Purpose

There are a host of different types of project presentations, but most have the common goal of attempting to sway stakeholders to a particular point of view. As such, they should be aimed at achieving a specific objective, rather than multiple objectives.

Application

Presentations have diverse uses but are best applied in situations where a single, primary objective is the focus of attention. They should be used in settings where there is a wish to convey a sense of formality as well, because presentations ultimately become part of the permanent project record.

Content

Presentations should have an introduction that clearly defines the presentation objective and the role of the stakeholders in serving that objective. Beyond that, the supporting evidence for the presentation objective can be defined and a case can be made for stakeholder endorsement of the presentation’s case. As an example, a presentation calling for supplemental resources should open with a clear explanation that additional resources are required for certain reasons. The heart of the presentation then continues with the explanation of those reasons and the rationale as to why only those specific resources will suffice to support them. If a presentation is purely informational, then the objective is to ensure that certain individuals can act on certain new data elements.

Approaches

While computer-generated (PowerPoint, FreeLance) presentations have become the most popular format for presentations, some project managers may prefer to make their presentations without slide support and without formal documentation. For computer-based presentations, the best approaches employ simplicity as a rule. Slide information should be clear and succinct. There should be no more than six lines of text on any given page. No line of text should include more than six words. The simple 6-by-6 rule encourages simplicity and clarity. Information that requires greater depth of understanding should be packaged in handouts or informational supplements.

If graphics and clip art are being used as part of the presentation, they should support a story, point, or informational element either presented previously or on the same slide. Graphics and clip art should be similar in style or format throughout the presentation to enforce a sense of continuity.

The objective should be stated clearly at the beginning of the presentation and again at the end, affirming the stakeholders’ role in serving the objective. Presentations tend to be most effective when they engage the participating stakeholders and affirm a level of commitment or ownership to the objective.

Considerations

Perhaps the most significant considerations in building a presentation are tone and timing. Some presenters can present serious topics with humor and get their point across effectively. Others cannot. The key is to know how (or if) you present well and the best style for your presentations. As for timing, the key in virtually all successful presentations is to make a commitment to a time frame for the presentation and honor that commitment.