1. Strategies for Successful Presentations
Amy Fix, Siemens PLM Software

2. WELCOME

3. Why we’re here…

4. Key Points Knowing your audience Organizing the flow Making an impact
Using visual aids effectively
Tips for successful delivery
Mastering the Q&A

5. Knowing your audience

6. Who are they? Auditee – staff and management
Senior or Executive Management
Audit Committee
External auditors
Regulatory auditors
Peers within Internal Audit

7. Customization Background Changes in the group’s membership Emotions
Attitudes
Size of the group

8. Background Status Knowledge Experience What do they know about
the topic?
Knowledge
Are they your
peers, subordinates
or superiors?
Status
What experience
do they bring
From current &
prior positions?
Experience

9. Example
You’ve just finished an audit of your company’s Travel & Entertainment processes. Notable exceptions from your testing include:
Trips reimbursed with missing receipts.
Trips reimbursed without proper approval.
Violations of Travel Policy – business class airfare.
How would your presentation vary if your audience was the auditee management vs. the executive team (CEO, CFO, President)?

10. Example
Closing Meeting
Executive Update

11. Possible Solution Closing Meeting Executive Update
Specifics of findings (# of errors, amounts, etc…)
Detail of proposed recommendations (i.e. who will do what/when/how)
Why problem occurred/how recommendation will remediate.
High level circumstances (i.e. overall financial impact, total exceptions, etc…)
Pattern of exceptions (i.e. all from specific area)
Corrective actions taken by management to remediate the problem.

12. Organizing the FLOW

13. Theme Statement Broad Topic Narrow Topic Audience Purpose Intro
Key Point
Intro
Closing
Narrow Topic
Audience
Purpose

14. Example
Continuing with the example of the Travel & Entertainment audit, management has decided to implement your recommendation for a quarterly self-audit of T&E reports. To ensure that all SOX key controls are covered, management would like to use your test template from the recent audit. The Accounts Payable Manager has asked you to do a short presentation at the next staff meeting to review the template and test objectives.
Using the theme statement formula, develop a theme statement for your presentation.

15. Example
Topic
Narrow Topic
Purpose
Audience

16. Possible Solution
Topic
Self-audit of trip reports
Narrow Topic
Use of the key control test template
Purpose
Understand the tests of T&E key controls
Audience
Accounts Payable SOX testers
“This presentation will teach the SOX testers the steps performed to test T&E reports for compliance with key controls.”

17. Other Considerations Introduction Closing Key Point I C Theme
Statement I KP C
Closing
Introduction
Key Point

18. Making an impact

19. Speak vs. Read Develop your presentation as spoken word.
Use shorter sentences
Use simple words
Use catchy words and phrases
Use related ideas to draw attention to them

20. Example
Consider this recommendation from a recent audit report. How could this recommendation be simplified for a presentation to management? 
Recommendation:
HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted .

21. Example
Recommendation: HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted .
Instead of…
Try…

22. Possible Solution
Recommendation: HR should strengthen the security around the files transferred between the company and the third party payroll provider. If an automated, direct interface cannot be implemented between SAP HR and the third party payroll provider, we recommend that HR implement the use of encrypted .
Instead of…
Try…
Strengthen
Improve
Security around the files transferred…
File transfer controls
Automated, direct interface
Direct interface

23. Using Visual aids effectively

24. A picture is worth….
Words
WORDS

25. Finding the right graphic
If you want to visualize…
Try a…
Changes & differences
Bar Chart or Line Chart
Proportions & relationships
Pie Chart
Schedules
Gantt Chart
Process or activity
Flow Chart
Try clip art files or PPT SmartArt to create images that fit your message.

26. Example
You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?
Graphic
Purpose
Bar Chart
Line Graph
Pie Chart
Gantt Chart

27. Possible Solution
You’re responsible for preparing slides for the quarterly Executive Update. How can you use these graphics to reinforce your message?
Graphic
Purpose
Bar Chart
Compare the outstanding recommendations by zone/country/department.
Line Graph
Show the increase/decrease in recommendations for the quarter/zone/country/department.
Pie Chart
Show recommendations by status/rating.
Gantt Chart
Show next quarter’s audit schedule.

28. Example
This bar graph is used to illustrate the breakdown of open corrective actions by zone and by the implementation status.

29. When are these mediums most effective?
Other Considerations
When are these mediums most effective?

30. Successful Delivery

31. Practice makes perfect!
Revise
Reorganize
Increased comfort
Body language
Coordinate visual aids

32. Mastering the q&a

33. Maintain Control Anticipate the possible questions Use facts/details
Maintain eye contact
Use names if possible
Don’t let one person dominate
Don’t speculate

34. Conclusion

35. Putting it together
Theme
Delivery
Visual
Aids
Audience
Impact
Q&A

36. Questions?