{"id":32234,"date":"2021-11-18T14:33:12","date_gmt":"2021-11-18T14:33:12","guid":{"rendered":"https:\/\/www.mauriziolacava.com\/?p=32234"},"modified":"2026-01-21T14:19:23","modified_gmt":"2026-01-21T14:19:23","slug":"how-to-present-a-project-effectively","status":"publish","type":"post","link":"https:\/\/www.mauriziolacava.com\/en\/how-to-present-a-project-effectively\/","title":{"rendered":"How to Present a Project effectively"},"content":{"rendered":"\n
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\"\"<\/figure>\n\n\n\n
\"\"<\/a><\/figure>\n<\/figure>\n\n\n\n
<\/div>\n\n\n\n

How to present<\/span> a project<\/span> effectively?<\/strong> If you’re wondering how to present<\/span> a project<\/span>, it means that your “baby” has finally reached that necessary stage of maturity that it needs<\/span> to be shared with others.<\/strong><\/p>\n\n\n\n

Don’t get me wrong.<\/p>\n\n\n\n

Your project<\/span> could be a structured corporate plan<\/strong> or just a new idea<\/span> to present<\/span> to a fund<\/span><\/strong> for financing.<\/p>\n\n\n\n

That’s right – the project<\/span> might still be in its early stages<\/strong>, but it might be clear enough <\/strong>in your head to make you want to convince someone to support you.<\/strong><\/p>\n\n\n\n

How to pitch<\/span> a project<\/span><\/strong> is the kind of question you typically ask yourself when you’re at the point where you need<\/span> your neighbor’s support in order to move forward.<\/strong><\/p>\n\n\n\n

\"How<\/figure>\n\n\n\n

You may need<\/span> funding<\/span> from an investor<\/strong>, approval from a stakeholder<\/strong> within your organization, or simply support from people close to you.<\/strong><\/p>\n\n\n\n

More generally, you need<\/span> others to approve your project<\/span>.<\/strong><\/p>\n\n\n\n

I bet you’re not in a position where you want to accept failure.<\/p>\n\n\n\n

What do you mean, Maurizio?<\/p>\n\n\n\n

I mean that this project<\/span> is so important to you that an unsuccessful presentation<\/span> would have major implications.<\/p>\n\n\n\n

If you were presenting<\/span> at your company, it could affect your success<\/strong>, if you were presenting<\/span> to a client, it could put the sale at risk<\/strong>, if your pitch<\/span> was about a start-up and you didn’t<\/strong> raise the necessary funding<\/span><\/strong>… I don\u2019t need<\/span> to comment further.<\/p>\n\n\n\n

In this article<\/span> I’m going to take a broad stance and help you create the best presentation<\/span><\/strong> that will answer your initial question: how to present<\/span> a project<\/span> in an effective way?<\/strong><\/p>\n\n\n\n

I won’t focus on a specific type of project<\/span>. So, if you have an important project<\/span> to present<\/span><\/strong> and the stakes are high, you’re in the right place.<\/p>\n\n\n\n

If, on the other hand, you’re looking for suggestions regarding a specific kind of project<\/span> presentation<\/span>, I\u2019m afraid you’ll have to look elsewhere!<\/p>\n\n\n\n

Ready?<\/p>\n\n\n\n

Let\u2019s start!<\/p>\n\n\n\n

<\/div>\n\n\n\n

<\/span>Storyline \u2013 The starting point for presenting a project<\/span><\/h2>\n\n\n\n

Where did you think we would begin?<\/p>\n\n\n\n

First, you need<\/span> to decide what information to communicate<\/strong> and in what order <\/strong>you want to communicate it.<\/p>\n\n\n\n

\"How<\/figure>\n\n\n\n

Thank you, Maurizio!<\/p>\n\n\n\n

Trust me, it’s not an obvious choice.<\/strong><\/p>\n\n\n\n

I’m sure, if I asked you where you would start to produce the relevant information of your project<\/span> you would have your own idea<\/span>.<\/p>\n\n\n\n

However, if I asked you where it would be best to start and what information would be best to exclude in order to present<\/span> a project<\/span>, <\/strong>things would get a little more complicated.<\/p>\n\n\n\n

Why?<\/p>\n\n\n\n

Because of the simple fact that when the project<\/span> is yours, everything seems important to you<\/strong>, and it is not easy to let go of certain pieces of information.<\/strong><\/p>\n\n\n\n

That’s when, in short, you find yourself producing a presentation<\/span> crammed with content<\/span> that probably no one will ever read.<\/p>\n\n\n\n

Where do we start, then?<\/p>\n\n\n\n

From people!<\/strong><\/p>\n\n\n\n

The basis of any good communication is your audience<\/span><\/strong>.<\/p>\n\n\n\n

Let me ask you a question: what is your goal in presenting<\/span> this specific project<\/span><\/strong>, what do you really want to achieve?<\/p>\n\n\n\n

Let’s get into it.<\/p>\n\n\n\n

If you want to convince someone to do something they wouldn’t have done without seeing your presentation<\/span><\/strong>, then you need<\/span> to figure out how to change their mind<\/strong> or how to instill, in their mind, a new idea<\/span> that will lead to a change.<\/p>\n\n\n\n

It sounds hard?<\/p>\n\n\n\n

Don’t let it scare you, follow me.<\/p>\n\n\n\n

The questions you need<\/span> to ask yourself before you start are:<\/p>\n\n\n\n

    \n
  1. What is my audience<\/span> thinking today<\/strong> (before presenting<\/span> the project<\/span>)?<\/li>\n\n\n\n
  2. What would I like them to think tomorrow<\/strong> (after presenting<\/span> the project<\/span>)?<\/li>\n\n\n\n
  3. What would I like them to do now that they have this new insight<\/strong>?<\/li>\n<\/ol>\n\n\n\n
    \"How<\/figure>\n\n\n\n

    <\/p>\n\n\n\n

    You need<\/span> to instill a new awareness <\/strong>in your audience’s mind, so that they are ready to act in support of your project<\/span><\/strong>.<\/p>\n\n\n\n

    Maurizio, can you give me an example?<\/p>\n\n\n\n

    Here it is.<\/p>\n\n\n\n

    You’re introducing a potential new client to a service or product. If you hadn’t set up the meeting<\/span>, he probably wouldn’t have bought from you.<\/p>\n\n\n\n

    Or maybe you’re presenting<\/span> an internal company innovation project<\/span> and you want your bosses to approve it, so you will finally have the opportunity to leave your mark within the organization and get noticed.<\/p>\n\n\n\n

    You might be wondering how to present<\/span> a project<\/span> to the European Union, how to present<\/span> a project<\/span> to a city council, and so on.<\/p>\n\n\n\n

    Whatever the case, you want people to do something they wouldn’t have done otherwise<\/strong>.<\/p>\n\n\n\n

    Therefore, in order to succeed you need<\/span> to understand who you’re talking to, what your goal is, and why they should resist you.<\/p>\n\n\n\n

    Exactly!<\/p>\n\n\n\n

    Why might they disagree, not follow you, or even contradict you?<\/p>\n\n\n\n

    In Lean Presentation Design<\/a> we call these resistances.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    Resistances are anything that crosses your audience’s mind that can potentially hinder your project<\/span>. <\/strong>Any time your audience<\/span> has a thought that stands in the way of your goal, you’re facing a resistance.<\/p>\n\n\n\n

    Do you remember when, a few lines above, you were wondering what information to include <\/strong>in your project<\/span> presentation<\/span>?<\/p>\n\n\n\n

    Well, now you know which ones can’t be missed!<\/p>\n\n\n\n

    Which ones?<\/p>\n\n\n\n

    Haven’t you understood yet?<\/p>\n\n\n\n

    All the necessary information to overcome your audience’s resistances.<\/strong><\/p>\n\n\n\n

    If you miss any resistance, you risk not to convince the audience<\/span> to support your project<\/span>.<\/strong><\/p>\n\n\n\n

    Sometimes, if you’re lucky, you get asked questions.<\/p>\n\n\n\n

    Have you ever thought about what those questions are?<\/p>\n\n\n\n

    They are resistances that have not been overcome yet<\/strong>, but that the audience<\/span> is ready to discuss.<\/p>\n\n\n\n

    In short, questions are great opportunities for persuasion<\/strong>!<\/p>\n\n\n\n

    Now that you know what can’t be missed within a project<\/span> presentation<\/span>, it’s time to define the order in which you should present<\/span> your information.<\/strong><\/p>\n\n\n\n

    When preparing a project<\/span> presentation<\/span>, we usually refer to a very convenient framework<\/strong>: the Lean Presentation Strategy Canvas<\/a><\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Have you ever heard of storytelling<\/span><\/strong>?<\/p>\n\n\n\n

    No, it doesn’t mean telling stories.<\/strong><\/p>\n\n\n\n

    It means using the typical narrative structure<\/strong> of a story and applying it to your communication flow.<\/strong><\/p>\n\n\n\n

    Where to start?<\/p>\n\n\n\n

    From the context<\/strong>!<\/p>\n\n\n\n

    We can’t assume that your audience<\/span> is aware of the context. Or maybe it is, but giving a recap can certainly help, and maybe even be appreciated.<\/p>\n\n\n\n

    You’ll be the judge of how much and what context information is important to your audience<\/span> <\/strong>to know in order to effectively introduce the next step: the problem.<\/strong><\/p>\n\n\n\n

    Every self-respecting story captivates attention through moments of conflict.<\/p>\n\n\n\n

    Think about it.<\/p>\n\n\n\n

    When you’re watching a TV show or a movie, what are the moments that grab<\/span> you to the point where you forget everything else?<\/p>\n\n\n\n

    They’re the moments of tension<\/strong>, the ones where the main character is in danger and you need<\/span> to know how it’s going to end.<\/p>\n\n\n\n

    Until that tension is released, your attention is focused on the screen.<\/p>\n\n\n\n

    And here comes the solution<\/span>, the hero survives and pulls it off once again. The solution<\/span> plays a key role in releasing tension and triggering pleasure in the audience<\/span>.<\/strong><\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    It is because of the pleasure associated with the release of tension<\/strong> that you are finally ready to tackle the following problem.<\/p>\n\n\n\n

    This is how the plot unfolds – alternating continuous cycles of problems\/solutions.<\/p>\n\n\n\n

    Always keep in mind that directly presenting<\/span> the solution<\/span> is not effective<\/strong>, unless your audience<\/span> is fully aware of the problem.<\/p>\n\n\n\n

    The next step is the Evidence, or credibility, section<\/strong>.<\/p>\n\n\n\n

    In this section you can use data<\/span><\/strong>, reviews in your favor<\/strong>, case studies<\/strong>, references <\/strong>and everything that makes you and your project<\/span> credible<\/strong>.<\/p>\n\n\n\n

    If you are presenting<\/span> a startup to an investor, the fact that you have already founded others and have obtained significant results increases your credibility.<\/p>\n\n\n\n

    If you are pitching a project<\/span><\/strong> to a bank and you can demonstrate that you have already worked in that industry and have a proven track record, you will gain credibility.<\/strong><\/p>\n\n\n\n

    If, on the other hand, you are pitching a project<\/span> to your own company, perhaps you will have data<\/span> that supports your opinion<\/strong>, and the presentation<\/span> will revolve around the quality of that data<\/span>.<\/p>\n\n\n\n

    Last step – Call to Action.<\/strong><\/p>\n\n\n\n

    If you want people to do something they wouldn’t have done otherwise, at some point you’ll have to ask them.<\/p>\n\n\n\n

    Your presentation<\/span> was the opportunity to get them in a position to accept your Call to Action<\/strong> – now it’s time to close the deal.<\/p>\n\n\n\n

    If you’re interested in understanding the application strategies<\/span> of the Lean Presentation Strategy Canvas<\/a>, then you’ll enjoy my guide:  \u201cBusiness presentations: the ultimate guide to creating modular and effective slides\u201d<\/a>.<\/p>\n\n\n\n

    Be careful though, the Canvas is a model <\/strong>that must be declined according to each specific case.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    I use it when I’m designing presentations<\/span> for others<\/strong>, and the skill lies in your ability to decline it according to the context.<\/p>\n\n\n\n

    If you are presenting<\/span> a project<\/span> within your company – to your superiors, for example – in the Evidence section you won’t include information about who you are and what significant experience<\/span> you have in the field.<\/p>\n\n\n\n

    They already know you!<\/p>\n\n\n\n

    On the other hand, if you are presenting<\/span> to a new client, you will probably want to fill out the Evidence section with industry references.<\/p>\n\n\n\n

    The weight of each section of the canvas depends on your audience’s level of awareness.<\/strong><\/p>\n\n\n\n

    Did you notice the different persuasion triggers at the bottom of the Canvas?<\/p>\n\n\n\n

    I won’t address them in this article<\/span>, but I suggest you consider reading \u201cBusiness presentations: the ultimate guide to creating modular and effective slides\u201d<\/a> if you want to learn more.<\/p>\n\n\n\n

    <\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>Manage expectations and introduce the next steps<\/span><\/h2>\n\n\n\n

    I told you that the final step in presenting<\/span> a project<\/span> is the Call to Action.<\/strong><\/p>\n\n\n\n

    Once you have prepared the audience<\/span> for action, you need<\/span> to give them that final push that will motivate them to act<\/strong>.<\/p>\n\n\n\n

    Is that all?<\/p>\n\n\n\n

    No, there is another fundamental component that involves managing expectations<\/strong>.<\/p>\n\n\n\n

    What is the step you should follow immediately after your presentation<\/span>, and what are the ones after that? Usually, in business<\/span> presentations<\/span> we talk about the famous next steps.<\/p>\n\n\n\n

    But how do you present<\/span> the next steps of a PowerPoint<\/span> project<\/span><\/strong>?<\/p>\n\n\n\n

    So far we’ve talked about the importance of communication strategy<\/span>, <\/strong>now it’s time to bring your project<\/span> to life and visualize it.<\/p>\n\n\n\n

    So, how do you design the next steps<\/strong>?<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    I usually use PowerPoint<\/span> timeline<\/span> templates<\/span><\/strong> or Gantt charts<\/span><\/strong>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>Creating a timeline with PowerPoint<\/span><\/h3>\n\n\n\n

    Timelines <\/a>are a very effective slide<\/span> template when presenting<\/span> a project<\/span>. They are timeline layouts<\/a> often used to describe the upcoming steps.<\/p>\n\n\n\n

    This slide<\/span> is often called a project<\/span> roadmap<\/strong>, and is very useful to describe what is to come.<\/p>\n\n\n\n

    It’s up to your common sense to figure out which steps to include and which not to.<\/p>\n\n\n\n

    Always remember to include only the bare minimum within each of your presentations<\/span>.<\/p>\n\n\n\n

    Less is more, and I’m not just saying that!<\/p>\n\n\n\n

    Have you ever created a timeline with PowerPoint<\/a><\/strong>?<\/p>\n\n\n\n

    If you know the right tricks it’s pretty easy, otherwise it can easily become a huge waste of time.<\/p>\n\n\n\n

    Come on, let’s make one together.<\/p>\n\n\n\n

    First, draw the timeline<\/span>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Did you get a crooked line?<\/p>\n\n\n\n

    You probably didn’t hold down the SHIFT key<\/strong> while drawing it.<\/p>\n\n\n\n

    Didn’t you know that?<\/p>\n\n\n\n

    If you hold down the SHIFT key<\/strong> while drawing a line in PowerPoint<\/span>, the line will come out perfectly straight<\/strong>, whether horizontally or vertically.<\/p>\n\n\n\n

    Create your first milestone<\/span>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Each milestone<\/span> represents one of the next steps in the project<\/span>.<\/p>\n\n\n\n

    Complete the milestone<\/span> with a title and text<\/span>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Now we’ll mark the next few periods, but I’d like the milestone<\/span> content<\/span> to alternate above and below the timeline<\/span>.<\/p>\n\n\n\n

    Just do a CTRL + SHIFT<\/strong> to duplicate the block:<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    And now by holding SHIFT <\/strong>you can vertically drag the contents<\/span><\/strong> of the milestone<\/span> below the timeline<\/span>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Proceed with replication for a total of 8 periods.<\/p>\n\n\n\n

    Be careful, though!<\/p>\n\n\n\n

    In the end, the milestones<\/span> must all be well distributed and centered with respect to the timeline<\/span>.<\/p>\n\n\n\n

    Maurizio, your request is getting difficult.<\/p>\n\n\n\n

    Come on, let’s do it together.<\/p>\n\n\n\n

    Drag <\/strong>the first milestone<\/span> <\/strong>while holding SHIFT<\/strong> to keep it aligned and CTRL to duplicate<\/strong> it as you move.<\/p>\n\n\n\n

    Use the pop-up distribution guides to make sure the third milestone<\/span> is as far away from the second as the first.<\/p>\n\n\n\n

    Now all you have to do is replicate with CTRL + Y<\/strong>.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    If you hadn’t heard of these shortcuts before, I’ll share with you something that will make you dream – my personal selection of PowerPoint keyboard shortcuts<\/a>.<\/p>\n\n\n\n

    Sounds hard?<\/p>\n\n\n\n

    Maybe it’s a bit tricky, but with practice <\/strong>you’ll find that it’s actually easy<\/strong>.<\/p>\n\n\n\n

    If you have any doubts, come see me at our monthly meeting<\/span>. Every month, I host a webinar reserved for our community<\/strong>, MLC Webinar <\/strong>Series. Follow me on Linkedin<\/a> to stay up to date<\/span> with public events<\/strong> and my upcoming speaking engagements<\/strong>. <\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    If you don’t have time and would like to start from one of my ready-made timelines<\/span> you can use my personal collection, available on MLC PowerPoint Add-in<\/a>.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    Just choose the timeline<\/span> template<\/strong> that’s right for you and with one click<\/span> you’ll have it in your presentation<\/span>. My timelines<\/span> have icons <\/strong>and text<\/span> <\/strong>already built in, so all you have to do is edit out what you don’t like. <\/p>\n\n\n\n

    If you don’t have it, try MLC PowerPoint Add-in<\/a> for free now.<\/p>\n\n\n\n

    If you’re interested in PowerPoint<\/span> timelines<\/span>, then you’ll certainly be interested in the comprehensive guide I wrote<\/span> on the topic: Powerpoint Timeline Templates: how to create them best<\/a> \u2013 give it a read!<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>Creating a Gantt chart with PowerPoint<\/span><\/h3>\n\n\n\n

    A good solution<\/span> to display the set of activities that affect a project<\/span> is certainly a Gantt chart.<\/a><\/p>\n\n\n\n

    If you don’t know what it is, read my guide before moving on: PowerPoint Gantt Chart in Simple Steps<\/a>.<\/p>\n\n\n\n

    Now that you know what a Gantt chart<\/a>, let’s quickly create one with the support of MLC PowerPoint Add-in<\/a>.<\/p>\n\n\n\n

    On PowerPoint<\/span>, go directly to MLC <\/strong>> Gantt Chart<\/span><\/strong> and a small panel will open for quick creation of a Gantt chart<\/span> <\/strong>that is ready to present<\/span> a project<\/span>.<\/p>\n\n\n\n

    For simplicity, enter 4 tasks and assign them starting and ending dates.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    Now click<\/span> OK – and your Gantt Chart<\/span> <\/strong>is ready.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    If you then want to modify it, just click<\/span> on Modify Gantt<\/strong> in the right side panel to return to the diagram processing tab and apply your changes.<\/p>\n\n\n\n

    If you have one or more important moments to highlight on the project<\/span> plan, you could insert milestones<\/span><\/strong>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    Last but certainly not least, remember that you also have the option of subordinating <\/strong>one activity to another.<\/p>\n\n\n\n

    That is, you can specify that an activity will start when the previous one ends.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    You see how the last task, task 5, only starts when task 4 ends?<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    This way you can create a sequentiality between activities that are often interdependent in a project<\/span>.<\/p>\n\n\n\n

    So, we have seen the use of timeline<\/span> slides<\/span> <\/strong>or Gantt charts<\/span> <\/strong>to describe the next steps and map out a project<\/span> so that you can effectively manage your audience’s expectations<\/strong>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>How to present a project – Progress Status<\/span><\/h2>\n\n\n\n

    You thought you were getting away with the previous paragraph, but in reality, presenting<\/span> a project<\/span> is a recurring task<\/strong>.<\/p>\n\n\n\n

    What do you mean, haven’t I already presented it?<\/p>\n\n\n\n

    Yes, of course<\/span>, but every project<\/span> has progress stages that often need<\/span> to be presented.<\/p>\n\n\n\n

    Imagine that your first presentation<\/span> went well, and you persuaded your audience<\/span> to support your project<\/span><\/strong>.<\/p>\n\n\n\n

    After a period of time, it will be natural to share the news <\/strong>and report on how things are going.<\/p>\n\n\n\n

    You may want to tell your investors how you closed the quarter. Or to one of your bosses if the project<\/span> is on track in relation to the budget or the previous year.<\/p>\n\n\n\n

    In short, once you’ve earned the trust<\/strong> of your audience<\/span>, you need<\/span> to work on not losing it<\/strong>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>Updating the Gantt chart<\/span><\/h3>\n\n\n\n

    The Gantt chart<\/span> is designed to give you an always up-to-date<\/span> view of how things are going.<\/p>\n\n\n\n

    In MLC PowerPoint Add-in<\/a>, you can reopen the previously created Gantt chart<\/span><\/strong> and enter the completion status of each task.<\/p>\n\n\n\n

    See the little percentage to the right of the task end date<\/span>?<\/p>\n\n\n\n

    That indicates the percentage of completion of each task.<\/strong><\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    This way you have indicated that task 1 is 100% complete, task 2 is 50% complete, and so on. Click<\/span> ok and boom, your slide<\/span> is ready!<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    This way, you can reopen your PowerPoint<\/span> <\/strong>and always keep it updated with the progress of your project<\/span>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>Traffic light slides<\/span><\/h3>\n\n\n\n

    What does a traffic light<\/strong> have to do with slides<\/span> in PowerPoint<\/span><\/strong>?<\/p>\n\n\n\n

    If you’re wondering how to present<\/span> a project<\/span> in an effective way<\/strong>, you can’t ignore the use of the traffic light system<\/strong> to track and view your project<\/span> progress.<\/p>\n\n\n\n

    In case of project grid<\/strong> <\/a><\/p>\n\n\n\n

    You have set up an internal communication activity that is directed at different business<\/span> functions. The activity consists of 4 main phases: onboarding, awareness, first test, live and will involve 4 main functions.<\/p>\n\n\n\n

    Are you already thinking about a table<\/span><\/strong>?<\/p>\n\n\n\n

    Exactly!<\/p>\n\n\n\n

    Here is the result I would expect to see:<\/p>\n\n\n\n

    The 4 functions on the left, the column steps, and for each step some comments with the status inserted in the middle of the comment.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Which status, Maurizio?<\/p>\n\n\n\n

    Exactly!<\/p>\n\n\n\n

    Look carefully, and you will see that in every comment there is also the status<\/strong>.<\/p>\n\n\n\n

    You didn’t see it at all, did you?<\/p>\n\n\n\n

    This is a slide<\/span><\/strong> that I extracted from a project<\/span> on which my team is working while I write<\/span> this guide, it is a real case<\/strong>.<\/p>\n\n\n\n

    A traffic light system<\/strong> could definitely help.<\/p>\n\n\n\n

    Come on, let’s get to work!<\/p>\n\n\n\n

    If you’ve been following me for a while, you’ll know that I don’t like working with tables<\/span> <\/strong>in PowerPoint<\/span> <\/strong>because they’re awkward objects to manage.<\/p>\n\n\n\n

    It’s much better to work with shapes<\/strong>.<\/p>\n\n\n\n

    Turn the table<\/span> into shapes right away with the Split Tables<\/span> feature of the MLC PowerPoint Add-in<\/a>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    First, we need<\/span> to take care of the content<\/span> by separating the descriptions from the statuses<\/strong>.<\/p>\n\n\n\n

    Why should we do this, Maurizio?<\/p>\n\n\n\n

    This step is essential in order to give the necessary visibility to the statuses which, as we noted earlier, are currently not sufficiently visible.<\/p>\n\n\n\n

    Remember that no design can ever make a slide<\/span> effective<\/strong>, if you don’t fully understand its meaning<\/strong>.<\/p>\n\n\n\n

    As you can see, in this example it’s the understanding of the difference between status and content<\/span> that allows me to make the first move.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Applying Lean Presentation Design<\/a> <\/strong>means understanding that “less is more”.<\/strong> So, it’s time to clean up the slide<\/span> of everything that’s unnecessary.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Usually, the first thing we need<\/span> to eliminate are borders and fills.<\/p>\n\n\n\n

    Now, let’s put things in order by organizing the contents<\/span> on different reading levels and adding our famous traffic lights.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    Cleaner, right?<\/p>\n\n\n\n

    Let’s say it’s something else entirely!<\/p>\n\n\n\n

    Note that there is no need<\/span> to write<\/span> down the status of each project<\/span><\/strong> because the traffic light is already a convention in itself. Anyone, looking at this slide<\/span>, would be able to understand which projects are completed, in progress or blocked.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    <\/span>How to create and manage a traffic light icon with PowerPoint<\/span><\/h3>\n\n\n\n

    The traffic lights I used were not downloaded icons, but rather built by me using PowerPoint<\/span> <\/strong>for maximum flexibility<\/strong>.<\/p>\n\n\n\n

    What do you mean for more flexibility, wouldn’t it be better to download <\/strong>a ready-made icon?<\/p>\n\n\n\n

    No, it’s better to build it yourself so that you can easily switch between lights off and lights on.<\/strong><\/p>\n\n\n\n

    Maurizio, what are you talking about?<\/p>\n\n\n\n

    Don’t worry, I’ll show you.<\/p>\n\n\n\n

    To build the traffic light I draw a rectangle with rounded edges and then three small circles.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    I now center and distribute them using PowerPoint’s Quick Access Toolbar<\/a>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    I duplicate it by dragging with CTRL and then replicate the dragging with CTRL + Y.<\/strong><\/p>\n\n\n\n

    Maurizio, I can’t remember all these shortcuts<\/strong> every time.<\/p>\n\n\n\n

    So you haven’t downloaded the collection of my favorite PowerPoint<\/span> shortcuts<\/strong> yet: The Best PowerPoint Shortcuts<\/a>.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n

    Let’s go back to the duplicating our little traffic lights.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Now simply click<\/span> on the three circles to create the three different icons.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    If you wanted to quickly move a circle from one position to another after placing a traffic light, just use the PowerPoint Swap Shapes feature<\/a> of the MLC PowerPoint Add-in.<\/a><\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Now color<\/span> the middle circle, and you are done!<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    As you can see, creating a traffic light in PowerPoint<\/span><\/strong> is a breeze, and it allows you maximum flexibility in status management<\/span>.<\/p>\n\n\n\n

    But if you don\u2019t want to create your own icons of traffic lights, you can use the ones my Team created. You just need<\/span> to have MLC PowerPoint Add-in<\/a> and you\u2019ll get access to the lean icons in our Graphic<\/span> Libraries<\/strong>.<\/p>\n\n\n\n

    \"How<\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    <\/span>In conclusion<\/span><\/h2>\n\n\n\n

    Organized project<\/span> management<\/span> <\/strong>requires you to be able to present<\/span> progress <\/strong>and manage your audience’s expectations.<\/strong><\/p>\n\n\n\n

    Sometimes you just need<\/span> a simple timeline<\/span><\/strong>, other times you need<\/span> more complex structures like the famous Gantt chart<\/span>.<\/strong><\/p>\n\n\n\n

    These are recurring slides<\/span>, very powerful and easy to create on PowerPoint<\/span> <\/strong>– if you know the right techniques<\/strong>.<\/p>\n\n\n\n

    A great strategy<\/span> <\/strong>is to make use of well-known conventions such as traffic light systems<\/strong> to show the progress<\/strong> of each project<\/span> on the fly.<\/p>\n\n\n\n

    Do you ever design slides<\/span><\/strong> like this for your project<\/span> management<\/span>? Is there any layout<\/span> you’d like me to cover to enrich this article<\/span>? Tell me in the comments!<\/p>\n\n\n\n

    And one last tip: if you want to ensure that your message is backed by visual clarity and impact, partnering with a PowerPoint presentation design agency<\/a> could be the smartest move you make.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    Get the PDF now!<\/strong><\/p>\n\n\n

    <\/div>