Elevating Team Presentations: The Power of Being a Great Executive Sponsor

Inviting your team to present at executive meetings is a unique opportunity to showcase your team and their work (and your leadership).  We were observing meetings for an executive team we’re coaching, and the final agenda item of the day was a presentation by one of the executive’s teams. You know the situation – your team comes into the meeting room, uncertain of the mood of the executive, some of your team is nervous and excited for the opportunity.  As the presentation got underway, there were interruptions, only one of three team members presented, and before the Q&A had officially concluded, four executives left the meeting.  One executive had a lot of passion, engagement and questions that led to the agenda going overtime at the end of the day.  First the CEO left, then others started checking their phones and, one by one, three more left the meeting over the next 10 minutes.  This is not how team members want their presentation to the executive team to go. I believe their leader didn’t know how to be a great executive sponsor for their presentation.

When your team has the opportunity to present to the executive, it is a career opportunity to showcase their expertise, credibility, and impact. As their leader, it is essential that you support your team before, during, and after the meeting to be at their best, have the opportunity to influence, and continue learning to become even better.

Preparing your team before the presentation:

1. Communicate expectations: Clearly communicate your expectations to the team members regarding the presentation. Outline the purpose, goals, and desired outcomes of the presentation – think about what you want people to feel, think or do differently as a result of the presentation. Ensure that they understand what you and the executive team are looking for.

2. Provide guidance and support: Offer guidance and support to your team members throughout the preparation process. Help them identify the right team members to present and ensure each presenter has a meaningful role. Provide them with the necessary resources, information, and insights that can help them craft a compelling presentation and Q&A. Be available to answer questions, provide feedback, and offer suggestions.

3. Advocate for the team: As the executive, it's important to advocate for your team members. Prior to the presentation, discuss the team's work with your executive team, highlighting their achievements and the value they bring to the organization. This can help create a positive context for the presentation and enhance the team's credibility. Ask for their support in acknowledging the team at the end of the presentation.

In the meeting during the presentation:

1. Create a supportive atmosphere: On the day of the presentation, create a supportive and positive atmosphere. Offer encouragement, express confidence in your team members' abilities, and help alleviate any anxiety they may be experiencing. Ensure that the presentation environment is conducive to success, with appropriate technical setup, comfortable seating, and a respectful audience.

2. Actively chair the meeting: Introduce your team members, their roles, and expertise and introduce the outcomes with what you hope the Executive will gain. Chair the meeting ensuring the other executives don’t overtake with questions/interruptions throughout the presentation, dominate the Q&A, or cause the presentation to go overtime. Come prepared with three questions in case no other executive asks a question. End on time, every time.

3. Support the team: Reinforce key points or prompt the team for any additional information that may have been missed. Prompt the team with time checks so they don’t go over presentation time and allow for Q&A

4. Acknowledge and amplify achievements: During the meeting, publicly recognize and highlight the accomplishments of your team members including behaviors that model your organization’s values. Share their successes, acknowledge their hard work, and give credit where it is due and reinforce takeaways. Invite the other executives to provide acknowledgements to the team in the closing.

After the meeting:

1. Request feedback from the executive team: Requesting specific feedback from your executive peers to bring back to the team including acknowledgements and how to improve.

2. Debrief and provide feedback: After the presentation, conduct a debrief session with your team members. Ask them for what went well, what was tricky, and lessons they learned. Offer constructive feedback to help them enhance their skills for future presentations. Recognize their efforts and acknowledge their achievements, regardless of the outcome.

The critical role of being a great executive sponsor was highlighted in the situation we observed, where a team's presentation to the executive faced interruptions, disengagement, and premature departures.  Such experiences can be demoralizing for team members and undermine their chances of making a strong impression. When your team has the opportunity to present to the executive, it becomes your responsibility as a leader to provide rock solid support throughout the entire process.

Being a great executive sponsor means understanding the significance of such opportunities for your team members' careers, and it requires your unwavering commitment to their success. By providing the necessary support and guidance before, during and after, you empower your team to showcase their expertise, credibility, and impact to the executive team, paving the way for a more productive and fruitful interaction.  Your boss and peers will appreciate it.