How do you create stakeholder presentations that highlight your project's value?

1 Know your audience

Before you start working on your presentation, you need to understand who your audience is, what they care about, and what they expect from you. Different stakeholders may have different levels of technical knowledge, interest, and influence on your project. For example, a client may want to see how your project meets their requirements and budget, while a user may want to see how your project solves their problems and improves their experience. To tailor your presentation to your audience, you need to research their background, goals, pain points, and questions. You can use tools like stakeholder analysis, surveys, interviews, or personas to gather and organize this information.

2 Define your message

Once you know your audience, you need to define your main message and the key points that support it. Your message should be clear, concise, and relevant to your audience. It should also highlight the value proposition of your project, which is the benefit that your project delivers to your stakeholders. For example, your message could be: "Our project will increase the efficiency and reliability of your system by 25%, saving you time and money." To back up your message, you need to select the most important and relevant data, facts, and evidence that demonstrate your project's value. You can use tools like SMART goals, KPIs, or ROI calculations to quantify and measure your project's value.

3 Structure your presentation

Once you have identified your message and key points, it is important to structure your presentation in a logical and coherent way. A popular structure for stakeholder presentations is to start with an introduction. This should include a hook that captures the audience's attention and interest. You can use a story, question, statistic, or quote that is relevant to your project or audience. After introducing yourself and your team, state the purpose and objectives of your presentation, as well as provide an overview of the agenda. The body of the presentation should present the key points in a clear and organized manner. Make use of headings, subheadings, transitions, and signposts to guide your audience through the presentation. Visual aids such as graphs, charts, diagrams, or images can also be used to illustrate points and make them more engaging. Avoid using too much text, jargon, or complex information that could confuse or bore your audience. Instead, focus on the benefits and outcomes of your project and use simple and concrete language that your audience can understand and relate to. To conclude the presentation, summarize your main message and key points while restating the value proposition of your project. You can also include a call to action such as asking for feedback, approval, or support from stakeholders. Lastly, thank your audience for their time and attention before inviting them to ask questions or share comments.

4 Practice your delivery

Prior to delivering your presentation, you must practice it multiple times to boost your confidence and performance. You can practice alone or with a colleague, using a timer, recorder, or mirror to assess your pace, tone, and body language. It’s also beneficial to receive feedback and suggestions from someone familiar with your audience or topic. As you practice, you should focus on clarity, engagement, and adaptability. Speak clearly and loudly without mumbling or stuttering; use pauses, emphasis, and intonation to vary your voice and express your meaning and emotions. Make eye contact with your audience, smile and nod to show your interest and enthusiasm. Utilize gestures, movements, and facial expressions to emphasize your message and express your personality. Involve the audience in the presentation by asking questions, soliciting feedback, or using polls or quizzes. Be prepared to adjust the time, content, or style depending on the feedback from the audience. Furthermore, be flexible in order to handle technical issues, interruptions, or distractions that may arise during the presentation.

5 Follow up with your stakeholders

After you deliver your presentation, you need to follow up with your stakeholders to maintain the relationship and the communication. You can send them a thank-you note, a summary of your presentation, or any additional information or resources that they requested or may find useful. You can also ask them for their feedback, opinions, or suggestions on your presentation or project. By following up, you can show your appreciation, professionalism, and commitment, and increase the chances of getting their support and collaboration.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?