Do It Live, Not “Memorex”: Communicate with a colleague in person, not on the phone, not by text, nor by email. Emails and text messages can easily be misinterpreted.
Listen. Don’t multitask while engaging in the conversation. Put time aside for a good discussion; don’t be rushed because of another meeting on your calendar. Meeting in person allows a better understanding of each other’s points of view.
Put Theory on Paper: In 2018, our district issued a referendum for various projects, one of which was purchasing solar panels. I had a general knowledge of the workings of solar, but I did not fully understand the difference between owning and leasing.
At that time, I was mentoring a business administrator who had come from private industry. During a phone conversation one day, he commented, “You know I worked in the energy industry, right?” The light bulb went on. He had the knowledge, and he taught me the difference between owning and leasing. I asked the superintendent if I could give a presentation at the next board meeting. With a series of detailed slides, I explained the differences, which prompted calculations that led the board to conclude that owning was the right choice. The best part of the meeting for me was when a board member exclaimed, “I got it!”
Know the Audience and Be Prepared: In seeking voter approval for a particular matter, you will likely give the same presentation to a variety of groups; however, it is possible (and probable) that the questions and comments will differ at each event.
Be honest and direct when answering questions relating to particular areas of expertise. If the answer requires a different source or if additional information is necessary, assure the questioner that they will receive a response within one business day.
Ask district team members to join the conversation; however, before the presentation, agree on which team members will speak on behalf of the district. Invite audience members to express their concerns about a particular matter, listen politely, and thank them for their input.
Remain Professional: During a meeting, it may be necessary to respond negatively to a question or suggestion from the audience. Such a response may elicit one of two reactions: the questioner sits down and accepts your answer or asks why the answer is no. Table the dialogue until after the presentation or at a later time. Communicate a willingness to continue the discussion but in another venue.
Keep It Simple: Guy Kawasaki, a Silicon Valley entrepreneur, developed the 10/20/30 rule for effective presentations. His theory is that the best presentations have 10 slides shown in 20 minutes with at least a 30-point font. Too many slides lessen engagement; longer than 20 minutes will have the audience looking at their electronic devices; and a 30-point font ensures that everyone in the room can see the slides.
Sprinkles on the Cupcake
As school business officials, we need effective communication skills. Although for some, those skills come naturally; for most of us, they develop with experience. Fortunately, we can use many resources to learn how to communicate effectively. Successfully conveying your message to others will be the equivalent of sprinkles on your cupcake.