Strategies for Successful Presentations
Amy Fix, Siemens PLM Software
WELCOME
Why we’re here…
Key Points• Knowing your audience• Organizing the flow• Making an impact• Using visual aids effectively• Tips for successful delivery• Mastering the Q&A
KNOWING YOUR AUDIENCE
Who are they?• Auditee – staff and management• Senior or Executive Management• Audit Committee• External auditors• Regulatory auditors• Peers within Internal Audit
Customization• Background• Changes in the
group’s membership• Emotions• Attitudes• Size of the group
Background
What experience do they bring From current & prior positions?
Experience
What do they know about the topic?
Knowledge
Are they your peers, subordinates
or superiors?
Status
ExampleYou’ve just finished an audit of your company’s Travel & Entertainment processes. Notable exceptions from your testing include:
• Trips reimbursed with missing receipts.• Trips reimbursed without proper approval.• Violations of Travel Policy – business class airfare.
How would your presentation vary if your audience was the auditee management vs. the executive team (CEO, CFO, President)?
ExampleClosing Meeting Executive Update
Possible SolutionClosing Meeting Executive Update
Specifics of findings (# of errors, amounts, etc…)
Detail of proposed recommendations (i.e. who will do what/when/how)
Why problem occurred/how recommendation will remediate.
High level circumstances (i.e. overall financial impact, total exceptions, etc…)
Pattern of exceptions (i.e. all from specific area)
Corrective actions taken by management to remediate the problem.
ORGANIZING THE FLOW
Theme StatementAu
dien
ceBroad Topic
Narrow Topic
Purpose
Key Point
Intro
Key Point
Key Point
Closing
ExampleContinuing with the example of the Travel & Entertainment audit, management has decided to implement your recommendation for a quarterly self-audit of T&E reports. To ensure that all SOX key controls are covered, management would like to use your test template from the recent audit. The Accounts Payable Manager has asked you to do a short presentation at the next staff meeting to review the template and test objectives.
Using the theme statement formula, develop a theme statement for your presentation.
ExampleTopic
Narrow Topic
Purpose
Audience
Possible SolutionTopic Self-audit of trip reportsNarrow Topic Use of the key control test template
Purpose Understand the tests of T&E key controls
Audience Accounts Payable SOX testers
“This presentation will teach the SOX testers the steps performed to test T&E reports for
compliance with key controls.”
Other Considerations
ThemeStatement
I
KP
KP
KP
CClosing
Introduction
Key Point
Key Point
Key Point
MAKING AN IMPACT
Speak vs. ReadDevelop your presentation as spoken word.
Use shorter sentences Use simple words Use catchy words and phrases Use related ideas to draw attention to them
ExampleConsider this recommendation from a recent audit report. How could this recommendation be simplified for a presentation to management?
Recommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.
ExampleRecommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.
Instead of… Try…
Possible SolutionRecommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.
Instead of… Try…Strengthen ImproveSecurity around the files transferred…
File transfer controls
Automated, direct interface
Direct interface
USING VISUAL AIDS EFFECTIVELY
A picture is worth….
WordsWORDSWords
WORDSWordsWORDS
Finding the right graphicIf you want to visualize… Try a…Changes & differences Bar Chart or Line ChartProportions & relationships Pie ChartSchedules Gantt ChartProcess or activity Flow Chart
Try clip art files or PPT SmartArt to create images that fit your message.
Example
Graphic PurposeBar ChartLine GraphPie ChartGantt Chart
You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?
Possible Solution
Graphic PurposeBar Chart Compare the outstanding recommendations by
zone/country/department.Line Graph Show the increase/decrease in recommendations
for the quarter/zone/country/department.Pie Chart Show recommendations by status/rating.Gantt Chart Show next quarter’s audit schedule.
You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?
Example
This bar graph is used to illustrate the breakdown of open corrective actions by zone and by the implementation status.
Other Considerations
When are these
mediums most
effective?
SUCCESSFUL DELIVERY
Practice makes perfect!• Revise• Reorganize• Increased
comfort• Body language• Coordinate
visual aids
MASTERING THE Q&A
Maintain Control• Anticipate the possible questions• Use facts/details • Maintain eye contact• Use names if possible• Don’t let one person dominate• Don’t speculate
CONCLUSION
Putting it together
Theme
DeliveryVisual
Aids
Audience Impact
Q&A
QUESTIONS?