How to make a deductive structure ‘really sing’

How to make a deductive structure ‘really sing’

 Have you ever wondered what holds a deductive flow together?

Part of the success requires the statement and comment to be tightly linked together, along with the comment and the therefore point.

However, weak support for any of the points, but particularly the comment can bring the whole story undone.

This played out with what was a ‘good cyber strategy’ that I worked on with a senior leadership team this week.

Let’s unpack what we did to convert it into a great cyber strategy.

  1. The introduction was tight and led to a clear and compelling ‘so what’
  2. The high-level storyline be a promising ‘Houston’ pattern. It set up the problem as the first point, explained how to fix that problem in the second and led to a clear and related set of actions
  3. The storyline was let down by a disconnect between the comment and its supporting points. This storyline fell into a common trap of outlining the actions in the strategy here rather than explaining why these are the right actions

I have simplified and sanitised the before and after versions here to illustrate. You can also download the example below in pptx format.

I hope that helps and look forward to bringing you more next week.

Regards,
Davina

The importance of asking ‘Why?’

In this session, we worked on Brooke's email which highlighted the importance of asking ‘why'.

Why might audiences be objecting (are they unwilling or unable?)

Why do you need to communicate? What is it you need them to know?

Once you have nailed down the ‘why', the storyline becomes so much clearer.

As always, we've included the notes below so you can see how we work through the storyline planner from the initial brainstorming through to the first draft of the email.

Hacking requirements for a job application

How do you handle being provided with 7 criteria that must be addressed in a cover letter when you want to offer a tight message highlighting your strengths?

In this short session, we showcased a strategy for ‘hacking’ requirements on a job application letter. This strategy allows you to give the potential employer what they want while making sure you also get to feature the skills and experience you wish to.

Including your storylining and communication skills, of course!

UPDATE: A few weeks later, we had the chance to work through the cover letter Andrew created as a result of our first session. I've included the recording below as it is a useful example of how to finesse the final product.

How to avoid being diverted by the back story so you can focus on the today story

How to avoid being diverted by the back story so you can focus on the today story

Has this happened to you?

You have an important presentation to make to a senior leadership group and a big chunk of the time is spent talking about ‘background’.

The leaders ask every question under the sun about the history of the program, what you have done in the past and you find yourself repeating your last five presentations. You use precious face time with them looking backwards rather than looking forwards.

This was a hot topic in today’s coaching session with the Senior People Leader at an Australian retailer.

Let’s look at what was going on before looking at a sanitised version of the before and after.

Here's what was going on : ‘Mary’ was going into way too much detail in the introduction

Mary would brace herself for these discussions as they felt a bit like an interrogation and to head off the questions, she included lots of background up front.

She referred to the history of the People Strategy and went into quite some detail about it.

However, in doing this she was also leaving the door open for questions as the first part of her paper wasn’t a complete summary, or perhaps described past events using new words which piqued the Board’s curiosity.

Her strategy was backfiring.

To avoid this, we suggest tightening your introduction to lead your audience directly where you want them to go (to the So What).

Here are four tips for doing that.

  1. Assume you must synthesise your context as tightly as you would synthesise your ‘so what’. Even for a lengthy paper, keep the context short, ideally to no more than 2-3 sentences in total.
  2. Stick to information that is or should be known to the audience.
  3. Ensure the trigger articulates clearly and simply why you are communicating with this audience about the topic described in the context at this point in time.
  4. Focus on material that introduces the topic as it stands right now. This will prime your audience on the topic that you want to discuss and open the door for the trigger rather than more questions.

Here’s a sanitised before and after to illustrate.

The ‘Before’ included far too much detail which gave the audience a chance to derail the conversation and not get to the so what

[CONTEXT] Talented people needed to deliver our ambition, has and been remains a business goal. We have focused on talent over the last 3 years – approach largely individualistic and limited by poor capability frames

Our new operating model provides an opportunity for us to differentiate ourselves in the talent market – move talent to max value work, no other retailer using this new operating approach, and we can become known for development

We have started implementing a 3-year strategy to drive enterprise talent & capability and that has changed the talent profile through recruitment. Development will be the focus in the following years

We will track impact and manage talent-based risk

[TRIGGER] We have a Talent strategy that we believe will deliver on our goal to win through talent.

[QUESTION] What is your strategy?

The ‘After’ is much tighter all round and led to a tighter discussion around Mary's agenda

[CONTEXT] Moving to the new operating model provides us with an opportunity to differentiate ourselves in the talent market. This enables us to build on the foundations established over the past three years to develop a winning talent strategy.

[TRIGGER] We have a new leading edge Talent strategy that will enable us to capture the full opportunity that our new business model offers us.

[QUESTION] What is your strategy?

I hope that helps and look forward to checking in with you again next week.

Kind regards,
Davina

PS – We have working sessions this week. Don't forget to register!

Closing the gap between what is in our heads and what is on the page

In conducting a quick review of Brian’s email we identified some common challenges that stem from a common problem.

 

How do we match what the reader takes from the page with what is in our heads as the communicator?

This can be particularly challenging when trying to follow the ‘rules’ of building a storyline.

With practice, these two things come together, but today’s example highlights some traps to avoid during this learning journey while also reminding us of how to bring the ‘real world’ together with the theory.

Need help getting started with the Program?

 

I had a terrific conversation with one of our new members today who was bemoaning her lack of progress in the program so far. Like many of you, she has a busy job and hasn't yet found her ‘groove'.

Here are three ideas that she thought would work for her, that might help you also:

 

  1. Listen to some of the interviews stored in the library during your commute. There are a number, all tagged ‘interview' on topics such as board papers, hypothesis driven problem solving and how to get the information you need from busy stakeholders to prepare a piece of communication.
  2. Lock a time into your diary near the start of your day to complete a module or two. Instead of leaving your learning to the end of the day where it may be ‘run over', locking away 15 minutes will see you finish a module, giving you something useful to try that day.
  3. Set up a time for a 10 minute chat with Sheena to learn to navigate the portal. If you aren't sure how to find what you need, Sheena is very happy to Zoom with you to demonstrate.

Deciding how far to go when helping your colleagues improve their communication

 

We recently had a fantastic session with some of our seasoned Clarity First members about how to help your colleagues with their communication.

The session raised some really interesting questions:

From your perspective – How expedient should we be to protect our own workloads when helping others vs ‘going the extra mile’ to demonstrate to them the value they COULD add as well as the traps you see them falling into because they have some gaps or other inadequacies in their communication.

From the audience's perspective – What would you value from a colleague? A few quick tips or some strategically game changing advice?

From the business’s perspective – what is the greatest value you can add … by investing more in your own priorities or helping your colleague with theirs?

 Listen in to the great conversation for some practical tips and download the session notes below.

 

Keywords: Design your strategy, Develop your storyline, Patterns, Stakeholder management, Leadership

Need help getting started with the Program?

 

I had a terrific conversation with one of our new members today who was bemoaning her lack of progress in the program so far. Like many of you, she has a busy job and hasn't yet found her ‘groove'.

Here are three ideas that she thought would work for her, that might help you also:

 

  1. Listen to some of the interviews stored in the library during your commute. There are a number, all tagged ‘interview' on topics such as board papers, hypothesis driven problem solving and how to get the information you need from busy stakeholders to prepare a piece of communication.
  2. Lock a time into your diary near the start of your day to complete a module or two. Instead of leaving your learning to the end of the day where it may be ‘run over', locking away 15 minutes will see you finish a module, giving you something useful to try that day.
  3. Set up a time for a 10 minute chat with Sheena to learn to navigate the portal. If you aren't sure how to find what you need, Sheena is very happy to Zoom with you to demonstrate.
How to differentiate between the CTQ and a deductive flow

How to differentiate between the CTQ and a deductive flow

I was working with a group of leaders at an insurer this week and we stumbled across a common challenge that I thought you may also relate to.

Those of you who aren't up to deductive structures yet, don't fret: there's something here for you too.

The nub of this challenge centres around how we differentiate between what to include in an introduction versus the statement and comment within a deductive flow.

Let me first explain the relevant principles and then offer the story to put the theory into practice.

The principles: knowing what needs to be known versus news helped us decide what to put where

The two different storyline elements that we needed to work with were:

  • The introduction (the context, trigger and question or CTQ), which contains information that should be known to the audience and sets that audience up to ask a question we want to answer with our So What.
  • A deductive storyline (a statement and comment leading together to a single recommendation), which contains information that is not known to your audience and persuades them that our recommendation is the right one.

The question then is how these two principles helped us sort out what to put where in the storyline.

The story: knowing simple storylining principles shifts the whole communication strategy, not just the words conveyed

First, I'll introduce the situation and then I'll outline the before and after storylines along with the epiphany that led to the shift from one to the other.

The situation …

We were discussing a stakeholder engagement strategy concerning a digital strategy. As with many a new strategy, stakeholder engagement can be as central to the strategy's success as the strategy itself.

In this situation, a new very hands-on CEO was in place and the team realised they needed to engage her in the early thinking behind the strategy before going any further, even though this meant going back in time from their perspective.

Their conclusion was that if they didn't, she would derail all of their work.

The deductive draft based on a Houston we have a problem pattern …

We started with patterns and then mapped out a Houston pattern which I have paraphrased:

Statement – Despite strong business and technology capabilities, we don’t have a cohesive digital strategy (supported by evidence)

Comment – However, aligning around a vision for the digital channel is essential if that strategy is to succeed (supported by explaining why this is essential in an unusually ambiguous and complex org arrangement)

Recommendation – As a result, we need to align around a vision for the digital channel (supported with steps for gaining alignment)

The epiphany that led to the change in structuring …

After drafting this, two epiphanies occurred:

  1. They didn't need general alignment across the organisation, but rather specific alignment with the new CEO who could then drive further alignment in the organisation.
  2. The idea that any kind of alignment around the strategy was needed was obvious to the two leaders who were to be part of the discussion, and so not news to them

It is interesting to me that reading this now, these conclusions seem pretty obvious. In the moment, though, the circumstances were so convoluted and messy because of the organisation ambiguity, that they felt like real insights.

The revised storyline to support a discussion with two leaders …

As a result, our statement and comment for a presentation quickly became the introduction for a conversation (not a document) as follows:

Context – Despite strong business and technology capabilities, we don’t have a cohesive digital strategy. Aligning around both the vision and the strategy for digital is essential to the strategy's success (no evidence needed: this was known by all).

Trigger – We have a suggestion for a way to gain alignment around the digital strategy.

Audience question – What's your suggestion?

So What – We recommend you (the two leaders in the discussion) meet with the new CEO to engage her in three potential options before we go further.

Supporting points –

Here's why we think that is the way to go:

  1. Her track record suggests that she is very hands on and is unlikely to support any initiative that she has not been involved in designing
  2. She has a vested interest in this area, heightening the need to involve her directly and soon
  3. Even though we are well progressed, going back in time to engage her in our foundational thinking around the options will enable her to contribute, allows us to incorporate her thinking and reduces the risk that all of our work will be junked

I hope that's useful and look forward to sharing more ideas with you in next week's email as well as in our regular Tuesday sessions.

Register by going to the Session Registrations tab if you are able to attend. We'd love to see you there.

Kind regards,
Davina

PS – Please note the site looks a bit different than it did two weeks ago. We hope it is easier to navigate: please do let us know if you find any glitches or we can improve further.

Need help getting started with the Program?

 

I had a terrific conversation with one of our new members today who was bemoaning her lack of progress in the program so far. Like many of you, she has a busy job and hasn't yet found her ‘groove'.

Here are three ideas that she thought would work for her, that might help you also:

 

  1. Listen to some of the interviews stored in the library during your commute. There are a number, all tagged ‘interview' on topics such as board papers, hypothesis driven problem solving and how to get the information you need from busy stakeholders to prepare a piece of communication.
  2. Lock a time into your diary near the start of your day to complete a module or two. Instead of leaving your learning to the end of the day where it may be ‘run over', locking away 15 minutes will see you finish a module, giving you something useful to try that day.
  3. Set up a time for a 10 minute chat with Sheena to learn to navigate the portal. If you aren't sure how to find what you need, Sheena is very happy to Zoom with you to demonstrate.