CHAPTER 10

PRESENTATION OF ENGAGEMENT REPORTS

WHY CONSULTANTS HAVE DIFFICULTY PRESENTING RESULTS

(1) Presentations involve hard work

(2) Presenting results involves risks
(3) Effective communication is not a well-developed skill area for many consultants

TWO POINTS A CONSULTANT MUST ADDRESS BEFORE MAKING A PRESENTATION

 What to say
 How to say it

FACTORS TO CONSIDER IN CHOOSING A PRESENTATION METHOD

1. Purpose of the engagement (to inform, persuade, document, produce a result or product,
etc.)
2. Contractual requirements or other commitments the consultant may have made regarding
reports, briefings, demonstrations, etc.
3. Time the consultant has available to prepare
4. Size of the budget for the project
5. Type of presentation that best fits the personality of the client
6. Logistics, that is, whether the presentation must be made to one person, to several people
in different cities, etc.

WRITTEN PRESENTATION

This is the classical method of presenting. Unfortunately, written presentations are often the
most costly and least effective method of conveying results.

1. Formal Reports
- represent classic styles of presentation.

- guidelines for structuring formal reports:

 Executive summary
 Project background
 Objectives and scope
 Engagement methodology
 Analysis and synthesis
 Findings and conclusions
 Recommendations
 Expected benefits
 Implementation guide
 Appendices
 2. Informal Letters and Memoranda
- often used with clients who require written reports but are able to do
without formality
3. Discussion outlines

- this form consists of skeletal statements that assist in conveying

information to the client

4. Graphic summaries
- combines highlighted wording with graphic symbols in order to convey
information quickly and clearly
5. Charts, Diagrams, Layouts, and Matrix Arrays
- Charts or diagrams constitute the entire written presentation
- Flowcharts of various types may represent a complete work product
for the consultant
- Matrix arrays can be particularly useful for conveying alternatives and
recommended actions to clients
6. Prospectuses and Manuals
- these represent both the work product and the presentation of results
and are usually accompanied by a brief transmittal letter

PLANNING AND DEVELOPING WRITTEN MATERIAL

 Wordsmithing - the art of saying things properly and effectively; it touches on

grammar, style, and construction
 Enhancing readability
1. Write short reports if possible
2. Arrange the material for emphasis
3. Avoid long, complex paragraphs and sentences
4. Avoid jargon, slang, and unnecessary technical terms
5. Use the active voice and direct, descriptive words rather than euphemisms
6. Use pictures, graphs, and charts whenever appropriate
7. Use numbers selectively
 Techniques for Presenting Written Reports
1. Send the report by mail or messenger
2. Hand deliver the report and discuss it with the client
3. Have a brief presentation then distribute the report
 In-Person Presentations (Important considerations)
1. Length of time for the presentation
2. Timing
3. Size of the audience
4. Composition of the audience
5. Atmosphere
6. Dress