Signposting Words

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Signposting is an effective method to help your audience follow what you are saying.

In a previous post, "What is Signposting", the concept of signposting was explained, and several examples were provided. In this post, I will be sharing examples of signpost words, which are words that can be used to connect ideas and sentences.

Signalling Addition - The following words signals addition.
And: We are experiencing cost issues and operational issues.
As well as: We are experiencing cost issues as well as operational issues.
Along with: We experience cost issues along with operational issues.

Signalling Condition - The following words signals a conditional situation.
Except: He usually works hard except when he is stressed.
If: He would have been successful, if only he works hard.

Signalling Contrast - The following words signal contrast.
But: He does not work hard but he earns a lot.
However: He works hard, however he does not earn a lot.
Although:  He works hard, although he does not earn a lot.

Signalling Example - The following words signal examples.
Such as: He has many hobbies, such as jogging and swimming
For example: He has many hobbies; for example jogging and swimming.

Signalling Sequencing - The following words signal a sequence of events.
First: First, I will start by reading the essay, before starting to write.
Before: I need to start preparing before I am ready.

Signalling Cause - The following words signal causality or the cause.
Because: She needs to eat more because she is pregnant.
As: She needs to ear more as she is pregnant.

Signalling Result - The following words signal result or effect.
Therefore: He overeats regularly, therefore he is fat.
So: He is fat, so he needs to try to slim down.

Signposting words are an essential tool in written or verbal communication to help to connect ideas and examples. Do use them regularly to help communicate more clearly.

If you are interested in this post, you might consider the following posts
1) What is Signposting
2) 10 Attention Grabbers for Better Public Speaking
3) Advantages and Disadvantages of Written and Spoken Communication

Book Review: Painting With Numbers - Presenting Financials and Other Numbers So People Will Understand You

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Title: Painting with Numbers: Presenting Financials and Other Numbers So People Will Understand You
Author: Randall Bolten

Content: 6.5/10

As the book was targeted towards finance professionals, only half the book (related to report presentation and creating spreadsheets) were relevant to me. However, those parts were timely and well presented. 

Readability: 9/10
The emphasis of this book was to present financial numbers so people will understand you. And this book does present its information in a clear and concise manner.

Overall Ranking 15.5/20
The tips that Randall provides are well worth reading. However, I would only recommend to purchase the book to finance professionals involved in financial reporting.

The Good and the Bad

The Good: This book is appropriate for executive who are required to present financial information on a routine basis. The first half of the book is also useful for general presentations as well as for the creation of spreadsheets.

The Bad: I found the latter half the book to be not quite relevant, as presenting a balance sheet and GAAP reporting was not relevant to me.

Summary and Review

Painting with Numbers is a book that teaches consultants, accountants and finance professionals to present numbers in a clear and concise manner. Written from the perspective of an ex CFO, it presents timely information as to the proper way by which financial information should be presented.

Bolten says it best when he says that "reporting is an act of communication, not an act of compliance." 

When presentations or reports are not well communicated, the audience is often left either missing the key points, or left confused from a poor choice of words.

In the best version, the largest 

important  numbers stand out visually, 

the commas line up vertically, and it 

mirrors the way we were thought to 

add up numbers. 

The author's points are demonstrated in a clear manner through the use of examples that are easily understandable. In addition, as a book that emphasizes on the clarity of presentation, Randall practices what he preaches by presenting his points in a clear and readable manner.

Key points are boxed in red as "deadly sins", examples, notes and advice are similarly boxed with their separate colors. The result is clarity and variety as the important information is communicated.

An example of this can be seen from the example in the picture on the right. Randall presents this example and questions the reader as to which version is the best. The answer is version A. Can you guess why?

The book is divided into three main sections.

In part 1, "The Rules", Bolten focused on the rules that every report or presentation should follow.

In part 2, "The Tools", Bolten provides advice using the tools of excel, graphs and PowerPoint to help create your reports.

In part 3, Bolten puts everything into context of the organization.

Ultimately, the information presented in "Painting with Numbers" could mean the difference between an audience that is able to absorb the content, and an audience that did not understand what you are presenting. Although not the entire book was relevant to me, the parts that were relevant was timely and well presented.

How to Use Tone of Voice to Your Advantage

'It is not what you say that matters but the manner in which you say it; there lies the secret of the ages.'
-William Carlos Williams

The name Albert Mehrabian probably isn't very familiar to many of us. It should be though, because he is responsible for one of the most quoted findings in the field of human communication.

Mehrabian was responsible for his discovery that the words used in face-to-face communications account for only 7% of messages received, while body language and vocal tone account for 55% and, 38% respectively.

This is called the rule of 7/38/55%. Professor Mehrabian's findings are frequently trotted out at personal development seminars, emphasizing the importance of body language and vocal tone over the words which we use.

The implication is clear: good communication goes beyond the words you use to convey a message. Speech writers spend hours crafting their speeches to perfection. How many of these dedicated people invest as much time in their presentation skills as they do in their vocabularies? It is clear that top communicators rely far more heavily upon appropriate body language and vocal tone to get their message across more effectively than reciting from a dictionary.

The Science of Speech 

Plenty of research has gone in to determining which vocal tones are more pleasing to the human ear. First, a little biology: the tones of the voice originate from the triangular chamber at the upper end of the trachea, or windpipe. The front part of this chamber forms the 'Adam's Apple' visible in men (women have one too, just smaller). The vocal chords are comprised of two strips of tissue that, which, when air is passed through, vibrate to produce a vocal tone (a fascinating YouTube video stroboscopy, or camera view, of the living vocal chords can be found here.)

Power of the Pitch

While preferences for particular vocal tones can vary from person to person, there are a few rules that have been revealed through research. For example, lower vocal tones have been shown to generally possess more authority than higher ones.

According to a study recently published in the Proceedings of the Royal Society of Biological Sciences, vocal pitch (highness and lowness) is perceived to have an effect upon the perception of the leadership capabilities of the speakers. This is shown to be heavily influenced by their gender.

Women with higher pitched voices were perceived as more attractive, while those with lower pitches were more socially dominant. Men, on the other hand, who possess lower voices, were perceived as 'more attractive, physically stronger, and socially dominant.'

Research conducted in 2011 linked deep male voices to improved memory in females, while a further study conducted at McMaster University in Ontario discovered voters were more likely to favour candidates with lower voices.

Use your Vocal Tone to become a Better Communicator 

The use of body language is one thing, but how can we work on how we use vocal tones to become better communicators? Salespeople are adept at this. Whether it's a telemarketer calling to compare credit cards, a charity collector on the street, a shop assistant or salesperson, many people involved in sales implement these skills instinctively.

Used in both your personal and professional life, there's no escaping the fact that developing an excellent use of vocal tone will pay dividends. Judith Filek of Impact Communications suggests some ingenious techniques for improving the tone of your voice:

1. Ensure you are breathing from the diaphragm, which is the muscle beneath your rib cage. Shallow breathing will make your voice sound strained.
2. Make sure you drink plenty of water all day to keep your vocal chords properly lubricated.
3. Ensure you limit your intake of caffeine as it is a diuretic.
4. Sit up straight: posture not only influences your voice, but also your confidence.
5. Use gestures to energize your voice. This will help give your voice added power when you are tired. Smiling also helps 'warm' your voice.
6. Record your voice. This is a particularly illuminating technique for some!
7. Try speaking at a slightly lower octave, as research has shown that those who speak at a lower octave are often presumed to have more credibility.
8. Don't be afraid to ask for feedback on your vocal tone.

If you are interested in this post, you might consider the following posts
1) First Impressions
2) How to Make a Great First Impression
3) Advantages and Disadvantages of Written and Spoken Communication

Use Your Head To Communicate Effectively

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Effective communication includes an awareness of not only what you say, but also how you say it.

However, another important tool of communication is body language. We all know that actions speak louder than words. Our bodies give away signals of how we feel, what our true intentions are, and what we’re not saying. So we may be sitting on a crowded sectional sofa during a family gathering without saying a word, yet communicating clearly to anyone who glances over.

Gestures and body language are so ingrained that we take them for granted. We are almost unaware of behaviors such as tapping a pen, stroking the side of our noses or yawning. Yet, the fact that such behavior is virtually unconscious makes it a real clue to what we’re really thinking and feeling.

Mixed Messages of Head Gestures

When looking at effective communication then, we need to examine what our body language is saying to others. Even some of the most basic gestures, such as nodding our heads can give mixed messages.

In most cultures, when we want to say “yes” or show agreement, we nod our heads. This action comes from bowing; the person symbolically begins to bow, but stops short, resulting in a nod. Bowing is one of the most submissive gestures and the head nod stemming from this indicates that we are going along with the other person’s point of view. Allan and Barbara Pease, authors of The Definitive Book of Body Language (2004, Orion), states that research conducted with “people who were born deaf, dumb and blind shows that they also use this gesture to signify ’Yes’, so it appears to be an inborn gesture of submission.”

It’s easy to assume then, that a head nod means “yes” the world over. However, in India, the head is rocked from side to side to say “yes”, a gesture that most Westerners would associate with “either – or” or “maybe yes, maybe no”. Furthermore, in Japan, head nodding can be misinterpreted; it doesn’t necessarily mean “Yes, I agree with you”, it usually means “Yes, I hear what you’re saying.” Be aware too that in Arab counties, a single, upward head movement means “no”, whereas Bulgarians shake their heads to mean “yes” rather than “no”.

Using the Power of the Head Nod as a Tool of Persuasion

Once you are clear about the meaning of the head nod, head wobble and head shake, consider the power of head nodding as a tool of persuasion. Pease and Pease cite research showing that “people will talk three to four times more than usual when the listener nods their head using groups of three nods at regular intervals.” The speed of the head nod is a clue to how patient the listener is feeling. “Slow nodding communicates that the listener is interested in what the speaker is saying so give slow, deliberate clusters of three head nods when the other person is making a point,” they say.

On the other hand, if you want to tell a speaker that you’ve heard enough, want them to finish, or want a turn to speak yourself, it’s time to start nodding quickly. This is a way to interrupt and get involved in a conversation or bring it back under your control without using words.

“Body language is an unconscious outward reflection of inner feelings” say Pease and Pease, so if someone’s head is nodding as they speak, it is a sign that they are feeling positive or affirmative. It iss even the case that “if you simply start nodding your head intentionally, you will begin to experience positive feelings”, almost as if agreeing with yourself generates as much feel-good factor as someone else agreeing with your point of view.

Conclusions and Recommendations

Because head nodding is very contagious, it is an excellent tool for creating rapport, encouraging agreement and getting co-operation. Pease and Pease have found that if someone “nods their head at you, you will usually nod too – even if you don’t necessarily agree with what they are saying.” They recommend finishing your sentences with verbal affirmations like “don’t you think?”, “isn’t it?”, or “wouldn’t you?”, plus plenty of nodding. In this way the listener experiences positive feelings which increase the chances of their agreeing with you. Clearly, if you want to get co-operation from other people, it’s time to start using your head.

If you are interested in this post, you might consider the following posts
1) Persuasion Tactics Simplified
2) Social Situations and Small Talk
3) Improve Your Communication Skills

Its not what happens to you, but what you do about it

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Its not what happens to you, but what you do about it that matters!

Each of us encounters setbacks in our lives. It might be big, such as the loss of a loved one, or it might be small. However, its not what happens to you that matters. What matters is what you do about it.

Overcoming The Odds:
An Example

Take for instance the example of Oscar Pistorius. He is a double amputee, which means that he had both of his lower legs amputated. To each and every one of us, I’m sure; this would be a tremendous setback that would eclipse any problems that you or I might be facing right now.

One might expect someone like him to feel dejected about his life, about how he was dealt an unfair hand in the game of life. But did he wallow in self pity? No, he didn’t. Today, he is a world class athlete who holds numerous world records in track and field and is currently attempting to qualify for the Olympics.

If someone like him, who has lost 2 of his limbs, can achieve something so exceptional, certain you or I, who are complete in body and mind, is capable of achieving so much more.

When we face setbacks, we might feel sorry for ourselves, feel angry or negative about it, or try to escape from the problem by resorting to alcohol. However, would something like that solve the problem? No, it wouldn’t. That would only exacerbate the problem and lead us down a downward spiral of despair.

Other people might do nothing and try to forget the problem. Well, you know the saying, “Nothing ventured, nothing gained.”

What We should Do
What we should do is to turn the problem into a source of strength. Its not what happens to you that matters, what matters is what you do about it. Instead of moaning or grumbling, what we should do is to use the problem as a source of motivation to improve upon the situation.

For instance, there was this instance where I was given negative feedback about my personality. I was told that I was too cold, aloof and impersonal with people. Was I upset about it? You bet I was. However, after doing some self introspection, I felt that the feedback that I received was true. I can’t change the past. What has happened has already happened and can’t be changed.

Instead of feeling sorry for myself and doing nothing, what I could do was to try to change the future and improve myself. This motivated me to try to improve upon my interpersonal communication skills by joining more social activities such as Toastmasters International, a public speaking organization, and by reading and researching more about interpersonal communication in general. One great book about the subject is How to Win Friends and Influence People by Dale Carnegie. Today, I can confidently say that I am a better person as a result of this incident.

To reiterate the main point of this passage, its not what happens to you, but what you do about it that matters. We can’t change the past, but we still have the power to shape our own destinies. We can choose how we want to handle our setbacks. Instead of wallowing in self pity, why not use it as a source of motivation and strength and make a positive change for the better. You will become a better person if you choose to put your mind into it.

Recognise your Strengths

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Consider this story

A water bearer in China had two large pots hung on the ends of a pole, which he carried across his neck. One of the pots had a crack in it, while the other pot was perfect.

At the end of the long walk from the stream to the house, the perfect pot would always be full of water, but the cracked pot would arrive only half full.

For two years, this went on every day, with the bearer delivering only one and a half pots of water to his house. Of course, the perfect pot was proud of its accomplishments. But the poor and cracked pot was ashamed of its own imperfection and miserable that it was able to accomplish only half of what it had been made to do.

After two years of perceived bitter failure, the cracked pot spoke to the water bearer one day by the stream. "I am ashamed of myself, because this crack in my side causes water to leak out all the way back to your house."

The bearer replied to the pot, "Did you notice that there are flowers on your side of the path, but not on the other pot's side? That's because I have always known about your flaw, so i planted flower seeds on your side of your path, and everyday while we walk back, you water them. For two years, I have been able to pick these beautiful flowers. Without you being the way you are, there would not be this beauty and grace in this house."

Think about what makes you unique in this world! What you perceive as a flaw might be seen by others as an asset. It might be your slightly crooked smile or corny jokes which warm other people up or your abnormal height that makes you a great basketball player. Do not neglect in counting the positives that make you who you are!

Remember that everybody has their strengths. Inspite of how bad you might think of yourself, you are special, unique and one of a kind. Recognise your strengths, trust in your abilities and succeed in life.

On the flip side, do recognise that even the weakest individual is better than you or me in some way or another. It may be intelligence or kindness or generosity or even grace.

Emerson once said: “Every man is my superior in some way. In that, I learn of him."

Almost every man you meet feels himself superior to you in some way, and a sure way to win a person's heart is to let him or her realize that in some subtle way, you recognize his importance in his little world, and recognize it sincerely.

For more motivational quotes, check out this page of Motivational Quotes.
Check out this page for tips on how to win friends and influence people.

Presenting with Visual Aids

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The visual aid is an invaluable tool which should be utilised in a presentation.

Remember that over 70% of communication is non-verbal. Hence, visual aids can definately help to enhance the quality of a presentation.

What are Visual Aids?
Visual aids are materials which you can use during a presentation to help your listener understand, accept and be motivated by what you have to say.

You should use visual aids when you need to
1) Focus the audience's attention
2) Reinforce your verbal message
3) Stimulate Interest
4) Illustrate factors that are hard to visualise

You should NEVER use visual aids to
1) Impress your audience with overly detailed tables or graphs
2) Avoid interaction with your audience
3) Present simple ideas that can be more easily stated verbally

Examples of Visual Aids
Examples that can be used to enhance a presentation include:
1) Computer-based visuals such as Powerpoint
2) Overhead transparencies
3) Flipcharts
4) Whiteboards
5) Props
6) Video
7) Photographs

Some questions to ask yourself when you make a presentation are
1) Are your visual aids appropriate for the speech and message that you are trying to convey?
2) Do the visual aids help you to carry your point across?
3) Are my visual aids simple, clear and concise?

Some addition presentation tips from my own experience are
1) Be careful not to block your visual aids when you make your presentation.
2) Do arrive earlier beore hand to check the working condition of the electronic equipment such as computers, projectors and microphones.
3) Visual aids are good, but you can make a good presentation great by integrating effective body gestures in your presentation.
4) Use more layman terms to elaborate your points. When you are presenting, there is a tendency to use jargan within your speech.
5) Do add a personal touch to your speech. You can do this by providing examples that the audience can relate to.

Here are some addition resources and tips for a better presentation
The 3 Simplest Steps to a Better Vocal Presentation
10 Attention Grabbers for Better Public Speaking
Public Speaking Via An Audience Centered Approach
Presentation Tips

Public Speaking

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What are some of the tips for better public speaking? Overcome your fear of public speaking and become a better public speaker with these simple tips for public speaking.

Tip 1 - Speak in a Loud and Clear Voice

This is so simple and obvious that it is often forgotten. People have the instinctive fear of public speaking and tend to have the tendency to speak more softely when we are scared.

Speaking confidently in a loud and clear voice is a simple, yet difficult tip to achieve.

Tip 2 - Speak at a Reasonable pace and use Appropriate Pauses

Some people ramble on too fast while others speak too slowly. We should all endevour to speak at a reasonable pace.

Do not be afraid to use appropriate pauses to emphasize certain points as well as to think about your next point.


Tip 3 - Use Hand Gestures

Public speaking in from of an audience does not involve the voice alone. Hand gestures are important as well.

Good use of hand gestures help to add emphasis to the speaker's important points as well as make the speech more interesting.

Tip 4 - Talk Candidly (if possible)

I was watching a good speaker talk about his points when halfway through his speech, he mentioned that he had drifted away from his points. Thats when it hit me! The truely great speakers do not speak from a memorized script. They just speak from the top of their head.

Speak just as if you were talking to a friend.

Follow these four tips in order to become a more effective public speaker.

If you have enjoyed this post, do bookmark it or subscribe to the feed. Thanks.

Pleasure and Pain in Human Behaviour

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Why do you do the things that you do? Why do you go to work, or relax in front of the television, or meet up with some friends?

What is the motivational factor that drives all human behaviour?

The answer is actually very simple. World renounded success coach Anthony Robbins in his book Awaken the Giant Within has the answer.

We do things in order to avoid pain, as well as to gain pleasure. Let me repeat that again. We do things to to avoid pain and/or to gain pleasure. That sounds so simple that it clouds the deep truth and profound wisdom in the answer.

This provides the answer as to why different people may do different things or have different values. Let me provide an example. Why do some people smoke, but others frown upon it?

This is because the people who smoke link tremendous pleasure to this activity, such as the feeling of being "cool" or "hip". However, other people may link tremendous pain to the activity, such as coughing, or getting lung cancer.

The point that i am trying to make is, all of us are driven by the need to gain pleasure, as well as the need to avoid pain.

Understanding this principle will allow you to become more understanding and empathetic to the actions and behaviors of other people. If can also help you to improve the quality of your own life by getting you to take action on the things that you know that you need to do.

For example, we all seek to improve our relationships with our loved ones, but not everybody makes the effort to spend time with them. We know that we seek to improve our relationships, because of the pleasure and good feelings that we get when our relationships are strong.

However, we do not act on this instinct as this feeling of pleasure is overwhelmed by the even greater feeling of immediate pleasure that playing a video game or watching some television may bring.

What we need to do is to try to strengthen our associations between pleasure and relationships, as well as to link some pain into not having strong relationships.

Think of what it might feel like to be distant to your loved ones, and you might find that this might motivate you to put in the necessary effort in your relationships or whatever you want to achieve in your life.

The pain and pleasure principle is extremely simple yet powerful. Understanding this principle and applying it in your daily life will not only allow you to change your behaviour, it will also allow you to improve the quality of your life.

If you are interested in reading more about Anthony Robbins, you might also enjoy some quotes by Anthony Robbins
If you are interesting in reading more about human needs, you might enjoy my post about Maslow's Hierarchy of Needs

Make the Other Person Feel Important and do it Sincerely

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How to make people like you instantly.

In my previous post "How to Win Friends and Influence People", we have explored the first five ways to make people like you, and they are

1. Become genuinely interested in other people.
2. Smile.
3. Remember that a person's name is to that person the sweetest and most important sound in any language.
4. Be a good listener. Encourage others to talk about themselves.
5. Talk in terms of the other person's interests.

In this post, we will explore the one all important law of human conduct. This law will bring us countless friends and constant happiness if followed, and endless trouble if broken. The law is,

Always Make the Other Person Feel Important

As humans, all of us crave to be appreciated. I am not referring to cheap insincere flattery here, but honest sincere appreciation.

The truth is that almost everybody that you meet feel that they are superior to you in some way. Why not let them realize in a subtle way that you recognise their importance and recognise it sincerely.

Show Respect to Others

Always show respect to others. Fill your vocabulary with phases such as "I'm sorry to trouble you," "Would you be so kind as to -" "Won't you please?" "Would you mind" and "Thank you."

Little courtesies like these grease the gears of everyday life and make our daily existance a nice and smoother one.

As humans, we should do our best to try and radiate a little happiness and pass on a bit of honest appreciation to others, even if we do not get anything in return. The fact that you managed to make someone feel a tiny bit better about themselves is reward enough.

Why not say something nice to somebody else. It could be a family member, a friend, or even a complete stranger. Make the other person feel important, and do it sincerely.

Make someone else happy, today.

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