2011 PASBO Conference Stan H Wisler CFO Montgomery County Intermediate Unit March 16 2011 Introduction Purpose Topics Outcome Purpose of this Session Increase your credibility Build trust ID: 186835
Download Presentation The PPT/PDF document "Presenting Difficult/Complex Information..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Presenting Difficult/Complex Information Clearly
2011 PASBO Conference
Stan H. Wisler, CFO
Montgomery County Intermediate Unit
March 16, 2011Slide2
Introduction
Purpose
Topics
OutcomeSlide3
Purpose of this Session
Increase your credibility
Build trust
Change in thinking
Make a difference – foster resultsSlide4
Basic Topics for Discussion Today
Review communication basicsUsing Word, Excel, PowerPoint
Presentation tipsSlide5
Intended Outcome
Think differently when presenting informationBuild trust and credibility with constituents, colleagues, and staffSlide6
Topics
Communication Basics
Using the Tools
Presenting the PackageSlide7
Communication Basics
Setting the StageSlide8
Communication Basics
Remember, it’s not just
what
you say that matters -
how you say it has an impact as wellSlide9
Communication basics -
The message
7% = __________
38% = __________
55% = __________93% of message is _____________________ Slide10
Communication basics-
The message
7% = words
38% = voice
55% = body language93% of message is body language & tone of voiceSlide11
Goes for all presentation methods not just oral presentations
7% - words you choose
38% - tone of your message
55% - way it is presentedSlide12
Communication basics
What’s the goal – start with the end in mind
Keep it simple
Use language carefully
Avoid jargonAvoid acronymsAvoid red flag wordsAvoid overly complex wordsSlide13
Communication Basics
Don’t present to impress – check your ego at the door
Present for understanding
Transparency is golden
Goal is to build trust and credibilitySlide14
Communication Basics
Remember the KISS rule?Slide15
Communicating with Credibility
15 – 20% dedication
15 – 20% expertise
15 – 20% openness
50% caringCaring and empathy dominateSlide16
Communicating with Credibility
The Gender Gap
Characteristic
Men
WomenCaring &
Empathetic
Open & Honest
Dedicated
& Committed
Expert & CompetentSlide17
Communicating with Credibility
The Gender Gap
Characteristic
Men
WomenCaring &
Empathetic
Open & Honest
Dedicated
& Committed
Expert & Competent
Score: 20 80Slide18
Why Spend Time on This?
The Changing Landscape
Access to Information
Lack of Trust
Difficult DecisionsIncreased ComplexitySlide19
Presentation Objectives
Influence and gain buy-in
Inspire and motivate
Inform or educate
May be a mix of the aboveSlide20
Presentation Objectives
Help community understandAssist with decision making
Maintain/develop sense of transparency
Increased accountabilitySlide21
Keep in Mind
People remember:
20% of what they hear
30% of what they see
50% of what they see and hearPowerPoint can be an effective toolPowerPoint forces you to think about how you organize your materialSlide22
First Steps
Must agree with premise that helping others understand the issues and rationale is a good thing
Put yourself in the audience’s shoes
Be willing to put yourself out there
Boil the subject matter down to its basic componentsSlide23
Downsides
May not agree with your decisions
Can’t hide – transparency
Your perceived importance/expertiseSlide24
Who’s Your Audience?
Will help determine the format of your information, e.g. PowerPoint, Excel spreadsheet, hard copy documentSlide25
What is the Goal
What do you want them to do?
Agree with your decision?
Help
them make an informed decision?Relay the information to other stakeholders?Something else?Answering these questions will help to focus your approachSlide26
Assistance with Decision Making
Take time to:Research
Organize
Frame the information (perspective)
Review the impact of the decisionHelp them understand the contextPresent the options and the rationale for the one being recommendedSlide27
Using the Tools
Word
Excel
PowerPointSlide28
Word Document
Make the recommendationProvide the background
Detail the process
Provide the supporting detailSlide29
Word Document
Keep it short and simpleOrganize into paragraphs
Insert charts
Use bulleted listsSlide30
PowerPoint Tips
Limit # of words on one page (7 X 7 rule)Use color (tasteful and business like)
Use clip art (appropriate and pleasing)
Organize the subject matter/avoid clutter
Limit the use of humor/animation/soundInclude graphs and chartsProvide handoutsSlide31
PowerPoint Tips
Your content should be center stage – not the PowerPoint itself – it is a tool to help you emphasize your points – not the focal point
It can help you to:
Be concise
Be interestingBe preparedSlide32
PowerPoint Slide – School Budgets
Legal Requirements:
School budgets are prepared in accordance with generally accepted accounting principles, and accounting during the year must also meet these standards. Budgets must be approved by June 30 for the fiscal year beginning July 1, and ending June 30 the subsequent year. Expenditures cannot exceed the budget by function and object during the fiscal year without board approval, and actual total expenditures may not exceed the total budgeted expenditures for the year. Budgetary transfers are presented for the board’s consideration no sooner than 90 days after the start of the fiscal year. An annual audit by a CPA is required at year end and single audit requirements must be met. State compliance audits are also performed every two years.Slide33
School Budgets – Legal Requirements
Required for General Fund
Generally Accepted Accounting Principals (GAAP)
Approved by June 30
Fiscal year – July 1 through June 30Board approved budget transfersCannot exceed total budgetSlide34
School Budgets – Legal Requirements
Annual Local Audit
Auditing firm – district appointed
Single Audit requirements
State compliance audit – every 2 yearsSlide35
Tips for Excel Spreadsheets
Include only critical and important information
Limit the # of columns and rows
Keep it clear and concise
Illustrate your point with a graphSlide36
Tips for Excel Charts
Ask yourself these basic questions:
What am I trying to show?
What conclusion do I want them to make?
Is a spreadsheet the best way to display the info?Slide37
Excel Spreadsheet
2008
09-10
2010-11
2010-11
11-12
vs
budget
Actual
Actual
Budget
Estimated
Budget
estimated
change
Employee Salaries - admin support
203497
200167
212627
220001
220267
0.1%
3.59%
Employee Salaries - support staff
76235
68036
71737
74484
83276
11.8%
16.1%
Medical Insurance
23043
31085
35687
35000
38500
0.1
7.9%
Dental Insurance
1913
2102
2652
2300
2415
0.05
-9%
Life Insurance
1579
42
900
372
400
7.527%
-55.556%
Income Protection Insurance
2277
2345
3510
3510
3685
4.986%
5%
Other Group Insurance
2271
8341
10000
9100
10000
9.890%
0.0%
Social Security
16598
19317
17400
18000
20847
16%
19.8%
Employer Retirement
10239
11152
13706
13811
19608
42%
43%
Tuition
169
0
550
550
550
0%
0.0%
Unemployment Compensation
229
343
300
0
350
#DIV/0!
16.7%
Worker's Compensation
2522
2428
2843
2944
3035
3.09%
7%
Purchased Administrative Svcs
0
0
300
275
300
9.09%
0.0%
Other Professional Services
1809
108
1950
1800
1950
8.33%
0.0%
Purchased Property Serv
1391
5048
4600
5100
5250
0.029412
14%Slide38
Excel Spreadsheet - revised
Object
2008-09
2009-10
2010-11
2010-11
2011-12
% incr/decr
% incr/decr
Code
Account Description
Actual
Actual
Budget
Estimated
Proposed
est vs bud
bud vs bud
100
Employee Salaries - Business Office
$ 279,732
$ 268,203
$ 284,364
$ 294,485
$ 303,543
11.9%
19.7%
200
Employee Benefits
$ 60,840
$ 77,155
$ 87,548
$ 85,587
$ 99,390
11.8%
34.7%
300
Purchased Professional Services
$ 1,809
$ 108
$ 2,250
$ 2,075
$ 2,250
17.4%
0.0%
400
Purchased Property Services
$ 1,391
$ 5,048
$ 4,600
$ 5,100
$ 5,250
2.9%
14.1%Slide39
The Whole Package
Some basic guidelines and dos and don’tsSlide40
What to do:
Use the appropriate toolStart with the end in mind
State your objective up front
Provide info on all sides of the issue - balancedSlide41
Ask someone to review your material
Remember:
You can’t “sell” it outside if you can’t “sell” it insideSlide42
What not to do:
Don’t use charts full of numbersDon’t use narrative full of words
Avoid glitzy documents that look like a sales pitchSlide43
Summary & Discussion
Wrap UpSlide44
Remember . . .
Credibility is earnedNot hard work alone
Sincerity and honesty = earned trust
Be honest – if you don’t know the answer, say soSlide45
Questions/Comments
Do you agree with these concepts?
Sharing of your ideas and experiences
What are you committed to doing as a result of this presentation?Slide46
Thank you for your attention!
Contact Information:
Stan H. Wisler, CFO
Montgomery County Intermediate Unit
1605 W. Main StreetNorristown, PA 19403swisler@mciu.org610.755.9304