Gina London: Driver tips for the two-way street of communications

“I feel comfortable when I’m presenting information before my peers or junior employees,” he began, “but when I have to face a supervisor, I lose confidence and focus and everything falls apart.”

Does this sound like any of you, dear readers?

As each of us navigates our professional journey, there inevitably comes a time when we find ourselves face-to-face with the prospect of presenting before senior leaders.

Whether it’s a project update, a proposal pitch, or a strategic plan overview, these moments are pivotal in showcasing our capabilities and vision. While the mere thought of presenting before leaders might stir up butterflies in our stomachs, I’m here to remind you that with the right mindset and preparation, you can not only conquer these moments but shine brightly in them.

Here are three strategies to better prepare yourself mentally and professionally for delivering presentations before senior leaders. And senior leaders who may be reading this, I also have a few gentle reminders for you too.

Practice Aloud with Precision

Those of you who visit this column space regularly know I bang on a lot about out-loud practise. It simply cannot be said enough: effective presentation delivery requires meticulous practise with precision.

Take the time to rehearse your presentation aloud, paying close attention to your tone, pace, and body language. Practise in front of a mirror or record yourself to identify areas of improvement. Practise the ending first and then the middle section. You don’t need to memorise every word, but do understand your transitions and speak in your own words. Don’t sound like a robot.

Imagine you’re presenting a quarterly performance review to your CEO. Instead of simply reading off the slides, practise delivering key points with conviction and enthusiasm. Incorporate pauses for emphasis and maintain eye contact to establish a connection with your audience.

Keep It High-Level and Concise

Senior leaders are often pressed for time and appreciate presentations that cut through the noise to deliver essential insights.

Practise highlighting the “so-what-is-in-it-for-them” take-away nuggets in your content.

Avoid getting bogged down in unnecessary details and tangents. Instead, distil complex ideas into repeatable messages.

Suppose you’re pitching a new marketing campaign to your executive team. Instead of inundating them with every detail of what I’m sure was admirable campaign preparation and context, focus on condensing the overarching strategy, anticipated outcomes, and potential impact on key metrics.

It’s not that leaders don’t appreciate data; they just don’t want to be bored by it.

Embrace Feedback and Iterate

Feedback is the cornerstone of growth and refinement.

Before you present, seek input from peers and mentors you trust. Be open to constructive criticism and view it as an opportunity to make changes to improve.

After you present, ask one of those senior leaders to give you honest and specific feedback on what worked and what could be improved. Perhaps your pacing was rushed, or certain concepts could have been tightened up.

Take this feedback onboard and incorporate it into your practise sessions for future presentations. Remember, every iteration brings you one step closer to mastery. And remember, too, they should want to see you improve.

And now, let’s shift over to those senior leaders because they must also take active steps toward fostering a supportive environment that reduces presentation fears and worries for employees.

Clarify Expectations

Effective communication starts with clarity. Senior leaders: ensure your employees understand the objectives, audience, and desired outcomes of their presentations. Provide clear guidelines and expectations including the format, time limit, and key areas of focus. By setting a clear roadmap, leaders empower employees to prepare with more confidence and purpose from the start.

Create a Supportive Environment

You play a crucial role in creating a culture of psychological safety where employees feel empowered to take risks and share their ideas openly. Encourage a supportive environment where mistakes are viewed as learning opportunities and constructive feedback is given and received with respect.

During a presentation, maintain a supportive demeanour. Avoid displaying signs of impatience or frustration, and instead, offer encouragement and constructive feedback.

Create an atmosphere where employees feel valued and respected, regardless of the outcome of their presentations. Don’t forget to celebrate efforts and achievements to boost morale and confidence.

Practise Active Listening

If you are looking at your phone or your laptop right before or during the employee’s presentation, stop it! Also, resist the urge to interrupt or dominate the conversation during presentations, and instead demonstrate attentive listening by engaging with the content and asking thoughtful questions. Validate employees’ contributions and acknowledge their efforts to build confidence and trust.

Fabulous employees – yes, you –have the responsibility to prepare and practise. Lovely leaders – you have the responsibility to set clear and achievable expectations while encouraging and empowering your employees. Remember, dear readers, communication is a two-way street.​

You can write to Gina care of SundayBusiness@independent.ie