briefing the boss: presenting to senior executives presented to the nih pm community larry tracy...
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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
www.tracy-presentation.com
(703) 360-3222
CHARACTERISTICS OF “BOSSES”CHARACTERISTICS OF “BOSSES”• Impatient and time-sensitiveImpatient and time-sensitive• Bottom-line and budget-orientedBottom-line and budget-oriented• Looking for competitive “edge”Looking for competitive “edge”• More interested in answers than the presentation More interested in answers than the presentation
itself;will ask probing questionsitself;will ask probing questions• More macro than micro (Beware of detailed More macro than micro (Beware of detailed
presentations) presentations) • Seeking “information nuggets” to brief their bossSeeking “information nuggets” to brief their boss
“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
“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!)
FIRST LAW OF PRESENTING
“IT’S NOT HOW YOU PRESENT;IT’S WHAT YOUR
AUDIENCE REMEMBERS AND DOES WITH YOUR INFORMATION”
FOUR-IN-ONEEvery presentation is really four presentations:Every presentation is really four presentations:
• The one you PLAN to deliverThe one you PLAN to deliver• The one you ACTUALLY deliverThe one you ACTUALLY deliver• The one you WISH you had deliveredThe one you WISH you had delivered• The one your audience HEARSThe one your audience HEARS
FEARS OF AMERICANSFEARS OF AMERICANS
SPEAKING
DYING
41%
19%
London Sunday Times
October 7, 1973
THE FEARSOME FIVE
• Fear of rejectionFear of rejection• Fear of evaluationFear of evaluation• Fear of embarrassmentFear of embarrassment• Fear of forgettingFear of forgetting• Fear of questionsFear of questions
BENEFITS OF NERVOUSNESSBENEFITS OF NERVOUSNESS
• Properly controlled, can create enthusiasmProperly controlled, can create enthusiasm
• Nervous presenters more likely to plan and Nervous presenters more likely to plan and practice to avoid humiliationpractice to avoid humiliation
• Overly confident presenters more likely to Overly confident presenters more likely to “wing it,” resulting in a rambling, unfocused “wing it,” resulting in a rambling, unfocused presentation and unsatisfactory answerspresentation and unsatisfactory answers
CONTROLLING NERVESCONTROLLING NERVES
• Know subject from both sidesKnow subject from both sides• Visualize success coming from your Visualize success coming from your
preparation,not wishful thinkingpreparation,not wishful thinking• Work off excess nervous energyWork off excess nervous energy• Take three deep breathsTake three deep breaths
PRESENTINGPRESENTING
PRACTICINGPRACTICING
PLANNINGPLANNING
THE S3 P3 SYSTEMTHE S3 P3 SYSTEM
SSUUBBSSTTAANNCCEE
SSTTYYLLEE
SSTTRRUUCCTTUURREE
AUDIENCE “INTELLIGENCE”AUDIENCE “INTELLIGENCE”
• Needs/ wants/concerns/problemsNeeds/ wants/concerns/problems• Listening styleListening style• Open-minded or opinionated?Open-minded or opinionated?• Who are decision-makers?Who are decision-makers?• Who influences decision-makers?Who influences decision-makers?• Personalities/idiosyncrasiesPersonalities/idiosyncrasies• Hot buttons to push/avoidHot buttons to push/avoid
EASY AS 3-1-2:EASY AS 3-1-2:STRUCTURING BACKWARDS STRUCTURING BACKWARDS
TO TO “GET TO THE POINT”“GET TO THE POINT”
3-Bottom Line/Conclusion3-Bottom Line/Conclusion
1-Introduction1-Introduction
2-Organized data2-Organized data
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
HARNESS CREATIVITY
• Subconscious mind will generate ideas
• Carry 3x5 cards for when the muse strikes
• Cell phone to record spontaneous brilliance
THE PRACTICE THREE STEPTHE PRACTICE THREE STEP
• Solo w/ tape recorder/ video cameraSolo w/ tape recorder/ video camera
• With colleague, spouse, friendWith colleague, spouse, friend
• Convene “Murder Board”Convene “Murder Board”
THE MURDER BOARDTHE MURDER BOARD
• The Murder Board is to the presenter what the flight simulator is to the pilot
• Presenter hones speaking skills under pressurePresenter hones speaking skills under pressure
• Role-playing colleagues ask tough questionsRole-playing colleagues ask tough questions
• This allows presenter to develop focused This allows presenter to develop focused responses to the questions of the actual audienceresponses to the questions of the actual audience
• Facilitates staying within time limitFacilitates staying within time limit
USINGUSING POWERPOINTPOWERPOINT• DO NOT overuse “Bells and Whistles”DO NOT overuse “Bells and Whistles”
• DO use some of the “Bells and Whistles”DO use some of the “Bells and Whistles”
• DO use built-in color schemeDO use built-in color scheme
• DO check spelling and grammarDO check spelling and grammar
• DO e-mail copy to site of presentationDO e-mail copy to site of presentation
MOVING ABOUT IN MOVING ABOUT IN POWERPOINTPOWERPOINT
• To give the audience an occasional “break,” To give the audience an occasional “break,” hit the “B” key--the screen will go black; hit hit the “B” key--the screen will go black; hit he “B” key again--the slide comes back onhe “B” key again--the slide comes back on
• To return to a previously-viewed slide, or to To return to a previously-viewed slide, or to view a back-up slide, hit the slide’s number, view a back-up slide, hit the slide’s number, then “Enter”then “Enter”
AVOIDING “DEATH BY AVOIDING “DEATH BY POWERPOINTPOWERPOINT””
• When possible, limit slide to 30 wordsWhen possible, limit slide to 30 words
• Use large, bold fontUse large, bold font
• 10-to-1 rule (laptop to screen)10-to-1 rule (laptop to screen)
• Avoid “distracting” transitionsAvoid “distracting” transitions
• Normally, dark background,white text Normally, dark background,white text
• When you must make paper copies--black text, When you must make paper copies--black text, white background)white background)
BODY LANGUAGEBODY LANGUAGE• MovementMovement• Facial expression Facial expression • Eye contactEye contact• GesturesGestures
VOCAL PROBLEMSVOCAL PROBLEMS• ACCENT-ACCENT-regional or foreignregional or foreign
• TONE-TONE-monotone or inflection?monotone or inflection?
• PITCH-PITCH-too high?too high?
• RATE-RATE-too fast, too slow?too fast, too slow? • VOLUME-VOLUME-Too soft, too loud?Too soft, too loud?
• FILLERS- FILLERS- “Uh,” “Y’know”“Uh,” “Y’know”
ANSWERING QUESTIONS:ANSWERING QUESTIONS: THE “GOLDEN OPPORTUNITYTHE “GOLDEN OPPORTUNITY””
• Anticipate (“Murder Board”)Anticipate (“Murder Board”)
• Eye contact with questioner, othersEye contact with questioner, others
• Avoid saying “Good question”Avoid saying “Good question”
• Bridge from question to “bottom line”Bridge from question to “bottom line”
THE FINAL ARROWTHE FINAL ARROW
• Reduced version of your “3”Reduced version of your “3”
• Your “closing argument”Your “closing argument”
• Audience likely to rememberAudience likely to remember
• Complete in about fifteen secondsComplete in about fifteen seconds
POST- PRESENTATION ANALYSISPOST- PRESENTATION ANALYSIS
• Counter-intuitive
• Conduct immediatelyConduct immediately
• Tape recordTape record
• Concentrate on audience questionsConcentrate on audience questions
• Use as basis for next “Murder Board”Use as basis for next “Murder Board”