- JD Solomon
- Jul 22, 2024
A professional colleague recently asked me how much technical knowledge someone should have before giving a presentation to senior management. My two-part answer was, "Twenty-five percent of what they know, and soft skills are as important as the facts they know." Here's why.
Hard Skills
Hard skills refer to the technical knowledge and abilities acquired through education, training, and hands-on experience. These include programming, data analysis, engineering principles, and other specific competencies related to one's profession. Hard skills are measurable and often demonstrated through certifications, degrees, and work experience.
Soft Skills
Soft skills are interpersonal attributes that enable individuals to interact effectively and harmoniously with others. These include communication, empathy, teamwork, problem-solving, and time management. Unlike hard skills, soft skills are not easily quantifiable but are equally, if not more, essential in the workplace.
Managing Time in Front of Non-Technical Decision Makers
One of the most critical aspects of effective communication is managing time efficiently when presenting to decision makers—and that's all decision makers, regardless of their technical or non-technical backgrounds. The following six ways soft skills matter also impact another critical soft skill—time management.
1 - Be Prepared
Prepare thoroughly before the meeting. Trusted advisors prioritize the information and the audience. Nevertheless, understanding the information and the decision maker’s knowledge of it are both important.
From the example: This is where the rule of thumb of presenting only 25% of what you know comes in. Think about it the next time you do a presentation – are you leaving 75% in the tank? If not, you are probably not the right person to do the presentation.
2 - Focus on Key Messages
Decision-makers are often interested in the bigger picture, such as organizational impacts, customer concerns, potential benefits, and the associated risks. Prioritize these points and avoid delving into unnecessary details.
From the example: My professional colleague was familiar with the FINESSE fishbone diagram and knew that the first S stands for structure. But she did not know much more. Structuring your reports and presentations is essential for getting to the key messages in a timely manner. And you have several options.
3 - Use Visual Aids Effectively
Ensure that these visuals are clear, concise, and easily digestible. They need a key message and alternative text that makes your key points.
From the example: There are six essential graphics within the I (illustrate) of FINESSE. Visuals and visualization are deeply rooted in soft skills.
4 - Encourage Questions and Interaction
Allowing most of your time for questions and two-way interaction shows respect for the decision makers. Plus, you work for them.
From the example: My conversation also included discussion around whether the presenter should handle the Q&A. Yes, that is the short answer. The longer answer is that Q&A is part of the soft skills used to structure the presentation.
5 - Practice Active Listening
Pay attention to the responses, promptly address concerns, and be flexible. Blah, blah, blah. That's the standard stuff.
From the example: As I told my professional friend, the most important things to listen for are the things that are not said. And that is a big-time soft skill.
6 - Be Empathetic
Empathy is a soft skill you are debatably born with and can also develop. Either way, remember that your presentation is about the decision maker, not about you. Why were you asked to present? It is almost certainly not for you to talk about yourself, your team, or how hard everyone worked.
From the example: My parting words to my friend were, as we say when Communicating with FINESSE, "No one cares about your data until first they understand how much you care about them."
Six Ways Soft Skills Matter
What qualifies someone to present technical information? My answer was, "Twenty-five percent of what they know, and their soft skills are as important as the facts they know." What do you think? Have you mastered the soft skills? Are you Communicating with FINESSE?
The FINESSE fishbone diagram depicts the seven causal factors for effectively communicating information with complexity and uncertainty. Communicating with FINESSE is a not-for-profit community of technical professionals dedicated to being highly effective communicators and facilitators. Learn more about our publications, webinars, and workshops. Join the community for free.
