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How to Give a Presentation to Senior Management & Executives (+ Expert Tips)

Do you have a big presentation to the C-Suite coming up? Use these executive presentation tips to deliver an attention-getting presentation. Keeps top execs engaged and interested.

It happens. You prep all night for an executive presentation, then it doesn't go as smoothly as it did in your head. It's not flowing, and you feel like your audience is kind of bored. 

To prevent your audience from saying " thank you; next ," you'll need to  up your presentation game.

This tutorial will show you how to present a presentation to senior management so you can keep their attention. You'll also see some of the best executive presentation formats and management presentation samples from Envato Elements and GraphicRiver. 

Best PowerPoint Executive Presentation Templates (With Unlimited Use)

A good place to find  executive PowerPoint presentation templates is Envato Elements. They've got a great offer to take advantage of today. Download as many management presentation templates as you want for one low price.  

For a head start with designing your slides, check out the  executive presentation templates  on Envato Elements. 

For well-designed executive slide decks that grab and hold your audience's attention, turn to Envato Elements. 

Here are some of the PowerPoint templates for executive presentations:

Envato Elements is great if you need a range of template designs for several executive presentations. But,  if you need a single template for one-off use, then check out the affordable  business PowerPoint templates  on GraphicRiver.  These popular templates for executive presentations will help you create eye-catching management presentations. And at a price that suits your budget.

If you're preparing an executive presentation in PPT, you want it to be the best it can be. Read on for tips on presenting to senior management and other executives.

15+ Tips for Better Executive Presentations (+ Expert Advice)

Are you planning on presenting recommendations to senior management? Use the following tips to create more effective executive presentations:  

1. Research Your Audience

When preparing for a presentation to senior management, a little research goes a long way. A good place to start is LinkedIn. Because it's business-oriented, LinkedIn can help you find the interests and background of the executives you'll be presenting to . You may be presenting to a group, but they're all individuals with different roles and focuses. 

For example, when presenting recommendations to senior management, know that the data you'll present to the CFO might not interest the CMO, and vice versa. Some people might be passionate about a particular topic or turned off by it. And some of your recommendations may have bigger implications for some departments than others.  Researching your audience as individuals helps you tailor your executive presentation to them.

Author and public speaker Pamela Hilliard Owens suggests:

"After you have been awarded the presentation opportunity, take the time to visit the company’s website and research the bios of each person who will be in your audience. Pay particular attention to the person’s title and position in the company as well as to what is important to them. If possible, try to get to know the person by name and title so that you can address them and/or their top issues or concerns as you prepare and present your topic."

"There’s no excuse to skip audience research.  It only takes one or two targeted examples to turn your presentation into a personal experience. Leverage the hobbies and interests of your audience to select examples which support your message."

2. Research the Niche

Sometimes it's as important to understand the niche you're presenting in as the audience. Mitch Mitchell, President and CEO of T.T. Mitchell Consulting , says:

"Audience research is important if you're addressing people with certain skills that might be out of the norm. For instance, if you're addressing an audience of nurses and medical people, it helps to know something in regards to how they work and what they deal with. The same goes for teachers. Depending on the presentation, I might not do audience research for most industries, but I might do market research on the topic so the presentation would be pertinent."

3. Prime the Audience

Andy Crestodina, Co-founder and Chief Marketing Officer of Orbit Media Studios , who gives 100+ presentations a year, says prepping your audience in advance is a good way to ensure your presentation is well-received:

"The key to a great presentation is to prime the audience. Make sure everyone knows the point of the presentation. State the goal of the meeting up front, in the meeting invite and on the first slide.  Make sure each point is concise. If you’re using a deck, limit it to only one idea per slide.  Never read slides. They’re there to support you, not replace you.  If there are deeper details, keep them in your back pocket (often at the end of a deck) and be ready to show them if necessary.  If there are likely dissenters, discuss things with them prior to the presentation. If you get surprising, negative feedback during a presentation, you likely didn’t prep that person well enough in advance!"

4. Tailor Your Presentation to Your Audience

Research your audience and niche. Then use that information to create a stellar presentation that meets their needs. Author, speaker and trainer Amma Marfo says:

"The key for clear communication with senior management is speaking in a language that they understand. So, as an expert on the topic at hand, consider filtering it through their lens. Are they primed to be moved by strong statistics? Make sure that you have quantitative proof of impact. If they’re convinced a given issue doesn’t exist? Come prepared with testimonials from impacted parties. Take note of not just what you want to share, but how they want to hear it."

"When I prepare to present to a company or organization, I make sure to spend time with organizers going over the context in which I’ll be speaking. What organizational issues might impact how people hear me when I arrive? How might people feel about this topic, and will it be an uphill climb for me to educate them on this? Without that context, I may be successful in delivering a talk, but I’ll have no idea if I can be impactful."

5. Project Confidence

When presenting data to executives, how you appear is almost as important as the data itself. That's why it's good to project the right body language . If you slouch, seem stressed, and don't look at your audience, then you'll wind up alienating them. Your presentation will seem boring, even if it really isn't.

But, when you look confident, have a relaxed demeanor, and make eye contact, it makes your audience more interested in what you've got to say. Check out our article on the importance of body language in presentations for more tips on using body language to win over your audience.

Nicole Fende has two unusual, but attention-getting, tips for projecting confidence as a presenter, by using lightsabers (yes, really!) and improv:

"I own 8 (yes 8!) movie replica lightsabers and often ask my clients to hold one.  Even people who’ve never seen Star Wars will stand straighter and carry themselves with more confidence.  Find your touchstone and hold it while you rehearse or right before your presentation. Please note, I do not recommend taking the lightsaber into your presentation unless George Lucas will be there. When things go wrong the key is riding out the moment calmly.  Improv teaches you how to handle even the craziest of scenarios and keep going. Improv has improved my presentation skills exponentially."

6. Lead With the Summary

The term "executive summary" exists for a reason. It's a good way to think of the starting point for executive presentations. 

The ideal executive presentation format is to lead with a summary of the key facts they need to know on the first slide. This helps focus their attention and create interest. When you get straight to the point, they'll know they're not wasting their time—and you're not wasting it, either. Here's a high level executive summary PowerPoint example using the Business PowerPoint template from Envato Elements:

It's ideal for busy execs who've dashed into your presentation at the last minute. This approach tells them why they're there and why they need to pay attention. Andy Crestodina agrees with this advice, but says it's useful for all presentations:

"The “executive summary” is important for the C-suite audience and anyone else. The reason is simple: people are not good listeners until they know that they are being listened to. If you do too much talking up front, the listener will gradually grow uncomfortable as they wait to give their input.  If you begin with a summary and then sit back and listen, you’ll quickly learn if there is support or objections. Then you can focus on those points as you continue the presentation.  With this approach, the presentation adapted for the audience as you go. It isn’t a monolog, it’s a dialog. That is the goal. It should feel more like a conversation. Most people would rather have a conversation than sit through a presentation."

Mitch Mitchell suggests that whether you need a summary for an executive presentation depends on the audience's knowledge:

"I think it depends on what the audience may or may not know about the presentation up front. For instance, if they're unsure of the topic of the presentation, a summary would be prudent to hopefully get their attention. If they know what the topic is going to be then a summary might not be needed in a normal sense; an outline will do."

After the summary, expand on your key points . Even busy execs who can't stick around for the whole presentation will get the most important information. Once you're past the summary slide, then keep it simple. Explain the situation, offer a solution, and explain the benefits of that solution, with relevant supporting information and data.

7. Make Your Presentation Flow

One of the best executive presentation tips I can share is to make your presentation flow by arranging information in a logical order . Once you've done your executive summary, then the slides that follow should outline the context. Cover those main points in order. 

While you're presenting, guide your audience to the key parts of your slides they should look at. Remember, while you're presenting, you're in charge.

8. Keep Your Executive Presentation on Topic

For an executive presentation, you may have to talk about business goals and values, business risks and opportunities. Do a SWOT (strengths, weaknesses, opportunities and threats) analysis. Learn more about creating and SWOT analysis slides here:

Whatever your subject, the key thing when creating presentations for executives is to stay on topic. If you don't, your audience will lose interest fast. Use your presentation speaker notes to help you keep your presentation relevant.

9. Have a Single End Goal

When presenting recommendations to senior management, it's important to have a goal. Before you start, know what key recommendation you're leading to. Mention this in the executive summary. Then present the evidence to make a compelling rationale for your key takeaway.

10. Include Relevant Statistics

If you want to grab—and hold—the attention of the C-Suite, wow them with data. Using the right stats will make your executive presentations more compelling. Stats can also support the recommendations you make. One tip: check and double check your stats before you make your executive presentation.  A single error could undermine the validity of your whole pitch. 

Andy Crestodina advises:

"People want to believe we are rational decision makers, even when it’s not the case. Statistics and data appeal to that rational part of the mind, letting decision makers feel like they are using data to make a good decision. But mostly, they help people rationalize the choices they have already mostly made. They are visual triggers for the confirmation bias. To make them more effective in this role, make the analysis and conclusion obvious. Don’t show a spreadsheet. Show a simple chart with the analysis added so the point is 100% obvious.  For example, if I was looking for support to create more long form content, I would show the trend data, but highlight the conclusion."

11. Present Data So It Gets Attention

When presenting data, it's important to remember that the figures tell a story. You want that story to be as clear as possible. Here are some tips to help you achieve that:

• Decide on the right chart type for the data you're presenting. Whether you use bar graphs, line graphs, pie charts, Venn diagrams or another chart type will depend on the data you've got to present.
• Avoid clutter as this can make data hard to read.
• Use color wisely to help viewers distinguish among data points.
• Ensure chart labeling is clear and helpful.

Nicole Fende recommends adding an interactive element to data presentation:

"Turn dry into compelling with an interactive presentation.  I will have people take out a coin, pick heads or tails, and flip it. If you chose correctly – congrats you’ve picked a successful company to copy. If your choice didn’t land – too bad, you’re following someone else right into failure. I use this to illustrate the risk in blindly copying another company’s pricing, policies, product offerings, strategy, etc.  It evokes emotion and involves three senses – visual, auditory, and touch."

Using executive presentation templates can also make your data stand out. Here's a high level presentation example, using the Sigma PowerPoint template , of how a small design tweak can make a big difference. In the first slide, all the bars are the same color. The audience is forced to check each line to figure out the percentages.

Look at the difference below! In the second chart, the addition of percentage labeling, and color contrast makes the data much easier to understand.

12. Pay Attention to Slide Design

An important part of making your management presentation appealing is having well-designed slides with a coherent visual identity. Unless you're confident about your graphic design skills, consider getting a premade management presentation sample or template. This will save time on the design elements of your presentation. You can have the confidence that it'll look great. Pamela Hilliard Owens advises:

"If you think people are getting tired of Zoom calls, they are really tired of PowerPoint slides! When designing your slides, ensure that you, and not your slides, are the star of the show. Add only 2 or 3 bullet points to each slide, and use them only as an outline for your presentation. Remind your audience that they will receive a printout of the slides, so they won’t need to take notes. That way they can focus primarily on you and what you are saying, instead of focusing on reading the slides and writing while you are speaking." 

13. Watch Your Language

When preparing your presentation slides, pay attention to the words you use, and how you use them. Avoid unnecessary jargon —when people don't understand it, that's a major turnoff. And keep slide text short and focused on the essentials. That gives people time to read it and avoids an off-putting wall of text.

Here's an example, using the Sepi business PowerPoint theme . On the first slide, there's a chunk of text, which most people will find hard to read.

The second slide is better, extracting the key points and putting them in bullet point form.

14. Get Your Timing Right

It's worth repeating that it pays to keep executive presentations short and focused. Don't make the mistake of creating a presentation that fills your whole time slot. If there's one thing you can count on, it's interruptions from your audience.

Allow for that in advance by making your presentation shorter than the allotted time. Plan for questions and interruptions. For time-crunched execs, a presentation that finishes early while still providing value is a bonus.

That said, you don't want to finish so early they feel short-changed. Amma Marfo recalls learning a lesson about presentation timing:

"Sometimes this is awkward for people, but practice, practice, practice. I made this mistake early in my speaking career - assuming there’d be longer periods for engagement and question, I finished what I thought would be an hourlong presentation…in twelve minutes. Now, when I put together a session on a new topic, I test it out - you can do this alone with a timer, or with a small group of trusted colleagues to simulate any interactive parts of the presentation for you."

15. Expect the Unexpected

Speaking of questions, there's no telling what those execs might ask. It's wise to prepare for the unexpected and do some research around your presentation topic . That'll help you be ready for any questions that come out of left field. 

That also goes for any data you include. Identify areas where people are likely to ask questions and have extra supporting data to help answer them.

Every now and then, you'll get a completely unexpected question. Don't panic. If you don't know the answer immediately, don't be afraid to say so. Just promise to check your facts and get back to the questioner with the answer in a short time. 

16. Practice in Advance

When it comes to delivering the perfect executive presentation, practice makes perfect. Run through your executive slide deck as many times as it takes to know your material inside out. Have a mental picture of where the supporting information is for each of your main points. That'll help you find it quickly if someone asks a specific question. Mitch Mitchell comments:

"I've always over-prepared. I put together an outline, I make sure I know all the answers to everything I want to talk about, then I rehearse upwards of 5-7 times to get the timing correct. The worst thing is to come across as unprepared or unprofessional; no one likes being rambled at." 

Pamela Hilliard Owens agrees:

"Practice, practice, practice, and be yourself. You were hired for your experience, your expertise, your personality, and your ability to relate to your audience. As you prepare your presentation, put yourself in the shoes and minds of your audience. Ask yourself: What are my goals for this presentation? Do my goals match the goals of the person/group to whom I am presenting? What are the specific “takeaways” I want for my audience? Am I speaking so that the people in my audience actually want to hear what I am saying?"

17. Step Away From the Podium

Don't be afraid to move away from the PowerPoint presentation and use a whiteboard to illustrate a key point. Switching up maintains interest and shows you know your stuff. It makes for an appealing presentation.

Grab Some Professional Presentation Templates

Find more high-level presentation examples in the articles below:

Learn More About Presentations

Want some more help with creating presentations for executives? Check out the tutorials below for more guidance:

Don't Miss Our New Free Online Presentation Guide

Now that you've been through our tutorial, do you want to learn even more about public speaking? We've got the resource for you! We'll take you through the complete process to get you ready for your next executive presentation in PPT—from start to finish.

Don't miss our new free online presentation guide,  The Complete Guide to Making Great Business Presentations . It's chock full of powerful business presentation advice to help you make your next business presentation your best yet.

Get a Unique Executive Presentation Template Today!

Now, it's over to you. Choose one of the PowerPoint templates we've shared in this tutorial. Or go to Envato Elements for a stunning executive PowerPoint presentation template that'll make your audience take notice. Look at GraphicRiver's best PowerPoint templates or business PowerPoint templates for even more choice. 

Download your favorite executive presentation template today.

Editorial Note : This article was original published on November 4th, 2019. It's been updated to include new information by Sharon Hurley Hall .

Giving a Presentation to Senior Management & Executives: Templates & Tips

Giving a presentation to senior management or an executive team can be a little daunting. You need to create just the right design to appeal to a C-suite group.

This includes everything from color choice to typography to messaging. When it all comes together, you need a polished presentation deck to make a good impression.

Here, we’ve got some templates and tips to help you create just the right presentation, to help you get your message across in a stylish and professional way.

19+ Million PowerPoint Templates, Themes, Graphics + More

Download thousands of PowerPoint templates, and many other design elements, with an Envato subscription. It starts at $16 per month, and gives you unlimited access to a growing library of over 19+ million presentation templates, fonts, photos, graphics, and more.

Mystify Presentation

Pitch Deck Templates

Startup pitch deck.

Ciri Template

BeMind Minimal Template

Business PPT Templates

Corporate & pro.

Minimal PPT Templates

Clean & clear.

Explore PowerPoint Templates

Use a Simple Color Palette

A presentation for senior management or executives is not the place to go wild with color or other design choices. You want the content to steal the show, not the color.

Design your presentation with a muted or neutral palette. Use one or two accent colors. If you are working on a presentation for an existing brand, use the color palette according to those brand guidelines.

White, light, or neutral backgrounds are best. This isn’t the place to experiment with dark mode or trendy colors unless you are certain it is appropriate for your direct audience.

Template to try: Executive Real Estate Presentation Template

Keep Content Direct

Management and executives are busy people. Don’t drag out your presentation with content that isn’t to the point.

Use direct messaging and language with calls to action that show your audience exactly what you are trying to say. Don’t get caught up with using animations, long videos, or other design tricks. Create a presentation that is simple, direct, and focuses on the content therein.

Template to try: Companhia Business Keynote Template

Use Charts and Graphs Where Necessary

Charts, infographics, and numbers can help support certain types of presentations. Use these supporting elements where necessary to help make a strong case for what you are communicating.

As with other design elements, use supporting graphics in a way that emphasizes your message and keep them are direct and simple as possible.

This is where a presentation design template can really come in handy. Look for one that presents information in the way you want to communicate it to the audience to help create your slide deck quickly.

Template to try: Accounting Finance in Business PowerPoint Template

Order Slides in a Logical Order

As with other storytelling methods, a strong presentation has a beginning, middle, and end. Order your slides in a logical order that tells your story in this way.

Start with an introduction, mission, vision, or goals. Use a table of contents if your presentation is exceptionally long or will be viewed without you (such as an emailed presentation).

Then get to the heart of what you want to say. Make statements that you can follow up with supporting evidence. This is where charts, images, or graphics can come in handy to help better tell the story.

Finally, wrap up with outcomes or what should happen next. Provide an opportunity for questions or feedback. Don’t forget the call to action: What are the managers or executives you were presenting to supposed to do next? Give them an easy opportunity to take that action.

Template to try: Buzz Consultant PowerPoint Template

Use Easy to Read Typefaces

A presentation for senior management or executives is not the place to start experimenting with wild typefaces. Keep it simple. Readability here is vital.

For the most part, you’ll probably need two typefaces: A display typeface for titles and headers and a body typeface for everything else (you might need this one to include bold or italic options).

Simple sans serif typefaces are the preferred option in most cases. They are easy to read and won’t get in the way of your message. Serif typefaces are also acceptable. Stay away from scripts, novelty fonts, or blackletter for the most part.

Template to try: Centric Corporate PowerPoint Presentation

Don’t Use Too Many Slides

A good presentation should have a strong message. Communicate it in as few slides as possible.

This will help you be respectful of the time of the people you are presenting to, help capture more of their attention, and provide a strong focus for what you are trying to say.

There’s no exact formula for number of slides. There are a few guidelines to help you think through how many you need:

• One thought/idea per slide
• Keep text to a minimum for in-person presentations
• Design for hierarchy and scanning so it is easy to read each slide quickly
• Plan for a cadence of one to two slides per minute

Template to try: Gratus Business Keynote Template

Use Blocks of Content

Think about presentation content in chunks or blocks that help the audience easily digest information. One popular way to do this is with a split-screen design that divides content into two parts – maybe an image and text or two columns of text.

People naturally read from left to right and this can help direct visual flow and make content easier to understand.

This type of design is also organized, visually elegant, and can help you create a design that will appeal to your C-suite audience. It can also work for almost any type of content.

Template to try: Lampu Innovative Google Slides Template

A strong presentation for senior management and executives is simple, direct, and has visual flair without being overwhelming. Refine your message and slide deck to maximize impact in the most concise amount of time possible.

And don’t forget to finish with your ask. Why were you presenting in the first place? Provide a reminder at the end of the presentation with a call to action.

Home Blog Business How To Create a Project Presentation: A Guide for Impactful Content

How To Create a Project Presentation: A Guide for Impactful Content

Corporate, academic, and business meetings share one common factor: successfully delivering project presentations. This is one skill professionals should harness in terms of articulating ideas, presenting plans, and sharing outcomes through an effective project presentation.

In this fast-paced reality where new tools and frameworks make us question the human factor value, we believe there’s much to be said about how working towards building presentation skills can make a difference, especially for making a project stand out from the crowd and have a lasting impact on stakeholders. We can no longer talk about simply disclosing information, the manner in which the narrative is built, how data is introduced, and several other factors that speak of your expertise in the subject.

This article will explore the art of project presentation, giving insights to presenters to deliver a memorable project plan presentation. Whether you are new to this experience or a seasoned presenter, this article promises to give you valuable information on how to build and present a project presentation that resonates with your target audience and will convert into your expected results for the project. Let’s get started.

Table of Contents

• Who is the audience of a project presentation?

Executive Summary

Project overview, the project process model, the project scope, the project resources, the project roadmap, the project activities plan, the project risks, quality control, project execution and monitoring.

• The Project Team

What Is a Project Presentation?

A project presentation is a business activity that brings together stakeholders and team members to oversee a project from execution to completion. During a project presentation, one or two people present a document or slide deck with an overview of all the project’s details.

During a project presentation, the project manager highlights key data about the project initiation and planning activities, like the project scope, requirements gathering, a deliverable list, timelines, and milestones.

The first instance of a project presentation is right before the execution of the project itself. Then, during the project process life cycle, you present it again with timely updates and news about the progress.

Who is the audience of a project presentation? 

A project-related audience is made up of stakeholders – all individuals and entities that affect or are affected by the project’s existence.

Discuss the project presentation with team members that’ll work on the project so they know what’s at stake and what’s expected of them. They’ll need information like requirements, the roadmap, the work breakdown structure, and deliverables.

Stakeholders

Present your project to the stakeholders that can authorize resources and expenditures. Show them how the project will offer the solutions they want under the conditions they impose in a set amount of time. 

Stakeholders want to know details like project scope, budget breakdowns, timing calculations, risk assessments, and how you plan to confront these risks and be ready for changes. 

The Structure of a Project Presentation

Project presentations follow a standard structure covering all critical elements. Follow this guideline to ensure that you cover everything with the slides, the speech, and the discussion.

In the next section, we describe a project presentation structure you can build with SlideModel templates or working with our AI PowerPoint generator . As you will see, most sections in the structure are summaries or overviews of project management practices completed during initiation and planning. 

At the start of your presentation, add an executive summary slide . This section is meant to welcome the viewer to the presentation and give an idea of what’s to come. To differentiate your executive summary from the project overview that comes right after it, use the opportunity to place the project into context. 

In an executive summary , show how this particular project fits into the overall strategy for the company or the section it belongs to. If, for example, your project is about TikTok Marketing, offer information as to how it fits in the overall marketing strategy.

Continue the presentation with a project overview to show the audience what to expect. This section covers one slide or a combination of slides depending on the layout. The project overview slide serves as the introduction to a project presentation and what’s inside.

Include these items:

• An Introduction with a brief background about the project. 
• A short explanation of the project’s objectives and completion goals.
• A quick overview of the timeline with start and end dates.

The project life cycle is the series of phases that a project goes through from its inception to its completion. The project process model is the group of knowledge areas, processes, and their relationships that will guide the activities along the project lifecycle. The next slide should display the chosen project process model and explain how it’ll be carried out along the different lifecycle phases. Project process models examples include Waterfall, Scrum, and V Model for software development, and Business Process Modeling Notation (BPMN) and Swimlane for general business-related projects.

Process models are important for the team to understand execution processes. Stakeholders need to see the process model to understand the systematic process of activities and how long they will take. 

Use one slide for the model, show only high-level components, and offer details during the presentation if the audience asks for them.

The scope is a crucial element of any project and needs its own section in the presentation. The scoping process begins with requirements gathering and includes the creation of a work breakdown structure , an analysis of what’s in and out of scope, plus validation and scope management plans. 

One or two slides are enough to highlight key scope details in a dashboard-style layout mirroring the information on your project scope statement. Preferably, place the scope slides towards the start of the project presentation close to the process model and project resources.

Every project needs resources, and that assessment must be included in the project presentation as well. In a general sense, all resources are what make up the overall budget for the project. In turn, you’ll need to show a budget breakdown that shows high-level resources.

Like many aspects of a project presentation, what you include depends on the industry you’re working for. Construction projects use constructors, materials, machinery, etc. Software projects use programmers, designers, software licenses, computers, etc.

Time is the main resource of any project. During project planning, the project management team estimates the required effort needed to complete the defined scope. Using the Project Process Model, Scope, and Resources, a plan is built. Present a roadmap to highlight the expected time for project completion and where each milestone falls along that line.

Roadmaps can be constructed with an infinite variety of visual layouts, from highly creative and illustrative to structured formats resembling spreadsheets and tables with color-coded roadmaps across the cells. Use one slide to show the roadmap highlighting time estimates, constraints, and projections. For updated project presentations, mark where the project is on the roadmap at that particular moment in time.

Every phase of the roadmap is broken down into action plans . Action plans list activities, their duration, allocated resources (human, material, and financial), and the relationship between activities.

Present your project activities plan with a Gantt Chart and a Costs Report. The Gantt Chart will show the activities to execute, how long they will take, and who (person or team) will be responsible for them. The costs reports will show how much the execution of activities will cost.

During the presentation, you’ll spend the most time on this section, as this is when and where your entire plan is outlined. To show more detail than the roadmap overview, use a few slides to show specific sections of the main Gantt chart and show key activities per phase or milestone.

All projects present risks, and to control them, they must be identified, assessed, evaluated, and mitigated . Visualize your risk assessment with a risk matrix and include it in the project presentation. 

Use this slide to explain to stakeholders how you plan to mitigate the identified risks. Share with team members what’s expected of them in order to keep the risks under control. Risk management is a critical component of project management and something stakeholders will always be looking at.

Controlling the quality of project deliverables is critical for positive project outcomes and continued success with the deliverable. This process is called quality control or quality assurance.

The project process model includes which quality control techniques the team will use and when. Some quality assurance (QA) techniques include statistical process control (SPC), Six Sigma, ISO 9000, and Total Quality Management (TQM). Use one slide to visualize the process and your plan to execute it.

Once the project starts, the project plan is a living entity and evolves over time. This section will need to be regularly updated with progress reports, performance KPIs, and status updates.

Across these slides, explain how activities will be monitored and deliverable outcomes measured. Show exactly how you will determine if the project is on course or has deviations. Visualize all execution activities with a Gantt chart to show the current progress. Use big numbers and data points to highlight performance metrics. Use a comparison slide to visualize the completeness percentage vs. planned progress and budget consumption vs. planned budget.

Explain all monitoring activities for the execution phase using a calendar or schedule that shows on what days activities will take place and who is involved.

The Project Team 

When presenting a project, include a stakeholder map to describe the management team, the sponsors, the main stakeholders, and the implementation team or teams. Depending on the size of the project, this will be an org chart or multiple org charts across a few slides.

Why is it important to present the project team to the stakeholders and vice versa? So that everyone involved knows the other parties and their responsibilities.

Another use for the team slide or slides is to present the next person who will speak during the project presentation. This gives the audience some background on that person’s role in the project.

Case Study – Project Presentation Example

Using the structure we present above, we outlined a case study of a realistic project and how the project manager puts together the project presentation using SlideModel templates. The project presentation example is based on a complex project of building a bridge (Cline Avenue Bridge). For the educational purpose of this article, we are not delivering all the elements of the project presentation, as it is out of scope. Still, we illustrate the more representative slides of each section, show how to prepare a PowerPoint Presentation for a project and how simple it is to adapt the templates to the content that needs to be presented. As a disclaimer, all information we present is an adaptation and reinterpretation of the real project, modified by SlideModel to fit the use case learning goals. This information and presentation should not be considered a source of information related to the Cline Avenue Bridge Project.

In this slide, the presenter summarises the project highlights in a project charter style. The Project Manager can extend this introduction all over the project lifecycle, and the speech can jump from different knowledge areas without the need to change slides or get deeper into details. Specifically, in the Cline Bridge Project, the objective is narrated, the location is just mentioned and linked to a map for further details, and a set of important facts are presented (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). Key Highlights of the final deliverable are listed (Segmental Bridge, Material Concrete, 1.7 miles of length and 46 feet of width)

Process Model

The Process Model slide illustrates the framework for the project lifecycle, processes, planning, and execution. In this slide, the Project Manager will describe the model and how it is tailored to the specifics of the project. In this case, for the development and construction of the Cline Bridge, the builder has defined the use of BIM (Building Information Modelling) as the process model. During this slide, the presenter can describe the lifecycle phases (Design, Production, Construction, Operation, and Planning) and drill down one level over the knowledge practices involved. For example, the initial stage consists of “Design”, which has two main knowledge areas, Conceptual Design, and Detailed Design. The project manager is able to explain this definition without the need to outline detailed processes and activities within them.

The Scope section of the presentation generally involves several slides, as the content layout is a list of “requirements.” Based on this fact, a table layout is suggested to make good use of space. It is important to avoid abusing the “list” and present the group of requirements rather than specific requirements. Otherwise, the project manager ends up transcribing the requirements document.

In this project presentation example, we present 10 groups of requirements traversing different stages of the project lifecycle. 

• Design Standards: Bridge design must comply with local, national, and international design standards, including relevant engineering and safety codes
• Load Capacity: The bridge must be designed to safely carry a specific maximum load, which would include the weight of the bridge itself, traffic, pedestrians, wind, and other factors.
• Seismic Design: The design must account for seismic loads. 
• Aesthetic Design: The bridge must be designed to meet certain aesthetic criteria aligned with the artists and architects.
• Accessibility and Use Requirements: Requirements for pedestrian walkways, bike lanes, vehicle lanes, load restrictions for vehicles, clearance heights for boats if over a waterway, etc.
• Regulatory Approvals: The project must secure all necessary permits and approvals from relevant local and national regulatory bodies.
• Environmental Impact: The project must take steps to minimize its environmental impact during construction and the operation of the bridge, including implementing erosion and sediment controls.
• Materials Simulation: Materials should comply with regulations and usage expectations for current and future expected requirements.
• Site Preparation: The project must include preparation of the construction site, including any necessary land clearing or grading.
• Foundations Construction: Foundations will need to support materials weight and traffic expected for the next 30 years.
• Site Acquisition: Acquire site and terrain for building and logistics.

Building a bridge involves a high level of resource usage. In an executive meeting of a project presentation, the recommendation is to structure this section as a Financial table with only one level of detail. Further details are delegated to specific resources and cost analysis presentations.

The resources list presented is:

• Professional Services
• Construction Labour
• Quality Assurance
• Contingency
• Waste Disposal and Cleanup
• Subcontractors

In order to break the style of table after table during the project presentation, we suggest using visual elements as icons and colors metaphorically related to each of the elements listed.

Project Roadmap

As explained earlier in the article, the project roadmap serves to offer a comprehensive overview of the significant milestones that will happen over the course of time. Given the magnitude of a bridge construction project and its prolonged duration, it is advisable, particularly for such extensive endeavours, to present a roadmap that aligns milestones with corresponding lifecycle phases in a discernible manner. This approach enables the audience to mentally envision the sequential progression of the construction process.

Aligned with previous slides, in the example we created a roadmap with the following high level milestones, and sub componentes:

• Project Budgeting and Financing
• Land Purchase & Renting
• Conceptual Design
• Detailed Design
• Access Routes
• Waste Disposal
• Simulations
• Materials Tests
• Seismic Tests
• Fabrication
• Preparation of Modular Pieces
• Build and Assembly
• Test under Acceptance Criteria
• Stress Test
• Operation and Maintenance

As you can see, the Project Manager decided over a sequential roadmap, presented with little detail in timings, with start and end dates to picture dimension over the diagram.

Action Plan

In the bridge construction project of the example, there will be plenty of activity plans. All along the project several of these slides will be created and updated. The most suitable option for presentation tasks, durations, precedence relationship and resource allocation is the Gantt Chart Template. We present the first Quarter of the project, over the Conceptual Design Activities. 

As displayed in the PowerPoint Slide , the subtitle clarifies the number of slides that will be used for this purpose.

The activities presented are:

• Site Analysis
• Feasibility Analysis
• Design Concepts
• BIM Model Creation
• Model Revision
• Environmental Impact
• Present Design

Project Risks

Risk management is an iterative process all over the project life cycle. When presenting your projects, the risks will vary depending on the progress over the roadmap. For this specific example we decided to present the risks being discussed during the Ideation stage, where the developer is exchanging risks with contractors and the company that will build the bridge.

Our suggested layout for this kind of information is a simple table, where the risks are clearly readable and visible, while the description is a hint for discussion rather than an in depth explanation.

It is very important to classify the presented risks, at least with two dimensions; “Impact” and “Probability”. This will generate quality conversations around them. 

Outlined Risks during the Initiation Phase:

• Design Errors
• Construction Delays
• Budget Overruns
• Regulatory Changes
• Site Conditions
• Equipment Failures
• Health and Safety Incidents

As the reader can spot, the risks outlined, are very high level, and each of them will trigger specific Risk Analysis Reports.

The quality control section of the project presentation may vary depending on the quality process adopted. For large scale companies with a uniform portfolio of projects , it is common to see a continuous improvement quality model, which iteratively builds quality over the different projects (for example software companies) For construction companies like the example, the situation is not different, and the quality control model is aligned with the specific building process model. In this specific case, the project manager is presenting the quality control process to be applied over the BIM model and the Quality Control process to be followed for the physical construction of the bridge:

Execution and Monitoring

During the project, several status meetings will be carried out. During the project presentation the manager can establish the pattern to be used along the project.

For this example, we set a basic progress dashboard where the project manager can present : 

• The current timeline
• Top 5 issues
• Current Burndown
• Top 5 risks.

The art of project presentation goes beyond listing data in random slides. A project presentation is a powerful tool to align stakeholders and foster an environment of trust and collaboration over factual information.

With a structured approach, all members involved in the project design and execution can understand the direction that’s being taken and the importance behind certain decisions. We hope these insights can turn your project into a powerful presentation that inspires and deliver results.

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Project Management, Project Planning Filed under Business

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