Presentation

Format description: 

A Presentation slide deck is a set of slides which usually presents information in a synthetic way, and may include text (usually in short bullet points), images, graphics and other elements.

Presentation slides can serve as a basis for an oral Presentation of different contents related to a grid development project, in which they are often supplemented with additional oral information or commentary, or can act as standalone and self-sufficient content bearers that can be viewed by audiences, for example in paper hand-outs or online.

In the communication process of a grid development process, a Presentation offers the opportunity to convey a broad range of information to a varied audience in a way that highlights key elements and is often more legible than long or technical documents. This versatile format can be used to communicate general or specific information on grid infrastructure expansion as a whole, a particular project or specific project stages or activities.

A Presentation may have persuasive power, as it allows presenters to emphasise specific points and to clearly deliver a particular message via text and supporting charts, graphs and other visuals. A Presentation can also be more engaging that other formats, as it leaves some room for creativity, and can punctuate written information with interesting visuals. Presentations can include both, factual and technical information, as well as messages or visuals intended to elicit a more emotional response.

Cost/required resources: 
Usual patterns: 

Presentation costs may vary widely, depending on the graphical complexity of the Presentation and the need to develop dedicated visuals.

If no original or complex graphics are to be developed, a Presentation can be created with relatively limited financial, time and human resources investment.

In general, the need for resources may be minimised through reusable and customisable elements, such as Presentation templates, master slides, or image and graphics libraries.

 

Further project-specific questions: 
  • What synergies can be created with other Presentations and other content formats? Can a customisable Presentation template be created for all Presentations? Can visual elements created for other Presentations or for other formats (brochures, Infographics, posters, etc.) be reused?

  • Which original elements need to be a created for a particular Presentation? Text-based elements? Graphical elements?

  • When "recycling" other Presentations, how much effort is used to adapt it to the new audience?

Audiences: 
Usual patterns: 

The general public in the local community can be effectively reached through clear and engaging Presentations which summarise key information and deliver an understandable message.

A Presentation intended for the public may serve to keep people informed throughout the project, or may strive to convince people with regards to specific aspects of a project or the project as a whole.

An informative Presentation may serve to simply present key information about the general context of grid development, to explain the project or a particular element of the project, to provide an update on project progress or to respond to specific questions which have been brought forward by the public. A Presentation intended to shape opinion may place greater emphasis on presenting convincing arguments and data addressing the public’s questions or concerns.

Presentations may also pose questions to the public and encourage them to provide input, for example orally (during a live Presentation), on a dedicated website or by mail or email.

 

Further project-specific questions: 
  • What is the goal of the Presentation: to inform? To respond to questions? To convince? To solicit feedback?

  • Has the local public raised specific questions which could be addressed or clarified via a Presentation?

  • Is there a need to summarise specific complex or technical project information in order to keep the public well informed?

  • How can Presentations be made available to a wide audience? Can they be placed online? Can handouts be placed or distributed in public spaces?

  • If the Presentation asks for reader feedback on specific issues, which feedback platforms can be established?

     

Usual patterns: 

Presentations can be effective for communicating targeted information to groups with specific interests or areas of expertise. Even if based on a standard template, Presentations can be adapted to different stakeholders with a specific role or interest in the project, in order to provide the most relevant information. Unlike for the public, Presentations to professional or expert groups may be more technical and go into greater detail in areas of the stakeholders’ expertise, while still remaining legible, visual and succinct.

As with Presentations to the public, Presentations targeted to specific stakeholders may be informative (by presenting information relevant to the group), convincing (by addressing specific concerns or doubts expressed by each group and highlighting those arguments that would be most relevant to their interests) or interactive (requesting stakeholder feedback as a follow-up to the Presentation).

Further project-specific questions: 
  • Which stakeholders involved in the project need to be informed on specific project aspects, and when?

  • What are their expectations of the Presentation?Which information will be most relevant to the interests and activities of the stakeholder being addressed? How can the Presentation be best adapted to highlight information of interest?

  • Has the stakeholder expressed any specific aspects/concerns that can be addressed through a Presentation?

Content to be communicated: 
Usual patterns: 

Given the versatile nature of a Presentation, all key content types can be included. Presentations could include both content best communicated in written form (e.g. Information on project developers, Compensation measures, etc.) and that which is best communicated visually (e.g. Project location or timetable). Specific project information which should be retained by stakeholders, or any technical information, should, if possible, be presented visually to facilitate comprehension.

A single Presentation can combine any number of content types, though care must be taken to ensure that the Presentation flow and organisation are maintained.

Presentations can include finalised content, but can also be used to encourage feedback, for example by asking readers to send ideas to a particular email address or to fill out a questionnaire online. Slide decks presented orally can also encourage the audience to provide comments and questions directly.

 

Further project-specific questions: 
  • Which stakeholders will have read/view the Presentation? Do they have technical or policy expertise, or are they mostly members of the general public?

  • Do contents used in other formats need to be reviewed or adapted before they can be used in a Presentation?

  • Which project contents (timetable, events, Technical details etc.) have been finalised at this stage and can be presented as final?

  • Which project contents have not been finalised, but could benefit from stakeholder feedback?

  • Has any content been specifically requested by the intended readership of the Presentation?

  • Is any certain content potentially expected by the audience? Can the Presentation fulfil their information needs?

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Channel to be used to transmit format: 
Usual patterns: 

Presentations can be delivered orally at large or small meeting involving various stakeholders. When presented orally, the textual and visual information provided in the slides can be supplemented with precisions, commentary, explanations and additional information delivered verbally.

Slide decks can be presented to a large group at various group gatherings as well as Public space events. These Presentations on local projects may also be timed to coincide with other local events or meetings in order to attract a bigger audience or to target particular stakeholders.

Presentations may also be conducted in smaller-group settings, in private meetings or Roundtables with specific stakeholders, if meant to present information to a particular group. They can serve as a basis for a follow-up discussion or other formats.

Presentation decks can also be provided as paper hand-outs at these events, in order to allow stakeholders to refer back to them or examine them more carefully after the meeting.

 

Further project-specific questions: 
  • What are the target groups and their expectations of a Presentation held at a certain event?

  • Where do local citizens and groups usually gather for events?

  • Are there any scheduled local events at which a Presentation could be made?

  • How much of the information should be included in the slide deck and how much should be added orally (particularly if paper copies of the Presentation are to be provided to the audience members)?

Usual patterns: 

One or several Presentations held by the TSO should be an essential part of a Town hall meeting. The Presentations should include comprehensive and new information which makes them worthwhile for already informed people to make the effort of participating. The plenary Presentations should be moderated by an independent “host” hired by the TSO or the municipality, e.g. from an external communication agency. This host should introduce himself as such independent moderator, introduce potential expert presenters and organise the Q&A sessions.

The Presentations should always be followed by a Q&A session where the participants can have their questions answered by the project proponents. Both, Presentation and Q&A session require thorough preparation.

If applied to a Town hall meeting, Presentations should – if possible – always be accompanied by small group workshops with different stakeholders and TSO experts. These workshops should be an essential part of the event and aim to identify, collect and start discussing specific concerns of the participants. Also, participants might be less intimidated to ask specific questions in the small workshops than in the big plenum. The workshops can try to bring out these questions and specific concerns, collect them and discuss them in a way that goes far beyond the characteristics of a Presentation.

It can be helpful to have the workshops followed-up by a short Presentation in the plenary session again, to hear what major concerns have been raised in the workshops and to hold a final Q&A session.

 

Further project-specific questions: 
  • What information is new, relevant and understandable enough to be part of a Presentation at a Town hall meeting?

  • What topics should be covered in the plenary Presentation, what topics are better to be addressed in the workshops?

Usual patterns: 

Presentation slide decks can be made available to stakeholders electronically and spread to a wide audience by being placed on a website or being linked to on a Social media page.

Placing Presentations on electronic channels can allow stakeholders to access them at their leisure. Including a clear, engaging and user-friendly Presentation on a TSO’s or Project website can help introduce various stakeholders to the project and quickly convey key information. However, as users would have to go through the Presentation on their own, it is important to keep it short, interesting and to the point.

Further project-specific questions: 
  • Can a Presentation be technically integrated into the TSO or Project website in a way that is easy to view?

  • Who is likely to access the website and how to encourage various stakeholders to actually view the Presentation?

  • Which key information should be included in an online Presentation in order to keep it short but comprehensive?