How to Present Complex Information
In business, people are frequently called upon to present information that may be quite complex. Make sure the message doesn’t get lost within all the details. Here’s how:
Start with What Your Listener Already Knows
Lots of time gets wasted in meetings and presentations byrehashing information the listener is already familiar with. Before presenting,find out if your listeners are familiar with the topic, and to what degree. Usethis knowledge as your starting point.
What Does Your Listener NEED to Know?
There is a big difference between what you know and what theother party NEEDS to know. Do they need all of the details, or not? Do theyneed the nuances of a calculation? Do they need the full case history on thelegal matter? Do they need the charts, graphs or spreadsheets that back up youranalysis? If the answer is yes, that’s one thing. In most cases, they don’tneed all of the details. Let your listener guide the level of detail. Allowthem to ask for more.
Use Flags
As the subject matter expert, you’ve had time to becomeintimately familiar with the material you are presenting. When someone elsehears the information for the first time, help them understand which elements aremore – or less – important. Verbal flags are a great technique to employ. Usephrases such as, “The most important data point on this chart is …” or “BeforeI provide the context behind this, what I’d like you to remember is …”.
Take Your Time and Pause Frequently
Moderate your pace when very detailed or complex informationis essential to communicate. Slow down and pause. It is important to give yourlistener an opportunity to mentally catch up to you. The brain needs a moment(or two) to process and digest what you just said, before you dive into thenext complex segment. Take extra pauses to allow your listener to askclarifying questions.
The Appendix is Your Friend
Rather than clutter the main discussion or slide deck withall of the details, move anything that is not absolutely necessary for thediscussion into the appendix. You can always flip to those pages if needed. Sincemost presentations are accompanied by handouts, PowerPoint slides or reports,use the appendix to your advantage.