SFFMA Volunteer Fire Chiefs Academy

SFFMA Volunteer Fire Chiefs Academy Session 2 Administration Management Presenting to Governing Boards Chief Chris Barron Chief Bruce Woods Manchaca VFD Texas A&M Forest Service

Never Surprise your Boss or Bosses on the Subject of your Presentation Leadership Points to Remember Your presentation should be relevant, simple, and to the point. Your positive attitude and energy and enthusiasm for the subject speaks volumes Avoid death by Power Point Be prepared Critical Responsibility of Chief Officers: Ability to define your purpose Knowing your audience Clarifying Objectives Speaking Confidently Handling the Audience Never Surprise your Boss or Bosses on the Subject of your Presentation

What are the Rules Questions to ask Yourself: Are they well aware of the subject? What prejudices do they have? What is the cultural and political makeup? Know what type of meeting you are presenting at: workshop or formal meeting Address members of the governing board with formal titles Stay with time allocations Keep with the agenda Be prepared Provide materials to the governing board prior to the meeting Point to Ponder: Always wear a uniform with a tie if meeting setting is a formal public event

Consider Details Structure your presentation around three or four main points Keep your tone upbeat and positive Encourage responses at the end your presentation Summarize your request or recommendation in one sentence Always go to the meeting early: know the lay of the land, know how to work the Power Point remote, know how to adjust the microphone, load your presentation on the computer before the meeting Critical responsibility of the Fire Chief is that they are prepared for their presentation Point to ponder: If you need your governing board to take action then tell them clearly what you are requesting from them

Make sure that your presentation ends on a strong point Types of Presentation Structures: Make separate points in a orderly sequence with a summary statement including all your points. Emphasizing one point at the start follow by your supporting information ending with your one point Overlapping Points, points are referred back to or reinforced for emphasis Make sure that your presentation ends on a strong point Do not change the tone of your voice too often; this will make your presentation cheesy

The Three Tell Them Rule Tell them what you are going to tell them Tell them Tell them what you have told them

Do’s and Don’ts Don’ts Do’s Don’t use jargon Don’t use inappropriate language Don’t overwhelm with too much detail Don’t patronize Don’t try to imitate someone else’s style Don’t use Power Point if it is long Do use simple, direct sentences Do use active verbs Do reinforce your points Do use the three tell them rule Do use Power Point if it is short (less than 4-6 slides) Do use easel pads

Using Visual Aids Easel Pads Avoid leaning across the paper as you address points on the easel pad. Have your written points written neatly well before the presentation (large enough to see) Use a pointer so you don’t block the view

Using Visual Aids Power Points Avoid more than 4-6 slides Don’t read from the slide Have the Power Point to stress your key points Do not go crazy with sounds and fly –ins, fade outs, etc. Simple is best

Finishing Strongly As you begin summing up your presentation move in front of any visual aids Stand confidently and deliver your closing sentences authoritatively Pause between your summary and the question –and-answer session

Dealing with Questions Practice answering questions Remain calm whatever the tone or intention of the questioner Address answers to the whole governing body, not just to the questioner

Responding to Unanswerable Questions I don’t know the answer, but I certainly find out for you. I don’t know

Providing Reports to Governing Boards Critical regardless size of fire department to provide reports to your city council or ESD or VFD or County Court of Commissioners

Types of reports Monthly reports Annual reports One-pager reports Budget Reports

Effective Reports Contain key performance measures To the point easy to read Inform the reader of what you do: Accomplishments Statistics: #fire department personnel, response times, area/population served, call types, demographics, prevention/preparedness, key performance measures and stations/apparatus Have reports available to the public

Effective Reports

Summary Inform your Boss or Bosses what the subject matter will be on before the meeting Be Prepared before the meeting You are Representing the entire fire department how you dress and communicate impacts every one in the Department PowerPoint is a great tool just as a chain saw is a great tool BUT not used correctly can be a disaster Be ready for questions and political driven comments Be prepared to be sidetracked, keep the Board focused on your presentation /request Provide effective reports to your governing body and to the public

For More Information Bruce Woods Chief/ Department Head Mitigation and Prevention Department Texas A&M Forest Service 200 Technology Way, Suite 1120 College Station Texas 77845-3424 BWOODS@TFS.TAMU.EDU 979-458-7362 (Office) 936-546-1485 (Cell)