How to prepare for any board presentation?

It's a recurring topic while working with executives: board presentations. Either they are members of a board and are at the receiving end of the presentations. Or they prepare presentations themselves or with their teams. To ultimately present for their board. Over the years, I have noticed a lot of time, effort, stress, and frustration is connected to board presentations. Does it really have to be like this?

One of my first coaching clients (an MD in a large corporate) felt often overwhelmed by the amount of work going into preparing the 100+ slide deck. His whole team was overburdened during the preparation. Also, he was nervous and stressed out whether he would have the answers to all the questions. During the board meeting, he was asked questions he prepared for. Sometimes he was asked a question he didn't prepare for. It made him feel an imposter. On top of that, most PowerPoint slides were not even discussed at all. It made him feel frustrated. What a waste of effort. Not only once, no every month or quarter again!

Back then and also now, I am always wondering if all of this is really necessary. How about talking with each other about what's needed? You may free up time and create less stress (for yourself and others). Also, you will be able to make the board presentation much more enjoyable for everyone involved. Including the receivers!

Here are my top tips to making board presentation better:

• Start with a bold thesis: Rather than drowning the board in data, kick off your presentation with a clear, compelling key message that sets the tone and direction. The key message can be around the problem that you are investigating and presenting. It can be around an idea that you are exploring, etc. Avoid dense slides that obscure your key message.

• Adapt to the board's unique audience: Remember, the board is not your CEO. Tailor your presentation to cater to the diverse knowledge levels and backgrounds of board members. Find the right balance between depth and simplicity to keep everyone engaged without oversimplifying.

• Present solutions to problems: Board members want to make decisions or want to hear what you suggest a solution to a problem. Give them insight in your thinking and present options. Make sure you have your recommendations ready. 

• Create fewer PowerPoint slides: You may not be able to abandon slides yet. It depends on the company and the culture. Surely, you can start by having less slides available. Focus on fewer slides and spend the time on crafting and practicing(!) your story. 

• Foster meaningful dialogue: Instead of monologues followed by a cursory "any questions?" at the end, actively seek feedback and input from the board. Solicit relevant questions and concerns to drive productive discussions and gain valuable insights for future decisions.

Back to my former client. I helped him flip the script. During our coaching, he found more ease with the 'not knowing' and started to prepare fewer slides. A time saver for his team, a stress releaser for himself. A while ago, I spoke to him and it was one of the things he clearly remembered from our coaching (12 years ago). He sticked to it during his corporate career and is now guiding others doing the same. Talking impact!