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. Use this 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 they need the nuances of a calculation? Do they need the full case history on the legal matter? Do they need the charts, graphs or spreadsheets that back up your analysis? If the answer is yes, that’s one thing. In most cases, they don’t need all of the details. Let your listener guide the level of detail. Allow them to ask for more.
Use Flags
As the subject matter expert, you’ve had time to become intimately familiar with the material you are presenting. When someone else hears the information for the first time, help them understand which elements are more – or less – important. Verbal flags are a great technique to employ. Use phrases such as, “The most important data point on this chart is …” or “Before I 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 your listener 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 the next complex segment. Take extra pauses to allow your listener to ask clarifying questions.
The Appendix is Your Friend
Rather than clutter the main discussion or slide deck with all of the details, move anything that is not absolutely necessary for the discussion into the appendix. You can always flip to those pages if needed. Since most presentations are accompanied by handouts, PowerPoint slides or reports, use the appendix to your advantage.