presenting difficult/complex information clearly
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2011 PASBO Conference. Presenting Difficult/Complex Information Clearly. Stan H. Wisler, CFO Montgomery County Intermediate Unit March 16, 2011. Introduction. Purpose Topics Outcome. Purpose of this Session. Increase your credibility Build trust Change in thinking - PowerPoint PPT PresentationTRANSCRIPT
Presenting Difficult/Complex Information Clearly
2011 PASBO Conference
Stan H. Wisler, CFOMontgomery County Intermediate UnitMarch 16, 2011
Purpose of this Session
Increase your credibility Build trust Change in thinking Make a difference – foster results
Basic Topics for Discussion Today Review communication basics Using Word, Excel, PowerPoint Presentation tips
Intended Outcome
Think differently when presenting information
Build trust and credibility with constituents, colleagues, and staff
Topics
Communication BasicsUsing the ToolsPresenting the Package
Communication Basics
Setting the Stage
Communication Basics
Remember, it’s not just what you say that matters - how you say it has an impact as
well
Communication basics - The message
7% = __________38% = __________55% = __________
93% of message is _____________________
Communication basics-The message
7% = words38% = voice55% = body language
93% of message is body language & tone of voice
Goes for all presentation methods not just oral presentations
7% - words you choose38% - tone of your message55% - way it is presented
Communication basics
What’s the goal – start with the end in mind
Keep it simple Use language carefully
Avoid jargon Avoid acronyms Avoid red flag words Avoid overly complex words
Communication Basics
Don’t present to impress – check your ego at the door
Present for understanding Transparency is golden Goal is to build trust and credibility
Communicating with Credibility 15 – 20% dedication 15 – 20% expertise 15 – 20% openness 50% caring
Caring and empathy dominate
Communicating with CredibilityThe Gender Gap
Characteristic Men WomenCaring & EmpatheticOpen & HonestDedicated & CommittedExpert & Competent
Communicating with CredibilityThe Gender Gap
Characteristic Men WomenCaring & EmpatheticOpen & HonestDedicated & CommittedExpert & Competent
Score: 20 80
Why Spend Time on This?The Changing Landscape
Access to Information Lack of Trust Difficult Decisions Increased Complexity
Presentation Objectives
Influence and gain buy-in Inspire and motivate Inform or educate
May be a mix of the above
Presentation Objectives
Help community understand Assist with decision making Maintain/develop sense of
transparency Increased accountability
Keep in Mind
People remember:
▪ 20% of what they hear▪ 30% of what they see▪ 50% of what they see and hear
PowerPoint can be an effective tool PowerPoint forces you to think about
how you organize your material
First Steps
Must agree with premise that helping others understand the issues and rationale is a good thing
Put yourself in the audience’s shoes Be willing to put yourself out there Boil the subject matter down to its
basic components
Downsides
May not agree with your decisions
Can’t hide – transparency
Your perceived importance/expertise
Who’s Your Audience?
Will help determine the format of your information, e.g. PowerPoint, Excel spreadsheet, hard copy document
What is the Goal
What do you want them to do?
Agree with your decision? Help them make an informed
decision? Relay the information to other
stakeholders? Something else?
Answering these questions will help to focus your approach
Assistance with Decision Making Take time to:
Research Organize Frame the information (perspective)
Review the impact of the decision Help them understand the context Present the options and the rationale
for the one being recommended
Using the Tools
WordExcelPowerPoint
Word Document
Make the recommendation Provide the background Detail the process Provide the supporting detail
Word Document
Keep it short and simple Organize into paragraphs Insert charts Use bulleted lists
PowerPoint Tips
Limit # of words on one page (7 X 7 rule)
Use color (tasteful and business like) Use clip art (appropriate and
pleasing) Organize the subject matter/avoid
clutter Limit the use of
humor/animation/sound Include graphs and charts Provide handouts
PowerPoint Tips
Your content should be center stage – not the PowerPoint itself – it is a tool to help you emphasize your points – not the focal point
It can help you to: Be concise Be interesting Be prepared
PowerPoint Slide – School Budgets Legal Requirements: School budgets are prepared in
accordance with generally accepted accounting principles, and accounting during the year must also meet these standards. Budgets must be approved by June 30 for the fiscal year beginning July 1, and ending June 30 the subsequent year. Expenditures cannot exceed the budget by function and object during the fiscal year without board approval, and actual total expenditures may not exceed the total budgeted expenditures for the year. Budgetary transfers are presented for the board’s consideration no sooner than 90 days after the start of the fiscal year. An annual audit by a CPA is required at year end and single audit requirements must be met. State compliance audits are also performed every two years.
School Budgets – Legal Requirements
Required for General Fund Generally Accepted Accounting
Principals (GAAP) Approved by June 30 Fiscal year – July 1 through June 30 Board approved budget transfers Cannot exceed total budget
School Budgets – Legal Requirements
Annual Local Audit Auditing firm – district appointed Single Audit requirements State compliance audit – every 2
years
Tips for Excel Spreadsheets Include only critical and important
information Limit the # of columns and rows Keep it clear and concise Illustrate your point with a graph
Tips for Excel Charts
Ask yourself these basic questions:
What am I trying to show? What conclusion do I want them to
make? Is a spreadsheet the best way to
display the info?
Excel Spreadsheet2008 09-10 2010-11 2010-11 11-12 vs budget
Actual Actual Budget Estimated Budget estimated change
Employee Salaries - admin support 203497 200167 212627 220001 220267 0.1% 3.59%
Employee Salaries - support staff 76235 68036 71737 74484 83276 11.8% 16.1%
Medical Insurance 23043 31085 35687 35000 38500 0.1 7.9%
Dental Insurance 1913 2102 2652 2300 2415 0.05 -9%
Life Insurance 1579 42 900 372 400 7.527% -55.556%
Income Protection Insurance 2277 2345 3510 3510 3685 4.986% 5%
Other Group Insurance 2271 8341 10000 9100 10000 9.890% 0.0%
Social Security 16598 19317 17400 18000 20847 16% 19.8%
Employer Retirement 10239 11152 13706 13811 19608 42% 43%
Tuition 169 0 550 550 550 0% 0.0%
Unemployment Compensation 229 343 300 0 350 #DIV/0! 16.7%
Worker's Compensation 2522 2428 2843 2944 3035 3.09% 7%
Purchased Administrative Svcs 0 0 300 275 300 9.09% 0.0%
Other Professional Services 1809 108 1950 1800 1950 8.33% 0.0%
Purchased Property Serv 1391 5048 4600 5100 5250 0.029412 14%
Excel Spreadsheet - revised
Object 2008-09 2009-10 2010-11 2010-11 2011-12 % incr/decr % incr/decrCode Account Description Actual Actual Budget Estimated Proposed est vs bud bud vs bud
100 Employee Salaries - Business Office $ 279,732 $ 268,203 $ 284,364 $ 294,485 $ 303,543 11.9% 19.7%200 Employee Benefits $ 60,840 $ 77,155 $ 87,548 $ 85,587 $ 99,390 11.8% 34.7%300 Purchased Professional Services $ 1,809 $ 108 $ 2,250 $ 2,075 $ 2,250 17.4% 0.0%400 Purchased Property Services $ 1,391 $ 5,048 $ 4,600 $ 5,100 $ 5,250 2.9% 14.1%
The Whole PackageSome basic guidelines and dos and don’ts
What to do:
Use the appropriate tool Start with the end in mind State your objective up front Provide info on all sides of the issue -
balanced
Ask someone to review your material
Remember:You can’t “sell” it outside if
you can’t “sell” it inside
What not to do:
Don’t use charts full of numbers Don’t use narrative full of words Avoid glitzy documents that look like
a sales pitch
Summary & DiscussionWrap Up
Remember . . .
Credibility is earned Not hard work alone Sincerity and honesty = earned trust
Be honest – if you don’t know the answer, say so
Questions/Comments
Do you agree with these concepts? Sharing of your ideas and
experiences What are you committed to doing as
a result of this presentation?
Thank you for your attention!
Contact Information:Stan H. Wisler, CFO
Montgomery County Intermediate Unit1605 W. Main Street
Norristown, PA [email protected]
610.755.9304