Resourcing your presentations

From the Project Your Voice Blog
Understanding that what we say and how we say it has a great influence on our project stakeholders.

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ResourcingWe understand that projects cannot be undertaken without the necessary resources. We spend a large part of the planning and execution stages of our projects, acquiring and managing resources. It’s no different when you must address your stakeholders.

Every time you present or share information, you must consider resourcing that activity properly. You need to focus on knowing your audience, supporting your points and using visual aids properly.

Try to find out as much as possible about your audience so you can choose the correct approach to your presentation. If you have a stakeholder register, consider tracking the following information for this purpose: age range, occupational status, economic status, educational background, political orientation and, even, leisure activities. Please note that the intention is to capture your perception of this information. Use approximate, rather than absolute, values for these categories. You don’t want to worry about running afoul of privacy requirements. Knowing your audience allows you to aim high enough to not be boring but low enough to be understandable.

Your delivery will hinge on the quality of what you present and your ability to communicate the knowledge. Consider gathering the following material while preparing your material to support your points: definitions, descriptions, explanations, facts, authorities. (You use authorities when you lack facts. Authorities express expert opinions. Don’t rely solely on authorities to make your point.)

Used properly, visual aids can enhance your presentation by dramatizing your point, adding visual interest, and focusing the audience’s attention. Visual aids help with the listener’s understanding and retention. You should consider whether flip charts, handouts or a PowerPoint would be suitable with your delivery.

  • Flip charts are inexpensive and simple to use. You can prepare the sheets ahead of time or fill them out as part of your presentation. Flip charts work best with small audiences.
  • Handouts are also inexpensive but can be use with any size audience. Consider giving your listeners a copy after the presentation as a reference and refresher.
  • While ideal for any size audience, PowerPoint presentations do require the necessary equipment – computer, projector, screen - be available and set up.

Remember that each presentation, speech or talk needs to be properly resourced. Learn as much as you can about your audience so your points can be properly supported and use visual aids  to enhance understanding.

Posted on: October 06, 2017 06:13 PM | Permalink

Comments (9)

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Stephane, I do agree 100% with you.
Especially knowing in depth how to present to external Customer stakeholders is essential to bring efficient support to your ideas taking in count the culture and the politics of the Customer company.
In addition it is also a great way to increase your credibility in front of the stakeholders.

Thanks for opening this important point of discussion.

Thanks Stéphane, very good topic

Thanks Stephane nice tips and reminders

Thanks Stéphane. Correct presentation techniques are so important and can mean the difference between attendees recalling the information long term, or forgetting it as soon as they walk out of the meeting.

Thanks Stéphane.

Know you audience.
Identify and understand their reporting and communications requirements.
Exploit what you know.

Thank you for sharing Stéphane.

Stéphane, thank you for the reminders. I like your suggested additions to the Stakeholder’s Register. My friend, Jim De Piante, PMP, of De Piante International, LLC made a presentation at the PMI Global Conference 2017 about the use PowerPoint. His key takeaways for me: (1) Only use PowerPoint to make a lasting impression with the audience (they won’t remember bullet lists), (2) a picture that communicates a message without words (they will remember what you say as they think about the compelling image) is worth a million bullet slides!

Your friend made good points, Jim. Some presenters use PowerPoint as their notes. Unfortunately, that doesn't enhance your presentation or your delivery.

Thanks Stéphane for sharing this.

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