Gealena — Prepare For Executive Presentations. Here are tips to help you master the preparation for executive presentations. “Executive Presentations” are presentations intended to introduce new ideas or review performance for management in an organization. These suggestions are intended to optimize strong and focused communication.
Short, Ten Minute Rule
Regardless of the amount of time you schedule for the meeting, make sure that you can deliver the complete message in ten minutes or less. Let go of allegations, comments, or perceptions to convey the core message as quickly, accurately, and as concisely as possible.
If you have additional interesting executive presentation material, place it in the appendix to read in your spare time. (Do you know many executives who have time to read free time? If your audience will not read the material in their own free time, then don’t put it in the heart of your executive presence.) Would you rather be present on the Board of Directors, or the board of directors?
Main Points, Numbers, Financials, Graphics, Tables, and Figures
Can you deliver the message in five points or less? Can you prove your message with numbers, financial, or graphical representation? Then do it. A picture is worth a thousand words, but financially can influence common sense will get the most attention.
Graphical and financial representations of data and trends change what you “think” to what you “know”. Don’t waste time discussing opinions, but provide the substance to produce meaningful conversations about interpreting facts.
Be prepared to mention the necessary resources and the individuals, organizations, departments, or customers who will contribute or be affected. Be prepared to respond to the worst-case scenarios of people or areas and their countermeasures.
Try to state what you present in seven words or less
Be prepared with timelines, plans, milestones, and measurement metrics. If you propose an idea that has a fiscal impact, show major milestones as points in the process that can be measured and compared for progress.
Don’t wait to measure at the end of the project, know how you will measure from the beginning and through the whole process. Identify critical path elements that can delay the project or strategic direction, as well as points in the process where the project can be terminated completely, if necessary.
Is your presentation related to a specific geographical or demographic area? If so, it might be appropriate to indicate the boundaries or scope of the topic. It may not be necessary to include this in the presentation, but you must be aware.
It is equally important to know whether your presentation or proposal specifically excludes certain geographies or demographics. For example, does your idea benefit end-user customers at the expense of corporate customers? Is your global strategy as relevant in Indonesia as in the Big City?
This can be included with the ‘When’ of your planning process. If you present a plan, proposal, or change in strategic direction, then show your plan. How you plan to implement or improve should be integrated with schedules, milestones, and measurements. It is much easier to review a plan rather than discussing a concept.
Unfortunately, too many presentations are entirely focused on the purpose of the message. It is reasonable to assume that the purpose of a presentation is of some benefit. Benefits can be associate with cost reduction, risk avoidance, strategic initiatives, revenue, compliance, or planning.
Whatever the benefits, it is important to balance the message of the benefits with substantive facts and responses to the details mentioned above as applicable. The benefit statement in your presentation must also be concise, easy to understand, and very focused. State the purpose of your message in one sentence.
Every executive presentation or idea has an alternative. The alternative to change is to keep the status quo. Although the status quo that remains can be a substantial competitive loss for most organizations.
Sometimes it is better than the risks associated with proposed changes. Enhance the power of your presentation by offering a few points that show alternative investigations and potential comparative impacts.
Use appropriate communication methods to accommodate your audience. This executive presentation might be a PowerPoint presentation, a piece of paper with points and graphs, or a documented study with an executive summary at the start. The most important element of your executive presence is content.
Convey your message quickly. Be prepared to prove your executive’s presentation message with facts, plans, impacts, and alternatives. If a conversation can represent your message, take this opportunity, and use communication as an opportunity to engage the audience.
A conversation is far more interesting than a gift. The conversation is far more interesting than the executive presentation. Submit your material in a way that encourages wise interactive dialogue with active participation for the best results.