In recent business scenes, digital-based communication is increasing remarkably. For speeding up and environmental considerations, many people have long stopped using paper materials. Due to the spread of the new coronavirus, telework and online conferences have increased considerably. Even interactions with colleagues who would otherwise be sitting next to you are mostly on-screen. In the meantime, problems such as being audible if spoken but difficult to reach via email or business chat, or taking longer, may have occurred.
This book cuts through these issues with "one sheet of paper." Although it is called "one sheet of paper", the ultimate goal is to "tell everything without speaking as much as possible." In this book, the content of presentation speech and slide layout is minimal. The author recommends the thought management method to be done only once for about 3 minutes. If you can gain "thinking power" through this thought arrangement, you will not be confused about "how to communicate" not only in face-to-face presentations but also in reports, plans, emails and business chats. Not only does communication in the workplace go smoothly and in a short amount of time, but in the end, it may be possible to gain a sense of trust without being explained.
This book will be a must-have book not only for those who are not good at presenting, but also for business people who will live in the future.
Main points of this book
In the modern era of "digital completion," opportunities for "thinking through" are decreasing. On the other hand, productivity is not improved by conducting business chats and teleworking without the habit of thinking through. "Thinking power" is essential for work style reform.
In order to cultivate "thought-out power", a method of organizing thoughts with "one sheet of paper" is effective. This thought organization method repeats the two processes of "arranging information" and "collecting ideas."
The most desirable form of presentation is “silence is goal”, where you don't have to speak anything.
Organizing thoughts in the age of digital completion
The arrival of the "paper-free era" due to digital completion
Opportunities for material creation and presentation, which is the theme of this book, have been declining in recent years. There are three reasons. First of all, the digitization of workplaces has progressed further, and the opportunity to create materials has decreased. Second, the spread of business chat has increased the speed of communication and reduced the frequency of emails and material creation. Lastly, the expansion of telework has weakened the motivation for talking while looking at the materials printed out at the meeting.
In the coming era, such "digital completion" is required. This trend will be accelerated by the pandemic caused by the new coronavirus, which will accelerate further, eventually leading to the era of "no paper" without using paper-based materials.
Deepen your thoughts with a piece of paper
At the time, when the author worked, Toyota had a culture in which all proposals and reports, from plans to reports to career interviews, were put together on a single sheet of paper. When I first joined the company, I made materials every day, showed them to my boss, and repeatedly received materials that were corrected in red. It was difficult to put information on a piece of paper, and I finally got the knack of putting the material on a “sheet of paper” after submitting and correcting it hundreds of times. The trick was to ask the right questions and think through them.
The author was thinking about his work while creating a "paper" material. "What is the purpose of this work in the first place?" "What is the root cause of the problem that is occurring now, what is the cause of the cause?" "What action is most effective Is it realistic and realistic?"
Without this "thinking" work, you can't put the materials together on a piece of paper. The more you think, the more detailed information you need to include in the materials, the sharper the words spoken in the presentation, and the more convincing.
Organize information and summarize ideas
The center pin for work style reform is "thinking power." Even if you pursue time saving and productivity with weak thinking power, you will only increase unnecessary communication. Some of the people who took the author's course were worried that their subordinates didn't seem to know what they wanted to say when talking to them in a business chat. When chat is used by employees who do not have the habit of thinking and working, they only take too much valuable time from the other person.
Moreover, the basic movements that enhance "thinking power" are being lost due to the spread of digitally completed work styles. This is because it reduces the chances of carefully thinking through the preparation of materials, and it is said that it is good to have a quick and casual communication through chat.
So what does “thinking” mean? It is "thought organization" that repeats the two processes of "organizing information" and "collecting ideas."
Creating materials is the best way to organize thoughts, but the opportunity is now being lost. Therefore, the author proposes a thought organizing method using "one sheet of paper".
[Must-read point!] Organize your thoughts with "one sheet of paper"
Toyota's "one sheet" document
There are three features of Toyota's "paper one" document format. The first is that it is collected on a "sheet of paper." In order to keep it in one sheet, it is a habit to think carefully in order to simplify what you want to say, the cause of the problem, and barriers.
The second is "frame = framed". It has the psychological effect of having to fill in the blanks, and makes me think, "I want to somehow fill in, what should I write?"
Third, the "theme" is specified at the top of each frame. Since there is a theme, you have to think carefully about what you write and select it.
The "paper" material is a mechanism that encourages not only some of the excellent employees but also ordinary business people to "think through."
"One Sheet" Framework ®
Here, I would like to introduce the "1 piece" framework ®, a method of thinking thought proposed by the author. This time, as an example, I will summarize my opinions on whether or not the side business is banned.
First, prepare a sheet of paper and green, blue, and red color pens. Create a frame by drawing a 4x4 line with a green pen on a piece of paper and write the date and theme in the upper left frame. If the theme is "agree or disagree with the sideline ban," write "I agree with the sideline ban" in the upper left frame, and write "opposite" in the frame in the first row and third column.
Next, move on to the "(1) Organize information" process of thought organization. Using a blue pen, write down the reason for your support for each box on the left, as if you were in favor of it. The maximum number of places that can be filled is 7 except for the frame that says "I agree with the ban on side jobs."
Next, enter the reasons for opposition in the seven boxes on the right as opponents. If you find it difficult to switch your thoughts, you may want to take a deep breath or stretch your body to reset your body. Let's do it in about 2 minutes, both for and against.
Then, it is the process of "(2) putting together ideas". Switch to a red pen, select up to three of the most important reasons for approval, and circle with a red pen. Next, circle the opposite reason as well. When you have finished enclosing both of them, decide which position you think is more important, the pros or cons, which is more important.
If the above process is completed, it will be possible to make a presentation including the reason for the theme of "banning side jobs." "I agree with the ban on side jobs. There are three reasons, and the first is…".
However, it is hard to say that I have thought through just by writing one sheet. If you need other reasons or a different perspective, try searching and listening to others to gather additional information, then put it all together again on a "sheet of paper." Repeat these cycles to think about the theme.
Application of work
This framework can be applied not only when deciding whether to agree or disagree, but also for job introduction. Let's introduce the work as the theme and write down the keywords related to your work. Then, select the most important ones, add circles, and think about "What kind of flow is it easy to understand?" and connect the circles with arrows.
For mass production of compelling presentations, use the following framework. Write "P1?", "P2?", "P3?" from the top on the left side of the 4x4 frame. This means "What is the first point?" "What is the second point?" "What is the third point?"
Next, write the question sentences that correspond to “What?”, “Why?” and “How?” in the top three boxes. The question text varies depending on the theme, but when the author makes a work introduction presentation, "Why?" is "specifically?", "What?" is "Why are you spreading?", "How?" "How are you spreading?" All you have to do is write down the answers to these three questions and make a presentation along this "paper". If you are presenting a plan proposal, you can say "Why do you want to do this project?", "What is the outline of this project?", "How do you realize the project?"
In this way, any presentation is composed of question sentences that solve the three questions of "What?", "Why?" and "How?". This is because the tsukkomi from the person who presents is roughly divided into "What?", "Why?" and "How?". In short, anyone can be convinced if they can provide materials and presentations that solve these three questions.
"Gist + Detailed" format
When creating materials, you simply replace the contents of “one piece of paper” for organizing your thoughts with a stiff expression appropriate for business documents. For example, if you answered the question "What is the problem?" at the time of thought arrangement, "current problem", "problem", "problem recognition", "why did this happen?" “Analysis” and “What will you do from now on?” will be reflected in the materials in expressions such as “future action”, “measure plan”, and “to solve”.
As the data format, we recommend the "point + detailed type" that corresponds to the three question words written on "1 sheet". Create boxes corresponding to "What?", "Why?" and "How?" in order from the top of the materials. Then, for each question word, three boxes are provided: "Points" and "Details."
In short, in this format, a total of nine "points" correspond to the blue pen part of the "one sheet" thinking method. By practicing the "one sheet of paper" thinking and organizing method, the theme and structure of the material, and even the main points of each theme can be automatically determined.
Photo and text
The essence of PowerPoint is "visual aid". PowerPoint is not the protagonist of the presentation, it is a visual aid and reinforcement of what you want to convey. The protagonist is the presenter.
The author's PowerPoint material is in the form of "photograph" + "color transparent slide" + "message". If you make a slide with only a photo + text, the photo will be too strong and the message will be buried, so I try to cover the photo material with a color transparent image. The message is the main thing, and the photo is support.
Also, you don't have to spend time looking for good photographic material. If you cover a color image with a color image, a slightly inferior photo will not be a problem.
"Silence is goal"
The presentation in this book is a general term for proposals, reports, contacts, consultations, etc. In addition to face-to-face meetings, video/web conferences, emails, chats, phone calls, etc. can be handled collectively by the method of this document.
In this book, we are aiming for "silence is goal", that is, a presentation where you don't have to speak anything. Due to his introverted personality, he avoided conversations and phone calls with other people as much as possible, not only for work but also for private use. That's why the author was aiming for a presentation in which the contents could be conveyed through "a piece of paper" without having to speak orally.
The presentation is basically "to show rather than speak." Mr. A, who attended the author's seminar, said that when he started presenting a piece of paper to his boss for about three months, his boss said, "There is no need for a presentation anymore." Put the material on your boss's desk or attach it to an e-mail, and your boss will read it while imagining Mr. A's presentation. The boss can ask Mr. A if necessary.
As a result, Mr. A and his boss no longer need to spend time for meetings. It can be said that the silence is goal is achieved by reducing the meeting time from 30 minutes to 0 minutes.
The point to realize "explanation 0 seconds" like Mr. A is that "even if the theme changes, make materials with the same appearance every time" "show and present in the same flow every time" "If the presentation partner gets used to it, "We will continue to shorten the time". Through the presentation of a piece of paper, I would like you to aim for not only time saving but also 0 seconds of explanation in the end.
Recommendation of reading
The author is good at training and seminars, and is written in a gentle and easy-to-read style that seems to have received one training from start to finish. In addition, all the methods introduced are quick and easy to remember.
This book also comes with a limited-time privilege, so be sure to check it out and practice the "1 piece" framework. In this era of digital completion, you should be able to feel the improvement in productivity.