1. Financial Management Institute Workshop Keeping it Interesting

2. Power Point or Paper Small groups versus large Tips still apply Paper – indicate where you are.

3. Keeping it Interesting Individuals have different ways of taking in information. Variety helps to break monotony and add interest Simple rules may help

4. Rule of Three People can only process so much information at once. Limit points to related items Try to limit the number to 2 to 4.

5. Layer Presentations Start with the big picture (forest) Add level of detail (trees) If necessary, proceed to fine detail (branches and twigs)

6. Advantages of Layering Allows senior to set the pace and determine the priorities Sets the context for detailed information Shows how pieces fit into a larger view

7. Example of Layering Section 1: Overall Financial Situation – Bottom Lines Section 2: Overview of Revenue, Expense, Assets and Liabilities Section 3: Detailed Analysis of Revenue, Expense, Assets and Liabilities

8. Layering Surplus/ Deficit Debt/Accumulated Deficit Revenue Revenue by Code/Source Liabilities by Type Expense by Code/Agency Liabilities Expense Assets Assets by Category Layer 1 Layer 2 Layer 3

9. Mix Presentation Styles Three types of people: Verbal people Number people Visual people Mixing styles help reach all three and keeps interest

10. Keep it Simple Use clear but concise language/tables Use lots of white space Focus on the main points

11. Verbal Material While lengthy and complex sentence structures and paragraphing are expected standards and encouraged in academic literature, in the context of most business applications and, especially, in the process of briefing senior officials, such structural constructs may be of limited practical application lest verbosity, complexity, repetition and potential redundancies result in uncertainty and obfuscation of the critical information originally intended to be conveyed, thereby reducing the effectiveness of the briefing effort and, potentially, alienating the very audience with which one is initially intending to communicate to the point that continued interest on the part of that audience may be difficult to re- establish or, indeed, to maintain at any level.

12. Use Bullets Bullets help to: keep it simple; keep it concise; and, organize several related points.

13. Using Numbers Keep tables simple and clean Use round numbers in tables and text Avoid mixing number formats (dollars, percentages, growth rates, etc.)

14. Clean Tables

16. Visual Presentations A picture says a thousand words Keep graphs simple Label clearly

17. Bar charts

18. Clustered Bar Charts

19. Stacked Bars

20. Pie Charts

21. Line Graphs

22. Graphs to Avoid Dual Axes charts Multi-dimensional charts Too many data categories

23. Summary Do not assume deep understanding from your audience Layer presentation focussing on main points in each layer Mix verbal, visual and numeric approaches

24. Financial Management Institute Workshop Applied Techniques

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30. General Revenue Fund 2007-08 Compared to last year: the accumulated deficit is down $641 million; public debt is down $583 million; the operating surplus is up $875 million; and, revenue is up $1.2 billion.

31. GRF Financial Position

32. GRF Public Debt

33. Debt History

34. GRF Operations Highlights Compared to last year: Operating surplus is up $875 million; Revenue is up $1.2 billion; and Operating expense is up $330 million.

35. GRF Revenue and Expense

36. GRF Revenue growth Revenue is up in: Non-renewable resources (up $631 million); Taxation (up $249 million), and; Federal transfers (up $214 million).

37. GRF Revenue Composition

38. GRF Operating Expense

39. GRF Since Budget Since the Budget: revenue is up about $2.0 Billion; expense is up about $1.4 Billion; and the surplus is up almost $0.6 Billion.

40. GRF Comparison to Budget

41. History of Surpluses

42. GRF Revenue Increases Since the Budget, revenue is up in: Non-renewable resources (up $809.7 million); Taxation (up $628.6 million) and, Transfers from the federal government (up $324.1 million

43. Allocation of New Revenue The $1,978 million in revenue increase since the Budget has gone to: Contributions to funds (up $1,197 million); The surplus (or, debt reduction) (up $566 million); and, Other expense increases ( up $215 million).

44. Overview of Statements Revenue is up significantly, leading to: a higher surplus; additional contributions to special funds; reduced debt; and, lower government liabilities.

45. Financial Management Institute Workshop Summary and Overview

46. Overview In this session we have discussed: the context for briefings general rules for briefing senior officials; briefing on financial issues; keeping briefings interesting; and, specific applications of techniques.

47. Context Ministerial accountability Legislated responsibility Role of officials

48. General Rules Understand your audience Respect time pressures Let the audience set priorities Keep it brief Focus on main points Be flexible in time and subject focus

49. Briefing on Financial Issues Keep it simple Focus on big issues Prepare options for problem areas

50. Keeping it Interesting Rule of 3 Layer presentations Mix presentation styles Different charts for different purposes

51. Objectives Context for Briefing Ministers/Senior Officials General Information on Briefing Special Needs in Financial Briefings Tips and Techniques

52. Wrap up Financial information is very important to good management. Not all senior managers have a financial focus. Presenting information well helps managers manage.