Master the Executive Summary

Posted on March 16, 2016 by admin

If you want to gain the respect of upper management, communicate with them the way they expect. Deliver information to the C-suite in a format they are accustomed to: The Executive Summary. Make it a point to get to the point quickly and deliver information in a clear, concise way.

Traditionally, an Executive Summary accompanies a larger written document. It provides, at a quick glance, the essence of the core message. It can be as small as a few paragraphs or as expansive as a page or two.

Treat every executive communication, whether verbal or written, as an Executive Summary. When you deliver information in an Executive Summary format, you will get to the point more quickly, your message will be clearer, and you will get invited back to future meetings because senior management will appreciate your brevity.

An executive wants to know three things when you meet:

1. Why are you here? (What’s the purpose of our meeting?)
2. What information do you have to share? and
3. What specifically do you need from me?

It’s that simple. Cater to the way the C-suite thinks.

Use this outline as a template:

Identify why you are there. What is happening? Provide an appropriate set-up. Are you there to:

Share results of an important study?
Take a project in a different direction?
Request more resources?
Share a brilliant idea that will save the company money?
Provide a project update?

State your case and share supportive information. Do not…I repeat…do not do a data dump. In the most direct, concise manner, tell the executive what you would like to do. What information are you sharing and why? How does it back up the case you have just presented?

Mention specifically what you need. Do you need:

Money?
Additional staff?
An endorsement?
A consideration?
Approval?

Here’s a brief example. The Vice President of Human Resources is meeting with the CEO:

Why you’re there: Changes in the federal healthcare laws require greater compliance from our company. This is a top priority for all of us. Our current HR staff is not equipped to fully monitor these requirements while juggling their current job responsibilities.

State your case: I am recommending the addition of one full-time employee to the HR department to focus on the new federal compliance laws. That would mean an additional $95,000 in the department budget to cover salary and benefits for this new position.

Share information: Companies like ours are pursuing additional staff support. This salary is comparable to what other companies our size are doing. This separate document outlines everything for you (capture details in a leave behind printed document).

What you specifically need from the executive: I would appreciate your consideration and immediate approval to create this new position so I can begin interviewing, and hiring, a new staff person by June 1.

Of course, you will be prepared for the executive to ask questions as you present information. Whether they tell you or show you nonverbally, there is one thing on the minds of executives: “Get to the point.”

When you assume a higher level of leadership with greater responsibilities, you must elevate your presentation style and communication skills when working with the C-suite. Learn to think like executives and communicate in a format they are already accustomed to: The Executive Summary.

Need a Reality Check? Take a Hike!

Posted on March 9, 2016 by admin

It’s easy to fall into complacency in the material world that we humans have created, spending countless hours in front of our computers working, checking emails, or watching videos, or texting or scrolling on our mobile phones. But that’s not the real world. To me, the real world is the one that existed millions of years before we humans arrived. I’m talking about the natural world, the great outdoors. Get off you electronic devices and take a hike!

March is the time of year when Mother Nature teases us into thinking that there is no more Winter weather in the forecast. Every sunny day reminds us that Spring is just around the corner. Yesterday, Mother Nature gave us a gift here in Northeast Ohio: a sunny, 70-degree day. That doesn’t happen very often in our northern state in March. What did I do? I got out and enjoyed a 3.5 mile hike in the Metroparks with its warm sunshine and fresh air.

An article in the New York Times entitled How Walking in Nature Changes the Brain references a study by Gregory Bratman of Stanford University and his colleagues. Bratman has been researching the health of urban dwellers in recent years. His study reveals the health benefits of the brain by spending time in Nature.

Here’s a challenge for you: For the next week, get out in Nature every day for a minimum of 20 minutes. Walk in your neighborhood (if it is relatively quiet) or a nearby park. Get on your bicycle. If you still have snow, cross country or downhill ski. At the end of the week, see how you feel. Compare how you felt before (tired, anxious, frustrated?) and after (relaxed, relieved, in a better mood?) exercise. Be mindful of the quality of sleep you’re getting. Do you fall asleep faster/easier? (I do when I am more physically active). What is your mental or emotional state when your head hits the pillow each night? Is your mind clearer? Are you ready for sleep? Do you wake up more refreshed? Consider how much more approachable and pleasant you will be with office co-workers when you completely change your environment each day.

Nature provides an abundance of beauty and health benefits to you. Invest the time every day to appreciate a completely different environment in Nature, one that doesn’t judge you, one that accepts you for who you are, and embraces you and says “Welcome home.”

And the Winner is…Chris Rock

Posted on March 2, 2016 by admin

Oscars Host Chris Rock Gave Diversity a Platform. Credit: variety.com

With all of the tension surrounding the 88th Annual Academy Awards ceremony, which aired on February 28, 2016, there was no one better qualified to handle it than comedian and Master of Ceremonies Chris Rock. And handle it he did. In his opening monologue, he put diversity front and center, and it remained there throughout the entire program. The result: He made everyone in the audience feel comfortable, laugh, and of course exhale.

Some African-American celebrities chose to boycott this year’s Awards ceremony because of the absence of African-American nominees. Those who chose to attend, like Whoopi Goldberg, Morgan Freeman, Kevin Hart, John Legend and Common, were there to support their fellow actors no matter what race or creed.

Chris Rock looked sharp – elegant in fact – in a white tuxedo jacket with black pants, a perfect rhetorical nod to the controversy at hand. His comments were fair and balanced. He was able to poke fun at the issue without offending people.

The chain of events that led up to the Awards ceremony provided fodder for Chris Rock’s raw comic talent. His example showed others how to handle adversity. Rock and writers worked diligently to create several on-topic, hilarious parody videos. My favorite was Saturday Night Live alumnus Tracy Morgan’s comic portrayal of The Danish Girl.

What can we – as professionals – learn from this historic event? For one thing, it’s a reminder that life gives you choices. You can either choose to be for or against something; sometimes you lead the charge and other times you follow other people’s leads. You also have to pick your battles because there are many in life. When making those decisions, you must ask some critical questions: What do I gain from taking this stance? How am I positioning myself? Will it help or hurt my reputation?

The game changer statement that Chris Rock made was when he said that in 1962 there were no African-Americans nominated for any Oscars, and there were no boycotts then. Instead, he said, black people at that time were demonstrating against important social issues (like being raped or lynched) rather than who won best cinematographer. And he said it in his own inimitable Chris Rock way, funny and cutting to the core of truth. Were some of his words hard to hear or even admit to be true? Yes. Therein lies the power of the moment.

From my perspective, Chris Rock solidified his image as a brilliant, talented, quick-witted comedian who chose to be collaborative rather than combative.

Another big winner at the Oscars was the Girl Scouts, thanks to Chris Rock’s plug and plea to the audience to buy Girl Scouts cookies. That product placement is sure to result in a spike in U.S. cookie sales.

The action of the boycott itself and the response of Chris Rock and the Oscars producers has encouraged conversation around diversity and will hopefully spark some positive changes on the Academy board and within the voting process.

Thank You, Harper Lee

Posted on February 24, 2016 by admin

Thank you, Nelle Harper Lee, for opening our eyes to social injustice in the South in your Pulitzer Prize winning novel, To Kill a Mockingbird. The book has remained on the required reading list of just about every school in America for decades. Lee, who died on February 19 at the age of 89, leaves an indelible mark on American literature.

Lee’s book was released in 1961. Just one year later, To Kill a Mockingbird was released as a movie, starring Gregory Peck as a well respected white attorney, Atticus Finch, in a small Alabama town, representing a black man wrongly accused of raping a white woman. Peck’s portrayal of Atticus Finch earned him an Academy Award for best actor. It was the humanity demonstrated by Atticus Finch that drew him close to our hearts: a professional man who treated each human being fairly and with respect, regardless of race, religion or economic status.

To Kill a Mockingbird is just as relevant today – 60+ years later – as it was when it was first released. It reminds us of the struggle and tremendous work behind our country’s civil rights movement. Exceptional literature challenges your thinking and opens your eyes, mind and heart to a different perspective, and expands your worldview.

When Lee’s Go Set a Watchman was published in 2015, some fans were disappointed to learn that their beloved Atticus Finch was portrayed as a different character altogether, a bigot and a racist. The book’s release now encourages us as readers to look at each piece of literature on its own and have a conversation. An excellent comparative analysis by Jonathan Sturgeon on Mockingbird and Watchman sheds light on the story behind the creation of the two books.

Millions of high school kids who were required to read Mockingbird thank you, Miss Lee, for educating them about social injustice. And for all those who faced discrimination, racism or bigotry, they thank you for giving voice to their lived experience.

Thank you, Miss Lee, for courageously saying what few people would at the time. Americans of all ages and backgrounds today are still learning the lessons from To Kill a Mockingbird and now Go Set a Watchman. Thank you for initiating the dialogue.

Do You Hide or Reveal the Truth?

Posted on February 17, 2016 by admin

We’ve all had moments of trepidation when asked difficult, inappropriate or even embarrassing questions. How we respond to those questions is the topic of a recent study released by researchers at the Harvard Business School.

I first heard of the study through a report by Shankar Vedantam, science correspondent for National Public Radio during the February 4, 2016 Morning Edition program, and was intrigued by the study.

Researchers Leslie John, Kate Barasz and Michael Norton of the Harvard Business School explored what happens when we hide or reveal the truth in their paper entitled What Hiding Reveals.

The study shows that a confession is often better received – even welcome – than suppression. The study shows that people do not trust those who hold back, and they actually prefer people who reveal more information, even if it’s “unsavory.” The research team applied the theory to both dating and job interviewing.

The two types of responders are labeled Hider (Withholder) and Revealer. Here’s a brief description:

The Hider (Withholder). The Hider (Withholder) will tell you anything she thinks you want to hear in order to get the job or even a date with you. For example, you may ask her in a job interview what her worst or even least successful course was in college. She may say something positive and perky like, “Oh, I didn’t have any negative experiences in college. My GPA was always above a 3.4.” That may seem to be a logical approach: She wants to make a favorable first impression. However, when the transcripts are reviewed, the interviewer finds that for two semesters, her GPA was below a 3.0. Hmmm… The interviewer may begin wondering, “If she withheld that kind of information, how could I trust her to be forthright if she worked for me?” In that case, it would have been better for the interviewee to be honest.

The Revealer. The Revealer chooses to answer the question in a straightforward way, even if the information being shared may be less than desirable. If you have cheated on your taxes, had a Restraining Order filed by your ex-spouse or padded your expense accounts, you may think people may not want to hear that because it presents you in a negative light. Researchers say your honesty may get you that second interview or even a date. Nearly 80% (78.9%) of survey respondents said they would choose to date the Revealer rather than the Withholder. Think about it. Wouldn’t you like to know that someone had attended Anger Management School before you dated (or hired) him?

Using myself as an example, though never asked the question that the Hider (Withholder) was asked, let me lay it out for you here. My worst college course was a four-hour credit, senior-level International Law course that I decided to take during summer school between my sophomore and junior year (yep…in just five weeks). I was not a political science major nor had I taken any lower level poli sci courses before. Tsk Tsk. While I am not proud of the D that I earned in that course, it taught me a very important lesson in life: Go with your gut reaction. When your gut says, “Don’t do it,” listen to your gut!

The bottom line: Sharing builds trust. So when I ask the question, “Do these pants make me look fat?” please be honest with me!

Are You Giving It Your All?

Posted on February 16, 2016 by admin

Aretha Franklin at the 2015 Kennedy Center Honors

When was the last time you asked yourself if you were giving your all to your job or your personal life? It’s easy to skim along life’s surface without going deep. What would it take for you to go above and beyond the norm? To feel the satisfaction of knowing that you have done your absolute best?

One of my favorite annual traditions watching the Kennedy Center Honors, a program that salutes a select group of talented individuals in the arts who have reached the pinnacle of their careers and who inspire us to achieve great things. The last week of 2015, the Kennedy Center honored filmmaker George Lucas, actress Cicely Tyson, conductor Seiji Ozawa, actress/singer/dancer Rita Moreno, and singer-songwriter Carole King. One of the stars to pay tribute to Carole King was none other than the Queen of Soul, Aretha Franklin. She brought down the house as she gave it her all. Here’s what every professional can learn from Aretha’s amazing performance:

Own your professional presence. Dressed in a stunning gown and full-length mink coat, Aretha commanded attention as she stepped onto the stage. With confidence and ease, she sat down at a Baby Grand piano, and the applause and gasps got even louder. (I had never seen Aretha seated at a piano; in fact, I didn’t even know she played the piano). She began playing – and singing – (You Make Me Feel Like) A Natural Woman, co-written by Carole King and Jerry Goffin, one of the most soulful, intimate songs to reach the Top Ten charts ever.

Put everything you have into it. A woman half her age could not put the same spin on A Natural Woman like Aretha because she was singing her lived experience into the song. There is a reason she’s still called the Queen of Soul; no one else owns the title.

A bold move: Dropping the mink coat

Do something bold and memorable. Aretha had the audience in the palm of her hand. Three minutes and 45 minutes into the video clip, she did something surprising that brought the audience to its feet: She stood center stage and dropped the mink coat on the floor, with complete abandon, showing her raw talent and vulnerability as a performer.

Connect to the emotion. No matter what line of work you are in, when you connect to people’s emotions, your message becomes much clearer and stronger. Everyone felt the emotion of the song. Carole King’s reactions were priceless.

When you’ve still got it, flaunt it. Every word Aretha sang, every movement she made was wrapped in graceful elegance. When you are a professional who performs your best, people respond well to you, no matter what your age.

When you stand front and center, with an audience of ten or 2,000, how do you present yourself to others? Take a few pointers from Aretha and give it your all.

Coaching is a Desired Management Skill

Posted on January 27, 2016 by admin

It wasn’t that long ago that the word “coach” was associated with just one thing: sports. Today, coaching is a fast-growing field, with coaches helping individuals on leadership, management, communication, life goals, health and wellness, sales…the list goes on. More and more professionals are being asked to coach their work teams, in order to get the most out of their people. Like any relationship, coaching must be built on trust and mutual respect. People you are coaching must trust you to guide them through a strategic thinking process. When information is shared openly, the process will be much more beneficial. As a coach myself, I recognize what skills are needed to be a successful coach. Here is my list:

Focus: The coach remains focused on the coaching client’s goals and in turn keeps the client focused on those goals. Within coaching sessions, the coach focuses on the work to be done in that session and keeps the client on track through a solid process and effective clarifying questions.
Mindfulness/presence: The coach is fully present and eliminates any distractions. For on-site coaching sessions, be sure to find a quiet, private place to meet.
Rapport/trust: As the coaching relationship deepens, so does the level of trust between coach and client. Create a safe environment for the exchange of open dialogue and trust will develop over time.
Confidentiality: The coach clearly states, and upholds, the commitment to retain all conversations and information in confidence.
Active listening: The role of the coach is to talk less and listen more. Let the client do the talking.
Intuition: The compassionate coach uses all senses to assess the client’s mood or the environment. Sometimes the coach must rely on the “gut” feeling of intuition rather than a more logical, rational explanation.
Curiosity: The curious crave a deeper way of knowing and driver a deeper level of inquiry. The result: thorough and sensitive questioning to reveal breakthroughs in thinking or behavior.
Sound judgment but not judging: The coach remains non-judgmental and open-minded and is prepared to use sound judgment when helping clients work through challenges.
Patience: Behavioral change requires patience. Understand that each client works in his/her own time frame. Some clients require greater time to sort out issues and develop solutions and strategies.
Synthesis: After listening to the client, the coach weaves together strands of information, sometimes disparate, and creates a seamless, condensed summary. Some would call it the 30,000 foot perspective. Often the client cannot see what is most obvious. It takes a skilled coach to point it out. When a client says, “I never thought of it this way” or “I can’t believe I never saw that before,” the coach knows the client is viewing things differently and can now take action.

If you are asked to accept greater responsibilities and coach others, know the skills that are required to be an effective coach. These ten tips will keep you focused. Professional organizations, like the International Coach Federation, and others, can also provide you with additional information for the professional coach.

(Excerpt from Everything I Do Positions Me: The Simple Path to Professional Success by Christine Zust, available from the author’s website at www.zustco.com.)

A Handwritten Note? What a Concept!

Posted on January 20, 2016 by admin

Celebrate National Handwriting Day – January 23 – by creating several handwritten notes and sending them to people who matter most in your life or who deserve recognition. Sending an email or text doesn’t carry the same power as a handwritten note. When you take the time to express yourself through writing, the recipient appreciates the gesture. Here are some ideas:

Send a letter to your parent(s). I will be sending a short letter to my 95-year-old mother who lives about 70 miles away from me. She enjoys receiving mail, so I like to surprise her occasionally with a handwritten letter. Since she gave me life, she is #1 on my list!

Show appreciation to your main squeeze. My husband, Mark, does so much for me. I will write him a note of thanks and place it on his computer so he finds it in the morning. (I know there is some irony in placing the note on his computer).

Write comments to staff or co-workers. Seeing your handwritten words “Great job” or “I love this idea” on a report or memo, or in a special note or card expressing your thanks means so much to the people who work with you.

Surprise a friend with a card. You may be so caught up in your own life that you may have forgotten the impact that a kind gesture can have on someone else. The sentiment in your card may provide a bright spot in someone else’s otherwise gray day.

Write yourself a note. I’m not talking about a reminder note like “Buy milk”…I’m talking about writing yourself a meaningful note. It can be personal or inspirational. Consider a brief mantra that will keep you focused, like “Share your voice” or “Live joyfully.” Pose a thought-provoking question, like “What positive change are you creating today?” This Japanese proverb sits on my desk:

“One kind word can warm

three winter months.”

National Handwriting Day was created in 1977 by the Writing Instrument Manufacturers Association (WIMA), designed to promote the use of writing instruments like pens, pencils and markers. January 23 was selected for National Handwriting Day because it is the birth date of John Hancock, the first signer of the Declaration of Independence. Hancock never could have imagined that reference to his famous signature would be used in everyday conversation when people often say, “Put your John Hancock on this.”

If you want to learn more about the handwritten note, read Margaret Shepherd’s book, The Art of the Handwritten Note: A Guide to Reclaiming Civilized Communication.

In recognition of National Handwriting Day, who will you be recognizing? Appreciating? Praising? Something that seems so simple – a handwritten note – will position you as thoughtful and appreciative.

Bowie Reminds Us to Reinvent Ourselves

Posted on January 13, 2016 by admin

Rock icon David Bowie promotes his Blackstar album

“I heard the news today, oh boy…”

While the world is still reeling from the shocking news of rock and roll legend David Bowie’s passing on Sunday, January 10, his music, his spirit, and his legacy lives on. Examining his 40+ years as a musician, entertainer and trendsetter, his message becomes clear: Reinvent and transform yourself; go beyond what you may think is impossible; be proud of who you are. David Bowie lived it all.

After we dried our tears, my husband Mark and I played “The Best of Bowie” album and danced to Fame and Golden Years in our living room. When Heroes came on, we cranked up the stereo and took a seat to listen to the lyrics. Halfway through the song, the stereo went silent. The amp blew out! We got the message, David.

David Bowie was a modern day Magellan, exploring the unknown – the Universe, social justice, human relationships. He gave a voice to those who society shunned. We never knew what was coming next. He surprised, delighted and shocked us. As a young British performer in the 1960s, he kicked around London clubs, then morphed into the wildly flamboyant Ziggy Stardust in the 1970s, then transformed into the Thin White Duke. Every step of the way, we craved more.

Mark and I enjoyed every minute of Bowie’s January 7, 2004 concert in Cleveland, Ohio. Donning a crisp white shirt, with collar up of course, tight black pants and spiky golden hair, Bowie walked onto the stage and opened with Rebel, Rebel. The crowd went crazy. His electrifying performance – all 26 songs – was unimaginable for a man who at that time was in his late 50s. He brought the excitement and passion of a younger Bowie to the stage that night. He brought that high energy to every performance.

The internet is buzzing with comments, blog posts and tributes to Bowie. Here are two of my favorites:

Simon Critchley’s eloquent post in The Opinionated.

Conan O’Brien’s tribute.

No one lived his life more fully than David Bowie. The lyrics of Changes remind us to live every moment in grace and to challenge the norm and even complacency. “Time may change me, but I can’t change time.” Let that be a lesson to us all. How can you live your life with greater purpose and fulfillment? What transformation is waiting for you?

Resolve to Share Your Knowledge

Posted on January 6, 2016 by admin

This year, rise above the standard resolutions that make you feel better about yourself (lose weight, drink more water, exercise) and do something that will make others feel good about you: Resolve to share your knowledge with co-workers, colleagues, family and friends.

It begins with a simple statement: “I resolve…to share more of my knowledge…with others.” The end result: When you give more, you get more in return.

You have been living in the Information Age for more than two decades now, and yes, people can find information on the Internet with a quick click of the mouse. However, the most meaningful information that you can give (and receive) comes through human contact, old-fashioned face-to-face interpersonal communication.

In your profession, you glean valuable information through your lived experience. That’s something that you cannot find on a spreadsheet or in a PowerPoint presentation. You share that information by telling your story. “When I started at this company ten years ago, we didn’t have a marketing director. Now we are shipping our products to 39 countries worldwide.” It’s that personal information that puts things into perspective for the listener.

Today, there are still some people who choose not to share their knowledge with others because they fear that someone else may assume their position. It sounds something like this: “It took me 25 years to get to where I am in this company. If anyone thinks I’m going to simply share all of my knowledge, well, they’re wrong!” This type of scarcity thinking holds those people back from greater achievement in their career and in life. Imagine the kind of work environment they could create if they became more inclusive and collaborative in their thinking and sharing of information. It positions them as true leaders who want others to succeed. They invest their time sharing their knowledge so that others can perform better on the job. What a concept.

Sharing your knowledge with others positions you as:

*Inclusive
*Caring about the success of others
*Collaborative
*Unselfish
*Giving
*Professional

As you think about the tremendous knowledge that you possess, think specifically about the kind of knowledge that you can (and will) share with the people around you. They will appreciate it for two reasons: 1) You have shortened their learning curve or 2) You have given them a critical piece of information that allows them to do their job.

Deliberately holding back information out of fear is so outdated. Share your knowledge with others and see how positively people will respond to you. Your giving will come back to you ten-fold.

Begin with the question: What knowledge can I share with others?

Christine Zust

The Communication Queen

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