How to Master Product Roadmap Presentations

Giving a product roadmap presentation isn’t easy. To achieve their goals, product managers must diplomatically convince an entire room of opinionated stakeholders to listen to them and support their vision. Oftentimes, it is not a flaw in the product strategy itself that leads to dismissals or pushbacks, but how that strategy is communicated to the audience. This is why PMs pay just as much attention to the way they deliver the roadmap presentation as to the actual information shared with the stakeholders.

Here are a few tips to help beginner product managers ace their presentations:

          1. Consider Your Audience

Understanding the audience and what approach would work best for them is one of the key steps to successful product roadmap presentations. For instance, when communicating the product strategy to executives, the main goal is to secure buy-in and maintain support throughout the development cycle. In this case, the presentation doesn’t need to include every single planned feature, but rather focus on high-level strategic concepts – such as new market penetration, driving growth, or customer satisfaction.

Product Roadmap Audience

On the other hand, the professionals working on product development will probably not be terribly interested in market penetration or the organization’s revenue potential. When presenting to such teams, product managers usually create more granular roadmaps and focus on features, milestones, sprints and releases. In addition, it may be a good choice to include relevant tasks and requirements of other departments, so that the developers understand the importance of certain deadlines or requests.

Granular Product Roadmap

          2. Keep it simple

It can be tempting to add as many details as possible to a roadmap, in an attempt to be thorough and cover all aspects that seem important. However, details such as UI designs or user stories, for instance, do not belong on a roadmap, but in the product backlog, and they can make the presentation too busy and difficult to follow. Excessive or irrelevant information is not likely to secure executive buy-in, and it will not be helpful in inspiring teams either.

          3. Tell a story and explain the “Why”

Persuasive presentations aren’t just statistics, Gantt charts and graphs. They are stories that connect the audience to the key data points and make the information communicated more accessible.

When presenting product roadmaps, adopting a casual, conversational style will allow PMs to draw the audience in while also conveying essential facts. Also, showing executives what the strategy proposed will mean for the organization or explaining how the product can solve a vital problem for the end users will have more impact than just listing features and numbers. When everyone in the room understands the larger strategic vision and reasons behind the product manager’s decisions, they will be much more likely to see the merits of the plan and get behind the project.

          4. Remember that appearance matters

The main purpose of a product roadmap is to visualize the strategy and make it crystal-clear to the audience, whether the presenter is aiming for stakeholder buy-in or communicating plans to the team. If the roadmap is dull, unclear, or, worse, it is just a long list of features displayed on a spreadsheet, it will not take long for the audience to lose interest.

Presenting the plan through a straightforward visual will draw attention and make it easy for everyone to quickly understand what the product manager is proposing. Also, visuals force PMs to be ruthless about which details to include in the roadmap and which to cut out, distilling the plan down to only the most essential points that serve the product’s strategic goals. Last but not least, a colorful, well-designed visual can help highlight key information and add meaning without overcrowding the roadmap.

Product Roadmap Appearance

          5. Know when to show dates

Some product managers never include dates when presenting a roadmap, while others recommend to always display them. The safest approach could lie somewhere in the middle:

  • When it comes to internal product roadmaps that coordinate the work carried out by various teams (development, support, marketing, etc.), showing dates or timeframes is necessary, indeed. It will let everyone know how to organize their time so as not to impede others’ work or miss key deadlines. Also, including dates can be of particular importance when it comes to seasonal or date-driven products, such as a travel app that needs to be released before summer, or smartphones that must be rolled out just in time for Christmas sales.
  • In the case of external-facing roadmaps – presented to customers or users, for example – it may be best to not show any specific timeframes unless the product’s availability date is absolutely certain. This will reduce the risks of over-commitment, rushed work, and disappointed stakeholders.

          6. Show confidence and enthusiasm

No matter how good a product strategy is and how compelling the facts, simply reciting the information presented on the roadmap will most likely not get the desired reaction from audiences. Speaking enthusiastically and showing confidence in their plan will help product managers be much more persuasive and transmit that enthusiasm to the everyone in the room, giving the product the best shot at success.

          7. Be prepared to handle objections
  • “How can we scope this down?”
  • “Can’t we move faster?”
  • “The costs are too high.”
  • “Why can’t we do this another way?”
  • “Why don’t we add X or Y to the product?”

These are just a few of the many questions and objections the audience might have, and PMs need to be prepared to answer them. To reduce the chances of being caught off guard, experienced product managers brainstorm all possible issues the audience may raise and look for the best way to handle them before meeting the stakeholders.

Some common objections can be worked directly into the presentation and addressed even before they occur. For others, PMs can prepare responses that address not only the questions raised, but also deeper, underlying ones. Finally, to reduce the possible objections to a minimum, it is recommended to back up all statements and information presented with hard facts – for instance, user analytics, market statistics, direct customer requests, etc. Evidence is always more compelling than opinion.

Preparing a product roadmap presentation requires thorough planning, a good understanding of the audience, and great attention to detail. However, once mastered, it can be one of the most powerful communication tools for product managers to present their vision - and make it happen.


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Make Litigation Timelines in PowerPoint

Half my family are attorneys, so how I became a software developer is a bit of an oddity. Regardless, since my focus is on presentation software, it didn’t take long for me to think about trial software and their presentation needs for litigation, mediation or defense.

I have been told that timelines are the preferred visual for attorneys and legal teams who need to chronologically demonstrate the facts and events of their case, as a means of supporting their oral arguments. I have also been told that it is critical that these timeline visuals are easy-to-understand, because complex timelines risk diminishing the juror’s retention rate. This seems to be a consistent theme across all types of cases from business litigation to personal injury litigation, and also across the various legal forums from the mediator’s office to the courtroom.

I started to wonder about software that could help make their legal presentations, particularly their opening and closing statements, much easier for jurors and mediators to understand, and therefore more persuasive and more memorable.

hours and minutes litigation timeline

Although I don’t know much about legal presentation strategies, I do understand how people process information and how important it would be for litigators to properly present the timing of events and facts which form the foundation of a case. I also understand that litigators and legal teams sometimes struggle to build a simple, presentable timeline of case events that will support their oral arguments. They tell me simple timeline visuals, rather than complex legal charts, are more helpful in getting judges, juries and mediators to understand their case evidence better, but also to remember it better.

When it comes to courtroom visuals, professional-looking litigation timelines have been difficult to create in house because attorneys and legal teams struggle with many of the same issues that my enterprise customers struggle with. They do not have simple and familiar software tools to make this work easy. There are some stand-alone case timeline applications available, however they are complicated, expensive and do not work well with Microsoft PowerPoint. Without natively leveraging a presentation platform like PowerPoint, they tend to produce unappealing graphics that are difficult for judges and juries to understand, and consequently many attorneys outsource this work to trial support companies.

As it is in the corporate world and on campus, PowerPoint seems also to be ubiquitous in the legal world. It is optimized for delivering effective presentations and so using it to create litigation timelines makes a lot of sense. The challenge for many litigators is that PowerPoint is a blank slate and there is no simple way to create litigation timelines. Office Timeline may solve the problem.

It is a timeline maker that is embedded into PowerPoint, so using it to create, manage and present compelling litigation timelines is familiar and quick. It starts with a simple wizard for entering your case events or importing those events directly from Excel. Then you click a button and your case information is turned into a PowerPoint timeline slide. Once created, it is easy to control and format the litigation timeline with colors, shapes, fonts and other styling preferences to best emphasize key events. It frees litigators from having to do tedious timeline construction and from having to outsource this work.

Office Timeline make legal timeline

Since my exposure to the legal world has been limited, I wanted to validate some of this thinking with an expert in the field. I contacted Sherry Wirth, President of The Exhibit Company, a Texas litigation design and trial support specialist firm. They have been doing this kind of thing for a long time and she told me that judge and juror retention will be significantly increased when visuals are used in conjunction with oral argument. Sherry said that her firm has created over 800 litigation timelines over the past 18 years. She said they are really effective because they are a road map for the jury, a path they can clearly follow which reinforces the key facts, evidence and testimony.

I asked about the tools her firm uses and she said they “have tried just about every timeline program out there and always defaulted to PowerPoint because it gives us ultimate flexibility and it is a platform that most of our clients are familiar with.” She also said that it is a painstaking process even for experienced PowerPoint designers to create timeline slides in PowerPoint. I asked her team to try Office Timeline to see if it would be valuable in the litigation industry. Here’s what she said. “It is a game changer, its simple and elegant interface lets you literally copy and paste your information from Excel and, with the push of a button, create a beautiful timeline.

hours and minutes litigation timeline

This validated my assumptions and our team is focusing on solving more challenges in the legal presentation space.

Download and try the free version of Office Timeline for PowerPoint.


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Project Scorecards for Executive Meetings – 5 Things you Should Know

Clients and executives want to see project scorecards that are simple and visual. These are used communicate the status of a project and any potential risks associated with it. Here are 5 things to know when preparing for your next client or executive review.

Free Project Scorecard templates for PowerPoint

Click to view larger image

 1.     Communicate the right amount of information

Executive audiences do not need to know everything you know about the project.  The first step of any project presentation is to condense your project data to the most critical information. Typically a scorecard would be anchored by a visual timeline that shows the important milestones and tasks, as well as how far the project has progressed against its schedule. The timeline graphic should be accompanied by metrics or commentary on budget, risks and any outstanding issues. Since executives have limited time, your project scorecard should avoid any complicated charts or lists. The goal is for your audience to understand the health of a project in a limited amount of time.

2.     Present it in the right format

Enterprise customers and clients want to see project scorecards in formats they are familiar with. It is important to deliver your scorecard in a format that is easily accessible to them and something that could be forwarded or easily shared with others. Requiring executives to log into project management systems or to use proprietary tools for viewing project scorecards will limit the effectiveness of your report. Rather, select a format this is pervasive across the enterprise. Doing so will keep your project scorecard easily accessible.

 3.     Make it easy for others to contribute

Create your project scorecard with tools that other team members and stakeholders can easily use. Projects are collaborative efforts with many stakeholders, and they will want to contribute to your scorecard or edit it.  Executives may want to roll-up your scorecard up into their higher-level business reviews, clients may want to move a critical milestone on the timeline, and team members may want update the project schedule. Successful scorecards are not static but rather a continuously updated record of the project. Making it easy for others to contribute to your project report will be important to it success.

 4.     Leverage templates to get started

Using tools that are pervasive across your organization makes a lot of sense, so does using templates to get started. At a minimum templates are a good source of ideas. Browsing free PowerPoint templatesfree timelines or free Gantt charts should give you plenty of ideas on how to design the most important project visual for your scorecard. Additionally, if you find something you like, instead of building something from scratch, you can use that template to quickly create the project visual that will anchor your scorecard.

 5.     Present the right metrics

The most important metric in any project is a time vs. schedule metric and that is what the timeline is for.  Once you have developed a timeline or Gantt chart to show clients or executives time vs. schedule progress, you should surround it with other key metrics. The next most relevant scorecard items may be a budget or a financial metric and a status or risk metric.  After that metrics vary greatly and tend to be unique and very specific for each project and organization. It is not necessary to show every project metric in an executive project review but your scorecard should include the most relevant ones.


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How to Make Project Plan Presentations for Clients and Execs

Project presentation is a critical part of project management.  Whether gaining stakeholder commitment or updating clients and executives on progress, success depends on a your ability to effectively present the project plan. This article reviews approaches and techniques for creating an impressive project review that non-project people can quickly understand.

Project Plan Slide - How To Make Them

Avoid complex project documentation when presenting projects

Project visuals for clients and executives should be kept at a high level to avoid losing your audience in too much complexity. Rather than re-using detailed project documentation, quickly create project visuals that are easy for non-project audiences to understand. Presenting a simpler project review to clients and executives will help you stay on message and it will provide them the opportunity to drill down for details when they need to.

Most often project planning is done with specialized tools like Microsoft Project. This software is perfect for managing the complexity of many interrelated tasks and events, and for creating detailed project documentation, however, it falls short in generating high-level charts. The visuals, like the example below, are not well suited for client and executive reviews. An exec-level project review should summarize the plan and it’s progress in graphically appealing way, making it easier for your audience to quickly digest the information and understand implications to the business.

Creating a graphical project presentation

The best technique for presenting a project plan, is to make chart that visually relates the  tasks (activities) of a project and with the project's critical milestones , as shown in the example at the top of this page. Presenting your project plan in this way helps clients and managers quickly see the scheduled tasks, the duration for each task, the sequence of the tasks and their dependency on preceding tasks (critical path). Showing the project’s tasks alongside the critical milestones of the plan makes it easier for audiences to connect your project activities with important events.

Techniques for creating visual project charts

The easiest and most familiar way for creating a graphical project presentation is to make it in PowerPoint or Excel.  There are two charting techniques for presenting project plans.

  1. The first is to show the tasks and how they are scheduled. This is typically done with a Gantt chart.
  2. The second technique is to present the milestones of a project. This is done with a timeline chart.

Since the intention of an executive project review is to connect both the critical tasks with the important milestones on a single timescale, your presentation should include both a Gantt chart and a timeline on a single unified chart.

Below we will show you easy alternatives for creating project charts with Excel and with PowerPoint. We will explain how to make a Gantt chart in Excel using a bar graph, and how to make a Excel timeline using a scatter graph. Also we will show how to quickly make a single, unified Gantt chart + Timeline presentation in PowerPoint by using an add-in for PowerPoint.

Organize your project schedule in Excel

A good first step in building your project’s schedule is to draft it in Excel first. To do this you will need to breakdown your plan into smaller pieces of work, called tasks. Project management in excel typically means listing each of those tasks on a table and placing them in the right sequence. These tasks will form your Gantt chart, and the order of these tasks will form your project schedule. 

In addition to tasks you will also need to have an Excel table that lists the critical milestones and deadlines your plan must achieve. These milestones and deadlines will form your timeline presentation. I have included a simple example of my project schedule below.

As discussed above you will want to limit it to the right amount of detail for an executive level review, so it is not over complex. If your project schedule has more than 20 tasks and 20 milestones, you may want to trim it down so it will be easier for your audiences to understand.

Project Plan Schedule

Presenting a project plan with PowerPoint

PowerPoint is a good tool for building project presentations. Since it is a graphical application, it is designed for creating and communicating charts in a visual way. Additionally, since it is pervasive throughout enterprises PowerPoint is familiar to audiences, and slides can be easily shared. There are three ways to build project slides in PowerPoint:

  1. Use a timeline maker to automatically create native PowerPoint charts (like the example at the top) by importing and synchronizing your Excel table.
  2. Use a PowerPoint timeline template and manually customize it with the data from your project schedule.
  3. Create PowerPoint slides by building a timeline and a Gantt chart in Excel and paste those images onto a static PowerPoint slide

Create your project presentations natively in PowerPoint

Option 1: Use a PowerPoint timeline maker

The easiest way to turn your project data into a presentation, is to use a timeline maker. Office Timeline is a timeline maker that plugs into PowerPoint and automatically turns project plans into graphical slides which can be easily shared and edited. You can enter data into Office Timeline directly or you can import your data from Excel or Microsoft Project. 

To import the project schedule you created in Excel, use the Office Timeline Plus import wizard which will link to your project spreadsheet (or a Microsoft Project file) and instantly create a PowerPoint slide that includes both a Gantt chart and a timeline. Since the slide is linked to a worksheet it can be synchronized and updated with the click of a button when data changes.

  • To begin with you will need to install Office Timeline Plus, which will add a new project schedule tab to the PowerPoint ribbon. Open it and select new to add your data into PowerPoint or import to import it from Excel.  Watch this video tutorial to see how Office Timeline creates project slides.

Project Plan Slide - How To Make Them

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Option 2: Use a timeline template.

An alternative to using a timeline maker for creating your project plan, is to download and edit a free timeline template. These are PowerPoint templates that have been graphically designed and are made available for free. The benefit of using a timeline template is that they are pre-formatted, however, unlike the automation of a timeline maker, they require manual editing which can become tedious particularly as things change.

  • Download a timeline template from a PowerPoint template collection and customize it by entering your project’s tasks and milestones. Do this by manually aligning the milestone and task objects on the template slide so the dates of your project schedule are properly aligned with the timescale. You can find a variety of PowerPoint project templates from this  free timeline template collection .

Project Presentation Collection

Make project presentation charts with Excel

Option 3: Build a timeline and a Gantt chart in Excel


Excel is not as graphical as PowerPoint is. Because of this, project presentations built with Excel charts will tend to look more graph-like. Also, Excel does not combine a Gantt (tasks) with a timeline (milestones) in one chart, so you will need to create two separate visuals and combine them on one slide or present them individually. To do that you will first need to make a Gantt chart showing the tasks of your project plan, and then make a timeline with your project milestones. Here’s how:

Step 1: Make a Gantt chart in Excel with the stacked bar chart function

  • Once you have your project schedule in Excel you will add the task data into an Excel stacked bar graph and then follow approximately 20+ formatting steps to transform it from a stacked bar chart into an Excel Gantt chart, which will end up looking something like the chart below. You can see a video tutorial and a visual guide of all the formatting steps required to create an Excel Gantt chart here:

Excel Gantt Chart

Step 2: Make a timeline in Excel using the scatter chart function.

  • To make a timeline in Excel you will use a scatter chart. Add your data to the scatter chart then follow approximately 25 steps to format it so it looks like a timeline presentation, as shown below. You can see an easy-to-follow, step-by-step guide and a how-to video tutorial here:

Excel Timeline Project Plan

Excel is familiar and accessible however there are limitations for a creating project presentations with it.

  • You can’t combine a Gantt chart with a Timeline. Executives and clients want to see both a Gantt chart and a timeline simultaneously. They want visibility into the critical milestones and important tasks of a plan. This can’t be easily done with Excel.
  • To make a timeline presentation or Gantt chart in Excel requires advanced skill. Converting Excel’s stacked and scatter charts into Gantt charts and timelines depends on properly following a specific sequence of formatting steps. This requires Excel proficiency.
  • Excel charts don’t look as appealing as PowerPoint slides and are more difficult to share.

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Build stunning, uncomplicated timelines and Gantt charts that are easy to make and simple to communicate. Get the advanced features of Office Timeline Plus free for 14 days.

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Project Scorecard for Executive Review

How to Create a Graphical Project Scorecard for Management Reviews.

Customers and Executives love to see a project scorecard as part of a project review.  This most often means it is presented on a PowerPoint slide in a dashboard format.   This article and video discusses how to quickly build a PowerPoint project scorecard around your project timeline as shown below.

Project Scorecard - how to make quickly make them in PowerPoint.,Why PowerPoint?

Executives and customers are most familiar with project reviews presented in PowerPoint.  They are experienced in reading these presentations, and know PowerPoint will force presenters into condensing their content into the most relevant information.  So they get a high-level summary of the business which enables them to make decisions quickly.

Why a Project Scorecard?

Since executive level presentations do not require deeply detailed project reports, they should be no more than 2-3 slides per project. Using a project scorecard is the most effective way to summarize project status at a high level to audiences such as project stakeholders, sponsors, clients and management.  Typically project scorecards are made up of metrics and commentary on various things like budget, accomplishments, risks and future actions, and all of these are anchored around a clear, up-to-date project timeline.

How to Make a Project Scorecard Easily in PowerPoint

Creating fresh and appealing visual project status reports or project presentations in PowerPoint is a time consuming effort for any project manager. Additionally, these presentations often need to be re-created, updated or edited on a weekly, or monthly rhythm, so finding tools that can quickly and easily create and manage this work saves time.

Office Timeline is a free timeline maker that creates and manages PowerPoint timelines for executive and customer project status meetings.  These timelines are created natively in PowerPoint so they can easily be integrated with a project status slide or pasted onto and existing project scorecard template.

The video below demonstrates how to quickly build the timeline and scorecard slide in the image above with Office Timeline.  It also demonstrates how to update your project timeline dashboard instantly and automatically with new information as your project progresses.  This makes updating the slide for reoccurring project reviews and executive presentations automatic.

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Suggested Reading
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How to quickly make a timeline


Quickly turn project data into professional timelines

Build stunning, uncomplicated timelines and Gantt charts that are easy to make and simple to communicate. Get the advanced features of Office Timeline Plus free for 14 days.

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