Chapter 10: Presentation of Engagement Reports

Ms. Ma. Corazon Castillo

Patricia Camille Morales

February 12, 2018

Introduction

The engagement does not end when the consultant recommends a decision to the
client. He/she needs to communicate it to the client. An effective communication of the end
result to the client is necessary in order for the client to be satisfied that what the accountant
proposes could be the solution to the problem. A feeling of contentment would not be achieved
when the accountant failed to communicate the results effectively. As said, presenting results is
a universal element of consulting work, and the success of a consultant will depend on his/her
skill at communicating what he/she has done.

Reports Content

Why Consultants Have Difficulty Presenting Results?

1. Presentations involve hard work – it requires creativity, disciple, and intense mental
effort.
2. Presenting results involve risks – Presentation lays the consultant’s skills, thought
processes, and reputation on the line.
3. Effective communication is not a well-developed skill area for many consultants –
Effective presenter must possess the following skills: creative analysis, clear writing,
persuasive speaking, and graphic communication.

Preparing for the Presentation

 Two points that a consultant must address before making the presentation: what to say
and how to say it

o Deciding What To Say

Suggestions for identifying what is important to present:
1. Keep a list of ideas and observations as the project progresses. It will be the
basis for the presentation outline.
2. Add a handwritten summary or highlight points in the margins of flow
diagrams and interview notes to avoid tedious rereadings of the materials.
3. Use the Delphi research technique to develop a list of important points. It
calls for similar questions to be asked of each person, without the others
being present.
4. Try to “psyche out” the client. Try to put yourself in the client’s foot in order to
identify any possible issues. These issues must be addressed.

o Choosing the Method of Presentation or How to Say It

In choosing which method to use, the objective must be taken into account which
is to communicate effectively at a minimal cost to the client.

Factors to consider in choosing the presentation method:

 Purpose of the engagement – Is it to inform, persuade, document or produce a

result or product?
 Contractual requirement or other commitments the consultant may have made
regarding reports, briefings, demonstrations, etc.
  Time the consultant has available to prepare
 Size of the budget of the project
 Type of presentation that best fits the personality of the client
 Logistics – whether the presentation must be made to one person to several
people in different cities, etc.

Written Presentation

 It is the classical method of presenting.

 What the client expects
 It looks impressive and proves that something tangible was done in the client’s behalf.
 It is most costly among all presentations and least effective method in communicating
the results

Types of Written Presentations:

A. Formal Reports
 It represents classic styles of presentation.
 They are difficult to write, expensive to produce, and almost never read in
their entirety.
 Contents must be accessible and readable.

Major Sections of Formal Reports:

1. Executive Summary – high-level of synopsis of findings,

recommendations and benefits, which contains key information for clients
who has little time or interest to read the entire report.
2. Project Background – short history of the project to help the reader to
understand the assignment and to place the project in perspective.
3. Objectives and Scope – restatement of the purpose and limitations of the
engagement.
4. Engagement Methodology – description of the techniques and
approaches used in carrying out the engagement.
5. Analysis and synthesis – description and detailing of the analysis
undertaken and the basis for major findings reaches through the
analysis.
6. Findings and conclusions – listing of the major conclusion that may also
include alternatives which the consultant considered and reasons for
reaching the conclusions selected.
7. Recommendations – statements aimed at guiding the client toward a
course of action that corresponds to the engagement’s objective and to
the consultant’s findings.
8. Expected benefits – highlights of the results that can be achieved by
carrying out the recommendations.
9. Implementation guide – description of specific methods for implementing
recommendations, addressing sequence, timing, resources required, and
constraints involved.
10. Appendices – any necessary charts, exhibits, tables of analyses related
to the engagement.
B. Informal Letters and Memoranda
 This is used with clients who require written reports but are able to do without
formality.
  It can be an effective means of communicating the status, findings, and
recommendations.
 It encourages economical and timely flow of information between consultant
and client.
C. Discussion Outlines
 It consists of skeletal statements that assist in conveying information to the
client.
 It represents a hybrid form of the written and in-person presentations. It
provides a written record wherein the client can refer to while affording the
economy of preparation and directness and flexibility of face-to-face
communication.
D. Graphic Summaries
 It is an enhanced form of discussion outline that combines highlighted
wording with graphic symbols in order to convey quickly and clearly
information.
 It is useful for management or operational reviews and for conceptual
engagements involving marketing or strategic planning.
E. Charts, Diagrams, Layouts, and Matrix Arrays
 Charts or diagrams – constitute the entire written presentation
 Flowcharts – represent a complete work product for the consultant
 Matrix arrays – useful for conveying alternatives and recommended actions to
the clients.
F. Prospectuses and Manuals
 They represent both the work product and the presentation of results.
 It is accompanied by a brief transmittal letter that records the transfer of the
work product, the data transferred, and the recipient.

Planning and Developing Written Material

 Preparing to write
 tell the reader what he/she wants to say
 drafting ideas
 Organizing the material
 Data must be in logical, retrievable form
 It is a process of editing and arranging material.
 Wordsmithing – the art of saying things properly and effectively. It touches on
grammar, style and construction.

Keys to good editing:

a) Define the purpose

b) Identify the audience and prospective readers
 Enhancing Readability
 Must be concise, and effective reports that inform and convince the readers
Few points to enhance the readability of the presentations:
a) Write short reports, if possible.
b) Arrange the material for emphasis.
c) Avoid long, complex paragraphs and sentences.
d) Avoid jargon, slang and unnecessary technical terms.
e) Use the active voice and direct, descriptive words rather than euphemisms.
f) Use pictures, graphs, and charts, whenever possible.
 g) Use number selectively.

Techniques for Presenting Written Reports

1. Sending the report by mail or messenger

2. Hand deliver the report and discuss it with the client
3. Have a brief presentation

In-Person Presentation

More demanding than written presentations

Combination of a speech and training session
Oral Report – written presentation may be entirely absent; more difficult to carry out
satisfactorily than a written report.
Define the objective, considers the audience, prepares an outline, etc.
The consultant only needs the major list of points to be communicated.

Important Consideration in In-Person Presentation:

1. Length of time of the presentation

2. Timing
3. Size of the audience
4. Composition of the audience
5. Atmosphere
6. Dress

Common Mistakes Made in Presenting the Results

1. Answering the right questions but failing to provide enough background on the basis
for the conclusions.
2. Failing to address the client’s primary concern, key issues or pet peeves.
3. Ignoring the significance of timing and emotional considerations when delivering a
report or presentations.
4. Failing to obtain concurrence on conclusions and recommendations from members
of the client’s staff who must support them or carry out.
5. Producing a report that seems cheap by comparison to the amount of fees.
6. Allowing inadequate time to prepare the presentation
7. Making the client feel silly, naïve, negligent or underserving of respect in either tone
or content of the presentation.
8. Showing sloppiness, inattention to detail, or superficiality in the presentation.
9. Surprising the client
10. Trying to sell future services via presentation.

Learning and Insights

Sometimes, the reason why the consultant’s recommendation is not taking into
consideration is because the results are not properly communicated. An effective presentation
of reports can attract the client to perform the recommendation. . For effective presentation,
planning must be done by the consultant. Several factors must also be looked into such as
deciding what to say and how to say it. There are several ways on how to present the reports
such as by written report or by in-person presentation. Each of these two mentioned method
must be used when deemed applicable in the situation or depends on what the consultant tries
to convey to the client. Moreover, each type of presentations has its own uses.

Moreover, this topic enlightens me the reason why there is a need of having several
English courses in the program of BS Accountancy. In this regard, it somewhat showed me that
some courses included in the curriculum of the said program is needed by the future
consultants. A consultant must not only be a critical thinker, but he/she must also be an effective
communicator in order for his/her work not to be put into waste. Moreover, a quality presentation
would gain the consultant’s reputation.

Conclusion

This chapter demonstrates on how to present a report effectively. It shows the readers
what the clients expects from them regarding the reports. Reports are the product that the
consultant gathered after a thorough evaluation. It contains the proposed recommendations to
the solutions of the clients. Giving reports to the clients alone is not enough. These reports must
be communicated to the clients in order for them to fully understand what the consultant wants
to address to them. This will enable the client and the consultant to meet in the same direction.
With this, effective communication of reports is necessary and must be well-planned by the
consultant.