How to prepare for senior-level executive briefings

At some point during your career, if not already, you’ll be invited to brief senior-level executives (or a board of directors) on your team’s initiatives and activities. Here’s how to make a favorable impression before this tough crowd:

Know your audience 

Who are you briefing, and how much do they already know about the subject? If possible, consult with one of the executives beforehand to get a sense for who is attending the session and whether you need to include background details in your presentation. Try to determine whether there are hot-button topics to avoid or specific issues you need to address.

Take time to assess the briefing environment. It’s helpful to know if participants expect handouts and whether the tone of the meeting is typically “all business” or more informal.

Know your time frame 

Does the time for your presentation include a Q&A? The answer will help you prepare material to fit within the assigned time. 

Rehearse, rehearse, rehearse 

Once you’ve gathered your materials and created your PowerPoint presentation, schedule several times to rehearse. Deliver the briefing in front of a colleague or your spouse to get feedback. Where did the presentation lag? Are there points you should discuss at greater length? 

To make the best impression, rehearse at least twice. Become comfortable with the material so you spend less time looking at notes during the presentation.

Your audience consists of busy people who are intelligent and often impatient. There’s no time for jokes or humorous patter. Nancy Duarte, author of HBR Guide to Persuasive Presentations, offers this advice: 

“Say you’re given 30 minutes to present. When creating your intro, pretend your whole slot got cut to five minutes. This will force you to lead with all the information your audience really cares about—high-level findings, conclusions, recommendations and a call to action. State these points clearly and succinctly right at the start, and then move on to supporting data, subtleties and material that’s peripherally relevant.” 

Know your material inside and out. Expect tough questions and comments. Bring along supporting data to back up your statements. If someone asks a question and you don’t have the answer, don’t make it up. Admit you don’t know but promise to find out and distribute the answer to attendees.

Your prebriefing preparation should alert you to key issues the executives want to address. If the topic is controversial or includes bad news, don’t frustrate the audience by skirting the subject. Address it directly, and offer possible solutions.

Be ready to shift gears 

In your imagination, the audience sits enraptured by your presentation, and when you’re done, they jump to their feet in a standing ovation. In reality, you may not get through the briefing without interruption. Executives may ask you to repeat a key point or dissect your well-crafted argument. Remain flexible and ready to entertain unexpected questions or commentary. Remember, the presentation is for their benefit, not yours.

Know when to get out 

If you’re interrupted during the briefing, you may run out of allotted time before finishing. So be it. Whoever is leading the session will thank you for your time and effort. That’s your indisputable cue to leave the stage. Make a graceful exit.

The opportunity to present before senior executives doesn’t come along all the time. With preparation and a healthy dose of self-confidence, you’ll excel and be invited back.