Preparing Powerful Board Papers (PowerPoint PPTX Slide Deck)

BENEFITS OF DOCUMENT

1. A three-step process for creating your next powerful board report
2. 24 case studies for the most common board paper types
3. Checklists to help you both think through your logic and manage your stakeholders

DESCRIPTION

This product (Preparing Powerful Board Papers) is a 56-slide PPT PowerPoint presentation slide deck (PPTX), which you can download immediately upon purchase.

Writing board papers is a challenging task often completed under pressure: pressure to submit a report on time (any report!) and pressure to do yourself and your position justice.

The challenge is further complicated when we are too familiar with the content – and potentially too intimidated by the Board – to fully recognise what they need from us.

The Board's needs are superficially simple: robust messaging conveyed so that an insight-hungry, time-poor group of people can come to terms with the content quickly. This is, however, difficult to achieve any time but particularly under pressure.

Having helped executives at hundreds of companies prepare board reports over the past 25+ years, I have come to firmly believe that structured thinking techniques provide the best results.

I have distilled this experience into providing you with a three-step process as well as 24 case studies to help guide your own board paper preparation.

This pack will help you clarify and present your report to your Board by helping you do three things:

•  UNDERSTAND YOUR BOARD'S REQUIREMENTS. Do you know what you really need from them now, and in the future regarding your issue? Who are the most critical people on the Board in relation to your issue?

•  SYNTHESISE YOUR MESSAGE CLEARLY AND CONCISELY. Learn the basics of structured thinking and then see it applied to 24 case studies covering six common types of board report: alerts, business cases, change stories, compliance stories, options stories and updates.

•  CONVERT YOUR MESSAGING INTO AN EFFECTIVE BOARD REPORT. You will often need to use a template, so I offer an extra case study three ways. A one-page message map, an annotated overview for a PowerPoint and a Word version of a Board Report (in a basic template).

This deck was prepared by Davina Stanley of Clarity First. Davina specialises in helping executives get to the point, using the Pyramid Principle. She learned the techniques at McKinsey. Barbara Minto reviewed and approved her training in 2009 and she has used them to help executives globally ever since.

I wish you all the very best in preparing your next powerful board report.

Source: Best Practices in Board of Directors, Corporate Board PowerPoint Slides: Preparing Powerful Board Papers PowerPoint (PPTX) Presentation Slide Deck, Clarity First

PPT SLIDE DEEP DIVES

Framework for Structuring Strategic Recommendations

This PPT slide presents 5 deductive patterns designed to aid in structuring recommendations effectively. Each pattern is labeled and accompanied by a brief directive, illustrating how to approach various scenarios in decision-making.

The first pattern, "GOLDEN," suggests actions to capture opportunities. It emphasizes the attractiveness of a specific opportunity and directs the audience to take action by doing "X" to seize it. This sets a proactive tone for identifying and leveraging potential gains.

Next, the "OH DEAR" pattern focuses on problem-solving. It highlights the importance of addressing a significant issue, labeled as "Problem Y." The recommendation here is straightforward: by doing "X," the problem can be resolved. This approach underscores the necessity of prioritizing issues that matter.

The "THIS OR THAT" pattern presents a comparative analysis, suggesting that one option is superior for solving a particular problem. It encourages exploration of alternatives, ultimately guiding the audience to choose "X" as the best solution. This pattern is particularly useful for situations requiring critical evaluation of multiple paths.

The "TOP UP" pattern stresses the need for additional resources or efforts to achieve success. It indicates that success hinges on doing "X," which implies a need for enhancement or reinforcement of current strategies.

Lastly, the "CHANGE TACK" pattern calls for a strategic pivot. It acknowledges progress, but indicates that a change is necessary to reach desired outcomes. The recommendation to "make a change" serves as a reminder that adaptability is crucial in dynamic environments.

Overall, these patterns provide a structured framework for decision-making, making it easier for executives to formulate actionable recommendations based on varying circumstances.

Structuring Recommendations for Effective Decision-Making

This PPT slide emphasizes the importance of using hybrid structures to effectively compartmentalize recommendations. It suggests a systematic approach to presenting information, allowing for a clear and organized delivery of ideas. The main premise is that a grouping structure, paired with supporting deductive frameworks, can enhance the reasoning behind each option, action, or priority presented.

The slide outlines a structured method for constructing a narrative. It starts with a simple introduction that sets the stage for the discussion. The key elements highlighted include defining the "What," "Why," and the audience's question, which is essentially, "What do you recommend?" This framework helps to establish context and rationale for the recommendations being made.

The visual representation on the right illustrates how to break down the recommendation into actionable components. Each option is linked to specific actions and reasons, providing clarity on the decision-making process. This not only aids in understanding, but also facilitates engagement from the audience, as it addresses potential questions they may have regarding the rationale behind each choice.

By utilizing this hybrid structure, presenters can ensure that their recommendations are not only compelling, but also logically sound. The slide serves as a guide for executives looking to refine their presentation skills, particularly in high-stakes environments such as board meetings. The approach encourages a thorough exploration of options while maintaining a focus on actionable outcomes.

Operational Shortcomings of Tiger Beer Compared to Peers

This PPT slide presents a critical analysis of Tiger Beer’s operational shortcomings compared to its industry peers. It outlines 3 specific areas where the company is underperforming: distribution costs, production costs, and marketing efforts.

In the distribution segment, Tiger Beer faces a significant challenge, with costs reported to be 40% higher than those of industry leaders. The slide references competitors, such as Giraffe Co and Zebra Co, which have notably lower distribution expenses, indicating a potential inefficiency in Tiger Beer’s logistics and supply chain management.

The production costs are also highlighted as a concern, being at least 30% higher than those of leading companies. This suggests that Tiger Beer may be facing issues related to production efficiency or scale. The examples provided, including Giraffe Co and Zebra Co, further illustrate how competitors manage to maintain lower production costs, potentially through better resource management or advanced manufacturing techniques.

Finally, the marketing efforts of Tiger Beer are described as lagging behind as well. The slide notes that Giraffe Co spends twice as much on marketing and has a significantly larger team, while Zebra Co also invests heavily despite its smaller size. This raises questions about Tiger Beer’s marketing strategy and its effectiveness in reaching target audiences.

Overall, this slide serves as a wake-up call for Tiger Beer’s management, emphasizing the need for a thorough review of their operational strategies in these key areas to enhance performance and regain market positioning.

Evaluating Logical Structure in Board Presentations

This PPT slide presents a framework for evaluating the logical structure of a presentation or document, particularly in the context of board papers. At the top, a central question prompts the audience to consider whether the overall structure is logically sound. This is crucial for ensuring that the main message is effectively communicated.

The slide features a top-down question-and-answer flow, emphasizing the importance of consistency and tightness in the argumentation. It poses 3 fundamental questions: How? Why? What? These questions guide the audience in assessing whether the content logically progresses and supports the main message.

Beneath this, the slide illustrates a hierarchical structure where the main message is supported by various ideas. Each idea is expected to synthesize or summarize the concepts that follow, reinforcing the clarity and coherence of the presentation. This is critical for maintaining audience engagement and ensuring that key points are easily digestible.

The slide also includes a checklist of criteria to evaluate the ideas presented. It asks whether the ideas are arranged in a logical order and whether they maintain a consistent level of abstraction. This ensures that the audience can follow the argument without confusion, which is vital in high-stakes environments like board meetings.

Overall, this slide serves as a practical tool for executives looking to enhance the clarity and effectiveness of their communications. By adhering to these guidelines, one can ensure that their presentations are not only informative, but also compelling and easy to follow.

Addressing Unprecedented Customer Complaint Levels

This PPT slide outlines a critical focus for the upcoming week, emphasizing the need to address a significant increase in customer complaints. The content is structured to provide clarity on the issue at hand, the current challenges faced, and the proposed actions to mitigate the situation.

The introduction highlights the urgency of the matter, indicating that last week saw an unusual spike in complaints, particularly from major clients. This signals a potential risk to customer satisfaction and retention, which is vital for the business's ongoing success. The slide notes that the complaints are of a type not previously encountered, suggesting a unique or systemic issue that requires immediate attention.

Acknowledging the problem, the slide also candidly states that there are no immediate solutions available. This transparency is crucial for setting realistic expectations among stakeholders. It mentions the establishment of a new complaints team, which, while a positive step, is still in its early stages and may lack the experience needed to handle such a sudden influx of issues.

To address these challenges, the slide outlines a proactive approach for the week. It specifies that the IT team will investigate the root causes, while the Sales team will focus on maintaining customer relationships during this turbulent time. The Operations team is also mentioned as a key player in ensuring that any necessary upgrades or fixes are implemented smoothly.

Overall, this slide serves as a clear call to action, emphasizing the importance of collaboration across departments to resolve customer complaints effectively and restore confidence among clients.

Strategic Budget Decision for Regulatory Compliance

This PPT slide presents a strategic evaluation concerning the transition of 105 legacy reports into a new case system, emphasizing the need for a decision on budget allocation. The text indicates that meeting regulatory requirements necessitates completing this transition by the end of the financial year. Updated estimates suggest that the total cost for this transition will be around $2 million, which is significantly higher than the original budget.

The slide outlines 2 primary options for the executive team: either to allocate an additional $1.2 million to $2 million over the next 2 years or to renegotiate the requirements with the regulator. The urgency of the decision is underscored by the fact that despite extensive budget reviews, the transition of all reports within the agreed budget is not feasible.

Specific recommendations are provided, including the potential for full delivery in the current fiscal year or a phased approach that spreads costs over 2 years. There’s also a mention of renegotiating with the regulator, which could involve accepting a reduced number of reports for the current budget or seeking extensions.

The slide effectively communicates the critical nature of the decision at hand, highlighting the trade-offs involved in either pursuing additional funding or negotiating with regulatory bodies. It invites input on how to proceed, making it clear that strategic guidance is needed to navigate these complexities. This content is essential for stakeholders who must weigh the financial implications against compliance requirements.

Strategic Decisions for Legacy Report Completion

This PPT slide presents a structured overview of the challenges and decisions regarding the completion of 105 regulatory reports within a specified budget. It begins with a title indicating the critical nature of the decision-making process related to legacy reports, emphasizing the urgency and importance of the task at hand. The initial section outlines the constraints faced, noting that despite thorough budget assessments, the team cannot deliver all reports within the agreed $2 million budget for the fiscal year. This sets a clear context for the subsequent discussions.

The slide then transitions into options for addressing the budget shortfall. Two primary options are laid out for consideration. The first option suggests spending an additional $1.2 million to $2 million over the next 2 years, with specific references to the allocation of funds across different reporting periods. The second option proposes renegotiating the scope of work with the regulator, indicating a potential for flexibility in project timelines and deliverables.

Further down, the slide highlights the need to make 4 key decisions. These include increasing funding, budgeting additional resources for the project, and determining how to engage with the regulator regarding the prioritization of reports. The clarity of the decision-making framework is crucial for stakeholders, as it outlines the strategic choices available and the implications of each.

Overall, this slide serves as a critical tool for guiding discussions among executives about resource allocation and regulatory compliance, providing a clear path forward in a complex situation.

Framework for Communicating Compliance Narratives

This PPT slide outlines common patterns for communicating compliance stories, structured into 4 distinct sections labeled A through D. Each section follows a similar format, emphasizing the importance of regular status reporting in compliance contexts.

Section A, titled "Compliance – All is Well," suggests a positive compliance status. It prompts the audience to consider their compliance reasons, with 2 reasons provided for why compliance is being met. This section implies a straightforward acknowledgment of compliance, focusing on the need for transparency in reporting.

Section B, "Compliance – Top Up," shifts the narrative to a more proactive stance. Here, the message indicates that while compliance requirements are understood, there is a recognition that steps must be taken to meet them. The audience is asked to reflect on their compliance status, with a clear directive to take action, suggesting a more urgent need for improvement.

In Section C, "Compliance – Nike," the focus is on enhancing compliance. The audience is encouraged to think about how they can improve their compliance status, with 3 actionable steps listed. This section highlights a commitment to not just maintaining, but actively improving compliance.

Finally, Section D, "Compliance – Change Tack," indicates a need for a strategic shift in approach. It acknowledges that while some compliance requirements are met, there is a need to do more. This section suggests a dual focus on recognizing current compliance levels and identifying additional steps necessary for improvement.

Overall, the slide effectively communicates a structured approach to compliance narratives, encouraging organizations to assess their current status and take actionable steps toward improvement. Each section builds on the previous one, guiding the audience through a logical progression of compliance awareness and action.