By Jennifer Miller, Rockford Gray Managing Partner
The next time you give a presentation before a high-stakes audience, consider these suggestions to help organize and simplify your message. Your board meeting preparation should focus on:
- What you say – Organize and communicate your key message.
- How it looks – Create presentation materials that complement, not distract, from your presentation.
- How you sound – Demonstrate executive presence and leadership speaking skills.
What You Say
Simplify your board presentation by focusing on the information that matters most to the audience. Corporate communication—the way an organization communicates with stakeholders—ensures your key messages are effectively conveyed. The most effective key messages are crafted to address a specific audience, such as business partners, employees, leadership teams, or the C-Suite. The messages should clearly convey a benefit or relevance to your audience, emphasizing how your information affects them.
Consider decision-focused messaging—how your product, service, or project helps your audience solve a problem. This high-level message is the main point of your presentation and serves as the thread connecting your content from beginning to end. Rockford Gray coaches often ask clients, “What do you want the audience (the C-Suite, leadership, or the board) to think, do, believe, or say as a result of your presentation?” Your conclusion guides everything you say leading up to it. This key message should be reiterated throughout your presentation to reinforce its significance.
Opening strategies may include a brief story, a compelling idea, or a surprising statement to capture your audience’s attention. When coaching presenters, many believe their presentation merely conveys information, like, for example, Q3 earnings or program updates. However, the purpose is not just to relay data – it is to decode what that data means and why it is important.
Don’t postpone your Q&A preparation. Anticipate the questions your audience may have and address them early. A common complaint is that board members interrupt presentations with questions, which disrupts the flow. By anticipating these inquiries, you can include relevant information upfront, preventing the need to save the best for last.
How it Looks
Present information in small, digestible doses. Data visualization tools can help make complex data easier to understand. Avoid clutter; simple graphics are more effective than overly complex charts. If one impactful image conveys your message, there’s no need for multiple slides filled with pictures.
How You Sound
Conveying executive presence often hinges on gravitas. Lower your intonation after sharing an idea and at the end of sentences. Pause. This helps you mentally prepare what you will say next, thus avoiding annoying filler words. It also tells your audience that your message is important – by giving them time to digest it.
Find out more about how Rockford Gray can help you with your board presentations.
About the author: Jennifer Miller is a seasoned media trainer and public speaking coach with over 15 years of journalism experience, including seven at CBS News. Known for her disarming style and tough questions, she reported on major events like the Olympics, 9/11, and Hurricane Katrina. Her firsthand understanding of how reporters think makes her an exceptional crisis management counselor. At Rockford Gray, she coaches clients on media, presentation, and crisis response. Jennifer holds a master’s in Organizational Leadership from the University of Denver and a journalism degree from the University of Minnesota. She is certified in crisis communication and DEI in the Workplace and is a sought-after speaker.