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BRIEFING THE BOSS: PRESENTING TO SENIOR EXECUTIVES

BRIEFING THE BOSS: PRESENTING TO SENIOR EXECUTIVES. Presented to the NIH PM Community Larry Tracy Tracy Presentation Skills December 9, 2009. CONTACT INFORMATION. Larry Tracy Tracy Presentation Skills

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BRIEFING THE BOSS: PRESENTING TO SENIOR EXECUTIVES

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  1. BRIEFING THE BOSS:PRESENTING TO SENIOR EXECUTIVES Presented to the NIH PM Community Larry Tracy Tracy Presentation Skills December 9, 2009

  2. CONTACT INFORMATION Larry Tracy Tracy Presentation Skills www.tracy-presentation.com Ltracy3936@aol.com (703) 360-3222

  3. CHARACTERISTICS OF “BOSSES” • Impatient and time-sensitive • Bottom-line and budget-oriented • Looking for competitive “edge” • More interested in answers than the presentation itself;will ask probing questions • More macro than micro (Beware of detailed presentations) • Seeking “information nuggets” to brief their boss

  4. “BRIEFING THE BOSS” (1) • Get inside his/her head through question-anticipating Murder Board • Briefing likely to become “inquisition” with “drill down” questions-have back-up material/slides readily accessible • Concentrate not just on benefits, but also on consequences of not adopting your proposal

  5. “BRIEFING THE BOSS” (2) • Don’t sugarcoat bad news, but attempt to show upside, perhaps long-term benefit resulting from this short term setback • Present options briefing, with realistic advantages and disadvantages for each option. Be prepared to make recommendation • Don’t be afraid to say, “I don’t’ know, but I’ll get that information for you” (AND GET IT!)

  6. FIRST LAW OF PRESENTING “IT’S NOT HOW YOU PRESENT;IT’S WHAT YOUR AUDIENCE REMEMBERS AND DOES WITH YOUR INFORMATION”

  7. FOUR-IN-ONE Every presentation is really four presentations: • The one you PLAN to deliver • The one you ACTUALLY deliver • The one you WISH you had delivered • The one your audience HEARS

  8. FEARS OF AMERICANS 41% S P E A K I N G 19% D Y I N G London Sunday Times October 7, 1973

  9. THE FEARSOME FIVE • Fear of rejection • Fear of evaluation • Fear of embarrassment • Fear of forgetting • Fear of questions

  10. BENEFITS OF NERVOUSNESS • Properly controlled, can create enthusiasm • Nervous presenters more likely to plan and practice to avoid humiliation • Overly confident presenters more likely to “wing it,” resulting in a rambling, unfocused presentation and unsatisfactory answers

  11. CONTROLLING NERVES • Know subject from both sides • Visualize success coming from your preparation,not wishful thinking • Work off excess nervous energy • Take three deep breaths

  12. THE S3 P3 SYSTEM PRESENTING PRACTICING PLANNING STRUCTURE SUBSTANCE STYLE

  13. AUDIENCE “INTELLIGENCE” • Needs/ wants/concerns/problems • Listening style • Open-minded or opinionated? • Who are decision-makers? • Who influences decision-makers? • Personalities/idiosyncrasies • Hot buttons to push/avoid

  14. EASY AS 3-1-2:STRUCTURING BACKWARDS TO “GET TO THE POINT” 3-Bottom Line/Conclusion 1-Introduction 2-Organized data

  15. WRITE IT OUT OR “WING IT?” WRITE IT OUT, BUT… • Use spoken, not written, language • Reduce to outline • Further reduce to 3x5 cards Following this procedure assures logical flow and seeing “holes’ in your argument

  16. HARNESS CREATIVITY • Subconscious mind will generate ideas • Carry 3x5 cards for when the muse strikes • Cell phone to record spontaneous brilliance

  17. THE PRACTICE THREE STEP • Solo w/ tape recorder/ video camera • With colleague, spouse, friend • Convene “Murder Board”

  18. THE MURDER BOARD • The Murder Board is to the presenter what the flight simulator is to the pilot • Presenter hones speaking skills under pressure • Role-playing colleagues ask tough questions • This allows presenter to develop focused responses to the questions of the actual audience • Facilitates staying within time limit

  19. USINGPOWERPOINT • DO NOT overuse “Bells and Whistles” • DO use some of the “Bells and Whistles” • DO use built-in color scheme • DO check spelling and grammar • DO e-mail copy to site of presentation

  20. MOVING ABOUT IN POWERPOINT • To give the audience an occasional “break,” hit the “B” key--the screen will go black; hit he “B” key again--the slide comes back on • To return to a previously-viewed slide, or to view a back-up slide, hit the slide’s number, then “Enter”

  21. AVOIDING “DEATH BY POWERPOINT” • When possible, limit slide to 30 words • Use large, bold font • 10-to-1 rule (laptop to screen) • Avoid “distracting” transitions • Normally, dark background,white text • When you must make paper copies--black text, white background)

  22. BODY LANGUAGE • Movement • Facial expression • Eye contact • Gestures

  23. VOCAL PROBLEMS • ACCENT-regional or foreign • TONE-monotone or inflection? • PITCH-too high? • RATE-too fast, too slow? • VOLUME-Too soft, too loud? • FILLERS- “Uh,” “Y’know”

  24. ANSWERING QUESTIONS:THE “GOLDEN OPPORTUNITY” • Anticipate (“Murder Board”) • Eye contact with questioner, others • Avoid saying “Good question” • Bridge from question to “bottom line”

  25. THE FINAL ARROW • Reduced version of your “3” • Your “closing argument” • Audience likely to remember • Complete in about fifteen seconds

  26. POST- PRESENTATION ANALYSIS • Counter-intuitive • Conduct immediately • Tape record • Concentrate on audience questions • Use as basis for next “Murder Board”

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