Powerpoint vs Presentation: The Art of Communicating Effectively

A lot of people would say that the word "powerpoint" is the same as the word "presentation" and, sadly,  a lot more would define "presentation" with the word "powerpoint" embedded somewhere in that definition.

The truth of the matter is that a presentation can exist without a powerpoint and a powerpoint, unfortunately, can also exist without the presentation. Most companies can fill up rooms of powerpoint documents that failed in getting the message and the decisions across but don't blame the powerpoint for it - in most instances, it was a failure in the presentation and not the powerpoint.

I have learned (and I continue to learn now) that there is a process to a successful presentation that does not start with opening up powerpoint (gasp!). Here are some key tips I have learned so far:

1) Key Message - The thought process should start with the key message - what is the one primary objective of the presentation. It can be a sales pitch or a decision driver, for example.

2) Outline - Breakdown the key message into an outline. The art of the presentation starts with an objective and then goes first into a high level story telling approach - what are the key points that would support the objective.

3) Simplify - When you have the outline ready - review it and ask yourself the following questions - is the story build up good?Does it have direction? Does that direction logically lead the audience to the objective? Is there information that you can consider extraneous? Does it fit the time allotted for the presentation?

4) Approach - When you have the high level outline done and you understand what you want the presentation to do - decide next what is the best approach for the presentation. It is not always through a powerpoint document that a presentation becomes effective. It may be best to just stand in front of the crowd and talk them over it or maybe start with a video for that emotional build up or a series of photos to set the stage.

5) Effective Powerpoints - If you do decide on a powerpoint, keep in mind the following tips that I have learned over the years:

• Keep it simple - each slide must have one message and one message only
• Word it right - imagine that each slide is a billboard on an interstate and your audience is driving a car on that interstate at speed limit and think about how many words they can read on your billboard as they speed by - that is the number of KEY words that you should have on your powerpoint. Studies vary - from 8 to 10 words.
• Keep it tight - the message of your slide should be heard and understood within 5-8 seconds. Imagine that you are presenting your slide while inside an elevator - borrowing from the proverbial elevator speech - each slide should only take as much time presenting as a 2 floor ride in that elevator.
• Images help but don't overdo it - studies have shown that learning is enhanced if senses are involved in the process at the same time. The saying that "a picture speaks a thousand words" still hold.
• Bottom line - each element in your slide, from that picture to that movie to the words used, must have a distinct value and purpose to be on that slide. If you can't figure that out in 3 seconds - remove it.

Finding the Balance between the High Level and the Devil

It is amazing that a lot of projects get derailed because new details are found late in the project and some of these projects even become un-recoverable but sponsors still avoid discussing details during the initial phases of the project.

Understandably, at the early stages of the project, not much is known about the deliverables but sponsors and project managers must consciously allocate time early on to talk about potential risks and not put those discussions on the parking lot with the hope that eventually people lower than the managers will think about it.

Sponsors and Project Managers always say that "the devil is in the details" but let the devil remain uncontrolled. Control the devil - or at least identify the worst case scenarios - early on and the probability of project success increases.

The key is finding balance between defining deliverables and identifying critical risks that might derail the project.

Projects Must Align with Corporate Priorities

In the everyday hustle and bustle of user communications and the desire to serve by managing the low hanging fruits as fast as possible, project management teams are most likely to miss out on a critical aspect of a project - is it really needed by the corporation?

Most of the projects I have seen are more responses to the short term pains of a few groups of people rather than an answer to an over-arching need of the company. Most of these pains are mere symptoms of the root problem rather than the problem itself and thus there are several project teams that deliver what we call "band-aid" solutions rather than long-term pain relief.

There are some questions that help determine where the project request is truly rooted on and what need does it truly answer and some of them appear below. In several cases, just asking the project sponsor a few of these questions can get people collaborating more across peers or having them re-think their original requests.

1. Priority -> How does this project tie-up to the corporate priorities(sometimes call the CEO agenda, the company mission,etc)?

2. Cost/Benefit - > What will the company gain if we do this project? Don't forget to ask as well what will the company lose if we don't do the project? The more specific the answer - the better. It is, for example, better if the sponsor can tie it to profit growth or profit loss or if the user can tie-it to a specific business process problem that the project will address.

3. Project interactions -> Does this project tie-up with any existing or planned projects that the company is already undertaking?

4. Resources -> To what extent will the company support the resource requirements of the project?

It would be an eye-opener if our executives realize how many projects failed (and costed the company money) because the questions above were not asked(or answered) early on.

Gray Areas are Wonderful Places

As people rise up the ranks in management, there comes a time that they learn a very important lesson - management exists to live in the gray and to provide direction for the rest of the team to follow.

Managing gray is really a very dangerous activity -> if you lean toward one end more often than is perceived as required will bring you negative reviews. An example of a gray area is "the desire to service your customers" vs "the capacity to realistically deliver everything they ask for" or the gray area on " I believe in this employee and will give him a second chance" vs "I am sacrificing my company's interest by keeping him" or a simpler gray area that matches speed vs thoroughness. Work too fast on a project and you can be called reckless, work too thorough and you can be labeled as slow.

The key to successfully managing the gray is developing the ability to develop the sense to know, case by case, where you would lean into - to truly understand where the benefit will really lie and be wise in deciding and communicating the basis for the decision and what it means tactically to your team. There is no "one size fits all" nor a "silver bullet"

Few people understand the gray areas and fewer still write about it but there is a book that writes about it that I found enlightening in this discussion - >Managing the Gray Areas.

The thing is - we also quickly realize that the higher we go up the ranks, the bigger the gray areas become - eg "should I keep the model of this company being its new CEO and be reviewed as risk-averse" or "I should change the model of this company as its new CEO so I will be reviewed as revolutionary and out-of-the-box" thinker.

Bottom line - if you can't swim in the gray area and if you can't grow it - it will quickly show - not only through your output but also in the belief your team has for you...manage it will and it will be the only place you want to be.

How to Reach Your Career Destination - the GPS Way

A lot of us wonder why we seem to be stuck in our careers or why we have not yet reached our goal but at the same time though we have no problem using our GPS to get to our destinations so let's see how we can use the same GPS methodology to get to where we want to be.

1. Know exactly where you are going. Don't just think to yourself - I want to be a CEO or a VP or the best entrepreneur there is - really plan out the details - as if you are already living it. Write down your age, what your position is,what you are earning, where you a living - with as much detail as possible. Even GPS units need the whole address to get to its destination.

2. Know exactly where you are now. If you are not entirely sure by just thinking about it yourself because you are too "in to it" - do what GPS units do - find satellites. Industries typically call these reviews a 360 degree review but be brave and ask the questions that need to be ask from your peers, direct reports, managers - anyone who can give you their perspective of where you are right now.

3. Know how to get from here to there. Determine the best route possible based on your risk-tolerance or desire. Do you want a faster route - which may mean higher levels of stress(GPS analogy - tolls)? Do you want the scenic route? Do you want to avoid side streets or what we may call horizontal learning?

4. Check regularly if you are still on track and if not, recalculate. Putting down the end point, knowing your start point and drawing a line between the two points is just the start but a big start. You must also be prepared for unexpected turn of events or change in plans. The "street" you were planning to traverse might be under constructin or closed and thus you must regularly check your progress and make changes when necessary. You might even decide along the route that your end point has changed but the same steps apply - just follow your own internal GPS.

Situational Leadership and the One Minute Manager

In the book by Ken Blanchard, One Minute Manager, he talks about Situational Leadership. I could say that so far, this is the best theory I heard about management and leadership.

It does not come to us naturally as managers since we always think and say that to be effective, we have to have a management style that define us. This book would tell us that to be truly effective managers and leaderships, we should be able to flex to multiple styles to fit the development needs of our direct reports.

Does the direct report require direction or support or a mixture of both? This book tells us that our direct reports go through different development needs(D1 to D4) and that as managers, we are responsible for ensuring that our direct reports can be as productive as possible by providing them appropriate leadership styles (S1 to S4).

The book also tells us that the development needs varies by task and we should not label a person a D1 or a D4 without attaching the label to specific tasks.

At the end of the day - the book tells us that there is the golden rule (do unto others what you want done unto you) but there is the platinum rule - do unto others what they want done to them and the latter is the true measure of a true leader.

The Project Management Circus: The Final Act - The Escape Artist

The show has reserved its best act for the last and entering the stage right now is the escape artist - who also goes by the name project manager on his non-circus performing days.

The escape artist thrills everyone and brings out that gasp in the audience as he always puts himself in situations that will kill a regular human being..but he is no ordinary person - he is the escape artist.

So what does the escape artist have in common with the project managers of the world? It is his ability to know his environment, use his knowledge and training to get out of tangled up situations and still come out victorious, alive ..and the to roaring applause of his audiences.

A project manager must always know his tools, his equipment to be able to manage his projects. A project manager must also train himself constantly on not only knowing the tools but also on how to use them and when. He must practice. Constantly.

If a project manager does not know his tools well enough and does not have experience in managing complex projects - he might just be one of the casualties waiting to happen in this great art of being an - escape artist.

The Project Management Circus: Act 3 - The Juggler

The juggler is one of the most common acts in the circus as it is in project management.

How many times has a project manager been thrown into a situation that he only does not need to balance between scope, cost and schedule but balance as well his emotions vs leadership, balance between his team's productivity vs team morale  - even balance between himself vs his project? Somehow the idea of juggling a chainsaw, a bowling ball, a torch, a 60 lb jug and an axe while blindfolded and riding a unicycle - on a tightrope seems simpler to do right?

The key to success in this act is to always know what are the things up in the air (the tasks), what is the first thing you need to catch(what is the priority), when do you need to catch it (the schedule), how will you catch each one without hurting yourself(the process) and should you be the one to catch it in the first place (the skill of working the matris).Most importantly - always trust that your knowledge will carry you through and this is where experience comes in. The more experience you have in balancing all the aspects of a project - the more the act becomes second nature to you - so much so that you can manage to wow the crowd even when you are blindfolded.

Lesson learned - don't shy away from project tasks that seem bigger than you think you can do now - always believe in your ability to stretch your comfort zone and you will soon find yourself juggling not only tasks - but juggling several million dollar projects all at the same time.

The Project Management Circus: Act 2 - The Lion Tamer (Project Sponsor Management)

The lights go out for a few second and there is a booming voice that announces Act 2.

A spotlight shines on the person coming into the cage and inside the cage were several lions.

The person has a whip on one hand a chair on the other and he has treats in his pocket. He has been here before and he knows the lions well - each one of them. He knows not only their names but their personalities as well. He knows what makes them tick. He knows he needs them to succeed. He knows they need him to control the chaos that can happen without him. He waves his hands to his spectators as if in victory even before the show begins.

The booming voice announces him as....The Project Manager.

Each project manager deals with this situation for every new project - facing the project sponsors and working with or through them to ensure project success. What does he need to succeed in this initiative?

1. Sufficient knowledge of who the sponsors are and where they belong in the hierarchy of the organization - the pack order.

2. True knowledge of what is their stake in the project - not just what they publicly say - but what their internal agenda is.

3. Knowledge of their comfort levels, risk tolerances and when thrown into a corner - which would they primarily protect if they can only choose one - scope, cost, schedule or quality?

4. Knowledge of their pain and pleasure points which may include what information does each one want to hear, when and how and what motivational triggers can be pulled if the project manager wants the sponsors to "jump through hoops'.

5. Understanding the defense mechanism of each one. When provoked - will Lion A run away and will Lion B attack? If the project manager knows who will go into the offensive as a defensive - he needs to make sure he knows how best to defend himself.

Balancing between sponsor motivation (the treats), punishment(the whip) and defense(the chair) is a key skill that each project manager should develop. It is so much better to know how to manage them that to find your head trapped between their jaws.

The Project Management Circus: Act 1 - The Tightrope Walker

I have heard several people in my career say that project management is easy - just give someone a project, resources and a goal and all he has to do is create a plan and monitor it to completion.

This is similar to what I hear from my co-spectators when I see a circus.

Truly, Project Management can be like a circus - in more ways than one and the performers are the project managers.

Take the tightrope walker as an example. What does he need to do anyway? He only needs to walk from end to end - how difficult could that be? Let see...

A tightrope walker, like a project manager, to succeed in his endeavor, would need to

a)know first where is his starting point - including information about how high he is from the ground, is there a net below him, how strong is the post he will stand on before he begis the walk, what is the length of his balancing pole,  how hot the spotlights can be, etc... - much like project initiation

b) know where his end point is and what is the definition of success (eg making it to the other side alive maybe in 5 minutes), what resources does he has to reach the other point (eg does he have a pole to hold on to and use as a balance), how many steps would he most likely need to take and how much can he trust his resources(eg his rope quality, his pole quality or the net quality if he falls). At the same time, he must know the pace he needs to take and how to take the steps - much like planning, contingency allocation and resourcing

c) know how to traverse the rope and keep his balance ensuring that he checks at each step whether he is on the right track or not. He must also know what to do when something goes wrong along the way(eg an ant is biting his armpit - sometimes called management pressure - or when his rope starts to shake because of a sudden wind gust - sometimes called sponsor wind) - much like project monitoring and control

d) know what to do when he gets to the end - if he gets to the end - including putting the pole down first (let go of resources), ensuring both his feet are really on the other end and raising his arms and waving to his adoring crowd - much like project closure and team celebrations.

Easy you say? Maybe...up until you are truly the one walking the rope.

Red Pill or Blue Pill? (Living in the Matrix)

Most of us, unfortunately, were not given the choice that Neo was given in the movie The Matrix and we typically either land in a matrix environment or not.

I lived in both worlds and I can attest to the fact that whichever organization structure you are in - they all have their pros and cons. I can say, though, that it is the matrix environment that required me, as a project manager, to develop some specific skills that allowed me to navigate it.

Why is it tricky to navigate? For one, aside from your immediate project team, most of the people you need to be successful do not directly report to you. That means that, chances are, their priorities are different from yours and they can derail your project with less of a concern in terms of performance reviews - as long as their real boss agrees with them. There is also this need to have more communication channels which open your team up to a lot of possible miscommunications.

So what skills did I need to succeed in this environment?

1. Influence - John Maxwell, in his book, Developing The Leader Within You actually said that "Leadership is Influence" and never is it more apparent than in a matrix environment. Unlike a direct report, you need to influence more a person or team that does not report to you to buy into your plan and work with you to succeed

2. Communication - Communication takes on a deeper meaning in a matrix environment since it is the glue that keeps everyone pasted onto your objective as you try to move everyone to the goal and as I mentioned, I realized that in a matrix environment,  there is a need to have more communication channels laterally since one characteristic of a matrix environment is that the org chart is a lot flatter but broader.

3. "Ball Handling" - The matrix was created for several good reasons and one of them is to allow expertise to develop in a group while allowing these experts to work in your projects - sounds good but this requires that, as a project manager, you should know when to pass the ball and to whom. This message got imprinted on me in a workshop when excepts of the movie Goal! - The Dream Begins was shown to us.

4. The ability to see the bigger picture - There were times that I needed to admit that truly my project was less of a priority than a project my matrix team was working on and I had to give way and replan my project because at the end of the day - the question is "which project stands to give the company the best possible benefit vs cost". Some days - that project is not yours.

So why does the matrix still exist amidst the complexities it has? It is only the matrix environment that allows a company to have the expertise and flexibility to execute projects through different resources. For it to be as productive as possible though - the matrix must move as one as a project manager - you are one of those people that steer it.

The Beauty of the RACI

The RACI chart is a standard document in most projects and I would say that it should be a standard in ALL projects ..but what is a RACI chart anyway?

RACI is an acronym and different organizations have different takes on what each letter means and that is why as a project manager, you should be aware of the standards of your client's company with regards to a RACI chart - take the time to ensure you have the right definitions because it can cause confusion later on. It is usually created when a project has just been conceptualized.

Typically RACI stands for Responsible, Accountable, Consulted, Informed. In other organizations, it can mean Responsible, Approver, Consulted, Informed or even Responsible, Approver, Coordinator, Informed. Whatever it can mean, it always answers the need to know who are the people responsible in defining and delivering the project and what is their role in EVERY task in a project. Most RACI chart requires there is only one R for each task or only one A for each task if the A means accountable - a good practive to have.

I recommend having a template of all the possible task that a project can take vs lumping them into generic work that may cause issues later on. The template can then be "customized" based on what a project requires. Remember - a task that says "complete the design document required for all data interfaces" is much more trackable and thus controllable that a task that says "complete design documents".

What is the importance of a RACI when you have a solid, trustworthy team? Each project is unique and in my experience, there is always room for assumptions and one assumption that team members usually make is that if the task is unfamiliar to them - then it might not be theirs and will taken cared of by another team member. Another situation is when the task can be performed by more than one person in a team - you can either have a case of two people doing the same work or noone doing the work.

By having a RACI chart from the start, you ensure that each person knows their role, the extent of their role, what they are expected to do in each task, if any, and how they relate to other people and their roles - a perfect recipe to prevent roles and responsibilities issues later on.

The "3 Whys" and its Power in Scope Control and Management

One of the most successful tools in your PM toolbox should be your "3 Whys".

It is a conscious process of not advocating your thoughts or countering an idea until you have been able to at ask your client aat least 3 Why questions.

An example scenario is when your client would ask you to add something in scope.

A series of Why questions can be the following set and all of them will help you to a)understand your client's motivations in making the request, b)determine the perceived value of the request from the client's perspective and c)give you sufficient knowledge to start a negotiation discussion if need be.

1. Why do you want to add that to the project's scope?
2. Why do you think that by adding it it will add value to the project's outcome?
3. Why do you think that by not doing it we will jeopardize the success of the project?

There are several PMs who rush to a decision or conclusion when a change in scope is requested without fully evaluating the true nature of the request and if it can truly benefit or not a project and its outcome.

By asking at least 3 Why questions (and more if need be), you will not only place yourself in a better position to assess the request but it will also give your client that reassurance that you are interested in more than simply execution.

It is a well known fact that one of the common questions in the PMP exam is the question of what should a PM do when a scope change is being requested. Remember - the most no-no answer is to simply say no.

A good PM should always assess the impact first of the request and the "3 Whys" gives you that good start.

The Lion, The Witch and the Project Manager (How to Manage Scope Creep)

The Lion - the stakeholders who roar the most and try to add scope without willing to add resources or bend to new schedules. They hope that since they are the supposed Kings of the Jungle - the only thing they need to do is roar loud enough and whatever wish they have will come true. They sometimes also go by the names of sponsors or key stakeholders.

The Witch - the stakeholders who brew several potions or stories to get you to support the scope addition and with her magical spellcasting, she tries to have you understand that what she wants is truly as natural as breathing and that to not support it is foolishness. She also uses her craft to convince you that the natural addition should not result in any schedule or cost changes. They sometimes go by the names end-users or business partners.

The Project Manager - the lone knight who has to protect the project and the team from the Lion and the Witch and what is the secret weapon you say? The Sword of Truth.

As a project manager, we all know that adding scope cannot have a zero effect on the other constraints, you can minimize them but zero impact is rare, most notably impact to schedule and costs. By stating the truth, the Lions can be silenced and the Witches can be bound.

Question the benefit vs costs of adding the request to scope. Ensure all stakeholders are aware of the impact of the addition and ensure that if the addition is agreed upon - that the decision was not made because the Lion roared nor because the Witch spellcasted but with full clarity powered by the Project Manager's truth.

And My Knees Still Shake...

Today is another workshop day and this time for project requirements that require the participation of several global representatives from different regions.

I have participated in several of these in my lifetime. I coordinated several of these and I led several of these types of workshops as well and today was the simplest one I will participate in in the past 3 years - I only need to welcome the team, give them the vision of the end result, tell them why this project is important to the company, my team, and me and yet - my knees still shook prior to the talk - the same knees that shook during my first ever public talk. This time though - there is a difference. I knew it would happen and I knew how to control it.

Unknown to my team, I was actually preparing for the 30 minutes of talk for a few days now - forming the structure in my head, deciding what I needed to say and what I need to accomplish. I probably played the whole thing in my head for several hours already- each time tweaking - each time enhancing - I made sure I knew what my message should be, how to impress that message to the audience I knew would be there and ensure they leave knowing how important the project is and more importantly, how important they are in ensuring its success.

That is my mission - get them not just on board the boat - but rowing - rowing like no man has rowed before - rowing with a determination to reach the destination I need us to reach with ferocity and perseverance.

I need them to be partners, not spectators. I need them to be fully engaged, not a temporal being. I need them to know that without them, this project will not succeed. I need them to know that they are the team that will see this to the end - and that we will succeed together or fail as one.

I know that during this project, as the rest I led, problems will pop up, conflicts will happen but after today - they all know that we are all responsible for each other, for the project and for the company.

My knees shake no more...

Estimating Project Costs based on One-liner Scope Statements

A lot of project managers typically encounter situations wherein they are asked to give a high level estimate of cost and schedule for certain projects during the initiation process - much too early to have the detailed requirements that most PMs would need to give an accurate estimate. Some companies go through this exercise to plan for next year's budget.

In my experience, these numbers are typically used for planning purposes or initial feasibility assessments and the following formula has shown great success in this exercise so far for the software development projects that I lead.

1. Base project costs which include labor (direct and indirect), hardware costs(whether purchased or leased), software licenses, separated by capitalizable costs and expensed costs which may differ based on your company policy +

2. Risk Costs (which is the amount required to recover the project and only for those risks with a 25-50% probability of happening that is identified as risks that are still recoverable - anything more than that is not a risk - it is an issue!). This risks reduce/increase as the project develops. The total of 1 and 2 is then multiplied by

3. A factor as contingency (which is dependent on how much you know of the project at the point of estimation although I typically use the following: 30 - 40% for one-liner scope statements and more if less is known and 20-30% for more developed requirements). This contingency reduces as the project develops. The new total is then multiplied by

4. A factor for management contingency and the factor that typically works for me is 10%

Some things to remember:
1. Labor rates may vary but you can use a blend rate for estimation purposes
2. Labor rates may increase/decrease over the time of the project so blend with this in mind
3. Ongoing Support and Maintenance Costs considerations including depreciation for the capitalizable items

I did everything the PMBOK says and yet my project was still a failure. What went wrong?

First and foremost, it is a major - MAJOR - mistake if you think that the PMBOK is THE one and only project management bible that will solve every problem in every situation. Even PMI has a section in its book that says “Anyone using this document should rely on his or her own independent judgment or, as appropriate, seek the advice of a competent professional in determining the exercise of reasonable care in any given circumstances”.

Second, if you did everything the PMBOK says - chances are you don’t really know what you are doing. The PMBOK is very helpful in providing the industry with tools and best practices that you may and can use to help you in managing your project BUT you have to use your experience, knowledge of the project and sensibility to know which tools would be the most appropriate to use for a particular job. Imagine that you are a carpenter and you have a truckload of tools - would you use all or even most of them - say to put up a drywall? Of course not. Same with the PMBOK.

What can help make your project a success then?

1. Know as much as possible about what you and your team need to deliver.
2. Be extremely familiar with the environment you will be working in and what assets and resources are available to do the project
3. KNOW who should be on your team and we are not talking here about simply knowing their names and roles. You should know them sufficiently enough to know how to lead and manage them to success
4. KNOW yourself, your capacity, your experience and what is required of you as a leader and manager to deliver your objectives with your team
5 Understand the tools and know which tools you need and how to use them properly to help in executing the project.


Ultimately, it is not the PMBOK that determines the success of a project but the project manager.




“PMI”, the PMI logo, “PMP”, “PMBOK” are registered marks of Project Management Institute, Inc. Excerpt from PMBOK above copyrighted 2008, Project Management Institute, Inc.

The Great Differentiator

I was asked today by one of my team members the following question - "what makes a great project manager?" Is it his ability to consistently deliver projects on time, on budget, in scope, with quality and with full user satisfaction?

I said "All those qualities make a project manager but not a great one".

A lot of project managers can claim all those in all his projects and I would argue that if the KPIs for a project manager are simply doing all these, he has but achieved the basic expectation of a project manager.  Every project manager, or those who claim to be one, must strive to AT LEAST do all these.

The great differentiator in my opinion between the good project manager and the great project manager lies in HOW he executes his projects to achieve his objectives - his leadership and people skills.

A project manager can deliver a project on time, on budget but he did so through intimidation, fear or extreme politics. A project manager manager can deliver his projects on time and on budget but he failed to nurture and sustain productive relationships within and outside of his team in the process. He could consistenly deliver his projects on time, on budget and yet at the same time - consistently breed distrust and disloyalty by claiming all the glory to the dismay of his team.

At the end of the day - what makes a great project manager? It is the one who can consistently deliver his hard deliverables through excellent leadership and people management skills.