Strategies for Successful Presentations

Amy Fix, Siemens PLM Software

WELCOME

Why we’re here…

Key Points• Knowing your audience• Organizing the flow• Making an impact• Using visual aids effectively• Tips for successful delivery• Mastering the Q&A

KNOWING YOUR AUDIENCE

Who are they?• Auditee – staff and management• Senior or Executive Management• Audit Committee• External auditors• Regulatory auditors• Peers within Internal Audit

Customization• Background• Changes in the

group’s membership• Emotions• Attitudes• Size of the group

Background

What experience do they bring From current & prior positions?

Experience

What do they know about the topic?

Knowledge

Are they your peers, subordinates

or superiors?

Status

ExampleYou’ve just finished an audit of your company’s Travel & Entertainment processes. Notable exceptions from your testing include:

• Trips reimbursed with missing receipts.• Trips reimbursed without proper approval.• Violations of Travel Policy – business class airfare.

How would your presentation vary if your audience was the auditee management vs. the executive team (CEO, CFO, President)?

ExampleClosing Meeting Executive Update

Possible SolutionClosing Meeting Executive Update

Specifics of findings (# of errors, amounts, etc…)

Detail of proposed recommendations (i.e. who will do what/when/how)

Why problem occurred/how recommendation will remediate.

High level circumstances (i.e. overall financial impact, total exceptions, etc…)

Pattern of exceptions (i.e. all from specific area)

Corrective actions taken by management to remediate the problem.

ORGANIZING THE FLOW

Theme StatementAu

dien

ceBroad Topic

Narrow Topic

Purpose

Key Point

Intro

Key Point

Key Point

Closing

ExampleContinuing with the example of the Travel & Entertainment audit, management has decided to implement your recommendation for a quarterly self-audit of T&E reports. To ensure that all SOX key controls are covered, management would like to use your test template from the recent audit. The Accounts Payable Manager has asked you to do a short presentation at the next staff meeting to review the template and test objectives.

Using the theme statement formula, develop a theme statement for your presentation.

ExampleTopic

Narrow Topic

Purpose

Audience

Possible SolutionTopic Self-audit of trip reportsNarrow Topic Use of the key control test template

Purpose Understand the tests of T&E key controls

Audience Accounts Payable SOX testers

“This presentation will teach the SOX testers the steps performed to test T&E reports for

compliance with key controls.”

Other Considerations

ThemeStatement

I

KP

KP

KP

CClosing

Introduction

Key Point

Key Point

Key Point

MAKING AN IMPACT

Speak vs. ReadDevelop your presentation as spoken word.

Use shorter sentences Use simple words Use catchy words and phrases Use related ideas to draw attention to them

ExampleConsider this recommendation from a recent audit report. How could this recommendation be simplified for a presentation to management? 

Recommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.

ExampleRecommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.

Instead of… Try…

Possible SolutionRecommendation:HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted email.

Instead of… Try…Strengthen ImproveSecurity around the files transferred…

File transfer controls

Automated, direct interface

Direct interface

USING VISUAL AIDS EFFECTIVELY

A picture is worth….

WordsWORDSWords

WORDSWordsWORDS

Finding the right graphicIf you want to visualize… Try a…Changes & differences Bar Chart or Line ChartProportions & relationships Pie ChartSchedules Gantt ChartProcess or activity Flow Chart

Try clip art files or PPT SmartArt to create images that fit your message.

Example

Graphic PurposeBar ChartLine GraphPie ChartGantt Chart

You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?

Possible Solution

Graphic PurposeBar Chart Compare the outstanding recommendations by

zone/country/department.Line Graph Show the increase/decrease in recommendations

for the quarter/zone/country/department.Pie Chart Show recommendations by status/rating.Gantt Chart Show next quarter’s audit schedule.

You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?

Example

This bar graph is used to illustrate the breakdown of open corrective actions by zone and by the implementation status.

Other Considerations

When are these

mediums most

effective?

SUCCESSFUL DELIVERY

Practice makes perfect!• Revise• Reorganize• Increased

comfort• Body language• Coordinate

visual aids

MASTERING THE Q&A

Maintain Control• Anticipate the possible questions• Use facts/details • Maintain eye contact• Use names if possible• Don’t let one person dominate• Don’t speculate

CONCLUSION

Putting it together

Theme

DeliveryVisual

Aids

Audience Impact

Q&A

QUESTIONS?