Presentation Tip: Preparing for status update presentations
One of the most common types
of presentations that professionals have to make is a status update type of
presentation. You are working on an initiative or project and you need to bring
a steering committee or management team up to date on what has been going on.
While this type of presentation sounds straightforward, many presenters do not
realize the opportunity and risk in this type of presentation. In this article
I want to talk about how you can make your next status update presentation a
success.
The biggest risk in this type
of presentation is not understanding the true goal of the presentation. The
goal is not just to update the audience on what you have been doing. The goal
is more important than a simple information sharing time. There are two goals
that you should be considering. The first is to convince the group that the
situation is in control, no changes need to be made, and the
project/program/initiative should continue to be supported. Too many presenters
assume that they still have the support of management and are surprised when
questions are asked that indicate perhaps support is wavering.
Another common goal may be to
ask the group for support to move in a slightly different direction or change
the type of support (financial, personnel, timing) that is being given. I have
seen too many project managers come out of a meeting with their sponsor group
frustrated that they didn't get approval for changes. When I inquire about what
happened, it becomes clear that the presentation never asked for approval of
changes. The project manager just assumed that the audience would know the goal
of the presentation and didn't think they needed to be clear about it.
Depending on the situation
you find yourself in, one of these two goals will likely focus your thoughts
and message better than simply a list of what has been done in the past month.
This is your opportunity to shore up support and raise your visibility to
executives. Once you know what your goal is, you need to consider your
audience. With either goal, you are looking for support, so think about the criteria
that the group uses to decide on supporting an initiative or changing
direction. Consider what their prior concerns have been and be prepared to
address them. Even though you may have been presenting to this group regularly
in the past, we all tend to assume things about a situation and it is good to
review our audience analysis each time.
In developing an outline for
your presentation, I suggest you start with a quick overview of the status and
any requests you have. This is not a mystery novel where you want to reveal the
requests at the end. Be upfront with what the purpose is and a high level view
of the status on schedule, budget and other important aspects. Then you can
discuss with them progress and challenges in each area. Executives don't like surprises,
so saving the requests until the end makes them uncomfortable and they will
likely end up delaying any decisions until they have had more time to think
about them. By previewing the requests up front, they have time to consider the
detailed information in each area within the context of the request and can be
more confident making a decision at the end of the presentation.
When creating slides for your
status update presentation, consider using visuals that will be easy for the
executives to understand. For schedules, consider time-based diagrams like a
Gantt chart or calendar diagram. These diagrams visually show the time a task
takes or shows when it will be complete. The timeline or calendar makes it easy
to see how tasks relate to each other on the dimension of time (for an example
of a calendar diagram, watch this slide makeover video on Brainshark
or on YouTube). For
budget discussions, don't just copy a spreadsheet onto a slide. Summarize the
key figures and show a summary table, highlighting the key figures they need to
pay attention to (for an example of a summary table replacing a spreadsheet,
watch this slide makeover on Brainshark
or on YouTube).
Consider other diagrams or visuals that can help the executives quickly and
easily understand your message. The better they understand, the easier it is
for them to support you.
Don't forget at the end of
the presentation to explicitly ask for support based on the specific requests
you have. Too many presenters assume that the audience knows what support they
are asking for, so they don't actually ask. If you don't ask, they won't
necessarily know to respond.
A status update presentation
is an opportunity to showcase you and your team, so plan it carefully and
create an effective presentation that gets your team the support it needs to
move forward.
2 Comments:
Dave, terrific post. Many of the points you raise are often lost on presenters giving status updates. So, not only is the opportunity lost - many end up going backwards and hurting their cause and potentially their careers. Dave
davidkanigan.com
Your statement regarding..."Then you can discuss with them progress and challenges in each area."
I think it is always important to discuss the challenges that come with change or progression. It removes the anxiousness of your audience when they know what to expect and gives them confidence in leadership.
Nicely done:)
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