4 Key Ways to Prepare for a Board Meeting Presentation
Presentations are an integral part of business. Company statistics, data, goals and essential information are all shared during board meetings. These meetings are often for a set amount of time every so often so that all members can get in touch while staying informed and on the same page. Due to the limited amount of time, it is vital that the presentation is informative and concise. Here are some tips for preparing for your presentation.
- Data
The most critical piece of information for most meetings is the relevant data points. It can be sales, conversions or any other number of data sets that help determine the success and improvement of the company. Do not wait until the last minute to gather and interpret the information pertinent to your talk. Instead, it would be beneficial if you knew the points, the trends and any correlations the group may be interested in ahead of time. Advanced and thorough data preparation allows you to notice trends and spend more time evaluating and interpreting the data so that you can present it most efficiently.
- Visuals
PowerPoint is one of the most popular visual aid tools for meetings. However, there are many other acceptable programs to use. Whichever program you decide to you, ensure your data is typed in a font that is easy to read with a background that does not distract from the text. There are plenty of informative tutorials online about choosing layouts that are easiest to read. Remember that your slideshow is an aid and not meant to spell out your script word for word. It should contain the most critical pieces of information and data to help those in attendance follow along with your presentation easier.
Handouts, such as data interpretations or other supporting documents, may also be considered. If there is confidential information on these items, be sure that you are presenting it in accordance with company policy to protect confidentiality. Do not make handouts just for the sake of having something to pass out at the meeting. The individuals attending the board meeting only want the information they need. You should also thoroughly check your visual aids for spelling and grammar errors to display professionalism.
- Rehearse
The more presentations you give, the more comfortable you will be in front of the crowd. In the beginning, you may feel nervous or stressed out. That is entirely normal. To limit the worries you may have, rehearse your presentation multiple times beforehand. Your visual aids or handouts will be summaries of the information you are presenting. You might want to consider writing your talking points in the notes section of the PowerPoint so that you can read from it should you forget what you need to say. Remember that the more you practice your talking points, the less scripted and more natural it will sound as you present.
- Research
If you are presenting a new idea or asking for support, the board members will expect you to have answers to their questions. Perform your research and learn as much as you can about the information you are presenting so that you are able to adequately answer any questions the members may ask. Compile a list of resources to refer to should a question be asked that you cannot correctly answer. The research will allow you to appear well informed, knowledgeable and confident during your presentation.
Preparation will aid you in any presentation you must give. Present the key statistics and data points in a clear and concise manner. There are different approaches to creating a presentation, but the most commonly used are outlines and visual aids. Practice makes perfect, so as you get ready to stand before the board, be sure to run through your presentation multiple times. Rehearse and revise as necessary. Last, but not least, remember to breathe. Do not let your nerves get the best of you. You are prepared and ready to do this!
