Presenting Your Monthly Update: The Curse and Cure

Company meeting

Presenting your monthly or quarterly  update at your company meetings is  challenge for even the most confident and gifted speaker.

Presentation updates are largely designed to keep everyone informed.

It is that last Friday of each month that everyone sits in the same seat around the same table telling each other the same thing they say every month.

Good morning, I’m here to update you on:

– Our department’s performance against KPI’s

– Project X

– Product Y

– Progress on Z

People need to know what’s going on but if you craft your presentation purely as an update and open it as such you can be pretty confident you will see a few yawns stifled before you hit the next slide or turn the page.

The curse

Most  professionals live in dread at the very thought of the presentation update and here’s why:

– A great deal of it will be irrelevant to us

– Some of it we will already know and most of it we don’t care about

– Much of it is designed to make the presenter look good rather than help the audience

– Probably all of it could be sent in an email

Having spent a huge part of my working life in the corporate world on the receiving end of updates I’ve seen it for myself. I still see it in some of the biggest and most successful brands every day.

The moment you make the mistake of telling your audience at the outset that your presentation is ‘for information purposes’ you run a huge risk of them discreetly checking their email while you speak.

The cure

It’s simple but it takes courage and discipline to focus purely on the information your audience wants and needs. Structurally there are 3 key elements required for any update to have an impact which respects and values the time of your audience.

1. What has changed – how does it affect them and the business?

– Far too many updates are fraught with spreadsheets and slides drowning its attendees in numbers. Numbers are good but only where they are relevant and have impact. Less is always more; give them the written report or appendix afterwards that includes all of the numbers but for now just share the headlines.

– What circumstances or conditions have changed since you last met that requires curative action, a different way of thinking or approach that would affect your audience?

– Where do you need their help and support and why should they help you?

2. What information do they need – to help them to think, feel and act differently?

– What do you want them to think, feel and do about the information you have to share and why?

– If they didn’t turn up to your update presentation or receive the information you regard as important to them what would be the impact?

– How will their thoughts and behaviour change after your update?

3. What do they want and need to know – that they can’t easily find out for themselves?

– Everyone is busy and under pressure so only tell them what they want and need to know. The only way you can know the answer to that is by asking them before you craft your update.

– If you said it last month don’t say it again unless it’s critical.

– What is so important that you couldn’t share in an email?

Whether it’s a monthly, quarterly or board update, a project or status update, most of them are far too long and superfluous. Keep it simple, keep it totally relevant and focused on your audience and watch the difference in their reaction.

If it really is purely for information in the context of you not needing them to think, feel or do anything then you owe it to them, yourself and indeed the business to challenge the status quo and ask why you are doing it.

That may even mean finding the courage to suggest to your boss that despite the fact that the business ‘has always done it this way’, it may be time for a change.

“I have so much that I want to do. I hate wasting time.”
Stephen Hawking

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If this article has inspired you to learn a little more about how effective your presentation skills are you may want to take a look at our presentation training and presentation coaching pages to see how we may be able to help you. You will also find a great deal of really helpful ‘free’ information in our Learning Centre.

Image: Courtesy of Flickr.com

 

 

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