How to Apply Common Principles of Communication in Reviews and Presentations?
Following our discussion on the appropriate situations for using reviews and presentations, we now turn to the guiding principles for structuring these forms of communication effectively.
These principles help ensure clarity and engagement, particularly when the audience includes individuals from different teams, or have varying degrees of familiarity with the content.
Breadth-first Communication:
Traditional communication often follows a chronological path, but reviews and presentations can benefit from starting with the broadest, most critical content. This approach places the most actionable insights at the forefront, ensuring they are the first details the audience encounters.
For example, you might begin a presentation with the main conclusions and necessary actions, followed by the supporting data that led to these conclusions. This structure helps stakeholders quickly understand the key messages and decide efficiently.
Methodological details should be touched upon only if they add substantial value to the understanding or credibility of the information presented.
Information Abstraction:
Information needs to be tailored and condensed to suit the audience's level of expertise and their need for detail. This is particularly important when setting the stage for a diverse group, ensuring that everyone can grasp the essentials without getting bogged down in complexity.
In a strategic review with senior leadership, focus on high-level outcomes and strategic implications rather than intricate operational details. This helps leaders absorb the most significant information without the distraction of operational minutiae.
Hierarchical Abstraction:
Different meetings require varying levels of detail based on the audience's involvement with the project and their decision-making needs. A high-level review might overview essential KPIs and key initiatives, while a more tactical meeting might examine the performance of specific campaigns or operational activities in depth.
Start with an overview of the most critical metrics or results. If further detail is necessary, drill down into more specific data, such as performance metrics by department or project, and then to even more detailed data if required. This step-wise detailing helps keep the presentation organized and focused, preventing information overload.
Takeaway:
In reviews and presentations, it's crucial to prioritize broad, actionable insights, tailor information to the audience's needs, and structure details hierarchically. By following these principles, you can ensure that your communication is effective and drives meaningful engagement and informed decision-making.