present your information and find out what’s important to your audience. This will allow you to focus your persuasion on those and only those points.

Make It Story Time: Stories are a fantastic way for us to learn and they can be very effective way to persuade someone. However, if it sounds like you are giving a sales pitch, then you can be assured that telling a story won’t work. Instead, if you focus on a story that has real meaning, then your audience’s unconscious mind will automatically draw the necessary connections without any help from you and the result will be that they end up doing the persuasion for you. The key to telling an effective story is to once again pinpoint what matters to your audience and then tell a story about a similar idea or concept. This indirect approach is the secret to winning your audience over to your side and keeps them from feeling like you are selling to them.

How have you won an audience over in the past? Have you ever tried something that did not work out the way that you had intended? Has someone tried to persuade you to do something with a story but blown it by turning it into an obvious sell job? Leave a comment and let me know what you think.

Tags: , , ,