Presenting Difficult/Complex Information Clearly

1. 2011 PASBO Conference Presenting Difficult/Complex Information Clearly Stan H. Wisler, CFO Montgomery County Intermediate Unit March 16, 2011

2. Introduction Purpose Topics Outcome

3. Purpose of this Session • Increase your credibility • Build trust • Change in thinking • Make a difference – foster results

4. Basic Topics for Discussion Today • Review communication basics • Using Word, Excel, PowerPoint • Presentation tips

5. Intended Outcome • Think differently when presenting information • Build trust and credibility with constituents, colleagues, and staff

6. Topics Communication Basics Using the Tools Presenting the Package

7. Communication Basics Setting the Stage

8. Communication Basics Remember, it’s not just what you say that matters - how you say it has an impact as well

9. Communication basics - The message 7% = __________ 38% = __________ 55% = __________ 93% of message is _____________________

10. Communication basics-The message 7% = words 38% = voice 55% = body language 93% of message is body language & tone of voice

11. Goes for all presentation methods not just oral presentations 7% - words you choose 38% - tone of your message 55% - way it is presented

12. Communication basics • What’s the goal – start with the end in mind • Keep it simple • Use language carefully • Avoid jargon • Avoid acronyms • Avoid red flag words • Avoid overly complex words

13. Communication Basics • Don’t present to impress – check your ego at the door • Present for understanding • Transparency is golden • Goal is to build trust and credibility

14. Communication Basics Remember the KISS rule?

15. Communicating with Credibility • 15 – 20% dedication • 15 – 20% expertise • 15 – 20% openness • 50% caring Caring and empathy dominate

16. Communicating with CredibilityThe Gender Gap

17. Communicating with CredibilityThe Gender Gap Score: 20 80

18. Why Spend Time on This? The Changing Landscape • Access to Information • Lack of Trust • Difficult Decisions • Increased Complexity

19. Presentation Objectives • Influence and gain buy-in • Inspire and motivate • Inform or educate May be a mix of the above

20. Presentation Objectives • Help community understand • Assist with decision making • Maintain/develop sense of transparency • Increased accountability

21. Keep in Mind • People remember: • 20% of what they hear • 30% of what they see • 50% of what they see and hear • PowerPoint can be an effective tool • PowerPoint forces you to think about how you organize your material

22. First Steps • Must agree with premise that helping others understand the issues and rationale is a good thing • Put yourself in the audience’s shoes • Be willing to put yourself out there • Boil the subject matter down to its basic components

23. Downsides May not agree with your decisions Can’t hide – transparency Your perceived importance/expertise

24. Who’s Your Audience? Will help determine the format of your information, e.g. PowerPoint, Excel spreadsheet, hard copy document

25. What is the Goal What do you want them to do? • Agree with your decision? • Help them make an informed decision? • Relay the information to other stakeholders? • Something else? Answering these questions will help to focus your approach

26. Assistance with Decision Making • Take time to: • Research • Organize • Frame the information (perspective) • Review the impact of the decision • Help them understand the context • Present the options and the rationale for the one being recommended

27. Using the Tools Word Excel PowerPoint

28. Word Document • Make the recommendation • Provide the background • Detail the process • Provide the supporting detail

29. Word Document • Keep it short and simple • Organize into paragraphs • Insert charts • Use bulleted lists

30. PowerPoint Tips • Limit # of words on one page (7 X 7 rule) • Use color (tasteful and business like) • Use clip art (appropriate and pleasing) • Organize the subject matter/avoid clutter • Limit the use of humor/animation/sound • Include graphs and charts • Provide handouts

31. PowerPoint Tips • Your content should be center stage – not the PowerPoint itself – it is a tool to help you emphasize your points – not the focal point • It can help you to: • Be concise • Be interesting • Be prepared

32. PowerPoint Slide – School Budgets • Legal Requirements: School budgets are prepared in accordance with generally accepted accounting principles, and accounting during the year must also meet these standards. Budgets must be approved by June 30 for the fiscal year beginning July 1, and ending June 30 the subsequent year. Expenditures cannot exceed the budget by function and object during the fiscal year without board approval, and actual total expenditures may not exceed the total budgeted expenditures for the year. Budgetary transfers are presented for the board’s consideration no sooner than 90 days after the start of the fiscal year. An annual audit by a CPA is required at year end and single audit requirements must be met. State compliance audits are also performed every two years.

33. School Budgets – Legal Requirements • Required for General Fund • Generally Accepted Accounting Principals (GAAP) • Approved by June 30 • Fiscal year – July 1 through June 30 • Board approved budget transfers • Cannot exceed total budget

34. School Budgets – Legal Requirements • Annual Local Audit • Auditing firm – district appointed • Single Audit requirements • State compliance audit – every 2 years

35. Tips for Excel Spreadsheets • Include only critical and important information • Limit the # of columns and rows • Keep it clear and concise • Illustrate your point with a graph

36. Tips for Excel Charts Ask yourself these basic questions: • What am I trying to show? • What conclusion do I want them to make? • Is a spreadsheet the best way to display the info?

37. Excel Spreadsheet

38. Excel Spreadsheet - revised

39. The Whole Package Some basic guidelines and dos and don’ts

40. What to do: • Use the appropriate tool • Start with the end in mind • State your objective up front • Provide info on all sides of the issue - balanced

41. Ask someone to review your material Remember: You can’t “sell” it outside if you can’t “sell” it inside

42. What not to do: • Don’t use charts full of numbers • Don’t use narrative full of words • Avoid glitzy documents that look like a sales pitch

43. Summary & Discussion Wrap Up

44. Remember . . . • Credibility is earned • Not hard work alone • Sincerity and honesty = earned trust • Be honest – if you don’t know the answer, say so

45. Questions/Comments • Do you agree with these concepts? • Sharing of your ideas and experiences • What are you committed to doing as a result of this presentation?

46. Thank you for your attention! Contact Information: Stan H. Wisler, CFO Montgomery County Intermediate Unit 1605 W. Main Street Norristown, PA 19403 swisler@mciu.org 610.755.9304