Training by Gustav

A blog about corporate training in an intercultural setting

Tag: presenting

The all-important first impression

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For many trainers your audience will usually consist of unknown people. How do you make sure they start the training on the right side? I try hard not to make the training feel like mandatory education but rather an opportunity to learn something. Some good tips on how to start your training sessions:

 

Set the mood

Set the right mood by having written a big welcome, playing a cool video-loop on the projector or displaying an exciting picture of yourself as a powerpoint slide. Add music (especially in the morning) to get people to wake-up. If time allows, allow people to mingle a little to get to know each other if they are a newly formed group

 

Introduce yourself

Greet everyone as they enter the room (as far as possible), to make sure you get faces of the people in there as well as them not feeling to distant from you. I myself have great difficulties learning names (don’t ask my family what I’ve called them throughout the years ūüėČ ) so usually make a point of marking everyone I greet in an attendance chart and making a note (if I can) where they sit. Don’t try to avoid eye-contact or hide behind a table; be approachable!

 

Start on time

Even if all participants aren’t there yet I like to set the discipline for the rest of the session, encouraging everyone to be on time after breaks. If I start to be sloppy, then I can only expect my participants to mimic me.

 

Know your annoying habits

I love chewing on pens and will often eat pens quicker than I write with them. This however is not something good to do in front of an audience as it takes away focus and may come of as a nervous trait. Other common behaviours like these might be clicking with your pen, playing with the keys in your pocket or clearing your throat.

 

Keep standing up

Standing up and moving around keeps focus on you (but don’t be too distracting). Sitting down for me is only when I’ve asked people to complete an assignment or when we together review something on the projector (but even then I’m quick to jump up to point highlight points).

 

Image credit: orator by southtyrolean

My tested tips on how to deal with difficult participants

Stormtroopers Training: Theory by Pedro Vezini

Did you ever encounter a situation where you were training but one of the participants stubbornly refused to learn, criticised you or in general disturbed the training? Every now and then you as trainer will encounter “difficult” learners. By difficult I don’t mean that they have a hard time learning, but that they through their actions become a difficult participant. Want to know how to deal with such situations? Read on!

Difficult learner?

One training I held had a person who from the onset had a look of disapproval on his face. It turned out to be more than just a look as the person kept interrupting me by asking questions that were unrelated or unreasonable. The rest of the group caught on to what he was doing and were losing focus on the subject at hand, making the general feeling in the room take a turn for the worse.

Another time I had a person that kept challenging me, nitpicking on details making it difficult to progress in the training. I especially remember the feeling of trying not to let me get dragged into discussion after discussion about whether or not small topics were presented correctly.

There are quick fixes and then there are good fixes. Generally the more effort you put in, the better result you can expect (isn’t this true for all of life? :-)). Below you find a list of actions you can take, presented by the amount of effort required (from low to high).

Low effort solutions

Have a break

Having a break may calm things down and with luck the session will get on a new track. During the break try to get peoples mind on another topic than what was just discussed, for example by putting on feel-good music or by doing something unexpected (like offering candies!).

Ignore the behaviour

This technique is often used to counter trolls online and is then referred to as shadowbanning, ie. let the person rant but ignore it. It might tire the person or make them understand what he/she is doing. It might also not tire the person and then you’re stuck with even more interruptions.

Use humour

For some situations, you can use humour to defuse the situation and get the person on another track. When a disturbing or offensive remark is made say something like “Whoa there, I hope that wasn’t a serious remark cause that could really be offensive” or “Haha, yeah, but let’s stay away from those kind of remarks”. Make sure you know your audience and what message the person is trying to get across before trying this technique.

Use group dynamics

Sometimes getting the person to sit among people with whom he or she feels either more or less comfortable with, will have a calming effect. If you are going to do this then I recommend you use a subtle tactic, such as saying that we’ll energise the room by switching seats after the break.

Set the rules straight

This might be too late to do once the training has begun but you could include general behaviour in the training rules (no phones, etc.). If you think you’ll have a difficult group then address that right at the beginning, saying something like “I know there is a problem with this issue, but this training will not focus on that”. If you do your introduction well, this won’t be needed. I’ll sometimes start trainings with a whiteboard session asking for expectations on the training, then circling the topics I’ll cover while explaining why others aren’t covered.

High effort solutions

Be strict

Ask the person to wait until he/she is offered to speak or ask that the upsetting behaviour is stopped. This requires that you can be assertive and get acceptance for your authority; depending on the setting this may not always be easy.

Give the person the space he/she wants

Let the person speak uninterrupted for a couple of minutes and get it out of the system. After this you can silence further tries by referring back to the earlier opportunity the person had.

Let the group take the challenge

If you think the group is willing and able to counter what the person says then you can let the group challenge him/her. Ie. repeat what the person said and ask for the group’s opinion. Be careful though as this might really upset both the group dynamics and in bad cases be harmful for the person in question. If you go this way then make sure to moderate the discussion and watch out for bullying behaviour.

Do something else

If you are in a big group setting then switch to smaller group work or the opposite, switch to lecturing if a workshop enables the behaviour. A few years back I had one person that had a constant need to talk in workshop. I understood that the big group workshop we were in now would never work, so I switched to smaller groups were the person in question got a lot more space. This worked out marvellously.

Acknowledge and help

The most effective, and difficult, way to change difficult behaviour is to find its cause and either help correct it or acknowledging it. Sit down with the person during a break (relaxed and “by coincidence” if possible, rather than a direct approach) and try to find out what is bothering the person. A lot of the time the person will tell, for example that they don’t like the change this training is bringing or that they are in a lot of stress. At times you can help, like explaining that the topic you are presenting won’t affect certain parts of their work. Other times the dissatisfaction stems from external factors you can’t control, perhaps then giving the person a possibility to join a later session of yours is a solution?

Be a great presenter

By doing a great presentation, you can sometimes spellbound or “convert” people in your audience. It gives me great satisfaction when I see someone who at the start of the training looks negative and even actively ignores me, but who an hour later is taking active part in the training and is smiling towards me. This comes mostly with presentation experience, though good steps can be taken by educating yourself.

Summary

To summarise, the more effort you put in – the more effective the resolution to the unwanted conflict is likely to be. There is always a reason for disturbing behaviour, and it may or not be related to the training you are holding. Getting to know that reason will help you improve the training, but you may not have the time or possibility to do so. In those case, go for the quick fixes and hope for the best.

 

Image credit: Stormtroopers Training: Theory by Pedro Vezini

Are you using training modules effectively?

organization by Jen Kim, on Flickr

I often need to reuse material I’ve created for my trainings. For example the introduction about culture in general can be reused no matter if I’m conducting a training on Indian culture or Finnish culture. However, every time I reuse my material it seems I find some improvements to do. This means that my material often is out of sync; in which presentation did I have the most updated version about culture in general?

The answer to this is to work with a modular setup of your presentations. At first it can seem a bit cumbersome to do so but you’ll find the reward in having to spend less work preparing your trainings.

As an example I’ll use a recent training I held on intercultural customer communication. I held it for an audience in India, that would be working with customers in Finland.

The training contained four parts:

1. What is culture and how it affects perception
2. Differences between Indian and Finnish culture
3. Customer communication tips
4. Workshop

I saved the material for the four parts separately on my hard drive, as four modules/files with the following structure:

1. Documents/Culture/Intro/WhatIsCulture.pptx
2. Documents/Culture/Specific/IN-FI.pptx
3. Documents/CustomerCommunication/GeneralTips.pptx
4. Documents/CustomerCommunication/Workshop.pptx

A few weeks later I was asked to give the same training for a Romanian audience. I only needed to adjust the second module and could use the other three as they were. The adjusted module I saved separately as a new module in Documents/Culture/Specific/RO-FI.

Later on I was asked to give a training about Indian culture for Finns. I picked modules one and two, no other work needed. However I improved the first module.

Next I was asked to repeat the training for Indians. This time it was just a matter of picking the right modules and holding the training.

Now my documents look like this and I know they are all the latest version:

1. Documents/Culture/Intro/WhatIsCulture.pptx
2. Documents/Culture/Specific/IN-FI.pptx
3. Documents/Culture/Specific/RO-FI.pptx
4. Documents/CustomerCommunication/GeneralTips.pptx
5. Documents/CustomerCommunication/Workshop.pptx

If I hadn’t had a modular system, I wouldn’t have known where my latest version of the first module was (the one I updated) and I would have had to cut & paste my content for each training. By now having a modular setup for my training material my training preparation time has been reduced. I hope you might find this useful as well!

 

Image credit: organization by Jen Kim

The 3 great apps I use when presenting

When presenting live, in a face to face environment, there are 3 excellent apps I always have active. They help me control both my presentation and computer, make sure phone is silent and let me easily jot down any issues/questions to return to later. What are the apps? Read on! These apps are all for Android and I’m in no way associated with them :-)

Presentation and computer control:
Unified Remote

Unified remote lets me control anything on my computer. I mostly use its PowerPoint-interface to advance slides with the volume buttons on my phone, instead of getting a separate clicker. If I’m far away from the computer I also use its functionality to remotely control the computer’s mouse and keyboard, for example if I want to quickly open a webpage without going to my computer.

A small piece of software needs to be installed on the computer you wish to control (in my case mostly my work computer). You then connect the phone to the computer either with wifi or bluetooth.

This app is really great and I use it to control my home computer as well, for example to control my music or movie player. There are tons of different remotes built in and you can add your own. The free version offers a standard set of remotes (like basic control of your computer) while the paid version comes with the full set of remotes (eg. PowerPoint).

If you think this app has too many remotes you can disable those that you don’t use or you can try a PowerPoint-only app, such as PowerPoint Remote Control or BL PowerPoint Remote.

UnifiedRemote2

Showing some of the different remotes available in this app. Note the two different ones for PowerPoint (Basic & Advanced).

UnifiedRemote1

One of the PowerPoint-remotes, I use the volume buttons to advance the slides. Another version with big advance buttons is also available.

Note taking:
Notes Reborn

There are more note taking apps than I care to count, so this app isn’t necessarily the best choice for you. However having one installed for quick notes while in training is a big help. I take notes for all those things I wish to leave for later, be it questions I can’t answer or discussions I wish to follow up on. Notes Reborn doesn’t have any web interface or sync, but I like that you can set it to automatically open your keyboard and a new note when launched. If online sync is import then consider for example Mobisle Notes or Evernote.

Make sure you know your note taking app well and that you use a good keyboard (I prefer SwiftKey or Swype) so that your note taking is quick and doesn’t interrupt with the training flow. Alternatively you can record your notes with the microphone and use either speech-to-text or review the recordings later.

Taking short notes quickly while presenting, using Notes Reborn and SwiftKey

Taking short notes quickly while presenting, using Notes Reborn and SwiftKey

At times capturing an image (of a whiteboard for example) is a lot handier than writing notes.

At times capturing an image (of a whiteboard for example) is a lot handier than writing notes.

Advanced phone control:
Tasker

While this app may be a little hard to grasp at first, it is one of the most versatile ones you can get. What does it do? Everything and nothing! It is all about what you configure it to do. In a nutshell: You use it to do things depending on different events.

One of my uses in training is that when I turn the phone upside down it goes completely silent, meaning I won’t be disturbed while presenting. I also have it set to vibration only when leaving my home, meaning I don’t have to worry about my phone’s signal being too loud in the office.

Other training related things you could do with it would for example be to:

  • Automatically start a timer when you start a presentation (like the Unified Remote app mentioned above) and then let you know with a vibration or signal 5 minutes before the next break is due.
  • Automatically send a text message to anyone calling you while presenting (something like “I’m presenting right now and will call you back at 1100”).
  • Ignore silent mode if a family member calls twice.

These are just some ideas, you can have it trigger on many different things such as events, locations, states, etc. The app is well worth its price and there is a big support community for help how to set it up.

Should you wish to explore other similar apps then Locale and IFTTT have similar functionalities.

This list shows the various profiles (triggers & actions) I have in use, with the green ones being active right now. The top profile "Knäpptyst" tells my phone to do the actions in "Knäpptyst" when it is face down.

This list shows the various profiles (triggers & actions) I have in use, with the green ones being active right now. The top profile “Kn√§pptyst” tells my phone to do the actions in “Kn√§pptyst” when it is face down.

Editing actions for the task “Kn√§pptyst”, here only instructing the phone to go into silent mode.

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