How do you customize project presentations for senior stakeholders?

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As a project manager, you need to communicate effectively with senior stakeholders who have different interests, expectations, and levels of involvement in your project. One of the key skills you need to master is how to customize your project presentations for different audiences, so that you can deliver the right message, in the right way, at the right time. In this article, we will share some tips on how to tailor your project presentations for senior stakeholders, based on their roles and responsibilities, their information needs, and their preferred communication style.

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(Jason) Duc Pham

Senior Manager in Industrial Real Estate | Supply Chain | Logistics

1 Know your audience

Before you prepare your project presentation, you need to understand who your senior stakeholders are, what their roles and responsibilities are in relation to your project, and what their main goals and concerns are. You can use a stakeholder analysis tool, such as a power/interest matrix, to map out the level of influence and interest of each senior stakeholder, and to identify their expectations and potential issues. This will help you to prioritize your communication, to focus on the most relevant and critical information, and to address any questions or objections they may have.

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(Jason) Duc Pham

Senior Manager in Industrial Real Estate | Supply Chain | Logistics
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It is important that you know both EXTERNAL and INTERNAL stakeholders. From my experience, when you present to senior stakeholders, you always need to have your team joining, best is same level with external audience so we can talk comfortly. First, you understand your external audience then, you align with internal stakeholder how to play roles and align the conversation/presentation to make it smooth. It is always make presentation more efficiently.

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2 Define your purpose

Next, you need to define the purpose of your project presentation, and what you want to achieve with it. Are you informing, persuading, or seeking feedback from your senior stakeholders? Are you reporting on progress, highlighting risks, or requesting resources or support? Depending on your objective, you need to craft a clear and concise message that aligns with your audience's interests and needs, and that shows the value and benefits of your project. You also need to define the key takeaways and actions that you want your senior stakeholders to remember and follow up on.

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(Jason) Duc Pham

Senior Manager in Industrial Real Estate | Supply Chain | Logistics
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In my experience, define the purpose is the very first step - it means you need to know exact objective so you can drive presentation to the right place and not get lost. Once you know the objective, it is very important that you define the message you want to deliver (WHAT) to achieve the objective and HOW you deliver it. The message should be something that truly gets attention from audience and can be followed up by clear actions after presentation. The same message can also delivered in different ways and, by understanding your stakeholders (KNOW YOUR AUDIENCE), you'll know how to make it efficiently.

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3 Choose your format

The format of your project presentation depends on the type and amount of information you need to convey, and the communication style and preference of your senior stakeholders. Some senior stakeholders may prefer a formal and structured presentation, with slides, charts, and data. Others may prefer a more informal and interactive presentation, with stories, examples, and questions. You need to consider the following factors when choosing your format: the size and composition of your audience, the time and location of your presentation, the level of detail and complexity of your information, and the tone and style of your delivery.

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4 Use visuals and stories

One of the most effective ways to engage and influence your senior stakeholders is to use visuals and stories in your project presentation. Visuals, such as graphs, diagrams, images, and icons, can help you to simplify and summarize complex or abstract information, to highlight trends and patterns, and to emphasize key points and messages. Stories, such as anecdotes, case studies, scenarios, and testimonials, can help you to illustrate and demonstrate the impact and relevance of your project, to appeal to emotions and values, and to create a connection and rapport with your audience.

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5 Anticipate and address questions

Finally, you need to anticipate and address the questions that your senior stakeholders may have about your project, and to prepare yourself for any challenges or objections they may raise. You can use a SWOT analysis (strengths, weaknesses, opportunities, and threats) to identify the potential risks and opportunities of your project, and to develop contingency plans and mitigation strategies. You can also use a FAQ (frequently asked questions) list to prepare your answers to the most common or expected questions, and to demonstrate your confidence and competence. You should also be ready to handle any unexpected or difficult questions, by listening carefully, acknowledging the concern, and providing a clear and honest response.

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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?

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How do you customize project presentations for senior stakeholders?

1

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3

4

5

6

1 Know your audience

2 Define your purpose

3 Choose your format

4 Use visuals and stories

5 Anticipate and address questions

6 Here’s what else to consider

Senior Stakeholder Management

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How do you customize project presentations for senior stakeholders?

1

2

3

4

5

6

1 Know your audience

2 Define your purpose

3 Choose your format

4 Use visuals and stories

5 Anticipate and address questions

6 Here’s what else to consider

Senior Stakeholder Management

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