Presentation Skills for Project Managers.

A Guide to Board reporting

It's a minefield, frankly.

I'm thinking here of reports to relatively senior boards when you've got to keep them informed of progress (or lack of) and tell everyone what you're doing (and what you're not)... and all without embarrassing your sponsor and without always being able to know the full background of who amongst your audience is/are the key, who influences them, who's less important and who will automatically decide they don't like something just because someone else loves it!

If that sounds like your position, welcome to the nightmare of presenters because the first rule of making a presentation is to know your audience. In the corporate world this can be very difficult indeed, because often, as a project manager, you'll be presenting to people you won't have had much interaction with previously. They may be, for example, up to four levels of the corporate hierarchy higher than you. If you do know them, count your blessings and remember to use what you know when you present.

They're likely to be a diverse bunch who receive your report, too. An IT manager will think a different way from an accountant. And that doesn't make it easier to present anything to them.

However, there are some common-ground options which you can explore and which are particularly important to the good project manager's presenting...

• Your audience will probably be back to back in meetings. That means you need to start by reminding them why they're here and perhaps bring them up to speed on what the project is to do. It shouldn't be long-winded: I've heard of it being done successfully by simply showing a (good!!!) logo, or citing the project aim. Just because you're steeped in Project X, it doesn't follow that they've thought about it since last month!



• Your audience members will be intelligent. It's rare to get to a senior position and be an idiot. Treat them accordingly but be very careful about using shorthand (jargon). By all means use it appropriately, but remember that what's accepted shorthand inside the project might not be used anywhere else (or worse, have a different meaning!)



• Your audience will spot even simple mistakes and assume that your sloppiness carries over into your work. Make sure that your figures don't have 'rounding errors' (or real errors). Make sure your apostrophes are in the right place(s). They might not bother to mention it to you, so you'll never know you've been written off. If it's important, get some training in proof-reading or get a proof-reader to look at your stuff: you can't spot your own mistakes!



• Your audience may be unsettled and/or unsure of their job and it's security. There may well be lots of politicically charged issues in the room along with you... and you might not spot them until they bite you on the bum, so make sure you've got all your facts sorted out in advance. I've seen dozens of presentations which were going very well until someone asked the killer question (which they wouldn't have asked except to make a political point about another board member, not you!)



• Your audience is likely to be pressured for time. That means they need the salient points presenting to them, not the background. For example, think more about telling them what you've decided, not what alternatives you discarded. It's tempting to include it because it shows how hard you've been working, but...



• Your audience might decide they need the background information after all. Have it ready for them!



• Your audience might associate you with the project. It's important that everyone remembers that this is project and not a person. That way problems are dealt with more professionally. It's a life-saver if the project is going badly, obviously, but it's important for day to day management too). Typically that's best done by two methods:
  
  
  • Standing off centre, away from your PowerPoint (if you use it) so that you and it can't be seen at the same time, easily.
  
  
  
  • Taking care with your choice of language and referring to things in neutral terms, rather than we/I. Be careful with this one as it can sound artificial and stilted, making you sound incompetent and like you're not fully bought in to the project.


• Your audience will expect the highest of standards, so make sure you stick to all the obvious things that presentation trainers will tell you wear smart clothing, turn up on time, make your presentation easy to read/see and so on. If in doubt, get a member of the team to do the hard work!

So that's it the starting points! There's plenty more and if you're in any doubt, get some training!

Dr Simon Raybould is the Director of Curved Vision, a specialist in training people in presentation skills. Curved Vision is based in Newcastle upon Tyne, England, and works throughout the country. He's 44, and lives with his family. Hobbies include theatre lighting and fire eating!