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The Power of Paper Presentation in Board Exams

Let’s know about the useful paper presentation tips to be followed in board exams.

"Paper presentations are not just about conveying information; they are about crafting narratives that captivate, educate, and inspire."

The presentation of an answer sheet is quite crucial in the context of exams. While the content and quality of your answers are critical, how you present them can significantly impact the examiner's assessment of your work. How you organise and structure your answers on paper is referred to as an answer sheet presentation, and it includes characteristics such as handwriting, formatting, headings, and overall neatness.

Also Read: 7 Effective Ways to Understand Difficult Concepts

This article explores the significance of paper presentation in board exams , focusing on readability, structure and organisation, clarity of expression, time management, professionalism, and attention to detail. Understanding the value of correctly presenting your answers can increase your chances of effectively transmitting your knowledge and skills, thus increasing your exam result.

How to Present a Paper in Exam Neatly

Paying attention to many areas of presenting a paper neatly in an exam entail paying attention to numerous aspects of its presentation. Here are some tips to help you learn how to present a paper in exam neatly :

1. Follow the Instructions Specified : Before answering the questions, carefully read the directions provided by the exam invigilator or mentioned on the exam paper. Follow any formatting, margin, or additional sheet rules provided.

2. Use Readable Handwriting : Use clear and legible handwriting for board exams to write your answers. If the examiner does not understand your writing, it may result in misunderstandings or grading errors. Use a comfortable writing speed and take your time to ensure that your words are legible.

3. Begin with a Clear and Informative Heading : Begin each answer with a clear and informative heading. Include the question number or title, and use highlighting or bold type to separate it from the rest of the content. This allows the examiner to more easily recognise and follow your answers.

4. Maintain Proper Formatting : If there are any formatting requirements, such as bullet points, numbering, or indentation, make sure to follow them. Consistency in formatting makes a visually pleasing answer sheet and aids in organising your thoughts.

5. Allow Enough Space : Allow enough space for each answer, with enough for additional additions or adjustments. Refrain from cramming your writing into a limited space because it will make your answers challenging to understand and may need clarification. If you run out of space, clearly indicate where you have continued your answer on an additional sheet.

6. Use Subheadings or Paragraphs : Use paragraphs to distinguish and divide your answers if a question has many parts or sub-questions. This makes it easy for the examiner to recognise and analyse each component of your answer separately.

7. Highlight Crucial Points : Use underlining or highlighter to emphasise essential points or keywords. This draws attention to important information and makes your answers stand out.

8. Review and Edit :

Before submitting your paper, review and edit your replies.

Check for spelling and grammatical mistakes, and make sure your sentences are clear and concise.

In your presentation, correct any errors or inconsistencies.

Paper Presentation Tips

Answer Questions in Order : Unless otherwise specified, it is best to answer questions in the order they appear in the paper. This keeps the logical flow going and avoids misunderstandings between you and the examiner.

Begin with a Concise and Clear Introduction : For essay-style questions or more extended answers, start with a brief introduction highlighting your key points or thesis. This allows the examiner to comprehend the direction of your answer right away.

Use Bullet Points or Numbered Lists : Consider utilising bullet points or numbered lists when presenting lists or multiple points. This improves readability and makes recognising and evaluating each effectiveness easier for the examiner.

Use Diagrams or Pictures : Include diagrams, flowcharts, or pictures to support your answers. Visual representations can more effectively convey information and make your answers more engaging.

Correctly Cross Out Errors : Instead of scribbling it out, neatly cross it with a single line if you make a mistake while writing. This shows that you know the inaccuracy and helps keep your answer sheet tidy.

Conclusion:

P aper presentation in board exams is critical for effectively communicating your knowledge and skills to the examiner. You can improve the presentation of your answer sheet by the suggestions provided in the article.

Remember that correct paper presentation in board exams improves readability and demonstrates professionalism and attention to detail. Presenting your answers effectively can make a favourable impression on the examiner and increase the overall impact of your exam result.

"In the realm of board exams, a powerful paper presentation can be the key that unlocks success."

FAQs on The Power of Paper Presentation in Board Exams

1. How can I improve the quality of handwriting for board exams?

Work on writing slowly and legibly. Take time to form each letter and carefully keep the regular spacing between words. Consider utilising ruled or grid paper to guide your writing if necessary.

2. What should I do if I make an error when composing my answers?

If you make a mistake, cross it out neatly with a single line. Scribbling or smearing the text is not permitted. This shows the examiner that you know the problem and allows them to read your corrected answer.

3. Do I have to draw diagrams or illustrations for exams?

Diagrams or illustrations help clarify your explanations or support your answers. However, include them only when they are relevant and add value to your comments. If you draw diagrams, make sure they're legible, labelled, and appropriately depict the information you're trying to convey.

4. Do I need to use a ruler to underline headings?

While employing a ruler can aid in creating straight lines, it is only sometimes necessary. You can do it freehand if your underlining is excellent and consistent. However, a ruler might be a helpful tool if you have trouble keeping straight lines.

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PAPER PRESENTATION IN BOARD EXAMS !

• February 10, 2022

Apart from knowledge and understanding of the subject, the way you present your answers in the answer sheet to the examiner also plays a vital role in scoring good marks in board exams. You may have definitely heard toppers talking about the role of paper presentation and how it helps to score well in boards. Presenting your answers in an appealing manner helps you score candy points in any examination. Although it won’t fetch you much extra marks, it helps prevent the extra loss of marks.

Paper presentation techniques and tips are very less often discussed and explained by the teachers, despite of it being a major part of every topper’s success. This blog will fully emphasize upon paper presentation techniques and how you can use them with your knowledge and understanding of the subject to score full marks.

The role of paper presentation

• It makes your answers more appealing to the examiner , who consequently reads your answers with more interest.
• It makes your answer sheet stand out from the crowd. Even if you write the same answer as others, the examiner will find your answer different in terms of presentation which will earn you candy points.
• It makes the examiner’s task easier . Your answers become much obvious, to the point and comprehensive at the same time.
• It depicts and conveys your level of understanding of the subject to the examiner. Your answers become much more organised than before.

Paper Presentation tips for board exams

• Legible Handwriting

Don’t run after ‘good’ handwriting. Handwriting does not play any role in your exams. Instead, make sure that your handwriting is legible, i.e., the examiner can read your answer sheet clearly without making much assumptions about what you have written. You are supposed to make your answer sheet neat and not beautiful. Do not try to show off your calligraphy skills on paper. Write in a clear, neat handwriting with sufficient gaps between the words and minimum cuts.

2. Use of bullet points

Unless it is a language paper, always use bullets points to write long answers in theory exams. The examiner neither has the time nor will to read long paragraphs to assess your answers. Make his task easier by writing in bullet points.

You may use bullets to write answers for the following type of questions:

• Give reasons.
• Describe the types/components/parts.
• Characteristics/features of something.
• Importance of the topic.

3. Highlight important keywords

Much often, certain keywords are powerful enough to answer the whole question. However, while writing they get mixed up with other words and the examiner may not pay much attention to them. Highlighting key words of the answer by underlining them grabs the attention of the examiner, who can now at a glance judge the quality of the answer and understanding of the candidate.

• Avoid highlighting the whole sentence unless it is a really important and famous quote. Highlight certain words and phrases only.
• Always highlight the facts, formulas and key-terms.

4. Draw columns for difference type questions

Always draw two columns using a pencil to differentiate between concepts or theories. Do not write two paragraphs on each. Drawing columns makes it easier to read and comprehend for the examiner. Refer to the following snap from the answer sheet of 2019 CBSE economics topper.

5. Use diagrams/flowcharts/graphs wherever possible

Make your sheet appealing and attractive. Use pictorial presentation wherever required. This helps the examiner to predict the content of your answer before even reading it. Thus, if you have drawn a good flowchart representing the components of Budget, you will get full marks even if you have not written the answer very well. This will provide you an edge over other students who use only words to explain. Don’t restrict yourself to that.

Use of a creative pictorial method by business studies topper 2019:

6. Leave enough space

Between words, answers, and on margins. Usually, the answer sheet provided by any board is already margined. If not, take 2-3 mins initially to draw straight margins on the both sides of every sheet. You can use the space beyond the margin on left hand side of the paper to write the question number.

Similarly, leave 2-3 lines after finishing every answer and before starting a new answer. You can also draw a horizontal line after finishing an answer to make it more visible. In case of long answers, start every answer on a fresh page. This makes your answer sheet clearer and organised.

7. Make a separate space for rough work

In subjects that require calculation, it is advisable that you mark the last sheet of the answer booklet as rough and use it for your calculations. Many students use the space beyond the right margin of the sheet to do rough calculations. This disturbs the neatness of the paper a little bit. However, no one is going to cut your marks for that purpose. You can go as per your comfort.

8. Refer to topper’s answer sheets

You can refer to and analyse the answer sheets of toppers to get more idea on paper presentation. CBSE releases the scanned answer sheet of toppers for all subjects every year which can be accessed on their website. We have provided you the tips, you can check the implementation by analysing answer sheets. No one is born a master. You cannot expect yourself to implement these techniques directly on the day of your board exam. Follow and practice these tips in your regular class tests, half yearly exams, pre-boards and while solving sample papers and notice the change for yourself.

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How to Prepare a Paper Presentation

Last Updated: October 4, 2023 Fact Checked

This article was co-authored by Patrick Muñoz . Patrick is an internationally recognized Voice & Speech Coach, focusing on public speaking, vocal power, accent and dialects, accent reduction, voiceover, acting and speech therapy. He has worked with clients such as Penelope Cruz, Eva Longoria, and Roselyn Sanchez. He was voted LA's Favorite Voice and Dialect Coach by BACKSTAGE, is the voice and speech coach for Disney and Turner Classic Movies, and is a member of Voice and Speech Trainers Association. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 361,902 times.

A paper is bad enough, but presentations are even more nerve-wracking. You've got the writing down, but how do you turn it into a dynamic, informative, enjoyable presentation? Why, here's how!

Guidelines and Audience

• Know how long the speech must be.
• Know how many points you're required to cover.
• Know if you must include sources or visuals.

• If you're presenting to people you know, it'll be easy to know what to break down and what to gloss over. But if you're presenting to unknown stockholders or faculty, for instance, you need to know about them and their knowledge levels, too. You may have to break your paper down into its most basic concepts. Find out what you can about their backgrounds.

• Does the facility have a computer and projector screen?
• Is there a working WiFi connection?
• Is there a microphone? A podium?
• Is there someone who can assist you in working the equipment before your presentation?

Script and Visuals

• Only have one point per notecard -- that way you won't end up searching the notecard for your information. And don't forget to number the cards in case you get mixed up! And the points on your cards shouldn't match your paper; instead of regurgitating information, discuss why the key points of your paper are important or the different points of view on this topic within the field.

• As you go through this outline, remove any jargon if it may not be understood.

• If you won't have access to the proper technology, print visual aids on poster board or foam-core board.
• If using presentation software, use words sparingly, but enough to get your point across. Think in phrases (and pictures!), not sentences. Acronyms and abbreviations are okay on the screen, but when you talk, address them fully. And remember to use large fonts -- not everyone's vision is fantastic. [7] X Research source

• It's okay to be a bit repetitive. Emphasizing important ideas will enhance comprehension and recall. When you've gone full circle, cycle back to a previous point to lead your audience to the right conclusion.
• Minimize the unnecessary details (the procedure you had to go through, etc.) when highlighting the main ideas you want to relay. You don't want to overload your audience with fluff, forcing them to miss the important stuff.
• Show enthusiasm! A very boring topic can be made interesting if there is passion behind it.

Practice, Practice, and More Practice

• If you can grab a friend who you think has a similar knowledge level to your audience, all the better. They'll help you see what points are foggier to minds with less expertise on the topic.

• It'll also help you with volume. Some people get rather timid when in the spotlight. You may not be aware that you're not loud enough!

• Do the same with your conclusion. Thank everyone for their time and open the floor for any questions, if allowed.
• Make eye contact with people in the audience to help build your connection with them.

What Is The Best Way To Start a Presentation?

Community Q&A

• Most people get nervous while public speaking. [10] X Research source You are not alone. [11] X Trustworthy Source Mayo Clinic Educational website from one of the world's leading hospitals Go to source Thanks Helpful 0 Not Helpful 1
• Visual aids not only help the audience, but they can help jog your memory if you forget where you are in your presentation. Thanks Helpful 0 Not Helpful 0
• Rehearse in front of a mirror before your presentation. Thanks Helpful 0 Not Helpful 0

• Answer questions only if it is related to your presentation. Keep these to the end of your talk. Thanks Helpful 76 Not Helpful 14

You Might Also Like

• ↑ https://theihs.org/blog/prepare-for-a-paper-presentation-at-an-academic-conference/
• ↑ https://writingcenter.unc.edu/conference-papers/
• ↑ https://www.ncsl.org/legislators-staff/legislative-staff/legislative-staff-coordinating-committee/tips-for-making-effective-powerpoint-presentations.aspx
• ↑ https://www.youtube.com/watch?v=4qZMPW5g-v8
• ↑ https://twp.duke.edu/sites/twp.duke.edu/files/file-attachments/paper-to-talk.original.pdf
• ↑ http://www.cs.swarthmore.edu/~newhall/presentation.html
• ↑ https://www.forbes.com/sites/georgebradt/2014/09/10/big-presentation-dont-do-it-have-a-conversation-instead/#6d56a3f23c4b
• ↑ https://www.psychologytoday.com/us/blog/smashing-the-brainblocks/201711/why-are-we-scared-public-speaking
• ↑ https://www.mayoclinic.org/diseases-conditions/specific-phobias/expert-answers/fear-of-public-speaking/faq-20058416

About This Article

To prepare a paper presentation, create an outline of your content, then write your script on note cards or slides using software like PowerPoint. Be sure to stick to one main point per card or slide! Next, design visual aids like graphics, charts, and bullet points to illustrate your content and help the audience follow along. Then, practice giving your presentation in front of friends and family until you feel ready to do it in class! For tips on creating an outline and organizing your information, read on! Did this summary help you? Yes No

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Mastering the Art of Paper Presentations in Exams: Strategies for Success

By Ashesh Neupane

July 31, 2023

Paper presentations are an integral part of many exams and assessments, providing students with an opportunity to showcase their understanding of a particular subject matter. While written exams test a student’s knowledge on paper, paper presentations take it a step further by evaluating their ability to communicate and present information effectively. This article aims to provide valuable insights and strategies to excel in paper presentations during exams, enabling students to maximize their potential and achieve academic success.

Apart from knowledge and understanding of the subject, the way you present your answers in the answer sheet to the examiner also plays a vital role in scoring good marks in board exams. You may have definitely heard toppers talking about the role of paper presentation and how it helps to score well on boards. Presenting your answers in an appealing manner helps you score candy points in any examination. Although it won’t fetch you many extra marks, it helps prevent the extra loss of marks.

Understanding

Before diving into the preparation process, it is crucial to thoroughly understand the objective of the paper presentation. Analyze the topic or subject matter assigned and identify the key points or themes that need to be covered. This will help you structure your presentation effectively and stay focused throughout the process.

Time Management

Time management is crucial during paper presentations. Practice delivering your presentation within the allotted time frame to avoid rushing or exceeding the time limit. Divide your content into manageable segments and assign a specific duration to each section. This will help you stay on track and ensure that you cover all the essential points without compromising quality.

Don’t run after ‘good’ handwriting. Handwriting does not play any role in your exams. Instead, make sure that your handwriting is legible, i.e., the examiner can read your answer sheet clearly without making many assumptions about what you have written. You are supposed to make your answer sheet neat and not beautiful. Do not try to show off your calligraphy skills on paper. Write in clear, neat handwriting with sufficient gaps between the words and minimum cuts.

Handling Questions

Prepare yourself for potential questions from the audience. Anticipate queries based on your presentation and be ready to provide concise and confident responses. If you don’t know the answer to a question, admit it gracefully, and offer to research further or provide follow-up information later.

Unless it is a language paper, always use bullet points to write long answers in theory exams. The examiner neither has the time nor will to read long paragraphs to assess your answers. Make his task easier by writing in bullet points.

You may use bullets to write answers for the following type of questions:

• Give reasons.
• Describe the types/components/parts.
• Characteristics/features of something.
• Importance of the topic.

Practice & Perfect

To boost your confidence and delivery, dedicate ample time to practice and rehearse your presentation. Stand in front of a mirror or record yourself to observe your body language, gestures, and vocal tone. Pay attention to your pace, volume, and clarity of speech. Consider seeking feedback from peers or mentors to further improve your presentation skills.

Research and Information

Once you have a clear understanding of the topic, conduct thorough research to gather relevant information and supporting evidence. Utilize various resources such as textbooks, academic journals, credible websites, and online databases to ensure the accuracy and reliability of your content. Take notes and organize the information in a logical manner to facilitate easy referencing during the presentation.

Highlight Important Keywords

Much often, certain keywords are powerful enough to answer the whole question. However, while writing they get mixed up with other words and the examiner may not pay much attention to them. Highlighting keywords of the answer by underlining them grabs the attention of the examiner, who can now at a glance judge the quality of the answer and understanding of the candidate.

• Avoid highlighting the whole sentence unless it is a really important and famous quote. Highlight certain words and phrases only.
• Always highlight the facts, formulas, and key-terms.

Use Diagrams and Graphs

Make your sheet appealing and attractive. Use  pictorial presentation  wherever required. This helps the examiner to predict the content of your answer before even reading it. Thus, if you have drawn a good flowchart representing the components of the Budget, you will get full marks even if you have not written the answer very well. This will provide you an edge over other students who use only words to explain. Don’t restrict yourself to that.

Leave Enough Space

Between words, answers, and on margins. Usually, the answer sheet provided by any board is already margined. If not, take 2-3 mins initially to draw straight margins on both sides of every sheet. You can use the space beyond the margin on the left-hand side of the paper to write the question number.

Similarly, leave 2-3 lines after finishing every answer and before starting a new answer. You can also draw a horizontal line after finishing an answer to make it more visible. In case of long answers, start every answer on a fresh page. This makes your answer sheet clearer and organized.

Make a separate space for rough work

In subjects that require calculation, it is advisable that you mark the  last sheet of the answer booklet as rough  and use it for your calculations. Many students use the space beyond the right margin of the sheet to do rough calculations. This disturbs the neatness of the paper a little bit. However, no one is going to cut your marks for that purpose. You can go as per your comfort.

Mastering the art of paper presentations in exams requires careful planning, preparation, and effective delivery. By understanding the objectives, conducting thorough research, organizing content, practicing, and engaging the audience, you can excel in these assessments. Remember, confidence, clarity, and effective communication are the keys to success. With consistent practice and continuous improvement, you can become a proficient paper presenter, enhancing your academic journey and future professional endeavors.

Ashesh Neupane is the Co-Founder and Admin of HighApproach. He is also a student of Bachelor of Information Management (BIM) at Tribhuvan University.

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11 Steps To Writing Effective Board Papers Every Time

If you’re not entirely sure what board papers are, let’s start there. Board papers outline key information on the discussion points, decisions and actions required for a board meeting and are usually a few pages in length. This is not to be confused with board minutes , which are different.

Generally speaking, guidelines for a board paper include:

• An executive summary
• Recommendations
• Background information and context
• Discussion points and actions

Board papers are a critical piece of the puzzle when it comes to governance, giving the key decision-makers the information they need and keeping board meetings as structured and effective as possible. Without being part of the day-to-day running of a business, the board of directors rely on the information given to them in board reports to make the right decisions.

Without the right information and presentation, there may be oversights and misunderstandings that can have knock-on effects on the rest of the business. So, as someone who prepares documents for the board, how can you ensure that you’re writing effective board papers each and every time? Let’s take a look.

Why do you need to write board papers effectively?

The purpose of the board of directors is to make sure that the business is heading in the right direction and the right activities are taking place. That’s why they need to be aware of any issues that may stand in the way of business progress. 

As some boards meet semi-regularly, well-prepared board papers are vital in equipping directors with the information they need to make effective, timely decisions. Too often they are overwhelming in volume and information, yet still insufficient for good decision-making. 

11 steps to help write effective board papers every time

The impact of board papers on meetings and effective decision-making is often overlooked. Here are a few steps that will help ensure you write effective board papers every time:

1. Write for the reader

During the development of board papers, keep in mind that you are writing for the reader. Know what purpose your documents have and what information is necessary and unnecessary for the board to know to make strategic decisions. Often, high-level insights at a departmental level, as well as overviews of the available data, will give the board everything they need. 

Top tip: Don’t forget that a picture is worth a 1,000 words – instead of going into detail, it’s appropriate to use graphs, pie charts and/or tables as applicable to better display information and data trends.

2. Write in plain English

Too much jargon can decrease the value of the information and divert attention from what is actually important. Remember to write in plain and simple English to make it easy for anyone and everyone. Each director on the board will have their own expertise, so marketing jargon isn’t relevant for a board that includes someone who deals only with finances, and vice versa. 

As part of the general board paper process, use a formal business writing style to keep the content relevant and understandable for all involved. If there is unavoidable jargon, technical terms or legalese , try to include a glossary of meanings. 

3. Include only new information

As board meetings are often restricted in time, don’t rehash the same content from previous meetings. While reminders and context are appropriate and valuable, presenting ‘old’ information as new is unhelpful and not a good use of the time available. 

4. Only share relevant information

Again, time management is key in board meetings, so it’s important to stick to the agenda , keep things moving and get decisions made quickly. Therefore, when preparing board papers, be sure to weed out unnecessary details and only share short and crisp points from the topics covered to achieve maximum effect with minimal information.

Similarly to point 3, context is key, but be mindful of the level of detail included and think about how relevant this is to the decision-making process.

5. Don’t duplicate the management report

For effective board papers, don’t just copy the information from the management report . Here are some critical differences between a management report and a board paper:

While information from the management reports may be appropriate to use, board papers require less detail. Copying and pasting the same information from the management report will not help to have an effective board meeting.

6. facts and evidence are your best friends.

As the author of the board papers, it’s easy to underestimate your knowledge of the context and core reasons behind each statement. Especially as you are editing a wide range of data and evidence into smaller, easy-to-digest points. The reader might not have the same knowledge you do. 

Top tip: Back up persuasive statements with evidence that can assure the reader what you say makes sense, without overexplaining.

7. Follow content with strategy

Board paper writers should remember that, after mentioning a step taken, it is useful to follow up with the strategy that was considered. This helps readers understand the goals behind the steps taken.

For example, you might explain to the board that the sales team has started to use an additional method for sales. This may need extra funding. Demonstrate to the board why this was tested initially – perhaps through competitor insights or customer feedback . This helps the board of directors to better understand the journey, context and background before making a decision on the way forward.

8. Properly structure your content

To keep the board documents simple to understand, use a structure that prioritises and clearly showcases the most important topics. This should form an ongoing style for board papers for that particular board. Use the following formatting styles to keep the document clear:

• Create a structured layout . This may include an index or appendix and page numbers.
• Use the house style , preferred options for fonts and relevant branding (including colours as necessary).
• Format headers and titles .
• Use bullet points for key facts rather than lengthy paragraphs.
• Use bold, italic and underline formatting options to highlight key issues.
• If online, share sources of information using hyperlinks .

Good structuring also means creating a logical order to the documents. If one decision can’t be reached until another is made, it’s logical to position the critical decision first to help inform the second decision.

9. Keep it concise, accurate and relevant

Simplify the information you share, and justify it with facts and figures. Only include the most relevant details, and make sure all information is accurate. As needed, link to or share an appendix with relevant sources, previous board meetings or notes to demonstrate accuracy.

In the same vein, double-checking your sources of information and data is crucial. And so is transparency. If there are big decisions to be made, make sure the risks and consequences of each outcome are explored thoroughly, instead of just highlighting the benefits of each option.

10. Keep on editing

Give yourself ample time for board paper preparation. Don’t be scared to edit the document and cut it back. Start by adding the information you think is most relevant, then step back overnight and go through it again the following morning. This will give you a fresh perspective and more of an editing eye.

Don’t refrain from editing, and keep doing so until you feel the information shared is to the point. Your goal is to provide the most relevant and valuable insights to help the board members make a decision. So, don’t be afraid to cut sections out if you don’t think they’re helpful to the process.

11. Understand the value of feedback

Peer feedback helps improve the board paper, especially when seen from a fresh pair of eyes. A great tip for making sure that your points are coherent is to use Google Translate to read the text, and that will allow you to hear any sentences that don’t make sense.

If this is your first time creating a board paper, don’t be afraid to ask for feedback. Many of the board members will have had previous experience with such papers and may be able to give you some pointers for your next one. 

What do directors need from board papers?

Board papers need to clearly demonstrate all necessary information, facts and figures to assist strategic decision-making. Having missing, incomplete or false information can lead to poor decisions and, as a result, a lack of business progress.

Directors and non-executive directors alike have a duty to stay informed when making decisions. In some cases, poor decision-making could lead to removal from their position or even legal action if they’ve not acted fairly or in good faith .

So, what do the directors need from board papers?

• Information on holistic organisation performance
• Details of critical events, corporate crises and large-scale issues
• Changes made or discussed since the previous meeting
• A key summary of the decisions to be made, including relevant context and background
• Balanced and unbiased outcome forecasting, including risks, consequences and benefits 
• A plan of action.

What are the ‘Three C’s’?

When it comes to preparing documents for the board, keeping the three C’s of effective communication in mind (or even five C’s , according to some) is critical for success! As you’re writing and editing the documents, remember to keep them Clear, Concise and Complete. Use Clear language and explanations, keep the information brief to make it Concise and make sure all relevant information is included to create Complete board papers.

How long should a board paper be?

The regularity of board meetings and time since the last one can, to an extent, dictate how long a board paper should be. However, keeping it as short as possible (while still concise) is a good idea. Try to keep it to a maximum of three to four pages. This will ensure the meeting is effective. If your board report is longer than this, consider editing it down to only the most relevant information.

What are the three types of board papers?

The three types of board papers are: 

• Papers for decision or approval
• Papers for discussion
• Papers for noting 

Papers for decision or approval give the board the data they need to make an informed decision. Papers for discussion are generally completed to make the board aware of a certain issue or potential issue; this may need a decision in the future but not immediately. Papers for noting are used to share information where no action or decision is needed. 

The type of board paper will help inform the structure and data required.

Following the 11 steps outlined above will keep you on the right track when you’re writing effective board papers. Bear in mind the Three C’s – Clear, Concise and Complete. Focus on presenting the information in an easy-to-understand format. Keep your wording and context relevant and brief.

If you want to speed up the board paper writing process, try board management software such as iBabs . For company secretaries, iBabs can save you hours of preparation and planning for board meetings while helping you to facilitate them safely online.

References and further reading

• The Role of The Board of Directors
• The Subtle Art Of Holding Board Directors Accountable
• Ten Steps To Improving Your Corporate Governance
• Ultimate Guide: How To Run Remote Board Meetings
• [Step-By-Step] The Best Board Report Format + Template
• Minute Taking: The Ultimate Guide For Secretaries

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How to write answers in board exams? | Paper Presentation Tips

Here I am going to tell you that how to write answers in board exams? Apart from knowledge and understanding of the subject, the way you present your answers in the answer sheet to the examiner also plays a vital role in scoring good marks in board exams. You may have definitely heard toppers talking about the role of paper presentation and how it helps to score well in boards. Presenting your answers in an appealing manner helps you score candy points in any examination. Although it won’t fetch you much extra marks, it helps prevent the extra loss of marks. So let's begin with some Paper Presentation Tips:-

Legible Handwriting

Don’t run after ‘good’ handwriting. Handwriting does not play any role in your exams. Instead, make sure that your handwriting is legible, i.e., the examiner can read your answer sheet clearly without making much assumptions about what you have written. You are supposed to make your answer sheet neat and not beautiful. Do not try to show off your calligraphy skills on paper. Write in a clear, neat handwriting with sufficient gaps between the words and minimum cuts.

See also: How To Prepare For CBSE Term 2 Exam? | Zero To Hero Strategy

Avoid Mistakes On The First Page

This creates a bad impression on the examiner. If there are any mistakes then, strike through the mistake with one line rather than scribbling on it.

Use Proper Margin

Draw line between two consequtive answers.

Highlight important keywords

Highlighting key words of the answer by underlining them grabs the attention of the examiner, who can now at a glance judge the quality of the answer and understanding of the candidate.

• Avoid highlighting the whole sentence unless it is a really important and famous quote. Highlight certain words and phrases only.
• Always highlight the facts, formulas and key-terms.

Use Flowcharts, Columns & Diagrams

Mention Section Name

Try to solve questions in sequence

Make a separate space for rough work, contact form.

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3 Ways to Nail Your Presentation to the Board

• Daniel Casse

No one wants a bored board.

The boardroom is a distinct forum that requires a different type of presentation and preparation. In this article, the author outlines three practices every business leader should embrace to enhance their board presentations: 1) Start with a governing thesis: a big idea or perspective that captures the main point of the discussion. Presentations that start this way leave the audience with a compelling message. 2) Understand that the CEO is not the target audience. A board presentation has to provide some quick refreshers on the operating environment and — more importantly — identify the biggest problems that need fixing. 3) Steer the presentation toward getting valuable feedback. Instead of concluding remarks that restate key business results, share two or three important ideas that will drive future success and concerns that could benefit from director input. The goal: Get the board’s validation or critiques of a proposed course of action. The result, invariably, is a mix of candid feedback and intelligent, probing questions that create thoughtful board engagement.

For most executives, even those at the most senior level, a presentation to the board of directors is the most demanding test of leadership communications. Very few succeed.

• DC Daniel Casse is the president of G100 Chief Executive, a group of public and private company CEOs that has been meeting for 20 years. He is also president and managing partner of High Lantern Group, a strategy and communications firm.

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13 Tips on How To Nail a Presentation To the Board of Directors

Published: January 13, 2021

In college, I always made it a point to listen intently to presentations. I knew how stressful and nerve-racking it was to present in a room of peers and authority figures.

I would nod feverishly to let presenters know I was invested in their presentation. And they knew it too. They often zeroed in on me as I became their focus point and silent motivator. The fixation felt awkward at times, but that felt like one of my small contributions to society. That, and an endless supply of cat videos.

Back then, the stakes were relatively low. But when you’re tasked with putting together a presentation to a board of directors, the pressure’s on.

But with a few tricks in your arsenal, you won’t need a sympathetic audience member to gauge how well you’re doing.

Let’s walk through some tips to prepare for your presentation and review some things to avoid.

How To Make a Presentation To the Board

• Know your audience.
• Plan ahead.
• Structure your presentation.
• Keep it concise.
• Set up early.
• Incorporate visuals into your presentation.
• Focus on results.
• Send materials beforehand.
• Build confidence with your power outfit.
• Rehearse your script.
• Don't fall into the PowerPoint Trap.
• Read the room.
• Include time for questions.

1. Know your audience.

Knowing your listeners is as important as the content of your presentation. When you understand their priorities, you can put together a presentation that speaks directly to them.

If you don't know the board well, do some research and get answers to these questions:

What does the board care about?

This will help you see from what lens they look at things. For instance, a board keen on community impact may not be drawn to a presentation focused on return on investment (ROI).

There are a few ways to find this out. You can start by looking into each board member’s professional background. If most members have a finance background, for instance, you’ll want to make sure you cover any financials as it relates to your presentation. This could be cost, expected ROI, or operating margins.

You can also get some insight into what the board cares about by looking back at your interactions with its members. Think about the conversations you’ve had: What comes up most often? Is it company culture, profit, philanthropy, innovation, or something else?

What are their main concerns?

A board of directors is responsible for making decisions that will ensure the growth and sustainability of a company. So naturally, they will be looking out for anything that may impede that process.

Common concerns a board may have are:

• Costs: How much time and money will it require?
• Timeline: How long will this project take and is that timeline feasible?
• Risks: How risky is your proposal and what is the risk-to-return ratio?

You may find that each board member has a different focus, which means your presentation should be well-rounded to tackle these issues.

Once you know this answer, you can subtly handle each concern throughout your presentation. Getting those answers will help you create a presentation that not only interests your audience but also aligns with their goals. This, in turn, will bring you much closer to accomplishing the plans laid out in your presentation.

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2. Plan ahead.

The next step in delivering a great presentation is making a plan. This means figuring out the focus of your presentation, what you’ll cover, and what you’ll leave out.

A presentation should follow the structure of any good movie, with a beginning, middle, and an end. Here’s an example outline for a presentation where the head of the marketing team is proposing course offerings as a new lead generation channel.

The middle is the meat and potatoes of your presentation. You'll likely spend time providing data, contextualizing it, and explaining your approach.

Your ending should bring together your key points and leave your audience with actionable steps. Because what good is providing the information if you have no plan for what to do moving forward?

3. Structure your presentation based on the board’s process.

Not every board of directors operates in the same way. Sure, there are standard guidelines for every meeting. However, the approach may vary for presentations.

Some may operate more like a town hall, pausing periodically to discuss the points as they come up. In this case, leave room after each section of your presentation to discuss what was covered.

Others may follow the more standard approach: presentation followed by a discussion. Studies show that humans remember best the beginning and end of what they read, hear, and see. What’s in the middle tends to get lost. With that in mind, consider sharing your most pertinent information toward the beginning and end of your presentation.

4. Keep it concise.

One thing board members aren’t known for is open availability. That said, you want to make the most of your time with them. How do you do that? Stick to the scope of the presentation.

While it’s great to incorporate storytelling, avoid getting sidetracked and wasting time. Be clear and keep it simple.

If you’re showing data, only share one highlight per data graph. There are several reasons for this:

• Data itself doesn’t tell a story. You, as the presenter, do. As such, you have to explain what it means and why it matters. Let’s say lead generation at your company has plateaued in the past year across all channels. That’s all the data says. But during your research, you realize it’s due to a shift in how your audience is consuming information. Your role is to present the data and explain the "why" behind the plateau along with a solution.
• You want to prevent information overload. Share the piece of data that best supports your points and has the most impact. For instance, if a new lead generation channel is the focus of your presentation, diving into the specifics of another channel may not be worth your time.

If you leave it to your audience to make sense of the data, they might reach a conclusion that doesn’t align with your message.

5. Set up early.

There’s nothing more awkward than silence during a technical difficulty.

Everyone’s looking at you while you’re figuring out why technology has forsaken you. The more time the issue takes to resolve, the more panicked you get. We’ve all been there.

To avoid this, set up early and do a run-through before your scheduled presentation time. It’ll give you time to get familiar with the space and any technology you’ll need to run during your presentation.

6. Incorporate visuals into your presentation.

When choosing between words and media, pick the latter.

Visuals help us make sense of information at a much quicker pace than words do. We’re also better at remembering what we see versus what we hear by 55% – it’s called pictorial superiority .

It’s also beneficial to keep your visuals simple. If you have too much going on, your audience will be confused. But if it’s too bare, it will take too many visuals to paint the picture. So, pull your most significant data and use data visualization tools to design intuitive graphics.

7. Focus on results.

A board of directors typically focuses on big-picture decisions that will have a long-term impact on the company.

In this vein, every piece of your presentation should get you closer to answering these questions:

• " Why does this matter? "
• " What is the long-term impact? "
• " How does this bring the company closer to its goals? "
• " Any potential roadblocks? How will you address them? "

Incorporating these answers into your presentation will set you up for a smoother Q&A session.

8. Send materials beforehand.

Depending on what you’ll be covering in your presentation, it may be helpful to send the board materials to review in advance. This should only be supplemental information that would be too time-consuming or distracting to cover in a presentation, like reports and demos. This way, the focus during the presentation will be on the "why" and not the "how."

The one material you don’t want to send is your presentation, as you want to be the one to contextualize it. Otherwise, the board might form an opinion based on limited information.

A week before the meeting is a good rule of thumb, leaving room for you to respond to initial comments or feedback.

Think of this process as an advantage. You get insight into what the board members may bring up during the meeting and more context to prep. Secondly, it ensures everyone is on the same page ahead of the meeting. That way, you can dive straight into key points during your presentation without covering minute details.

9. Build confidence with your power outfit.

Building confidence is one of the less concrete tips on the list to implement. But the good news is, there are research-backed techniques you can use to achieve it. One of them is right within your reach: clothing.

Many of us can relate to the feeling of trying on clothes in a fitting room and feeling like a million bucks. It tends to put us in a better mood and shift our perspective.

Well, turns out there’s a reason for this. In 2012, two researchers coined the term " enclothed cognition " to refer to the impact clothes can have on the psyche. They found that the clothes we wear can shift our perspective.

In that spirit, put on your best blazer or suit the day of your presentation. That outfit may be just the boost you need.

10. Rehearse your script.

During a presentation with a board of directors, you want to avoid the Michael Scott approach at all costs.

Instead, go the exact opposite route: practice. Practice is the cure to presentation jitters and the formula for seamless delivery. The more familiar you become with your content, the better the presentation will be.

If it’s been a while since your last presentation, start by practicing in the mirror. You’ll immediately notice any mannerisms that may be distracting to your audience. Recording yourself also works great.

Then, practice in front of an audience. And, unfortunately, your dog won’t cut it for this one. Practice with family or friends who can give you feedback on how to improve.

And remember: You’re the only one who knows your speech and presentation. So, if you mess up or forget to mention something, you’re likely the only one who noticed.

11. Don’t fall into the PowerPoint trap.

You’ll likely use a tool like PowerPoint to guide you during your presentation. Yet, it’s important that you don’t overly depend on it.

For instance, packing your slides with heavy text or bullet points is a surefire way to lose your audience. In fact, 40% of respondents in a 2018 study by Prezi said it caused disengagement and made it harder to retain information.

So, stick to one key point on each slide. It’s easier for your audience to remember and prevents information overload.

12. Read the room.

Even if you follow every tip listed above, you might hit a point in your presentation where there’s a disconnect between you and your audience. You might notice confused looks or a shift in body language. If that happens, that’s your cue to pivot.

If your audience seems confused, dive in a little bit deeper on your point. If you sense disagreement, tackle those concerns head-on.

Let’s say you’re proposing a new initiative for the company, and you sense some pushback on the timeline.

You can address it by saying something along the lines of, " You may have some concern regarding the timeline and whether it’s feasible given our current projects. While the timeline may seem tight, we have factored in X, Y, and Z, and, given our past initiatives, we believe this timeline will account for A, B, and C ."

A response like this can mitigate the situation while still keeping you on track.

13. Include time for questions.

As a foodie, dinner for me isn’t complete without a good piece of chocolate. Whether it’s a KitKat or a chocolate cake, having chocolate after dinner feels like the perfect ending. Q&A sessions are kind of like that. It’s the audience’s chance to ask questions and discuss the presentation.

Be ready for questions regarding the data and solutions you presented. The length of the Q&A session will vary depending on the length of your presentation, the size of the board, and other factors.

Additionally, it’s your opportunity to address any looming concerns and re-emphasize your key points. Not sure what to do if you don’t have an answer to something? Here are a few responses:

• "That’s a great question. I don’t have an answer for you at the moment, but I will follow up over email by end of day."
• "I don’t have much experience in that X [topic/department/]. However, I will reach out to X and get back to you within a week."
• "We haven’t explored that yet, but what I can tell you is …"
• "That’s a great point we hadn’t considered before. My team and I will reconvene and strategize on the best way to approach this."

When the stakes are so high, a presentation to the board can seem daunting. By incorporating these tips into your strategy, you can remove the stress and focus instead on your delivery.

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Blog Six steps to writing an excellent board paper

A good board paper sets up a good board discussion.  It is the enabler which ensures the Board can operate efficiently and add value to management.  Many boards don’t get them right, and too often they are the bane of a NED’s Sunday afternoon!  It’s not always a quick fix to get the board papers right – it requires work and collaboration – but here are a few tips and suggestions to help…

Step 1: Ensure the purpose of the agenda item is clear

Writing a board paper starts from a good understanding of why the item is on the Board agenda in the first place.  Do the Board want something specific?  Or is it management who have brought the item forward?  Management should be clear on the value they can get from the Board.

Step 2: Positioning the paper – what is the Board being asked to do?

A lot of agendas set out whether a paper is “for decision”, “for discussion”, or “for noting” but this information in itself is not enough to position a paper…

…where a paper is “for decision”, make sure the decision itself is set out on the first page of the paper, and that the paper captures the information the board will need to make the decision

…where a paper is “for discussion”, management should set out up front where they would value the Board’s input, where they have concerns, and where they can benefit from the NEDs’ experience

…where a paper is “for noting”, or an update “for information”, it should be clear that the intention is that the paper is not going to be discussed.  The paper should still state what the Board should take away from having read it, even if it doesn’t need a conversation.

The secretariat should liaise with the Chairman and management to ensure that expectations are clear and mutually understood.

Step 3: A clear structure which NEDs can navigate

The aim should be to keep papers concise, and challenge yourself on what the Board really needs to know.

It should be clear how the paper answers the question set out in step 2 – there should be signposting of where information can be found, and a quick recap of previous board discussions.

Prioritisation within the paper should be clear – management should emphasise which are the most important points and where they have concerns.

Where papers are data heavy, narrative should help the NEDs to focus.  It’s not just about saying “this went up, this went down”, it’s about identifying trends and explaining root cause.

If the Board insist on a lot of information and data, to the detriment of a concise paper, use appendices for the detail so the main paper is focused on the most important messages.

Step 4: Allow time for review

Many management teams struggle to write good papers because they don’t have time (or don’t make time) to stand back and focus on quality.

Each team should leverage its best writers and make sure there is the right review process – executive committees often also provide feedback and challenge.

The secretariat should receive the paper in time to review and provide feedback – not the afternoon it is due to go out!  The best secretariat functions actually anticipate NED questions, and give feedback to management on how to pre-empt these in the paper.

Step 5: In the meeting, do not present the paper!

Board presentations can take up a huge amount of time.  To avoid them, the paper should be self-contained – a NED should be able to read and understand it without needing an explanation.

The expectation of the NEDs should be that they carefully read all papers.  This needs to be communicated to management so they know not to regurgitate the paper verbally.

Management should give a very short introduction (2-3 minutes perhaps) to help steer the conversation in the right direction and reiterate the points that need discussing.

S tep 6: Ask the Board for feedback

Few NEDs give proper feedback on the quality of board papers.  In particular, they should share their views on whether the structure is helpful and whether the level of detail is right.

NEDs need to be realistic and a bit brutal with themselves about what they really need to see.  Often, we hear NEDs clamour for shorter papers but, given the option, they will always ask for more information rather than less – they need to help management know what to cut.

Are there some papers that come to the Board too often?  For example, a performance update that comes to the Board every meeting, but changes little in the meantime?  The full report should appear less often and be replaced by a very short summary of the material changes – otherwise the Board will be inclined to get into the detail where they don’t need to, or might stop reading it properly and miss some important developments.

Some suggestions to try

• Give “inductions” to new authors of board papers – this might be led by the secretariat, explaining the role of the Board (to the less experienced managers), or what this particular Board expects.
• Offer training on how to write good board papers – there are companies that will do anything from a one-off session to a thorough review of board information.
• Use a template cover sheet. These have mixed success… for them to work, the template needs to help set a minimum standard and clearly address the purpose and positioning points we make above – and management need to “get it” and use it well.
• Ban slides! Slides imply a presentation is coming – which should be avoided.  Also, they encourage a kind of shorthand and simplification which is incongruous with the idea a board paper should be self-contained.
• Think about the format. Most NEDs read from a tablet these days, so is a Word document with small font the best?  And how easy is it to read across that spreadsheet?
• Use a board portal – most do, but for those who don’t, or don’t like the one they use, it might be worth the investment.
• Focus on dashboards – NEDs love a good dashboard! They are a great way to convey complex information in a reader-friendly way, so it’s worth getting them right.
• Use the CEO report to frame the meeting. CEO reports vary hugely in style and substance, but we think they work best where they give a balanced overview of the CEO’s priorities and the big topics and decisions coming to the meeting, through the CEO’s lens.

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