Start Strong with Your Ending in Mind

“By your entrances and exits shall ye be known.”

– William Shakespeare

When you deliver a presentation – or make a sales call – the two most important segments are:

Grab the audience's attention with a strong opening.

Make your closing statement memorable and actionable.

It's really that easy.  However, most presenters flub both segments.  Why?  Perhaps it is stage fright that causes them to stumble at the start.  They have not taken the time to “mingle” with the audience ahead of time – which helps a speaker to relax and relate to their audience.  Or they put too much faith in their ability to “just wing it” or worse, “tell a little joke.”  Never attempt either of these beginnings!  It is the rare – and gifted, and practiced – professional comedian who can deliver a good joke with exquisite timing and a perfect sense of the audience.  You are not that comedian.  Don't start your presentation with a joke.  You can't afford to “just wing it.”  You can't afford to blow your opportunity to make a strong first impression.

You could start off with:  an interesting statistic, a current (and pertinent) event, a (relevant) story, a question, a quotation or even … a dramatic pause.  These techniques will work – if you put the effort into crafting their content and delivery.  Even if your delivery is less than perfect it is preferable to “It's great to be here in Cleveland tonight,  How are you?”  You never know how many people in the audience hate being in Cleveland – or wherever – that night, so don't start out this way!

Start out with a purpose!  Start with the end in mind!

“A speech without a purpose is like a journey without a destination.” – Ralph C. Smedley

What is the purpose of your presentation?  If you can't (succinctly) answer that question … then don't make the presentation!  If you don't know your purpose, how do you expect your audience to know it?  What do you want your audience to do?  To think?  To feel?  You have to tell them.  They have to get it.  They have to want it.

But first … you must  know the purpose of your presentation – right from the start!

You can end your presentations with some of the same techniques I suggested you use when you start to speak:

1) An interesting statistic. – that relates to your topic and captures the attention of your audience.

2) A current (pertinent) event – these could relate directly to your speech or the conference.

3) A (relevant) story – that will reinforce your message.

4) A question – in this case, a rhetorical question would be effective.

5) A quotation – that relates to your message and is memorable.  Also memorize-able!

6) A dramatic pause…

But don't … ever… end with “Well, my time is up, so I guess that that is all I have to say.”

Learn to be know – practice your entrances and exits.  It worked for Shakespeare.  It will work for you.  And you will get more work – or sales, or gain more influence.  Simply because you have learned how to start – with your ending in mind!

 

 

 

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Questions that Require Answers

The Question & Answer (Q & A) part of your presentation is either an opportunity for you to really “connect” with your audience or… it is a “trap door” that can make both you and your message quickly disappear.

Many inexperienced speakers fear Q & A.  Even if they don't fear it, they usually mishandle the opportunity that it presents – to demonstrate that you are truly there to meet and answer their needs.  As a presenter, your credibility will either rise or fall depending on how you handle Q & A.

Audiences are tired of “scripted” presentations.  They want you to go beyond your 300 bullet points.  They want to probe and will not settle for merely being told.  Q & A offers the perfect opportunity for you to have a “conversation” with your audience.

I found a very amusing – and useful – post on Seth Godin's Blog (Click here)  Seth tells the story of a presentation made without PowerPoint; actually without any formal presentation  – it is 100% Q & A.  In the right hands and with the right audience that just might work.  Of course, as Seth suggests, you should have a “plant” in the audience to ask the first question and get the dialog rolling.

Personally, I encourage Q & A whenever I present.  Here are a few pointers to keep in mind to help make your Q & A opportunities complement your presentations and strengthen your message:

1) Always have one question in mind to get things started (should no one volunteer)  e.g. “Frequently, my audiences ask me for more examples of…

2) There is nothing wrong with having a “plant” in the audience to ask the first question.  This is merely opening up the dialog.

3) Always anticipate the possible questions that might be asked – and… prepare your considered response ahead of time.

4) Always repeat the question so that everyone in the audience can hear it.  This also serves to give you some extra time to think about your response.

5) Answer the question – and then move on!  Don't offer additional information.  Save that for another question from the audience – or offer to respond in more detail after the session has concluded.

6) Give your response to the entire audience – resist the temptation to direct your answer exclusively to the person who asked the question.  This is a mistake that many presenters make – and they risk losing the attention of the (rest of the ) audience when they do so.

7) Be especially aware of your body language during Q & A!  If you are not “stuck” behind a podium make every effort to move forward toward the question.  Maintain eye contact even when being asked tough questions.  Do not let your eyes roam (to the floor or to the ceiling) or your attention level drop when you are being asked a question.  More than any one gesture, your ability to maintain eye contact reflects your level of confidence!

8) Always signal that Q & A is coming to and end – “We have time for one final question.”  And then conclude with a strong restatement of your main message and / or your call to action.  Make sure that this is the last thing that your audience hears before they leave.  Do not end on a whimper , “Well, if there are no more questions… Thank You.”

In another post I will discuss techniques for handling “trouble makers” or “wind bags” who threaten to hijack your Q & A sessions.

I'll conclude by reminding you to include Q & A opportunities in all of your presentations.  They are a terrific way to gauge the level of understanding that your audience has as a result of your presentation.  Or, as Coach John Wooden says, “You haven't taught until they have learned!”

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The Power of the Pause

I developed a new training program to help clients improve their public speaking techniques. Its called “Make Your Presentations Sing!” Earlier this week I presented it for members of the Long Beach Nonprofit Partnership. As part of the training, I have my audience listen to several musical examples to clarify my point. Points include: story telling, vocal range, timbre, emphasis, breathing, phrasing, etc.

One of the most overlooked presentation techniques is – The Pause. As in “The Sound of Silence.” – You remember that Simon & Garfunkel’s classic song – “Listen to the sound… of silence.”

Far too many speakers talk too much and they lose the attention of their audience because they forget to pause.

Far too many writers use too many words – their text is too dense. They forget to pause – to use the “white-space” on the page to give more power their prose.

Far too many sales opportunities are lost because the salesperson talks too much – they neglect to use the power of the pause.

We are all guilty of this – to a greater or lesser degree. When is the last time you heard someone pause during a television interview or “debate?” Anyone who dares to pause for effect will never regain the opportunity to get another word in during that segment!

Salespeople are their own worst enemy. The can not stand to hear silence! So, rather than pay attention to their customers’ reactions and observe their body language, they barge ahead and fill the vacuum of silence – with their own voice. To what result? Frequently, they end up talking themselves out of the sale!

The same thing can happen during presentations. Inexperienced speakers “panic” during periods of silence. They worry that they are having a memory lapse. In their mind, the silence lasts for minutes – not seconds. They dare not look out at the audience for fear that they will see boredom – or people leaving. And so it gets worse. The speaker is now panicked – and they speed up, And, as a result, they lose more of their audience!

“A wise person once said that there is, in any good speech, a greater message in the pauses than in the words that surround them”

– Excepted from “The Articulate Executive” by Granville N. Toogood

To illustrate this point during my training, I play Tony Bennett’s interpretation of the Irving Berlin song, “When I Lost You.” I could not find it at the i tunes store. But it is from Tony’s 1987 Album “Bennett / Berlin” and it is sung “a cappella” which means singing without instrumental accompaniment. It is a great example of “The Power of the Pause” to establish a mood, to emphasize your point, to impart a memorable message. Try to locate this track. If you are not moved by the power of this performance, … Trust me, this is worth worth your time and money!

In Timothy Koegel’s book, “The Exceptional Presenter,” he cites a UCLA Study by Dr. Albert Mahrabian that revealed: Continue reading “The Power of the Pause” »

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Motivational Skills are in High Demand

I recently came across the results of a study conducted by Right Management Consultants that should be of interest to any manager, executive or business owner.  What traits are you looking for the most as you make succession plans for your senior staff?  And remember… the “baby boomers” who hold many of these key positions are starting to retire now – and the rate of retirement will accelerate quickly. 

Have you started to “groom” your internal staff to succeed your present leaders and managers?  If you are looking outside of your company to attract top talent, what traits are you looking for?

As usual, I found a summary of the Right Management Consultants survey in the April 1006 issue of “The Motivational Manager.”  168 U.S. firms responded to the survey and they ranked these traits as most desirable:

62% – Ability to motivate and engage others.

58% – Ability to effectively communicate both strategically and inter personally.

52% – Ability to think strategically.

51% – Ability to lead change.

47% – Ability to create a performance organization.

45% – Commitment to developing people.

43% – Honesty and trustworthiness.

42% – Ability to develop an inspiring vision.

34% – Decisiveness.

Most telling, on 43% of the 168 firms said that they are providing the necessary development training.  So much for the pablum of many companies who proudly say, “Our employees are our most valuable asset.”  If that is how you value your assets… well, I would hate to be your client – but would enjoy being your competitor.

Can you train people to be effective motivators?  Can you train the next generation of leaders to effectively engage your staff and clients?  Can you improve the overall quality of communication skills within your company?  “Yes, yes and yes!”

I find it interesting that in this study, 45% of the firms value the “commitment to developing people” when searching for future leaders.  Well, why not eat your own cooking?  Encourage your current crop of (soon to be retiring) leaders to groom, mentor and coach your younger staff members?

Does your company employ either a formal or an informal mentoring program?  Is your company committed to continuous training and career development?  If not, why not?  What is your philosophy of leadership?  If you don't have one, you might consider these words from John Quincy Adams:

“If your actions inspire others to dream more, learn more, do more and become more, you are a leader.”

So my advice to the 57% of these firms who are not presently providing career development training is simply – start developing your own skills to motivate and engage others.  If you are having trouble motivating and engaging your present staff, you will never be able to hire leaders to fill this role.  It starts with you!

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The Rule of Three in Presentations

Later this week I will be leading a training session on improving your presentation skills called,”Make Your Presentations Sing!”  As part of my research I have come across several references to “The Rule of Three.” 

According to the “Presentation Helper” website, this “is based on the technique that people tend to remember three things.  On oratory it comes up all the time.”  Some examples:

1) “Friends, Romans, Countrymen” – William Shakespeare in “Julius Caesar”

2) “Blood, sweat and tears” – General Patton

3) The good, the bad and the ugly” – Film title

And, of course, we all know that the guiding principle for success in real estate is, “Location, Location, Location.”  So the Rule of Three is not to be taken lightly.  It does appear that there is a natural rhythm or cadence that helps the ear to naturally accept 3 points.  As Granville Toogood writes in “The Articulate Executive,”

“Summarize your key point or key points.  One or three, but not two or four, because the ear likes the odd number (two anticipates three, and four is too many to remember”).

So if you want the audience to remember your message, put it into a list of three – that is if you simply can not reduce your message to one point!  In this case make it one point with three subpoints to reinforce your message.  Some additional examples:

1) “Life, liberty, and the pursuit of happiness.” – from the American Declaration of Independence

2) “Government of the people, by the people, for the people.” – Lincoln's Gettysburg Address

3) “Never before in the field of human conflict was so much owed by so many, to so few.” – Sir Winston Churchill

I would never bet against Churchill or Lincoln when it comes to delivering a memorable message.  If three points work so elegantly for President Lincoln and Sir Winston… well, that will work for me – and for you, whether you are the audience or the speaker.  Use the Rule of Three to your advantage and your audience will remember you and your message.  Ignore it at your peril.  So start pruning the points on your PowerPoint slides immediately!

If you are still not convinced of the power of The Rule of Three, then tune into Comedy Central or listen to almost any comedian.  Here's a quotation from Alison Davis' Insights blog:

As John Kinde writes on his website, humorpower.com, the rule of three is particularly useful in comedy writing because “a funny line . . . is like a train wreck. You know where the train has been, you think you know where it’s going, but then you’re surprised when it goes off track.” So the rule of three sets up the joke and makes it memorable. Like the tee-shirt that reads, “World Class Cities: Paris. Rome. Fargo” The third thing is the kicker that creates the joke.

So, to sum up, here are three things to remember about the rule of three: It creates simplicity, aids recall and makes your job easier. What could be better?

I never try to “top” a good joke, so let me end my post right here.

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Great Advice for Successful Presentations

I am preparing several new presentations for a few new clients.  Getting the client is one thing.  Satisfying the client is quite another thing.  How do you know what will work or not?  How do you really get to know what the client expects?  What standard do you have to meet in order for the client to refer or retain your services?

I always “sweat the details” when I give a presentation.  I know that my content is good and I am confident in my delivery and my ability to be flexible in the face of the unforeseen accident.  Question & Answer (Q & A) portions of the presentation do not throw me off balance.  And yet, there is always something unnerving about working with a new client;  delivering my first presentation to this new group.

This morning, I had my “Eureka moment” while re-reading the book, “Present Like a Pro,” by Cyndi Maxey and Kevin O'Connor:

“Your presentation content will only be a part of your success.  Real success in presentations is measured by the effectiveness of your connection with the audience.  This happens only when you know the audience, why you were selected, and the standard for success set by the person who asked you to present.”

This is the key – It is not about you as the presenter. It is all about them (The audience)   And be sure to give them both what they want and what they need.   But most important of all, be sure that you know and deliver exactly what your meeting planner (or the person responsible for hiring / firing you) really wants!

To find out what they really want, you have to ask and often probe to find the answers. 

Here is how I plan to do this for one of my new clients.  I picked up the phone and asked if I could attend the presentation that they have scheduled for this week.  The client was thrilled that I showed this much interest in his program (and his success if I deliver as promised.)  But, the real pay-off will be for me.  I will get a chance to observe – one week prior to my presentation – the facility, the organization and the audience.  This will give me plenty of time to adjust my presentation to best accommodate my client's needs.  It is a huge benefit for me that I have the time and am close enough to drive down for this pre-visit.

All presenters should make every effort possible to get into the room, where they will speak, ahead of time.  Get up on the stage to get a feel for the room.  If possible, test the audio and visual effects; try to get the lights set to presentation level.  This is standard operating procedure.

What the real professional speakers do goes far beyond this:

1) They obtain a copy of the program ahead of time, to see where they fit into the big picture.

2) If they can, they actually attend one of the sessions prior to their own.  This provides many benefits:  the speaker gets a chance to see the stage from the audience's perspective and the audience gets to see that you – the next speaker – really cares about them – you want to know more about them.

3) They ALWAYS attend the cocktail party (even if they don't drink) the night before; they attend the lunch or dinner (even if they don not eat) or any other function that the group holds while they are at the facility.

4) The ALWAYS mingle with the audience prior to going on stage.  They chat with the audience – and check in with the meeting planner – to pick up any last minute “hints” or “tips” that could make or break their presentation.

I highly recommend “Presenting Like  Pro” for anyone who ever has to deliver remarks in public.  It really is a field guide filled with practical information that anyone – regardless of experience – can benefit from.

Even better!  One of the co-authors – Cyndi Maxey – has a great website where she has (in her Press Kit) a Pre-Presentation Client Survey.  She circulates this to her meeting planner ahead of time.  It is a great idea!  And… I plan to adapt this idea and incorporate it into my website too.  Here are just a few of the questions that Cyndi asks (before she makes the presentation):

1) If my presentation succeeds, what key points will the participants walk away with?

2) What is to happen before and after my talk?

3) Who are a few key people to recognize and why?

Terrific!  I really enjoy going to an author's website to find out more details – and this one offers a treasure trove of (valuable) details!

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Meetings that Run on Time

Good Morning!

I am just getting back to posting after a very intense week at the NAMM Show in Anaheim, CA.  There were @ 80,000 visitors to this “Trade Only” convention for the Music Products Industry.

I was working for NAMM last week – consulting for their Professional Development offerings.  More than 10,000 people attended our free Breakfast Sessions or the quick and concise 20-minute sessions in The Idea Center on the show floor.

I am pleased to report that every session in the Idea Center started on time.  And, with one exception (the speaker finished 5 minutes early) each session concluded on time.  What is the secret?  And how can you achieve similar results with your meetings?

The secret is really simple – communicate your expectations to the presenter up-front!

Since we only had 10 minutes to change sets and move audiences in and out between sessions, this communication with each speaker was critical!

The key to starting each session on time – simple.  I made an announcement that the next session would be starting in 2 minutes and that this was an opportunity for the audience to get comfortable with the volume of their headsets.  This also prepared the speaker to gather his or her final thoughts before starting their presentation.

During the break between sessions, I told each speaker that I would cue them when they have 5 minutes and 3 minutes remaining in their 30-minute presentation.  As a speaker myself, I always appreciate having someone from the association give me this warning.  It is important to end your presentation with a strong message – and a clear direction to the audience as to the next step to take.

Some of the speakers wanted to do Questions & Answers ( Q & A) and so the 5-minute warning served as their cue to initiate this portion of their presentation.

The few professional speakers that we engaged, carried special clocks or other devices to alert them as to the amount of time elapsed / remaining in their presentation.  I recommend that meeting leaders and facilitators have a clock or timer in clear view during meetings.  This helps to guide the pace of the meeting and it helps to ensure that the meeting adheres to the schedule stated on the agenda.

Once again, if you – as the meeting organizer or leader – have communicated your expectations in advance, most people will comply.  The will stick with the time limits that have been set and adjust their presentation accordingly.

A special tip for all speakers or presenters:

Time can fly by when you are giving a speech or making a presentation.  Quite often, the meeting is running behind schedule and you will find that you suddenly have less time to speak than you had planned for.

Always, have the last 3 minutes of your presentation memorized and internalized!  Be prepared to deliver your concluding remarks with power and precision at a moment's notice.  Remind your audience of you message.  Be sure to tell them what to do next.

It is easy to spot an inexperienced speaker – they always say, “Well, we are running out of time.  If I had more time I would have told you…”  Do NOT do this – ever!  It is unprofessional and avoidable.

Just conclude your presentation with a strong ending.  If you have captured their attention, the audience will seek you out later to ask questions,  Or… better yet, invite you back to communicate more information to the group.

Make a lasting impression – finish strong!

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A Great Business Resource that You Can Use

While reading one of my favorite monthly newsletters (The Motivational Manager) today, I learned about a fabulous and free business resource that I want to share with you:

It is the “Free Management Library” website – click here to enter!  And it is a treasure trove of articles, resource materials, websites, etc. that members and experts have contributed.  The website has been around for 10 years – and from my initial exploration of it, it appears to be continuously improving by adding content and categorization.

As the title says – All content on the website is absolutely free – for you to access.  If you want to reprint or re-purpose the content, they offer clear steps to take to obtain permission from the copyright holder of the individual content.

You could think of this as a sort of “wikipedia” for business and management content since it is created strictly through member contributions (of content) and it relies upon its members to update and report errors, broken links, etc.

Lately, I have been thinking about “competitive advantage”  – what is my own competitive advantage (as a consultant, trainer and speaker) and helping my clients to define their competitive advantage.  So, I was pleased to see this clear, concise “About Us” statement:

“The library provides easy-to-access, clutter-free, comprehensive resources regarding the leadership and management of yourself, other individuals, groups and organizations…”

SOLD!

I get it!  I know exactly what this resource offers (to me) right from this direct statement of purpose.

Why would I want to use this website tool when I already have invested a small fortune in resource books?  Because, I am not always near my personal (physical) library – I do travel quite a bit.  And, the trick is to be able to actually FIND the resource when you actually need it (while writing a blog, thinking of a topic to write about, citing a source) – or just plain relaxation or inspiration!

The key to accessibility is organization.  The Free Management Library Home Page is very clearly organized – and accessible.  Here are a few topics for you to link to in order to check it out yourself:

Interviewing

Sales

Leadership

I've added this site to “My Favorites.”  I hope that you can gain some benefit from my recommendation.  Please share your thoughts – or your favorites – with our readers.  Or… just drop me an email – danny@thecompanyrocks.com to let me know what is working / or not for you!

 

 

 

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Collecting Intellectual Income

“Never feel guilty about reading, it's what you do to do your job.”

– William Safire

This quote appears on the very last page of Peggy's Noonan classic book, “On Speaking Well.”  Mr. Safire was giving this advice to a young writer.  Ms. Noonan goes on to say that “reading is the collecting of intellectual income; writing is the spending of it.  You need to read to write, you need to take in other people's words and thoughts and images.”

Regardless of your political views (both Safire and Noonan were speechwriters for Republican Presidents) is is hard to top the expert advice that Safire and Noonan offer.  They are professional writers and speakers and they continue to be students of writing and speaking.  Both have written for others (politicians, business leaders and celebrities) as well as for themselves.  They are keen observers of the political scene but they excel at studying and explaining how choosing the right word for the right occasion helps to communicate a powerful message.

After listening to the eulogies at President Ford's memorials I picked “On Speaking Well” out of my bookcase.  I wanted to re-read Peggy Noonan's thoughts about writing for others.  I had my own opinions about which politician relied too heavily on a speechwriter and which may have written their own eulogy for President Ford.  (My opinion is that Vice President Cheney wrote his own  – it was the the most sincere speech that I ever heard him deliver!)

I ended up re-reading the book from cover-to-cover – what a great investment!  I certainly collected so “intellectual income” from this book which I will be spending soon.  I am not writing a full book review of “On Speaking Well,” but I give it my full recommendation as a book that must be in your bookcase if you are serious about improving your communications skills.  (I was so charged up with my re-reading that I am now re-reading Jack Valenti's book , “Speak Up With Confidence.”)

President Reagan was labeled as “The Great Communicator” and Peggy Noonan was one of his speechwriters.  Many critics panned Reagan as a simple-minded politician who never-the-less was able to win over audiences and leave behind many memorable phrases.  The critics said that it was a case of style over substance.  Ms. Noonan – as you might suspect – argues aggressively that this is not the case.  And she is very persuasive in making it!  She argues that Reagan used simple language to communicate big ideas:

“The language of love is simple because love is big.  And big things are best said, are almost always said, in small words.”

You will gain a new appreciation for using simple words to express big things by reading “On Speaking Well.”  For me, the highlight of the book is Peggy Noonan's insightful commentary of some of the best-known speeches of the past 100 years.  Of course there is the usual John F. Kennedy, Winston Churchill, Ronald Reagan.  But also the Earl Spencer's eulogy for his sister Princess Diana.  And… Hyman Roth's speech to Michael Corleone in The Godfather II – What a bonus!

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Interesting Start of the New Year

I send my best wishes to all of you for a very happy, peaceful and prosperous 2007!

As I write this missive, I am watching the ceremonies in remembrance of Gerald R. Ford.  So images and memories of the past overlap the normal upbeat resolutions for a new beginning.  But then.. that really is the role that President Ford performed so well.  His inauguration was not filled with the usual celebration and promises of a brand new day.  Rather, we remember his acceptance speech when he told us that “our long national nightmare has ended.”

In an earlier post, I commented on a comment that President Ford made after he left office.  He said that if he could return to school, he would now pay more attention to improving his communications skills.  Specifically his presentation skills.  He would never have the powerful oratorical presence of a President Kennedy or a Winston Churchill.  Instead, many of us were left with a memory of a bumbling, stumbling and rather common man who always managed to hit a golf ball into the crowd – and injure a potential voter.  Impressions and perceptions count a lot – they shape opinions and either open or close the door to opportunity.  It is difficult to convey a sense of leadership while the mass media is constantly showing images of the president falling down the steps as he alights from Air Force One.  And Chevy Chase and Saturday Night Live are making their mark parodying these pratfalls!

And yet… now… as we remember President Ford, a new perception emerges.  We read (not listen to) the words that he spoke and the wisdom of those words is revealed.  We can now appreciate his “common man” style as just the perfect choice for a President to lead our nation forward – past the tumult of Vietnam and Watergate towards a new beginning. 

I have been struck by several impressions as the memorial services have evolved:

Vice President Cheney gave the best speech of his career as he eulogized his former boss on Saturday evening in the Capitol Rotunda.  Perhaps, this illustrates the point that when we speak from the heart our message is clarion-clear.

The four Ford Children standing for hours to greet the mourners (ordinary people) who came to pay tribute to their father!  Remarkable and unstaged.  What a tribute to the values that their mother and father imparted as they grew up as a family while the national spotlight was shining on them.

The importance of candor – Betty Ford set a new standard as the First Lady – she could never hide the truth.  She spoke to – and for – all of us as she dealt with Breast Cancer and addiction.  She survived and inspired so many to follow her lead.

In a few days, a new congress will convene and most likely we will return to the policy of political bickering and “single issue” politics.  The exact opposite of the collegial style of leadership that President Ford personified.  Maybe, these days of remembrance will serve as a national “speed bump” to remind us to slow down and consider another point of view before launching into a diatribe and personal attack on others.

So, for me, January 1, 2007 is not just another “out with the old and in with the new” year.  I have no idea how the year will turn out.  But I am starting this one with a greater appreciation of the lessons of the past and a recognition that actions truly speak louder than words.

  

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