Presenting Information to Your Board Members
The experience has been described as more terrifying than entering a lion’s den, more painful than the inquisitor’s thumb-screw, and hotter than a July afternoon in Arizona — but making a presentation to your board of directors doesn’t have to be difficult or frightening. In fact, with preparation and enthusiasm, you can make a professional impression, achieve desired goals, and help your board become better informed and motivated.
Over the years, I’ve watched numerous individuals stumble through illogical and inept board presentations. Why do these confident, educated, professionals fall apart when they have to present to the governing body?
“I feel terribly intimidated by the board,” an unhappy Executive Director confided. “These are the names in our community. They’re powerful money people, movers and shakers. Whenever I stand in front of them I become so nervous I’m not even sure of what I’m saying.”
A handful of Valium isn’t the answer to making calm, informative, and effective presentations to your board of directors. The solution is early planning and practice.
To make your next presentation to your governing board a rousing success, try following these simple steps:
1. Plan your presentation well in advance.
Boards generally meet on a regularly scheduled basis. If you know you’re expected to make a 30-minute presentation a month from now, begin thinking and planning today. What’s the goal of the presentation? Do you want the board to take action? Approve expenditures? Volunteer for a specific task? What kind, and how much statistical data should you present? Are there new members of the board who aren’t familiar with the material you’re presenting? How technical should the information be? Who on the board will support what you have to say? Who will oppose? What’s the most logical way of presenting the information to elicit the response you need? Once you’ve answered these questions, developing an outline for your presentation becomes more clearly defined.
2. Handouts and audio/visual aids can enhance your presentation — but don’t allow them to detract.
Handouts and audio/visual aids are used to reinforce the spoken word. The board members are listening to you, don’t distract and confuse them with reams of paper and non-essential graphics. Keep in mind, when you distribute information to the board before you speak they may be reading it and not listening to you. Handouts should generally be a part of the board “book” or made available following your presentation.
Audio/visual materials should be designed with visually exciting colors and shapes. Written information, projected onto a screen, should be large enough to be easily read from the back of the room. Avoid graphs with hazy lines, charts with hundreds of numbers, and tiny printing that’s impossible to decipher. If you’re going to use audio/visual equipment, make sure you know how it operates. Nothing ruins the continuity of a presentation quicker than trying to clear a jammed slide projector, fumbling with a backward overhead chart, or cussing a temperamental videotape player.
3. Practice your presentation.
Practice is the key to a dynamic, memorable presentation. The time you devote to practice will be rewarded by increased board involvement, enthusiastic and motivated members, and better attendance at meetings. When you rehearse your presentation you’ll be able to expand on important ideas and cut away unnecessary fluff. You’ll probably discover weaknesses in your material, identify ambiguous statements, and eliminate inappropriate technical jargon. Practice will also help you time your presentation to conform to the board’s tight schedule. Most importantly, practice will help you build your confidence. Take the time at home, or in your office, to prepare. Talk it through several times, listen to how it sounds. The more times you go over the presentation the stronger it will become.
4. Questions and Answers.
A question and answer period after your presentation is absolutely essential. It gives your board a chance to ask questions, make comments, and offer suggestions on your ideas. Prepare beforehand for board member questions. Ask your spouse, another staff person or a business associate to pose questions regarding your presentation. A word of warning: if you honestly don’t know the answer to a question, say so, and offer to find out the answer as soon as possible. Don’t try to bluff or “BS” your way through answers, it’s unprofessional and you may do yourself more harm than good.
5. Enthusiasm, humor, and a smile.
Presenting information to the board doesn’t have to be the emotional equivalent of a firing squad, it’s more closely related to the excitement of opening night jitters. No matter how much you prepare, there will be those fluttering butterflies annoying your stomach. Neutralize those feelings by showing enthusiasm for your subject. Stand up straight, use eye contact, speak loud enough for everyone to hear, smile at the members of the board, and if possible use humor in your program. Anecdotes, amusing personal experiences, and related jokes can all add to the rich fabric of your presentation.
Don’t allow yourself to be intimidated by the community leaders serving on your board. These individuals are there to help your organization, they believe in your cause, and they want you to be successful in your efforts. You’re all on the same team, so prepare and practice for your presentation like it was for the big game. You’ll be a winner every time.
Bill J. Harrison, CFRE is the Director of Fund Development for Blood Systems in Scottsdale, Arizona. In this role he coordinates fund raising programs in 18 states. Bill has more than 25 years of fund raising experience. You may reach him at [email protected] or visit his website at http://www.billjharrison.com.