presentation to the board

13 Tips on How To Nail a Presentation To the Board of Directors

Published: January 13, 2021

In college, I always made it a point to listen intently to presentations. I knew how stressful and nerve-racking it was to present in a room of peers and authority figures.

I would nod feverishly to let presenters know I was invested in their presentation. And they knew it too. They often zeroed in on me as I became their focus point and silent motivator. The fixation felt awkward at times, but that felt like one of my small contributions to society. That, and an endless supply of cat videos.

Back then, the stakes were relatively low. But when you’re tasked with putting together a presentation to a board of directors, the pressure’s on.

But with a few tricks in your arsenal, you won’t need a sympathetic audience member to gauge how well you’re doing.

Let’s walk through some tips to prepare for your presentation and review some things to avoid.

How To Make a Presentation To the Board

• Know your audience.
• Plan ahead.
• Structure your presentation.
• Keep it concise.
• Set up early.
• Incorporate visuals into your presentation.
• Focus on results.
• Send materials beforehand.
• Build confidence with your power outfit.
• Rehearse your script.
• Don't fall into the PowerPoint Trap.
• Read the room.
• Include time for questions.

1. Know your audience.

Knowing your listeners is as important as the content of your presentation. When you understand their priorities, you can put together a presentation that speaks directly to them.

If you don't know the board well, do some research and get answers to these questions:

What does the board care about?

This will help you see from what lens they look at things. For instance, a board keen on community impact may not be drawn to a presentation focused on return on investment (ROI).

There are a few ways to find this out. You can start by looking into each board member’s professional background. If most members have a finance background, for instance, you’ll want to make sure you cover any financials as it relates to your presentation. This could be cost, expected ROI, or operating margins.

You can also get some insight into what the board cares about by looking back at your interactions with its members. Think about the conversations you’ve had: What comes up most often? Is it company culture, profit, philanthropy, innovation, or something else?

What are their main concerns?

A board of directors is responsible for making decisions that will ensure the growth and sustainability of a company. So naturally, they will be looking out for anything that may impede that process.

Common concerns a board may have are:

• Costs: How much time and money will it require?
• Timeline: How long will this project take and is that timeline feasible?
• Risks: How risky is your proposal and what is the risk-to-return ratio?

You may find that each board member has a different focus, which means your presentation should be well-rounded to tackle these issues.

Once you know this answer, you can subtly handle each concern throughout your presentation. Getting those answers will help you create a presentation that not only interests your audience but also aligns with their goals. This, in turn, will bring you much closer to accomplishing the plans laid out in your presentation.

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2. Plan ahead.

The next step in delivering a great presentation is making a plan. This means figuring out the focus of your presentation, what you’ll cover, and what you’ll leave out.

A presentation should follow the structure of any good movie, with a beginning, middle, and an end. Here’s an example outline for a presentation where the head of the marketing team is proposing course offerings as a new lead generation channel.

The middle is the meat and potatoes of your presentation. You'll likely spend time providing data, contextualizing it, and explaining your approach.

Your ending should bring together your key points and leave your audience with actionable steps. Because what good is providing the information if you have no plan for what to do moving forward?

3. Structure your presentation based on the board’s process.

Not every board of directors operates in the same way. Sure, there are standard guidelines for every meeting. However, the approach may vary for presentations.

Some may operate more like a town hall, pausing periodically to discuss the points as they come up. In this case, leave room after each section of your presentation to discuss what was covered.

Others may follow the more standard approach: presentation followed by a discussion. Studies show that humans remember best the beginning and end of what they read, hear, and see. What’s in the middle tends to get lost. With that in mind, consider sharing your most pertinent information toward the beginning and end of your presentation.

4. Keep it concise.

One thing board members aren’t known for is open availability. That said, you want to make the most of your time with them. How do you do that? Stick to the scope of the presentation.

While it’s great to incorporate storytelling, avoid getting sidetracked and wasting time. Be clear and keep it simple.

If you’re showing data, only share one highlight per data graph. There are several reasons for this:

• Data itself doesn’t tell a story. You, as the presenter, do. As such, you have to explain what it means and why it matters. Let’s say lead generation at your company has plateaued in the past year across all channels. That’s all the data says. But during your research, you realize it’s due to a shift in how your audience is consuming information. Your role is to present the data and explain the "why" behind the plateau along with a solution.
• You want to prevent information overload. Share the piece of data that best supports your points and has the most impact. For instance, if a new lead generation channel is the focus of your presentation, diving into the specifics of another channel may not be worth your time.

If you leave it to your audience to make sense of the data, they might reach a conclusion that doesn’t align with your message.

5. Set up early.

There’s nothing more awkward than silence during a technical difficulty.

Everyone’s looking at you while you’re figuring out why technology has forsaken you. The more time the issue takes to resolve, the more panicked you get. We’ve all been there.

To avoid this, set up early and do a run-through before your scheduled presentation time. It’ll give you time to get familiar with the space and any technology you’ll need to run during your presentation.

6. Incorporate visuals into your presentation.

When choosing between words and media, pick the latter.

Visuals help us make sense of information at a much quicker pace than words do. We’re also better at remembering what we see versus what we hear by 55% – it’s called pictorial superiority .

It’s also beneficial to keep your visuals simple. If you have too much going on, your audience will be confused. But if it’s too bare, it will take too many visuals to paint the picture. So, pull your most significant data and use data visualization tools to design intuitive graphics.

7. Focus on results.

A board of directors typically focuses on big-picture decisions that will have a long-term impact on the company.

In this vein, every piece of your presentation should get you closer to answering these questions:

• " Why does this matter? "
• " What is the long-term impact? "
• " How does this bring the company closer to its goals? "
• " Any potential roadblocks? How will you address them? "

Incorporating these answers into your presentation will set you up for a smoother Q&A session.

8. Send materials beforehand.

Depending on what you’ll be covering in your presentation, it may be helpful to send the board materials to review in advance. This should only be supplemental information that would be too time-consuming or distracting to cover in a presentation, like reports and demos. This way, the focus during the presentation will be on the "why" and not the "how."

The one material you don’t want to send is your presentation, as you want to be the one to contextualize it. Otherwise, the board might form an opinion based on limited information.

A week before the meeting is a good rule of thumb, leaving room for you to respond to initial comments or feedback.

Think of this process as an advantage. You get insight into what the board members may bring up during the meeting and more context to prep. Secondly, it ensures everyone is on the same page ahead of the meeting. That way, you can dive straight into key points during your presentation without covering minute details.

9. Build confidence with your power outfit.

Building confidence is one of the less concrete tips on the list to implement. But the good news is, there are research-backed techniques you can use to achieve it. One of them is right within your reach: clothing.

Many of us can relate to the feeling of trying on clothes in a fitting room and feeling like a million bucks. It tends to put us in a better mood and shift our perspective.

Well, turns out there’s a reason for this. In 2012, two researchers coined the term " enclothed cognition " to refer to the impact clothes can have on the psyche. They found that the clothes we wear can shift our perspective.

In that spirit, put on your best blazer or suit the day of your presentation. That outfit may be just the boost you need.

10. Rehearse your script.

During a presentation with a board of directors, you want to avoid the Michael Scott approach at all costs.

Instead, go the exact opposite route: practice. Practice is the cure to presentation jitters and the formula for seamless delivery. The more familiar you become with your content, the better the presentation will be.

If it’s been a while since your last presentation, start by practicing in the mirror. You’ll immediately notice any mannerisms that may be distracting to your audience. Recording yourself also works great.

Then, practice in front of an audience. And, unfortunately, your dog won’t cut it for this one. Practice with family or friends who can give you feedback on how to improve.

And remember: You’re the only one who knows your speech and presentation. So, if you mess up or forget to mention something, you’re likely the only one who noticed.

11. Don’t fall into the PowerPoint trap.

You’ll likely use a tool like PowerPoint to guide you during your presentation. Yet, it’s important that you don’t overly depend on it.

For instance, packing your slides with heavy text or bullet points is a surefire way to lose your audience. In fact, 40% of respondents in a 2018 study by Prezi said it caused disengagement and made it harder to retain information.

So, stick to one key point on each slide. It’s easier for your audience to remember and prevents information overload.

12. Read the room.

Even if you follow every tip listed above, you might hit a point in your presentation where there’s a disconnect between you and your audience. You might notice confused looks or a shift in body language. If that happens, that’s your cue to pivot.

If your audience seems confused, dive in a little bit deeper on your point. If you sense disagreement, tackle those concerns head-on.

Let’s say you’re proposing a new initiative for the company, and you sense some pushback on the timeline.

You can address it by saying something along the lines of, " You may have some concern regarding the timeline and whether it’s feasible given our current projects. While the timeline may seem tight, we have factored in X, Y, and Z, and, given our past initiatives, we believe this timeline will account for A, B, and C ."

A response like this can mitigate the situation while still keeping you on track.

13. Include time for questions.

As a foodie, dinner for me isn’t complete without a good piece of chocolate. Whether it’s a KitKat or a chocolate cake, having chocolate after dinner feels like the perfect ending. Q&A sessions are kind of like that. It’s the audience’s chance to ask questions and discuss the presentation.

Be ready for questions regarding the data and solutions you presented. The length of the Q&A session will vary depending on the length of your presentation, the size of the board, and other factors.

Additionally, it’s your opportunity to address any looming concerns and re-emphasize your key points. Not sure what to do if you don’t have an answer to something? Here are a few responses:

• "That’s a great question. I don’t have an answer for you at the moment, but I will follow up over email by end of day."
• "I don’t have much experience in that X [topic/department/]. However, I will reach out to X and get back to you within a week."
• "We haven’t explored that yet, but what I can tell you is …"
• "That’s a great point we hadn’t considered before. My team and I will reconvene and strategize on the best way to approach this."

When the stakes are so high, a presentation to the board can seem daunting. By incorporating these tips into your strategy, you can remove the stress and focus instead on your delivery.

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3 Ways to Nail Your Presentation to the Board

• Daniel Casse

No one wants a bored board.

The boardroom is a distinct forum that requires a different type of presentation and preparation. In this article, the author outlines three practices every business leader should embrace to enhance their board presentations: 1) Start with a governing thesis: a big idea or perspective that captures the main point of the discussion. Presentations that start this way leave the audience with a compelling message. 2) Understand that the CEO is not the target audience. A board presentation has to provide some quick refreshers on the operating environment and — more importantly — identify the biggest problems that need fixing. 3) Steer the presentation toward getting valuable feedback. Instead of concluding remarks that restate key business results, share two or three important ideas that will drive future success and concerns that could benefit from director input. The goal: Get the board’s validation or critiques of a proposed course of action. The result, invariably, is a mix of candid feedback and intelligent, probing questions that create thoughtful board engagement.

For most executives, even those at the most senior level, a presentation to the board of directors is the most demanding test of leadership communications. Very few succeed.

• DC Daniel Casse is the president of G100 Chief Executive, a group of public and private company CEOs that has been meeting for 20 years. He is also president and managing partner of High Lantern Group, a strategy and communications firm.

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Board of directors presentation: The all-in-one guide

Learn how to craft a persuasive pitch, deliver your presentation with confidence.

Raja Bothra

Building presentations

When it comes to presenting to your board of directors, it's not just another run-of-the-mill presentation. You're facing a unique audience with high expectations and critical decisions to make.

In this guide, we'll delve deep into the art of creating impactful board of directors presentations. Whether you're a seasoned presenter or just starting out, these insights will help you shine in front of your board members.

Art of presenting to your board of directors

Presenting to your board of directors is a skill that can significantly impact your organization's success. It's a chance to convey your ideas, strategies, and achievements in a way that aligns with the company's goals and values.

Board of directors: The pillars of governance

The board of directors, often referred to as the "board," plays a crucial role in steering the company. They are responsible for major decisions, overseeing company performance, and ensuring it stays on course. Understanding the dynamics of the board is key to a successful presentation.

Board members: Your audience

Your board members are a diverse group with varying backgrounds and expertise. They bring their unique perspectives to the table. Addressing their specific needs and concerns is essential to a successful presentation.

Slide design: Crafting visual impact

In board presentations, slides are your canvas. Use them to create a visual narrative that complements your verbal communication. Avoid overcrowding slides with text. Instead, focus on concise, visually appealing slides that enhance your message.

Board meeting dynamics

Board meetings are structured events where presentations are made, decisions are taken, and strategies are discussed. Understanding the flow and purpose of a board meeting is crucial to your presentation's success.

Purpose of a board of directors presentation: Why do we need one?

Why present to the board.

Every board of directors presentation serves a distinct purpose. Whether it's a quarterly performance update or a strategic proposal, your presentation should align with the board's needs and expectations.

The long-term value proposition

Remember, your presentation should not just be about the here and now. It should convey the long-term value your strategies and initiatives bring to the company.

How to structure an effective board of directors presentation

A well-structured presentation is like a well-organized roadmap. It guides your board members through your ideas, helping them understand and appreciate your perspective.

1. Title slide :

• Start with a compelling title that summarizes the purpose of the presentation.
• Include your company logo and the date of the presentation.

2. Agenda :

• Create a slide that outlines the agenda for the presentation.
• This helps set expectations for what will be covered.

3. Introduction :

• Begin by introducing yourself and your role within the company.
• Provide a brief overview of the presentation's purpose and goals.

4. Company overview :

• Present a concise overview of your company, including its history, mission, and key achievements.

5. Financial highlights :

• Share key financial metrics and performance indicators.
• Use charts and graphs to visualize data for easy comprehension.

6. Operational updates :

• Discuss recent operational developments, such as product launches, market expansion, or cost-saving initiatives.

7. Market analysis :

• Provide insights into the industry landscape, market trends, and competitive positioning.

8. Strategic initiatives :

• Detail any strategic initiatives, projects, or goals your company is pursuing.

9. Risk assessment :

• Identify and assess potential risks and challenges your company may face.
• Explain your mitigation strategies.

10. Financial projections :

• Present future financial projections, including revenue forecasts and expense estimates.

11. Recommendations :

• Offer recommendations or decisions that require the board's input or approval.
• Clearly state the desired outcomes.

12. Q&A session :

• Dedicate a slide to transition into a question-and-answer session.
• Encourage board members to ask questions and seek clarifications.

13. Conclusion :

• Summarize the key points of your presentation.
• Express gratitude for their time and input.

14. Next steps :

• Outline the next steps or actions expected from the board following the presentation.

15. Closing remarks :

• End with closing remarks and thank the board for their attention.
• Reiterate your commitment to the company's success.

16. Appendix (Optional):

• Include any additional data, charts, or supporting documents in the appendix.

Do's and don'ts on a board of directors presentation

Presenting to a board of directors is both an art and a science. Knowing what to do and what to avoid can make or break your presentation.

• Rehearse : Practice makes perfect. Rehearse your presentation to ensure a smooth delivery.
• Keep it concise : Avoid lengthy, meandering explanations. Keep your presentation concise and to the point.
• Engage your audience : An engaging presentation can help board members understand complex topics better.

Don'ts:

• Overload the slides : Avoid overcrowding slides with too much information.
• Copy-paste content : Your presentation should never be a copy of existing documents.
• Lack of preparation : Don't go into a presentation without thorough preparation.

Summarizing key takeaways

• Unique audience expectations: Board presentations are distinct, requiring understanding of the board's unique audience with high expectations and decision-making authority.
• Impactful communication: Craft presentations that effectively convey ideas, strategies, and achievements aligned with the company's values for maximum impact.
• Board governance insights: Recognize the vital role of the board in steering the company, making significant decisions, and maintaining its course.
• Diverse board members: Acknowledge the diverse backgrounds and expertise of board members; cater to their specific needs and perspectives for success.
• Effective presentation structure: Structure presentations thoughtfully, including key elements like agenda, company overview, financial highlights, strategic insights, and a focus on engagement while avoiding common pitfalls.

1. How should I approach discussions and decision-making in the boardroom after my presentation?

After your presentation, discussions in the boardroom are crucial for reaching a consensus and fine-tuning the decision. It's not uncommon that the discussion starts immediately without formal presentations. Be ready to engage with board members, answer questions, and provide additional information if needed. Keep the long-term value and risks in mind during these discussions, as board members generally watch over the long-term value of the company. Your role in the boardroom is not only to present but also to actively participate in the decision-making process.

2. What are some tips for engaging board members during a presentation?

Engaging board members during a presentation is essential for a successful outcome. Here are some tips:

• Craft visually appealing slides that support your content.
• Use bullet points to present key arguments or take-aways.
• Encourage questions and open discussions to foster engagement.
• Keep the presentation concise and focused on what really matters.
• Avoid going into the details of things beside the point.
• Make sure your presentation is based on selected details and numbers that are relevant to your proposal.

3. How should I handle questions and answers (Q&A) during a board presentation?

Handling Q&A during a board presentation requires finesse. Be prepared to answer questions, even if you don't know the answer, but be honest if you don't have the information at hand. Don't take questions lightly, as they can influence the board's decision. Additionally, don't make up information. If necessary, offer to follow up with a detailed response after the presentation. Q&A is an opportunity to provide clarity and ensure the board members understand your proposal.

4. What should I include in the slides of my board of directors presentation?

The content of your presentation slides is crucial. Each slide should contribute to the narrative of your presentation. Use visuals, bullet points, and concise text to convey your message effectively. Your slide deck should be more than a mere copy of the presentation. It should be a visual aid that supports your spoken words. Ensure that your slides align with the purpose of your presentation and the key arguments you want to present. Don't overload the slides with unnecessary information; instead, focus on elements that you want the board to remember.

5. How can I make my board presentation more impactful and memorable?

To make your board presentation impactful and memorable, consider these strategies:

• Craft an inductive story that captures the board's attention from the start.
• Structure your presentation based on the three typical parts: introduction, key arguments, and conclusion.
• Prioritize information quality and unanimity in your presentation.
• Ensure your presentation revolves around what really matters to the board.
• Use connectors for your computer to ensure everything goes as you expected during the presentation.
• Finally, don't forget to express gratitude for their time and attention at the end.

Create your board of directors presentation with Prezent

In the world of board presentations, having the right tools can make all the difference. Prezent, an AI presentation software designed for enterprise teams, can help you create compelling board presentations that are on-brand, engaging, and effective.

With Prezent, you can:

• Craft visually appealing slides that resonate with your board members.
• Save time and effort in creating and sharing presentations.
• Ensure 100% compliance with brand guidelines.
• Collaborate with your team in real-time, even for overnight presentations.

Presenting to your board of directors is a skill that evolves with experience and preparation. Whether it's your first presentation or you're a seasoned presenter, following best practices and leveraging tools like Prezent can help you deliver presentations that leave a lasting impact on your board members. Remember, it's not just about the content; it's about the art of persuasion and engagement.

To further enhance your boardroom presentations, consider incorporating a well-structured Board of Directors meeting presentation template . This valuable tool can guide you in organizing your thoughts, ensuring clarity in your message, and maintaining a professional and polished appearance. So, next time you step into the boardroom, armed with your carefully crafted presentation and utilizing a Board of Directors meeting presentation template, keep in mind the insights and tips shared here. With the right approach and a touch of finesse, you can master the art of presenting to your board of directors.

Are you ready to make a real impact with your presentation to the board? Try our free trial or book a demo today with Prezent!

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How to make a Presentation to the Board of Directors

by Edouard Gruwez – September 2019

This article is a brief guideline for anyone who prepares a presentation to the Board of Directors or to a Board Committee.

A Board of Directors is a particularly demanding audience because time pressure, information quality and unanimity are more important to them than to any other management team. A presentation to the Board should be to the point: short and complete, simple and substantiated, persuasive and factual, confident and honest.

Don’t talk like TED, be TO THE POINT.

The answer to this challenge is NOT to make a TED-like presentation. Directors and Executives are not seeking entertainment. They want to make the best possible decision in the shortest possible time, while taking all information and risks into account.

Time Squeeze. Time is money, especially in Board Meetings. Directors want to get directly to the heart of the matter. If you don’t do so, they will interrupt you from the very start. But how to make a story short if the subject is complex and information abundant?

Information Gap. Information that reaches the Board might be biased in many ways. So, they want to check. With their experience, they often ‘feel’ if something is right or not. Both checking facts and getting the right feeling, requires them to investigate details. But how can you provide details within the extreme time constraint?

Team Dynamics. Aligning such a group of intelligent, authoritative individuals with many, often conflicting, priorities is a subtle process of information, discussion and persuasion. But how do you behave as a visitor, not being familiar with these dynamics?

The answer to this challenge is a meticulous preparation:

Step 1 – Understand and focus on the essence. Step 2 – Build a concise, solid narrative. Step 3 – Create convenient and detailed documentation. Step 4 – Prepare to be your honest self.

Following pages describe the four steps in further detail.

STEP 1 – Understand and focus on the essence.

In most cases a person from the audience is at the origin of your invitation. Use your sponsor as sounding board throughout your preparation and consider talking to some Board members.

a. Make the purpose yours and stick to it.

The Board has invited you for a purpose. Make sure that this purpose is crystal clear. If it isn’t, ask your sponsor or check with the Board Secretary. What is the exact scope? Is it an item for information or decision? And if so what decision? If not done by the chair, consider reminding the audience of the purpose at the beginning of your talk.

Don’t have a hidden agenda! Stick to the purpose of your presentation. Any attempt to achieve a hidden purpose will only weaken your presentation and credibility.

b. Know who sits in the Board of Directors and understand their needs.

Ask your sponsor about the Board members, their background, their knowledge, their opinions, their formal and informal roles.

Make sure to understand what they are looking for. Boards generally watch over the long-term value and risks of the company. Understand what ‘value’ means to them: contribution to society, sustainability, well-being, or legacy can be as important as monetary value. Find out if there are specific worries. The more you can build your presentation around what really matters to them, the more you will capture their attention.

Typical Board questions are :

• Have we looked at all alternatives?

• Is the data reliable and is the methodology solid?

• Can we secure the resources?

• What are the risks?

• How does this create value in the long run?

• Is it a well-grounded strategy that fits the mission and goals?

And understand their background. Non executive board members might be less familiar with some industry-specific technicalities and acronyms. Either avoid these items or give enough background information.

Table of Contents

You would hope that most people who sit on Boards of Directors know their stuff. They are experienced, proven, successful business leaders (sure, that might not always be the case… but as a rule). So, you need to have your act together whenever you go in front of them. You probably don’t need us to tell you that. You might well be feeling some trepidation at the thought – that’s probably why you’re reading this article. Well, don’t worry, we can help you improve your board presentation skills.

Whether you present to the Board regularly or have one big opportunity to get in front of them and show your stuff, you’ll want to do the best job you possibly can and create an impactful presentation. So, read through our top tips for presenting to the Board and you’ll know exactly how best to approach your presentation. Knowing what you need to do will bring confidence… and that’s half the battle!

We’ll take you through what you need to do to in terms of preparation, what you should consider when it comes to the content of your presentation, and some top tips for delivery.

Here’s our list of tips for nailing any presentation to the Board:

Be well prepared (make sure you have all the materials and information you will need)

Know your audience

Ask to see the full agenda

Don’t use jargon

Know the exact points you want them to remember, use data and benchmarks, make your slides look decent, get your materials right, do not read from notes.

Smile, don’t be afraid of humour

DO NOT go over time

Be ready to answer questions.

So, let’s take a look at each of these points in more detail….

Be prepared

Remember, if you fail to prepare, you prepare to fail. Don’t wing it. Presenting to the Board is important – even if you’re the CEO and do it regularly, you will almost always be presenting to the Board with a very specific and important goal in mind. Maybe you need to get approval, buy-in or sign-off for an initiative, or you’re hoping to secure investment for a project. Whatever the purpose of your presentation, if you’re in front of the Board, it’s important and worth doing properly.

So, make sure you prioritise this presentation and make the time to properly prepare for your next board meeting. Try not to leave this until the last minute. Ideally, you’ll do your preparation far enough in advance to allow time for you to put it down for a few days and then revisit it with fresh eyes. That’s a great way to double check your key messages are clearly coming through.

And here is exactly what you should do to prepare…

Do your homework on all the Board Members – know their experience and their expertise. And, if you’ve never met them before, make sure to find a photo of them so you can put faces to names and bios.

Knowing their backgrounds and experience will help you craft a presentation that doesn’t patronise or assume knowledge where it isn’t. You can also subtly direct particular parts of your presentation to the most relevant Board Members to help engage them and ensure you have their attention.

Ask to see the full agenda for the Board Meeting

It’s a good idea to know the context you are presenting in so you can get a sense for how the Board Members might be feeling. What are you following? Will they been exhausted from looking at spreadsheets or will they be relatively relaxed after a coffee break? Know your context and present accordingly.

Unless you are 100% confident that everyone in the room will understand it, avoid jargon. And remember, it’s important to explain any technical concepts in a relatable manner in order to keep them engaged. Board Members will be from a variety of backgrounds and experiences (that’s what makes a good Board) so you cannot assume everyone has the same level of knowledge of your area. Don’t take the risk of losing their attention or obscuring your meaning by using language they may not understand.

When planning your content, summarise your presentation and decide what the crucial points you want to get across are. If the Board Members only remember 2 or 3 points about your presentation, what would you want them to be?

When you’ve boiled down what you’re saying to those most important points, look back over your presentation and double check they are coming across loud and clear. Consider making a summary slide and ending the presentation on a reinforcement of those key points.

As it’s often said, it’s hard to argue with facts… so infuse your presentation with as many as possible, especially if you’re trying to win buy-in for something. Back up what you’re saying with data, stats or metrics and key performance indicators. If you make a point about performance improvement, show the data that demonstrates that. If you’re offering a growth projection, show the data that supports that hypothesis.

Then make sure you present that data in an interesting way. Data visualisation is an important skill to have and can help you transform presentations and bring numbers to life. Consider using graphs and diagrams instead of flat figures. This can really help the more visual people in your audience absorb the point you’re trying to make.

Remember, if you’re presenting data, don’t just show the stats without offering some analysis or a conclusion. What does this data tell us? What have you learnt from it? Does it drive any decisions or actions?

Also remember to give the board context for each data point. Is that a good or bad performance? It’s no good showing a conversion rate, for example, without giving any sort of indication as to how that compares to expectations or industry averages. Try to include benchmarks for reference.

You’d be surprised how many people don’t give this the focus it deserves. This is particularly important if you’re going to be one of a series of presentations during the Board session. If you’ve spent the time to make your slides look engaging, then it’ll help you stand out.

If you have slides with a list of bullets, think about how they can be presented in a more visually engaging way. A list of bullets could become a grouping of different icons or images, each illustrating your different points with some supporting words underneath.

It’s worth getting a proper design brain to help you with this. Even if you just ask them to input on a few slides in your deck, you can then take the design improvements they’ve made to those slides and extend the same principles across the whole deck.

Spending time to make your presentation deck look good will not only help engage your audience and get your point across; it also shows that you have put the work in and are taking this seriously. That level of effort won’t go unappreciated by The Board.

No doubt there will be a Board Pack or Board Report you need to contribute to. Get that ready as far as you can in advance. If you do send materials in advance, do assume they’ve been read by the time it comes to your presentation, and don’t just repeat what was in the papers – that’ll feel like you’re wasting the Board Members’ precious time and that will annoy them.

This might seem obvious, but it’s worth noting here so you remember to factor in enough time for this. Some people like to practice in front of a trusted colleague, family member or friend, others are more comfortable in front of the mirror. Either way is good.

How you practice and how much does really come down to personal preference, but just make sure you get to the point where you’re confident in your delivery and you don’t have to struggle to remember what comes next.

It’s also worth bearing in mind that there is such thing as over practising. You don’t want to don’t kill all energy from your presentation and get to the point that you’re just reciting it like a robot!

We’re all for writing down what you want to say – it’s always better to be prepared and have properly thought through what you need to get across and how – but that doesn’t mean you should read it. The secret is to write what you’re going to say and then to learn it.

You can either write a full script, or some detailed notes. If you’re writing a script, it’s extremely important to write as you speak. Don’t think of this as an article or report – it’s a script to be spoken – so worry less about punctation and more about the flow of your words. Try speaking your ideas first… and then write them down.

If you don’t think you can pull off a natural enough delivery of a script, then don’t write one, write notes instead. But then you must practice and practice delivering the presentation based on the notes you have read – this will eliminate ums and errs and hesitations and ensure you have a smooth delivery where you’re confident of everything you’re saying.

Smile, use some humour if the context is right

Make your presentation at least mildly entertaining. People always remember presenters that made them smile, or even laugh. But it’s a fine balance – don’t rock up with a full comedy set, or launch into some physical slapstick humour, whatever you do.

If you opt for some humour, make sure you read the room. If little jokes are not landing, then ditch the rest, they might not be in the mood. And if you know your Board of Directors have zero sense of humour, then just stick to smiling and being upbeat – don’t try for laughs that aren’t there!

And, of course, don’t roll out the gags if the subject is particularly grave or if you’re presenting a cost reduction strategy that involves redundancies.

Give some height to your presentation – establish yourself as someone worth looking up to! It’s all too easy to slouch in a chair – standing up will help you keep a straight posture and look confident.

Standing up will also help open out your diaphragm and enable you to project your voice more successfully. Sure, if you’re in a small room you don’t want to be bellowing at them, but you want to have a straight posture and speak clearly.

If you’ve been given a time to keep to, KEEP TO IT. Board meetings will be busy and have pretty packed agendas. Nothing will annoy Board Members more than you coming in and putting their agenda and timetable out of whack.

This, again, comes down to practice. You need to run through it a few times – remembering to keep a natural and considered pace – so you’re confident you can keep it to time.

And if they haven’t given you a set time, then just be aware that brevity is a good thing. Be mindful of people’s attention span and consider what has come before you on their agenda. If they’re likely to be a bit frazzled from an intense couple of hours, you’ll need to keep things as concise as you can or risk losing them.

Make sure you leave time for a Q&A! Read through your presentation imagining you are a Board Member, try to think of any questions you’d ask. Now either work the answer to those questions into the presentation or be prepared with a considered answer for a Q&A session at the end.

Don’t be afraid to say you don’t know the answer to something. It’s best to say quickly and firmly that you do not know the answer, but you will find out and get back to them. That’s much better than launching into a flustered bumble of BS. A savvy Board Member will spot that a mile off.

Also make sure you answer the actual question asked. So, listen carefully and if you’re unsure what they’re asking, repeat back your understanding of the question to check before answering. Don’t launch into an answer unless you’re very clear what they want to know.

So, those are our top 14 tips for nailing your presentation to The Board. In a nutshell it’s all about being prepared, practiced and confident (which comes from the first two).

One final important tip is to try and enjoy it! Board Members are people like you and I, don’t be unduly worried or intimidated. Enjoy the limelight and good luck!

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15 tips on presenting to a board

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One of the questions I most frequently get asked when people hear I sit on company boards isn’t about executive pay packages. Instead, they want to know how to present to a board so its members will say yes.

The question always calls to mind a presentation that went wrong. Several years ago, a rather dandified fellow from inside a company gave a presentation to a board I sat on. He was snide at times, made several off-colour jokes, winked at board members and made his political leanings clear with side remarks about the government of the day. When he didn’t know the answers to questions we asked, he tried to fob them off as irrelevant. When the chair finally ended the presentation, we looked at each other in disbelief. We weren’t just unsure about the proposal, but also unsure of the person who brought the proposal. I think you can guess how we voted.

Don’t let this be you.

People present to corporate boards for many reasons—they could be suggesting a new direction for the company, explaining a complex legal issue that needs to be decided quickly, or simply giving an update on an ongoing project.  But boards come in all shapes and sizes , be they school boards, neighbourhood watch boards, apartment boards, non-profit boards or employee committees.

No matter the context, the principles of presenting to decision-making bodies are the same, and getting it right is crucial. It’s not as difficult as it sounds, so long as you keep some guidelines in mind. Here are nine do’s and six don’ts of being effective:

Board Presentations Do’s:

• Know what you are walking into.  Board meetings are often jam packed with a long agenda. In the past couple of months I’ve been in meetings that have lasted up to 8 hours, covering up to 20 topics. Your topic is special to you, but you have a finite amount of time to get essential information across.
• Do your homework.  Who is on the board? What is their background? It helps to be able to tailor the presentation when applicable, so you are not telling them things they already know, nor assuming knowledge they might not have.
• Send documents in plenty of time.  I try to ensure board members get their papers at least a week in advance. If there’s a deadline, meet it with several days to spare in case there is feedback before it goes to the board. Please don’t “surprise” us, as in “I didn’t provide the papers in advance because I wanted to keep you in suspense”. This isn’t an Agatha Christie novel, it’s a board meeting. Give us the tools we need to make a decision.
• Know in advance how much time you have.  Do not go over your allotment. If the chair feels more time is warranted, he or she will extend it. Make sure to leave plenty of time for questions.
• Ask how the board would like the information presented.  For example, ask the chair, “shall I present the whole thing or hit the high points?”. Another approach: suggest that you “take the papers as already read”. That means you presume that everyone has reviewed the documents you sent in advance, and you will just address the most important points and avoid repeating every detail.
• Be prepared. Be professional. Be concise.  Board members will judge the content of your presentation, but also the confidence with which you deliver it.
• Stay calm and answer the question asked.  If you don’t know the answer, don’t get flustered, defensive or try to fake it. Instead, promise to come back with the answer as swiftly as possible. Then follow through quickly. Also, and this is really important, don’t get thrown off if you get a lot of hard questions. If we didn’t think your proposal had merit we wouldn’t bother with questions, we’d simply say no. Board members ask questions differently — some meander, others get straight to it. No matter the style, stay even-tempered and answer clearly and concisely. Also, don’t give attitude about questions you think are “dumb” or obvious — we are doing our job. Often the most interesting or important information comes from seemingly simplistic questions.
• Be clear and concise about the outcome.  If there is a decision to be taken by the end of your presentation, make sure the options are very clear. It never hurts to state the options up front, explain them and then present the options again.
• End with grace.  When it is time for you to go, say thanks and leave. Don’t linger.

Board Presentations Don’ts:

• You may be kept waiting — don’t complain.  Meetings can run late depending on the agenda. If it is a closed door meeting you’ll be kept waiting outside. If not, you’ll be there watching other people presenting, or listening to debates on other agenda items. Don’t under any circumstances grumble about it, as it will taint the room’s view of your presentation before it even starts. A cheerful “no problem” goes a long way.
• Don’t bore us.  I recently sat through a report that essentially told everyone in the room something we all already knew. The presenter quickly lost our attention. Even worse, we had all mentally checked out by the time he’d gotten to the “ask”.
• Don’t lobby.  Your presentation is not an opportunity to take the stand on other areas. If you are there to talk about upgrading the IT infrastructure, throwing in a “while I’m here I’d like to make a pitch for better parking facilities” is not helpful to you or us.
• Don’t use jargon.  We are not necessarily experts in your field. Use clear language that everyone around the table will understand. The first time out, explain what you mean by  ESG ,  grok , and  API , otherwise it just sounds like a string of  nonsensical letters and words . Try to avoid overblown statements — a “complete sea change” better be pretty big. Also trend-driven words that will make people roll their eyes. “Thinkfluencer” comes to mind.
• We are not all the same — don’t air your bias and political inclinations.  With any luck the group around the table is a diverse one, with diverse opinions. Off-colour jokes and political comments have no place in your presentation and could offend the very people you are trying to persuade.
• Don’t go over the top with bells and whistles.  There’s no need to pass out flowers or an entertaining video unless it is directly related to the topic. Useful: “Here is a sample of what we are talking about.” Strange: “Here is a flower for all you lovely people.” And yes, I was in a meeting where someone once handed out flowers to “all the lovely lady board members”.

Clear, concise and to the point

Think of your presentation as a memo, not a novel. Board members thrive on facts presented in a clear, concise manner. Even if you leave your presentation without getting the answer yes you hoped for, you will at least leave the people at the table with a good impression of you. And that will go a long way if you come back to the board with a revised proposal.

Give it a go and let me know if it helped, and if you know someone who is preparing to give a presentation, clip this and send it to them. Chances are not only will they be grateful, but so will the board members who hear the presentation.

Published in collaboration with LinkedIn . This post also appeared in the BBC Capital Column,  Above Board with Lucy Marcus .

Author: Lucy P. Marcus, founder and CEO of Marcus Venture Consulting, Ltd., is Professor of Leadership and Governance at IE Business School, a non-executive board director of Atlantia SpA, non-executive chair of the Mobius Life Sciences Fund, and non-executive director of BioCity.

Image: Students from Warsaw School of Economics attend a presentation at the Warsaw Stock Exchange September 15, 2008. REUTERS/Peter Andrews

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