How to Meet With and Speak to Your CEO

How to Present to the CEO of Your Company and Win.
Guest Post by Dan McCarthy

Most employees NEVER get to have a meeting with the CEO of their company. So if you do, it’s a one-shot deal that you don’t want to screw up. After all, exposure is a double-edged sword, and many CEOs and senior executives have short attention spans but long memories.

This post isn’t written for the seasoned executive or middle manager who has regular interactions with the CEO. These managers have already earned their scars through the school of hard knocks, and are now completely at ease using the executive restroom. 

Rather, it’s written as a way to provide some mentoring assistance to the early career rising stars. 

Follow these tips, and you’ll not only survive, you’ll thrive!

1. Study your audience.
Prepare like you would for a job interview. Learn everything you can about your CEO ahead of time. Read the information provided on your company website – often found under “About”, or “For Investors”. Do a Google search, including recent news, in order to get an external perspective. Read or view any recent speeches. Talk to others that know the CEO, and have had meetings with him/her.
You may not end up using any of this information, but it will make you feel more prepared and comfortable. And who knows, there may be an opportunity to make a personal connection or informed comment, or at least prevent you from putting your foot in your mouth.

2. Give yourself permission to BE an expert.
Yes, you are meeting with the high ranking person in your company. However, CEOs can’t possibly be experts in every little aspect of the company. That’s YOUR job, to be their expert in your area. If you’re not, you have no reason to be at the meeting.

3. Appreciate the CEO’s perspective.
Imagine a 12-16 hour day where you are in back-to-back meetings ALL day, every day. Each meeting has a vastly different topic. In the eyes of each person you are meeting with, it’s the most important thing in the world to them, and you’re expected to be interested and make a high level decision. That’s day of a typical CEO. Understand and appreciate that perspective as your prepare for the meeting and set your expectations realistically. 

4. Be clear on what would be a “win”. 
Ask yourself what you’d like to achieve as a result of this meeting? Are you looking for approval, and if so, is that a reasonable expectation? Or are you looking for interest and a definitive next step? Being clear and realistic on what would be your “win” will increase your chances of getting what you’re looking for. 

5. One page.
No multi-page reports or PowerPoint presentations! Bring a ONE-PAGE executive summary. The one-pager gives the CEO something to take notes on and a take-a-way reference document. Anything more will be ignored and discarded.
However, bring all of those reports and supporting documentation with you, in case you need them to respond to a question.

5. Honor thy Executive Assistant.
The CEO’s Executive Assistant can be your best friend or worst nightmare. When requesting and setting up the meeting, approach her (not to be sexist, but it’s usually a high ranking her) with the utmost respect. Don’t make the mistake of getting too casual. Explain your reason for the meeting, and ask for 30 minutes of the CEO’s time.
If you are offered a choice between an early or late meeting, take the early one, as there will be less chance of it being rescheduled. Send your one-page summary in advance, as most Exec Assistants will print and provide a briefing package at the end of the day for the next day’s meetings.

6. The arrival.
If you are traveling, allow LOT’s of extra travel time – plan for the worse. Arrive at the office five minutes early, and then expect to wait. Don’t be surprised if your meeting has to be rescheduled (especially if you got one of those late meetings). 
Introduce yourself to the CEO’s Executive Assistance, but don’t hover around her desk making small talk. It’s not her job to keep you and every visitor entertained, and if she did, she’d never get any work done.

7. First impressions.
Wear a suit (when in doubt, overdress), watch your posture, speak clearly and confidently, and greet the CEO with a smile and firm handshake. Wait to be offered a seat, or until the CEO sits down first (they often have a favorite chair). 

8. Small talk?
If you’ve done your homework, you’ll know if it’s better to start with small talk (Hey, I see you’re a Fighting Irish fan – so am I!”) or get right to the point. However, don’t assume – let the CEO set the tone. Be prepared to introduce yourself and answer questions about your background, role, etc…
CEOs are people too - it might even be a welcome relief to spend time with a "regular" employee for a change.
Depending on his/her style and mood, this could eat up most of your time if you’re not careful. Be patient, but after 5-10 minutes, make a tactful transition to the meeting topic.

8. Get to the point and expect questions.
Both in meetings and one-on-ones, CEOs are notoriously quick studies and action oriented. Don’t try to make a case and gradually build up to what you’re looking for – state it right up front. Then, present your background and rationale, and be prepared to be interrupted and have to think on your feet. Assuming you’ve done your homework, this shouldn’t be a problem. When asked a question, make sure you understand the question before you answer it. Then, answer it directly and succinctly. If you don’t know, DO NOT attempt to bluff your way through it. Just say “that’s a good question, and I don’t know, but I’d be glad to get the answer and get back to you”.
If challenged, and you disagree, don’t automatically back down and agree. Remember, you’re the expert. If you back down too readily, you’ll lose credibility. However, don’t be stubborn – know when to back off and drop that bone.
Take notes, but don't write down every word like a court stenographer.

9. End early if possible.
If you’ve achieved your win, and there’s still 10 minutes left, close your notepad and offer to give that 10 minutes back to the CEO. They will either thank-you, or invite you to stay. Either way, they will appreciate the gesture, as will the next person waiting outside for their turn.
Thank them for their time, and thank the Executive Assistant on the way out.

10. You own the follow-up.
A wise mentor once told me “never leave an executive with a long to-do list”. For one thing, it may not get done. But more importantly, the CEO will appreciate your respect for their time and your willingness and ability to get things done on his/her behalf.
After the meeting, send a brief thank-you, meeting summary, including any decisions and next steps.

How about you? What advice would you give to someone who’s going to meet with the CEO for the first time?

Dan McCarthy is the Director of Executive Development Programs (EDP) at the Whittemore School of Business and Economics. He is responsible for all administrative, fiscal, operational, and policy matters associated with the development, delivery, and marketing of Executive Development Programs at the Whittemore School. 


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Power Presentations Tip 58: So What?

So What?

You probably didn't hear it but your audience is asking this question often during your presentation. So what? There it is again. Most of the time, it's silently echoing in their minds. If you don't answer this question you might lose them. And your presentation fails.

This question is the silent killer of many presentations because it is seldom spoken yet often interrupting their thoughts. This question is important because it is about relevance and it is relevance that determines decisions and actions.

A variation of "So what?" is "Why is that important to me?"

This question generally pops up after you state a fact. For example:

We are using the latest technology in this new product.

So what?

It's been tested by the military.

So what?

We received the industry award last year.

So what?

Don't assume that your listeners understand the relevance just because you do. Instead it's more productive to assume that they are asking "So what?" after every key fact you state.

You can keep them engaged by anticipating that question and answering it. Here are some sample phrases that you can use to connect your facts to relevance:

• What that means to you is
• How that helps you
• The reason I tell you that
• Why that's important is
• And that means

By answering the questions in the minds of your listeners they will feel that you understand what's important to them. That keeps them interested. It builds trust and credibility for your message.

So what? There it is again.

If you want to persuade people to act you need to show them the relevance. What that means to you is more effective presentations.

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Communicate in the Language of Your Audience

Adjust your vocabulary to suit each particular group to which you present. If they are shareholders, bankers, or accountants and your topic is leveraged buyouts, you require a different vocabulary than if you are talking to marketing people or account executives on strategic selling.

Each audience has its own unique language, familiar expressions and sense of humour with which you must be comfortable or you will not gain credibility.

Be careful of semantics. The words you use will have different connotations in different contexts. The same expression can be specifically or vaguely defined. Some words are used in relative terms and others are absolute, such as large, small, wide, long, easy, difficult, liberal, conservative, ethnic, religious, expensive, cheap – it depends on how you use them.

Use meanings that are familiar to your audience. If necessary, explain your own definitions. For example, “politics” can refer to our system of government, in which there are political parties, or it can refer to the power dynamics between people or departments in a company. “Values” can refer to the company’s mission statement, or the particular beliefs of individuals.

In a sales presentation, there is a world of difference between mentioning that a product is “cheap” or saying it is “inexpensive” and “affordable”. Different professions and industrial sectors use different euphemisms.

For example, sales people are often titled “account executives”, “account managers”, “associates”, or “product representatives”, even “technical consultants” rather than simply “salespeople”.

Recruiters sometimes call themselves “executive search consultants”, “human resource consultants”, or “headhunters”. I recommend that you use jargon only with appropriate groups. You will never be criticized because you used words that everyone understood.

Make use of vivid, expressive words that paint pictures the audience can see. Abstract concepts like “recession”, “restructuring”, “corporate culture”, “revenue enhancement” and “free trade” are not as clear as “happy customers”,”job losses”, “plant closings”, and “profit after tax”. Examine your everyday speech and look for vague expressions that you can replace with more direct and explicit ones. Don’t go on talking about “rationalizing your departmental budget” when you really mean you are “cutting costs”!


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Power Presentations Tip 57: Two Laws of Answering Questions

Two Laws of Answering Questions

1. You don't need to answer the question now.
2. You don't need to answer the question.

These two laws are important because most of us were taught just the opposite for most of our life. First our parents and then our teachers drummed into us that we must respond immediately to their questions. And some of us went through that defiant period. But it's still difficult to shake that tyranny of responding to questions.

When you deliver a business presentation today you must learn and reinforce the two laws of answering questions.

1. You don't need to answer the question now.

Just because a member of your audience raises their hand or shouts out an uninvited question doesn't mean that you should disrupt your presentation to cater to their needs.

There are times when you are making an important connection in your presentation that you want to complete. When that occurs you can acknowledge the questioner with a nod to indicate that you see them and want them to hold their question for a moment.

If you already announced that you will take questions later, remind them to hold till the question period.

If the person asks a question on a topic that you plan to talk about later, ask them to hold that question because you will come to that topic.

2. You don't need to answer the question.

There are some questions that you don't need to answer. If it is off topic you could point that out. Or you might say, let's focus on...

You don't need to answer hostile questions.

If the questioner is attacking you personally, you could respond with, "This is not about personalities, this is about..."

Or you could simply ignore the questioner and ask for other questions from your audience. If possible, don't allow that attacker to ask another question.

The message for you: When you present you decide when and how you will respond to questions. Don't get fooled into dancing at the whim of offensive audience members.

Naturally there are exceptions. Sometimes that offensive person might be your boss. But that is a question for another day.

This tip is an excerpt from the recent audio class, "How to Ask, Answer and Anticipate Questions in Your Presentation". Watch for more free audio classes this year.

George Torok

~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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10 Ways to Engage Your Audience in Your Presentation

Engaging your Audience


Listeners who are actively engaged in your presentation will remember more and are more likely to act on what you say. You might engage them intellectually, emotionally, visually, and/or physically. You must decide what techniques will work with each audience. Be careful not to overdo any technique and not to embarrass your audience. There are many subtle and overt ways that you can engage your audience. Here are 10 ideas for you.

1. Ask a question that prompts them to raise their hand or nod their head. Tell them and/or show them how you want them to respond.
2. Select volunteers from the audience to help you with an exercise or role play.
3. Mention names of audience members – but always in a positive way.
4. Talk about people in the audience, their products, their challenges and their organization. (Do your research.)
5. Relate to them on the most common denominator – tell a story about your family.
6. Ask a question that you want them to answer.
7. Pose a rhetorical question.
8. Make them laugh.
9. Assign an activity to do in small groups, e.g. shake hands, discuss an issue, or practise their 30 second message.
10. Tell them to take notes or to write a point down.

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Public Speaking Blunders

You will be a more successfull public speaker if you avoid these presentation blunders. Most of the time, it's not about delivering a perfect presentation. Instead it's about making less mistakes than your competition.
• Talking too quickly

• Speaking in a monotone

• Using too high a vocal pitch

• Not smiling enough while talking

• Talking and not saying much

• Presenting without appropriate emotion or passion

• Using too many “big” words

• Using abstractions without giving concrete examples

• Not explaining the meaning of words and expressions

• Using unfamiliar technical jargon

• Not introducing the message and its relevance clearly

• Using poor grammar

• Talking so quietly that people cannot hear

• Using slang or profanity

• Talking without preparation or knowledge of the topic

• Disorganized and rambling performance

• Not making proper eye contact with listeners

• Fidgety behaviour that distracts the listeners

• Talking down to the audience

• Indirect communication i.e. beating around the bush

• Not summarizing and concluding the message clearly

• Failing to use visual aids to illustrate points

• Insulting the audience’s intelligence

• Not asking for action

Review that list and consider how your audience might perceive you and your message when you commit these public speaking blunders.


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Power Presentations Tip 56: Speak Slower

Speaking Fundamental: Speak Slower

This is an important public speaking fundamental yet I was reluctant to bring it to your attention. Why? Because it is so fundamental. But I've noticed that many of us need to be reminded of the fundamentals from time to time.

I watched an experienced and capable speaker at a conference. I stopped listening early in his presentation because it was too difficult to keep up with his rapid patter. I tuned out and missed most of his speech.

Naturally I was impressed that he asked me for constructive feedback after his presentation. He didn't say, "How was I?" Instead he asked, "How might I improve?" That's the sign of a concerned professional.

His biggest error was that he spoke too quickly. I suggested that he slow down - a lot. That would make it easier for the translator to translate his words (we were speaking at a foreign conference). It would also allow the audience to hear and digest his words while thinking about the ideas, and it would help listeners to identify the key learning points.

The next day he spoke much slower. His presentation was better received. He was fabulous. All it took was for him to speak slower.

I read about a trial lawyer who suffered a massive stroke. He had to totally relearn how to speak. His impossible goal was to return to the court room. He endured and he returned to presenting in the court room. One of his lessons was that he was more persuasive by speaking more slowly.

In the movie, The King's Speech, you might have noticed that when King George VI delivers his first radio speech he spoke slowly with dramatic pauses - because he had to. Yet, those two techniques made his speech more dramatic and thus more effective.

When you speak in public - speak slower than you normally would. You will sound more confident. You will be better heard. You will be better understood.

Got something worth saying? Slow down.

George Torok

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Select Better Words for Your Presentation

Use Shorter Words and Phrases
The most powerful words in our language tend to be short. For example: love, war, sex, food, hate, fun, money, power. If a sentence is so lengthy that you have to stop to take a breath, it will be too long to be understood. Break long sentences and phrases into shorter ones. What words can you eliminate to clean up your speech? Do they cloud or clarify the message you are trying to convey? Work on this in your daily business correspondence and it will automatically rub off in your speech.

Action Verbs
In most cases verbs are better than nouns and action verbs are far better than passive verbs. Good action verbs are: build, climb, call, start, fight, promote and sell. Use these verbs when you tell your audience what to do. Be sure to use action verbs in your call to action. Use less passive verbs like “is” and “have”. If you delivered a speech using only one word – that word would be an action verb.

“You” versus “I”

Remember your audience wants to hear about them – not about you. That means that the word they want to here more than any other is “you”. For that reason remove your use of “I” and “me”. You and yours is better than we and ours which in turn is better than I, me and mine. Run your speech through the “you-I” test. There should be more use of “you” than of “I” in your speech.


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How to deliver superior presentations - public seminar notice

Discover how you can deliver a superior presentation – every time



Next Public Seminar in Toronto - March 28, 2012. More Details here.


When you speak:


You are competing with all the other thoughts, questions, and concerns in the minds of your audience.

Your message is competing with all the other presenters that have spoken before you and those who will speak after you.


Your intended message is competing with all the unintended messages that you might be sending.


In this intensive one-day seminar you will learn how to:


• Project more confidence
• Open with more pizzazz
• Close with finality
• Establish lightning fast rapport with your audience
• Prepare more effectively in less time
• Master the question and answer session
• Handle interruptions and failures with ease



Book now to claim the early bird discount.

The bottom line is that you will be a more effective presenter starting with your next presentation. That means that you will win more deals, lead more effectively and enjoy more success.

Presentation Skills training seminar in Toronto - Click now to reserve your seat!

Attend this presentation skills public seminar to work with "The Speech Coach for Executives" - George Torok - directly.


Questions? Call George Torok directly at 905-335-1997



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Six Words to Summarize Your Presentation

Can you summarize your presentation in six words? If you know your message, you can state it in a few words. If you need 30 minutes to explain it, then you really don’t know it. What would you do if the decision maker said, “You have six words – go.”

Enjoy these six word presentation summaries:

Buy low, sell high, discover how

Stop wasting money on expensive advertising

Join us for weekly breakfast networking

Think about it before you speak

Never, never give up. Call us

Don’t drink and drive. Arrive alive

Find the right mate for you

You can fight cancer. Donate today

Success is simple but not easy

Problems are opportunities but often overlooked

Love your customers. Attract them back

Buying insurance sucks. Being without devastates

Seatbelts saves lives, maybe yours

Help those who can’t help themselves.

Relax. Enjoy. You are getting older.

Don’t stop questioning. We need you.


Add your six word message below.



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Power Presentations Tip 55: Dance With Your PowerPoint

Dance with Your PowerPoint

Imagine that your PowerPoint is your ballroom dance partner. You each have differing roles to play. You support each other. It's always clear to the audience who the lead is, even when that changes during the dance. The dance would look silly without both of you there. The audience never questions why both of you are there.

Now, think about your next presentation. Do you plan to use PowerPoint? There's nothing wrong with using slides, but be clear on your purpose. Will your slides enhance your presentation or simply provide you with your presentation notes?

Will you and your PowerPoint be fighting for the lead? Might your audience wonder who to pay attention to? Will you appear as two clumsy dancers stepping on each others toes?

The strength of PowerPoint is in displaying visuals. Images, photos and charts are visual. Paragraphs and bullet points are not visuals. They are text.

You, as the speaker are there to deliver the words and context. If PowerPoint could do that well, we wouldn't need you. (Think about that.)

Technology is wonderful. But it doesn't mean that you let technology rule. It's up to you to recognize the strengths of your tools and use the right tool in the best way. Too many presenters use the tool only because they are following the herd.

I recently watched a speaker who danced with his slides. He set up the anticipation for each slide, then changed the slide and paused while the audience absorbed the visual portion of this message. As you might have guessed, his slides were real visuals. The only slides with words were the ones that marked his transitions.

He did not read the words on his slides. How liberating!

If you can't or won't learn to dance with your PowerPoint then at least one of you needs to sit out the next presentation.

George Torok

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Can We Really Trust Your Marketing Department With Your Sales Presentation

If you are in sales, you might occasionally wonder if your marketing people are really working in your (and the company’s) best interest.

Are your team members working for you or against you? Discovering the answer to that question might start with uncovering the root of their motivation.

How does your marketing department get rewarded?

• Forecasting optimistic sales projections
• Creating nice looking marketing materials
• Winning marketing awards from marketing associations
• Spending money on expensive advertising campaigns
• Creating, and policing the sacred brand
• Addressing politically correct and hot issues
• Appearing to be green or following other popular fads and trends
• Convincingly explaining why the last marketing campaign didn’t work

How does your sales department get rewarded?

•  Sales

 Well that looks simple.
 
Often, your marketing department prepares or hires a marketing agency to prepare the standard sales PowerPoint presentation.

The PowerPoint slides were prepared in response to the expressed desire of senior executives to present a consistent message to prospects.

Because marketing is less concerned about selling and the needs of the prospects – the slideshow becomes a marketing feel-good show.

Because a marketing agency will charge several thousand dollars to produce this slideshow, the focus of their presentation is to appease the person signing the cheque – often the business owner.

So, the beginning of the slideshow will talk about the business, the business owner and his childhood trek across the desert. But, your prospects don’t care about this- at least not at the begging of the presentation.

Your prospects are still asking themselves important questions like:

• Why did I agree to look at this presentation?
• What’s in this for me?
• How much money did they waste on this slideshow?
• Why is this sales person wasting my time?

If the sales person blindly follows the marketing PowerPoint presentation, often the deal will fail. Marketing will blame the sales person. If the customer buys, it will most likely be because of the relationship between the prospect and the sales person. Yet, marketing will claim the success.

Sales can’t win and marketing never loses.

Can you really trust marketing to produce sales presentations that they never deliver? Can you really trust marketing to produce sales presentations that are not about selling?

This might sum it up.

The speaker at a small business conference stated, “I’m from marketing. I’m not here to sell you anything.” Either he was lying or he didn’t understand his real purpose.

Can we really trust your marketing department with your sales presentation?

I’m a marketing guy. But more importantly I'm a business owner so I know the importance of sales. If it doesn’t sell, it’s bad marketing.

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Power Presentations Tip 54: How to Open Your Speech

How to Open Your Speech

The purpose of your opening is to grab the attention and establish rapport with your listeners.

Do not start your presentation with these tired phrases:

• Thank you for inviting me here to speak
• I don't know why I have been asked
• I haven't really prepared anything
• Today I'm going to talk about
• A funny thing happened on the way

Those openings are boring at best and possibly annoying.

Instead use these techniques to open your presentation:

• Pose a challenging question
• Deliver a striking statement
• Tell a story
• Comment on a preceding speaker

Pose a challenging question

Questions immediately engage the minds of your audience. Ask a good question and your audience will be thinking, "That's a good question. What's the answer?"

This is a very effective opening technique.

Some possible opening questions:

How will you thrive in the turbulence of this market?

When you feel defeated, who can you turn to?

How can you sell when nobody is returning your calls?

Deliver a striking statement

A striking or controversial statement will grab attention. Your statement positions you on the issue and defines the starting point of your presentation.

Some ideas for opening statements:

The market isn't our greatest enemy. Our lack of innovation is.

Our business is more like a marathon than a sprint.

Houston, we have a problem.

Tell a story

A well crafted story can immediately engage your audience. But don't start with "I'm going to tell you a story". Just jump right into the story. The story could come from a personal experience, a customer's call or from a scene in a movie.

Comment on a preceding speaker

To use this technique you need to be there before you speak and listen to the other speakers. This technique is especially effective if the speaker before you was the CEO or industry leader. By associating with that authority speaker you leverage their credibility.

When you pick up on a thread of what they said and agree or expand on it, it appears to the audience that the two of you worked together or at least agree. That helps the audience to feel that there is a consistent theme to the meeting.

George Torok

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eSpeech Coaching is Here

eSpeech Coaching - expert presentation coaching when you need it


Good news for you if standing and speaking before a group is critical to your career or business success.

Contrary to some opinions, the best public speakers are not naturals. The best speakers learned how to develop their presentation skills.

The first step to becoming a better public speaker is to recognize that speaking is a skill not a talent.

The three steps to developing any set of skills are:

1. Learn the principles and techniques of the masters.
2. Practice those techniques extensively.
3. Get guidance from an expert teacher or coach.

The first step is relatively easy. There are lots of resources available to learn the principles and techniques of effective public speaking. This blog is one of those.

The second step requires for you to invest your time and effort. That holds some people back.

The third step requires you to invest time, effort and money. That combination can hold some people back.

Here’s the good news. The investment of money for speech coaching has suddenly shrunk to affordable size.

Now you can receive executive level speech coaching at an incredibly affordable rate while you remain in the comfort of your office or home.

If you are serious about transforming your presentation skills this year, this is your opportunity to get the success that you want from your presentations.

eSpeech Coaching is here and if you move quickly you can take advantage of the introductory special rate.

Here’s how it works.

Record your presentation on video.
Upload it to the secure website.
Review your video.
Clarify your goals and expectations.
Receive expert coaching on your presentation both in writing and by video.
Review your presentation and the feedback as often as you like.
Pose your questions and receive direct and specific answers promptly.


The regular fee for this virtual speech coaching is $500.00

If you hurry you can get in for only $300.00

Register here to reserve your spot.

E Speech Coaching

1 30 minute presentation 3x 10 minute presentations

Add any special instructions

If you have more questions or prefer to register directly contact your eSpeech Coach, George Torok at 905-335-1997 or coach@Torok.com
PS: If you want to be a more successful public speaker you need to work with a reliable speech coach.
PPS: When was the last time that you saw a job ad that stated, “Poor communication skills needed.”


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