2011 PASBO Conference
Stan H. Wisler, CFO
Montgomery County Intermediate Unit
March 16, 2011
Purpose
Topics
Outcome
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Increase your credibility
Build trust
Change in thinking
Make a difference – foster results
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Review communication basics
Using Word, Excel, PowerPoint
Presentation tips
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Think differently when presenting
information
Build trust and credibility with constituents,
colleagues, and staff
Communication Basics
Using the Tools
Presenting the Package
Setting the Stage
Remember, it’s not just what you say
that matters - how you say it has an
impact as well
7% =
38% =
55% =
__________
__________
__________
93% of message is _____________________
7% = words
38% = voice
55% = body language
93% of message is body
language & tone of voice
7% - words you choose
38% - tone of your message
55% - way it is presented
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What’s the goal – start with the end in mind
Keep it simple
Use language carefully
 Avoid jargon
 Avoid acronyms
 Avoid red flag words
 Avoid overly complex words
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Don’t present to impress – check your ego at
the door
Present for understanding
Transparency is golden
Goal is to build trust and credibility
Remember the KISS rule?
 15 – 20%
 15 – 20%
 15 – 20%
50%
dedication
expertise
openness
caring
Caring and empathy dominate
Characteristic
Caring & Empathetic
Open & Honest
Dedicated & Committed
Expert & Competent
Men
Women
Characteristic
Men
Women
20
80
Caring & Empathetic
Open & Honest
Dedicated & Committed
Expert & Competent
Score:
The Changing Landscape
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Access to Information
Lack of Trust
Difficult Decisions
Increased Complexity
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Influence and gain buy-in
Inspire and motivate
Inform or educate
May be a mix of the above
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Help community understand
Assist with decision making
Maintain/develop sense of transparency
Increased accountability
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People remember:
▪ 20% of what they hear
▪ 30% of what they see
▪ 50% of what they see and hear
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PowerPoint can be an effective tool
PowerPoint forces you to think about how
you organize your material
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Must agree with premise that helping others
understand the issues and rationale is a good
thing
Put yourself in the audience’s shoes
Be willing to put yourself out there
Boil the subject matter down to its basic
components
May not agree with your decisions
Can’t hide – transparency
Your perceived importance/expertise
Will help determine the format of your
information, e.g. PowerPoint, Excel
spreadsheet, hard copy document
What do you want them to do?
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Agree with your decision?
Help them make an informed decision?
Relay the information to other stakeholders?
Something else?
Answering these questions will help to focus
your approach
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Take time to:
 Research
 Organize
 Frame the information (perspective)
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Review the impact of the decision
Help them understand the context
Present the options and the rationale for the
one being recommended
Word
Excel
PowerPoint
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Make the recommendation
Provide the background
Detail the process
Provide the supporting detail
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Keep it short and simple
Organize into paragraphs
Insert charts
Use bulleted lists
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Limit # of words on one page (7 X 7 rule)
Use color (tasteful and business like)
Use clip art (appropriate and pleasing)
Organize the subject matter/avoid clutter
Limit the use of humor/animation/sound
Include graphs and charts
Provide handouts
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Your content should be center stage – not the
PowerPoint itself – it is a tool to help you
emphasize your points – not the focal point
It can help you to:
 Be concise
 Be interesting
 Be prepared
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Legal Requirements: School budgets are prepared in
accordance with generally accepted accounting principles,
and accounting during the year must also meet these
standards. Budgets must be approved by June 30 for the
fiscal year beginning July 1, and ending June 30 the
subsequent year. Expenditures cannot exceed the budget
by function and object during the fiscal year without board
approval, and actual total expenditures may not exceed
the total budgeted expenditures for the year. Budgetary
transfers are presented for the board’s consideration no
sooner than 90 days after the start of the fiscal year. An
annual audit by a CPA is required at year end and single
audit requirements must be met. State compliance audits
are also performed every two years.
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Required for General Fund
Generally Accepted Accounting Principals
(GAAP)
Approved by June 30
Fiscal year – July 1 through June 30
Board approved budget transfers
Cannot exceed total budget
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Annual Local Audit
Auditing firm – district appointed
Single Audit requirements
State compliance audit – every 2 years
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Include only critical and important
information
Limit the # of columns and rows
Keep it clear and concise
Illustrate your point with a graph
Ask yourself these basic questions:
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What am I trying to show?
What conclusion do I want them to make?
Is a spreadsheet the best way to display the
info?
2008 09-10
Actual
Employee Salaries - admin support
Actual
2010-11
2010-11
11-12
vs
budget
Budget
Estimated
Budget
estimated
change
203497
200167
212627
220001
220267
0.1%
3.59%
Employee Salaries - support staff
76235
68036
71737
74484
83276
11.8%
16.1%
Medical Insurance
23043
31085
35687
35000
38500
0.1
7.9%
Dental Insurance
1913
2102
2652
2300
2415
0.05
-9%
Life Insurance
1579
42
900
372
400
7.527%
-55.556%
Income Protection Insurance
2277
2345
3510
3510
3685
4.986%
5%
Other Group Insurance
2271
8341
10000
9100
10000
9.890%
0.0%
Social Security
16598
19317
17400
18000
20847
16%
19.8%
Employer Retirement
10239
11152
13706
13811
19608
42%
43%
Tuition
169
0
550
550
550
0%
0.0%
Unemployment Compensation
229
343
300
0
350
2522
2428
2843
2944
3035
3.09%
7%
0
0
300
275
300
9.09%
0.0%
Other Professional Services
1809
108
1950
1800
1950
8.33%
0.0%
Purchased Property Serv
1391
5048
4600
5100
5250
0.029412
14%
Worker's Compensation
Purchased Administrative Svcs
#DIV/0!
16.7%
Excel Spreadsheet - revised
Object
Code
100
200
300
400
2008-09
Actual
Account Description
Employee Salaries - Business Office
Employee Benefits
Purchased Professional Services
Purchased Property Services
$
$
$
$
279,732
60,840
1,809
1,391
2009-10
Actual
$
$
$
$
268,203
77,155
108
5,048
2010-11
Budget
$
$
$
$
284,364
87,548
2,250
4,600
2010-11
Estimated
$
$
$
$
294,485
85,587
2,075
5,100
2011-12 % incr/decr % incr/decr
Proposed est vs bud bud vs bud
$
$
$
$
303,543
99,390
2,250
5,250
11.9%
11.8%
17.4%
2.9%
19.7%
34.7%
0.0%
14.1%
Some basic guidelines and dos and don’ts
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Use the appropriate tool
Start with the end in mind
State your objective up front
Provide info on all sides of the issue balanced
Remember:
You can’t “sell” it outside if you
can’t “sell” it inside
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Don’t use charts full of numbers
Don’t use narrative full of words
Avoid glitzy documents that look like a sales
pitch
Wrap Up
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Credibility is earned
Not hard work alone
Sincerity and honesty = earned trust
Be honest – if you don’t know the answer, say
so
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Do you agree with these concepts?
Sharing of your ideas and experiences
What are you committed to doing as a result
of this presentation?
Contact Information:
Stan H. Wisler, CFO
Montgomery County Intermediate Unit
1605 W. Main Street
Norristown, PA 19403
swisler@mciu.org
610.755.9304