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How do you develop and deliver clear and persuasive project presentations or reports?

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Project presentations and reports are essential communication tools for any project manager. They help you share your progress, challenges, solutions, and recommendations with your stakeholders, clients, or team members. However, creating and delivering effective project presentations and reports is not always easy. You need to consider your audience, your purpose, your message, and your delivery style. In this article, we will discuss some tips and strategies on how to develop and deliver clear and persuasive project presentations and reports.

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1 Know your audience

The first step in developing and delivering a successful project presentation or report is to know your audience. Who are they? What are their needs, expectations, and interests? What are their levels of knowledge and expertise on the topic? How will they use or benefit from your presentation or report? Knowing your audience will help you tailor your content, tone, format, and style to suit their preferences and goals. It will also help you anticipate and address any questions, objections, or feedback they may have.

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2 Define your purpose

The second step in developing and delivering a successful project presentation or report is to define your purpose. What are you trying to achieve with your presentation or report? What are the main points or messages you want to convey? What are the actions or outcomes you want to inspire or influence? Defining your purpose will help you structure your presentation or report logically and coherently. It will also help you focus on the most relevant and important information and avoid unnecessary or distracting details.

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3 Craft your message

The third step in developing and delivering a successful project presentation or report is to craft your message. How will you present your information in a clear, concise, and compelling way? How will you support your points with evidence, examples, or data? How will you use language, visuals, or stories to engage your audience and persuade them of your ideas or recommendations? Crafting your message will help you communicate your value proposition, highlight your achievements or challenges, and demonstrate your credibility and authority.

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Cari Simmons

Empowering Employees Through Strategic Communications |
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Something important to remember when delivering with visuals, whether a PowerPoint slide or an infographic, is to ensure the visual is a tool to help you tell the story, not a distraction. As soon as you place the visual on the screen, the audience will immediately start to tune out your verbal words and focus on the visual, especially if there is a lot of text to focus on. Ensure that it is part of a broader narrative where you need your verbal message to shape the visual. If your visual tells the story on its own without your talk track, it should be shared pre or post meeting as a supplement.

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4 Choose your format

The fourth step in developing and delivering a successful project presentation or report is to choose your format. How will you deliver your presentation or report? Will it be live or recorded, oral or written, formal or informal, interactive or passive? How long will it be? What tools or media will you use? Choosing your format will help you optimize your presentation or report for the delivery channel and the audience's attention span and learning style. It will also help you plan and prepare your materials and resources accordingly.

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Grace Hasler

Agriculturalist | Initiator | Adapter | All views are uniquely, charismatically, and authentically my own.
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When formatting a message, I always use the Rule of 3. The number three is what Forbes calls "the most persuasive number in communications" because it increases engagement in an audience and allows for greater short term retention. Plus, as you're developing your key points it helps to narrow down a broader topic to it's most important features and allows you to be impactful, memorable, and concise. Source: https://www.forbes.com/sites/carminegallo/2012/07/02/thomas-jefferson-steve-jobs-and-the-rule-of-3/?sh=876007619622

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5 Practice your delivery

The fifth step in developing and delivering a successful project presentation or report is to practice your delivery. How will you present yourself confidently and professionally? How will you use your voice, body language, and eye contact to enhance your message and connect with your audience? How will you handle any technical issues, interruptions, or questions that may arise? Practicing your delivery will help you polish your performance, overcome your nervousness, and adapt to any situation.

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Dr Christopher D. Lewis

Associate Professor (Educational Leadership) | Director of Education | Office For Students Lead Assessor | Academic Consultant | Arts | Opinions My Own
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Practice don't rehearse a presentation. Remember that it is okay to stop during a run through, to edit, to change - this is the right thing to do and will enhance the final presentation. Recording your practice run allows you to go back and edit your script/PPTs afterwards. Once you are more confident, have a run through and most importantly, ask for feedback.

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6 Seek feedback

The sixth and final step in developing and delivering a successful project presentation or report is to seek feedback. How will you measure the effectiveness of your presentation or report? How will you collect and analyze the feedback from your audience, clients, or team members? How will you use the feedback to improve your communication skills and project outcomes? Seeking feedback will help you evaluate your strengths and weaknesses, identify areas for improvement, and celebrate your achievements.

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7 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 develop and deliver clear and persuasive project presentations or reports?

1

2

3

4

5

6

7

1 Know your audience

2 Define your purpose

3 Craft your message

4 Choose your format

5 Practice your delivery

6 Seek feedback

7 Here’s what else to consider

Communication

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How do you develop and deliver clear and persuasive project presentations or reports?

1

2

3

4

5

6

7

1 Know your audience

2 Define your purpose

3 Craft your message

4 Choose your format

5 Practice your delivery

6 Seek feedback

7 Here’s what else to consider

Communication

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