1. SFFMA Volunteer Fire Chiefs Academy

2. 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

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

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

14. 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

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

16. 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

17. Effective Reports

18. 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

19. 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
(Office)
(Cell)