3. Discussion room
What have you found difficult while preparing a presentation
What do you find most distracting/deterring in a presentation
What are the biggest blocks
Which are the most pleasing points in a presentation (besides the
‘thank you’ slide)
When have you noticed presentations going well
The most noticeable positives in a presentation
5. You can crack it if…
You plan and work out the content accurately
You are able to sequence the slides logically
You are able to deliver the presentation with confidence
You are able to field all discussions and queries with all
necessary back up data
7. Starting blocks
How do you decide what goes into your presentation?
Pay attention to any guiding instructions that have come
from your supervisor or the group requesting the
presentation
List down the requirements that the presentation must meet
List the reports and data that you would need to source
from
Use a personal template only if a specific template has not
been provided
8. Composing your slides
NEVER copy & paste slides from different sources.
Be conservative about what goes into your deck
Pick an easy to read font face, and keep the font size consistent
for headers and text on all slides
Leave room for highlights, such as images or take home
messages
Do use ‘AHA’ boxes to highlight specific points that are
critical to business goals
9. KISS
Keep It Straight and Simple
Key points only.
No long sentences and certainly NO paragraphs
Use tables and graphics wherever logical
10. Point to note!
Remember that your slides are only there to support, not to
replace your talk! You’ll want to tell a story, describe your
data or explain circumstances, and only provide key-points
through your slides.
13. Preparing your slides (1)
Prepare an Agenda or Table of Contents slide.
Ensure that your audience knows exactly what your presentation will
cover, so that, if there is a paucity of time, there could be a choice of
what may be left out
The same slide can be placed as the summary at the end of the
presentation
You can add action items to the slide as a closure to your discussion
This makes it easier for a later reminder to those who have endorsed
and given a sign-off for the actions
Ensure a crisp header for every slide
Your header should be concise and direct – ideally not more than 3
words
14. Preparing your slides (2)
Let the picture or graphics tell the story - minimize the use of
text.
This is especially important for reviews and governance decks
Nobody has the time to read too much blurb, and everybody has to
be given their slot
1 table with all relevant, well marked facts is the equivalent of 5
pages of text
Don’t overload your slides with too much text or data.
On the flip side, ensure that you are chunking the data into logical
segments
Go over the presentation several times, cut and pare until you
come down to the bare essentials
You are not done until you have at least come to version 1.3
15. Preparing your slides (3)
Numbers are sometimes confusing.
Ensure that all your graphs and charts are well constructed and not
crowded
Never more than 2 – 4 different numbers on one slide
Never more than 3 charts on one slide
Do use up arrows, down arrows, and indicative colors to convey
positive or negative movement
Check and double check any numbers and statistics that you are
placing, if possible, get them endorsed by the concerned functions
/ departments
Never put up spread sheets on your slide, place a summary and
keep the spread sheet as back up (to be shown if required)
16. Preparing your slides (4)
Statistics must be handled with care, and are better represented
using charts and graphs
Charts and tables should be clearly labeled
Use percentages or absolute numbers as per instruction, do not mix
or alternate the two
Show trends on a separate slide
Always use legends and ensure your numbers are clearly visible by
use of font and correct color
Segment your information as much as possible – the 4Q is a good
method
17. Preparing your slides (5)
Use the same scale for numbers on a slide. Don’t compare
thousands to millions or show percentages in one instance and
numbers in another
When using data representing different locations/segments, stick
to a single location in the presentation
It is wise to cite your source of your data on the same slide as the
statistic, using a smaller size font.
It is wise to keep any back up data on excel or spreadsheets ready
to hand but hidden
18. Preparing your slides (6)
Text should be placed in bullet points only
Think statements rather than explanations
Clear and easily readable fonts are advised
Expansions and explanations are what you should practice and be
able to produce extempore
19. Point to note!
Remember that your presentation is only as good as the data it
carries! If your data is not checked or if it is challenged for
accuracy, then you have lost credibility.
21. Slide progression
Slide 1 Main highlights and lowlights Not more than three
Specific to the period of review points in each
Numbers to be mentioned if They should business
any critical
Slide 2 ‘SWOT’ 4 Quadrant covering The points should be
key business parameters of bulleted and very brief
function ‘Threats’ should be
(SWOT – Strengths/Weakness/ covered in detail later in
Opportunities/Threats) the presentation
Slides 3 - 6 Statistics related to: Numbers related, and
Revenue, Profitability, Budget, should be conveyed
Manpower & productivity, through charts and
Service levels, Audit trails graphs
22. Slides 7 - 10 Specifics and analysis on non You must ensure that all
achievement in business related analysis is data driven
metrics There should hard fact
Lowlights in slide 1 and reasons and not excuses
weaknesses of “SWOT” slide No finger pointing, the
should be addressed here facts should be the
pointer
Slides 11 - 12 Actions underway to address low Action plan should have
performance areas the following:
Problem statement
Action plan in accepted format Action proposed
for problem areas not covered Target dates
Performance target
earlier Responsibility
Dependencies
Note for slides There should be a clear recap of
11 - 12 any earlier action plans. Open
actions should be added to the
newest version along with status
23. Slide 13 Challenges An ‘Exception report’ is
Support required related to advised
interdepartmental delays that have
caused failures on critical
deliverables
Slide 14 Forward plan for the period until Supply chain
the next review dependencies should be
mentioned
Any inhibitors (such as
staff shortage) must be
mentioned
Slide 15 Brief updates and status of projects
underway (BB/GB/Kaizen)
Any special mentions of team
achievements
24. Points to note!
1. Presentations to a group larger than 5 members necessarily makes it
cross functional, the perspective of the presentation should
automatically become ‘big-picture’ rather than function biased
2. This is not a forum for finger pointing or dramatic exposes
3. It is an opportunity to present hard facts and position the status of the
business in a factual and realistic manner
4. Anything you present must be confirmed by data, preferably from
regular and widely circulated dashboards and reports
5. Give bad news upfront, there is no point in prevaricating – Man up and
own up!!
6. Make it a point to run any action plans by your one-downs as well as
your one-ups, nobody likes surprises
25. Exercise
Please read the following case studies, you will need to glean enough
information to tell the story in 5 slides.
26. WORK THE PRESENTATION ‘MAGIC’
Part 4 – Delivering your presentation (The proof of the
pudding …etc)
27. The practice run
A key to seizing the moment is to be prepared
This would mean conducting an exhaustive analysis and review of the
topic
Carefully building slides that clearly and succinctly convey your message
Creating back-up slides with supporting data
Rehearsing your slides several times and seeking peer feedback prior to
presenting
28. The practice run
Talk through your presentation to see how much time you use for each
slide.
Use the automatic slide transition to the amount of time you want to
spend discussing each slide, only if you are sure that timing will be
strictly followed
Are you using the right amount of time per slide? Decide which slides
you would necessarily need to spend more
Go over the slides which are critical to your team’s performance with
greater detail, and ensure that you are conversant with all numbers
29. Internalizing the contents
Make a list of key words/numbers for each slide
Read through the list before you begin
Don't attempt to memorize your text, this is not a play with a static script
Your words will probably be different each time you practice
Think about the ideas, and your words will follow naturally
Practice with a closed audience if that is at all possible
30. Preparation
Someone has to check that all the equipment is in order – it may as well
be you
Do prepare hand-outs of any slides or any additional data/reports that you
hope to take to discussion
Dress appropriately for your audience
Turn off your cell phone, or put it on ‘meeting’ mode and place it in the
charge of a trusted deputy if you are expecting any important calls
31. The opening
Jump right in and get to the point, as long as the group is ready
Give your rehearsed opening statement; don't improvise at the last
moment
Use the opening to catch the interest and attention of the audience
Stick to your slides and what they contain, do not ad-lib
Briefly state the problem or topic you will be discussing and summarize
your main theme to place it in context, so that all members of the group
are on the same page
Use time effectively, and do not go over your allotted time
32. Speaking style
Talk at a natural, moderate rate of speech and project your voice
Speak clearly and distinctly and always repeat critical information
Pause briefly between slides
Don’t read the slides aloud. Your audience can read too and faster than
you can talk.
Be polite, always. There will always be interruptions, but welcome these
rather than reject them
33. What your body says…
Keep your eyes on the audience, speak directly to anyone who speaks to
you
Use natural gestures and keep your focus on getting your slide points
across
Avoid looking at your notes. Only use them as reference points to keep
you on track. Talk, don’t read.
Smile whenever you can
Don’t turn your back to the audience.
Don’t hide behind the lectern.
Don’t cross your arms, it is a closed posture
Don’t keep your hands in your pockets, it denotes
nervousness or a lack of confidence
34. Attitude, energy & demeanor
Energy is the key, it makes your audience sharper too
Show enthusiasm. Nobody wants to listen to a dull presentation. Explain
points as you would to a friend you respect
Involve your audience. Ask questions, make eye contact, and use humor.
Be flexible, and jump to previous slides if a member of the group wants
to see it again
Don’t get distracted by audience noises or movements.
You’ll forget a minor point or two, you will lose your train of thought.
Everybody does.
An extended discussion on a particular slide may mean you need to skip
less important slides in order to get back on track in terms of covering all
of your slides. In some cases, you may even forgo covering all of your
slides because the discussion on a particular aspect of your presentation is
going really well.
35. Question time?
Questions are good – so always hope for a few questions at the end of
your presentation
Don’t make the mistake of not being able to answer a senior manager’s
question during your presentation. Executives want to be sure you
understand the consequences and implications, and that they can trust
your analysis and recommendations
This is where practice helps, especially if you have anticipated
potential queries
Always go to the slide which would illustrate the answer to your query,
and do use your back up data slides if it will help give a convincing
answer
This speaks greatly of your preparation
If you can’t answer a question, say so. Don’t apologize. Just say “I don’t
have that information. I’ll try to find out for you.”
36. Point to note!
“Senior people don’t have time to learn about your topic. They just
want to know how they can help you.”
Remove extraneous information that could take your discussion off track
or cloud your main points.
The more simple and forthright your presentation is, the easier it will be
for your executive audience to understand how they can help you and
move things forward.
38. The Operation Funnel: Operational Excellence results from addressing aspects of
the business on an end-to-end basis
Demand Management
“Manage the Pipe”: Workforce Management
• Hiring- right skill to match end customer “Manage the Cleaners”:
experience .
• Forecasting- Accurate and timely forecasting • Appropriately leverage staff to
of volumes across various lines of business. Operations Management maximise assets and put right people
at the right place at the right time
“Fix the Pipe”:
VOC
• Training- Right content, appropriate
training methodology and duration. VOC
Tools/IT Management
• Ensure volumes are not dropped/leaked
“Enable the Cleaners”:
improve closure rates, improve service
quality. VOC
• Improve the efficiency and effectiveness • Provide the right tools
Volume 1 and support to drive the
of the operations. VOC
right outcomes
Volume 2 Customer
Web IVR
Processed Experience
Volume “Clear the Pipe”:
Volume 3
• Ensure customer
expectations are
appropriately set and
Volume 4 met
• Encourage & educate
Close the “drip” customers to use
channels like web
/IVR etc.
“Set the Pipes”:
Business • Manage the operation end-to-end including
Management decisions on how many channels of service,
which services to be offered via non branch
deliver channels like phone, email, web, IVR,
hours of operations.
40. Star Certification
3 Phase program involving TLs, Managers and Sr. Management
Measurements and
Tracking
Sr.
Metrics Improvement Mgmt
PHASE III
Participants’
presentation to Panel of Sr.
Management.
Mgrs
Weekly PHASE II
Implementation 8 Weeks implementation-Manager signoff
Tracking Participants to commit on improving 2
metrics.
Post -Test
TLs
PHASE I
40 hours (5 Days) Instructor Led Program
Pre- Test
41. Example: ‘Reporting’ or ‘Fact’ slide
(making effective use of table & colors to denote different
levels of performance)
42. Performance Summary – Training
Process Target Yields Target Effectiveness
(CSAT – 30 days)
Vijayawada 80% 91% 85% 87%
Bangalore 80% Ongoing 85% 86%
Hubli 80% 78% 85% 86%
Yield Trend
Indore 80% 78% 85% NA
Kochi 80% 76% 85% 89% Attrition split
Kolkata 80% 42% 85% 86%
Bhubaneshwar 80% 90% 85% 80%
Siliguri 80% 71% 85% 87%
Trichy 80% 81% 85% 89%
Vodafone 80% 72% 85% 86%
Kolkata : ( 48% VOL and 39% INVOL certification failures)
Yield for 1 KOL batch with 18 HC @17% : 47% abandon and 40% Certification failures & 1 BEN Batch dissolved ( 13 VOL attritions)
Siliguri : 56% VOL and 44% INVOL ( Tollgate & Certification failures)
Kerala: 1 Part timer batch dissolved with 10 attritions – 6 abandon and 4 tollgate failures
Hubli: 2 batches one with 92% and another with 62%(8 attr – 5 abandons and 3 tollgate failures)
Indore: 3 batches with 6 attritions : 63% VOL and 38% INVOL ( Certification failures)
44. EQ Scores
Tr e n d s Analysis
FATAL count May fatals April fatals March fatals
Security Check 7 6 0
EQ score from March to May
Accurate Information 4 1 0
92.0
90.6 Tagging 9 7 8
92.0
90.0
88.4 Full and Completeness
86.7 86.7 of Information 43 23 0
88.0 85.0 86.0 85.0
86.0
82.9
Professional Behavior 3 0 0
84.0 Total count of FATALs 66 37 8
82.0
80.0
78.0 Action Plan
Mar-11 Apr-11 May-11
Pre POP PGC S. TIME
ISSUE IMPROVEMENT PLAN RESP
NO LINE
S.N
ISSUE ROOT CAUSE Quality /
O no tagging data is Training
No Ongoin
100% calls are not tagged due to 1 published and action /
1 No Tagging Tagging g
taken as per ZTP Operatio
delay tagging happening after 10pm
n
1. Rushing through the calls. 1. Refreshers planned for
2. Right TAT not provided to reduction of the same.
customers. Quality /
Complete 2. one on one discussion.
2 3. Miss of total information pertaining Training Ongoin
Complete 3. Trainers will provide
information 2. / g
to enquiry info TAT information in briefing
Operatio
4. Charges not getting information for and debriefing.
n
VAS services. 4. TNI sharing on specific
to outliers
Lack of attentiveness on calls and
3 44 Security check Security Refresher planned for Training/ Ongoin
process knowledge 3
Check outliers Quality g
47. Forecasted, Offered and Answered
0.14 120%
0.12 100%
Call volume in (Mns)
0.10
Variance in %
80%
0.08
60%
0.06
40%
0.04
0.02 20%
0.00 0%
Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10
Forecasted 0.12 0.13 0.12 0.12 0.12 0.11
Off ered 0.12 0.12 0.13 0.12 0.12 0.10
Answ ered 0.12 0.12 0.13 0.12 0.12 0.10
Off ered VS Forecasted 97% 97% 109% 101% 101% 86%
Answ ered VS Forecasted 96% 95% 106% 98% 99% 85%
Answ ered VS Of fered 99% 98% 97% 98% 99% 99%
PGC Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10
Vodafone SL 89.5% 90.59% 92.19% 90.58% 88.9% 90.36%
Firstsource SL 89.5% 90.95% 92.19% 90.58% 90.4% 90.36%
Postpaid SLs consistently well above targets
48. Training Effectiveness - Dec
NO OF
CIRCLES PROCESS BATC Nos
AVG BATCH On call CSAT
INTERNAL
TAGGING % ACHT ATT FCR
HES
SCORE scores AUDIT
PEP &
PEP-60% PEP-90% PEP-75% PEP-100% PEP-120
Target for PEP and POP POP
POP-60% POP-92% POP-85% POP-100% POP-180
85%
CHENNAI PEP 2 25 83% 68% 88% 69% 89% 179 163 97%
PEP 8 148 87% 69% 88% 77% 91% 171 133 99%
ROTN
POP 1 15 89% 76% 92% 80% 94% 185 162 94%
KL PEP 2 31 86% 76% 82% 76% 102% 146 134 99%
Data
Data yet to Data yet
PEP 5 90 84% 72% 86% 70% 132% yet to
rec to rec
rec
AP
Data yet to Data
rec Data yet
POP 1 19 84% 66% 87% 75% 120% yet to
to rec
rec
KOL PEP 2 31 91% 76% 95% 80% 98% 143 166 94%
ROB PEP 3 36 90% 74% 94% 79% 97% 145 167 92%
KAR PEP 2 37 75% 64% 82% 635 120% 150 150 100%