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How to write a next steps slide (with examples and free template).

Table of contents

What is a next steps slide, why is a next steps slide important, how to write a next steps slide, examples of next steps slides from mckinsey, bcg, and bain, free next steps template.

The point of any consulting project is to solve a problem and provide a clear direction forward for stakeholders to act on the solution . Although the lion’s share of any project will be spent on data gathering and analysis, the most important part of the final project report will be the recommended solution and actions or plan. This part often comes in the form of overall recommendations followed by concrete plans and steps.

In a previous blog post, we went over what a Recommendations slide is and how it is different from a Next Steps slide. In this post, we’ll dive into the Next Steps slide, why it’s important, and how to write one. We’ll also provide you with examples of Next Steps slides from McKinsey , BCG , and Bain , as well as a free template for you to create your own Next Steps slide.

A Next Steps slide most often comes at the very end of a main presentation or project report. It outlines the immediate next steps that must be taken to start implementing the recommendations outlined in the presentation.

Next Steps slides are sometimes confused with Recommendation slides . However, the two are actually quite different. 

A Recommendations slide contains the overall conclusions and actions that come out of the project . These recommendations often include both short and long term action items and are the total summary to achieve the goal/solve the problem that the project set out to do. Below is an example from a BCG project where you can see the overall Recommendations slide followed by immediate next steps:

A Next Steps slide typically focuses on the smaller to-dos that can be started tomorrow to start implementing a plan or moving the project forward. A good way to distinguish between the two is to think of them as answering two different types of questions:

• Recommendation slide: What do we need to do to achieve our goal(s)?  
• Next steps slide: What do we need to do on Monday to start taking actions on those recommendations?  

The Recommendations and Next Steps slides are part of the conclusion part of any project. Typically, this section starts off with the overall recommendations that represent the “answer” to the project. This is followed by a project plan that lays out a timeline and detailed initiatives to implement those recommendations, and then the section closes out with immediate next steps.

To make it confusing, this last section is sometimes called “Next Steps” as a whole. However, the actual slides follow the structure outlined above and are the best-practice way to write a section like that.

A Next Steps slide is important because it allows you or your stakeholders and clients to immediately start taking action. 

The point of most McKinsey , BCG , or Bain projects are to uncover the root causes of a problem or explore areas of an opportunity, decide which causes and issues or areas should be addressed, lay out how they should be addressed, and make it as easy as possible for the client to then address them (either on their own or with the assistance of consultants).

A Next Steps slide is part of making it easy to move forward. It translates high-level recommendations and overall plans into actionable items.

A Next Steps slide is typically quite easy to write. There are in general two types of Next Steps slides:

• Immediate to-dos: A list of actionable items that can be executed to move forward with the recommendations of the project.  
• Next phase of project: A (graphical) representation of where in a longer project you currently are and what the next phase is.

For the first type, the best practice version of the slide would be to include a) what needs to be done, b) who will do it, and c) when it should be done by. However, in our experience at BCG and Bain, the Next Steps slide is more often a very simple, text-based slide with bullets on immediate action items.

The what-when-who structure is typically part of the detailed project plan slides instead and most McKinsey, BCG, and Bain project presentations contain the project plan with a Next Steps slide at the very end. Below is an example of the first type of Next Steps slide from a McKinsey project report :

An example from McKinsey on a simple bullet-format Next Steps slide

For the second type of Next Steps slide, this is typically an overview of the phases of a longer engagement with an arrow or similar indication of what the next phase is of the project. This type of Next Steps slide is used when the presentation is a report on a phase of the full engagement or project, or as part of a sounding board or steering committee update.

Here is a different example from a McKinsey client report showing this second type of slide:

An example from McKinsey of a phase-focused Next Steps slide

Even though the Next Steps slide is relatively easy to construct, there are still some best practices to consider and incorporate:

• Make it visually appealing: As with any slide, it’s important that it’s visually engaging. This can be done by using graphical elements like process arrows, boxes, and number balls. Even simple text slides can be made more appealing by adding bullets and boxes. See how this can be done in our free template example below and in the later examples from McKinsey.

Examples of formatted slides from our free Slideworks Next Steps template

• Keep it concise: Cut down the actions to the 3-7 most important ones that need to be initiated, especially the initiatives/steps that require action from the stakeholders and audience of your presentation. All the details can be added to a project plan or an appendix.  
• Use action-oriented language: Since the purpose of a Next Steps slide is to act as a to-do list to get the project moving the best practice is to use action verbs in every proposed action/initiative. Action verbs are verbs like “implement”, “initiate”, “gather” etc.

To give you more inspiration on what a Next Steps slide can look like we've included some from client projects that McKinsey , Bain , and BCG have done (publicly available).  First is an example of the very simple, text-based Next Steps slides from McKinsey. Notice the action-oriented language and how the bullets are centered in a box to make the slide more appealing:

An example of a bullet-format Next Steps slide from McKinsey

Second, we have another example of a simple bullet-format Next Steps slide from McKinsey. This uses the same action-oriented language as the previous example, as well as the trick of a centered box. In addition, note how the title of the slide is also an Action Title , helping the audience put the next steps in context and creating more momentum:

A second example of a simple but impactful Next Steps slide from McKinsey

In the same deck, McKinsey has also included a more general Next Steps slide with expected impact. This is a great example of how to effectively structure the steps in categories to make them both easy to digest and visually appealing:

A great example from McKinsey on how to structure next steps in a visually appealing and impactful way

Next we move on to an example from a BCG project . Here is again an example of first the overall strategic recommendations, followed by some immediate and actionable next steps:

An example from BCG on recommendations vs immediate and actionable next steps

Below is a Next Steps slide example from a Bain project on operational excellence. Here you see how the next steps is simply a short summary of the next phase of the full, ongoing project:

An example of a Next Steps slide showing the next phase from Bain

Finally, we have a last example of a Next Steps slide from a recent McKinsey project . Here you can see how the Next Steps are summarized by type and then expanded in the following slides:

A good example from a McKinsey project showing how to summarize and categorize next steps in a single slide before expanding in the following slides

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• Presented By
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• BS(IT)Hons 7th Evening
• Projects management Basics
• Getting started with MS Project
• Creating a project ( Tasks, Resources, )
• Views and Reports
• The application of knowledge, skills, tools, and techniques to project activities, in order to meet or exceed stakeholder needs and expectations from a defined project - balancing the following
• Scope, time, cost, and quality
• Stakeholders expectations
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• Initiating 
• Monitoring and Controlling 
• Adding the essential data of tasks
• Duration (D, W, H, M, Mo)
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Home Blog Business How To Create a Project Presentation: A Guide for Impactful Content

How To Create a Project Presentation: A Guide for Impactful Content

Corporate, academic, and business meetings share one common factor: successfully delivering project presentations. This is one skill professionals should harness in terms of articulating ideas, presenting plans, and sharing outcomes through an effective project presentation.

In this fast-paced reality where new tools and frameworks make us question the human factor value, we believe there’s much to be said about how working towards building presentation skills can make a difference, especially for making a project stand out from the crowd and have a lasting impact on stakeholders. We can no longer talk about simply disclosing information, the manner in which the narrative is built, how data is introduced, and several other factors that speak of your expertise in the subject.

This article will explore the art of project presentation, giving insights to presenters to deliver a memorable project plan presentation. Whether you are new to this experience or a seasoned presenter, this article promises to give you valuable information on how to build and present a project presentation that resonates with your target audience and will convert into your expected results for the project. Let’s get started.

Table of Contents

• Who is the audience of a project presentation?

Executive Summary

Project overview, the project process model, the project scope, the project resources, the project roadmap, the project activities plan, the project risks, quality control, project execution and monitoring.

• The Project Team

What Is a Project Presentation?

A project presentation is a business activity that brings together stakeholders and team members to oversee a project from execution to completion. During a project presentation, one or two people present a document or slide deck with an overview of all the project’s details.

During a project presentation, the project manager highlights key data about the project initiation and planning activities, like the project scope, requirements gathering, a deliverable list, timelines, and milestones.

The first instance of a project presentation is right before the execution of the project itself. Then, during the project process life cycle, you present it again with timely updates and news about the progress.

Who is the audience of a project presentation? 

A project-related audience is made up of stakeholders – all individuals and entities that affect or are affected by the project’s existence.

Discuss the project presentation with team members that’ll work on the project so they know what’s at stake and what’s expected of them. They’ll need information like requirements, the roadmap, the work breakdown structure, and deliverables.

Stakeholders

Present your project to the stakeholders that can authorize resources and expenditures. Show them how the project will offer the solutions they want under the conditions they impose in a set amount of time. 

Stakeholders want to know details like project scope, budget breakdowns, timing calculations, risk assessments, and how you plan to confront these risks and be ready for changes. 

The Structure of a Project Presentation

Project presentations follow a standard structure covering all critical elements. Follow this guideline to ensure that you cover everything with the slides, the speech, and the discussion.

In the next section, we describe a project presentation structure you can build with SlideModel templates or working with our AI PowerPoint generator . As you will see, most sections in the structure are summaries or overviews of project management practices completed during initiation and planning. 

At the start of your presentation, add an executive summary slide . This section is meant to welcome the viewer to the presentation and give an idea of what’s to come. To differentiate your executive summary from the project overview that comes right after it, use the opportunity to place the project into context. 

In an executive summary , show how this particular project fits into the overall strategy for the company or the section it belongs to. If, for example, your project is about TikTok Marketing, offer information as to how it fits in the overall marketing strategy.

Continue the presentation with a project overview to show the audience what to expect. This section covers one slide or a combination of slides depending on the layout. The project overview slide serves as the introduction to a project presentation and what’s inside.

Include these items:

• An Introduction with a brief background about the project. 
• A short explanation of the project’s objectives and completion goals.
• A quick overview of the timeline with start and end dates.

The project life cycle is the series of phases that a project goes through from its inception to its completion. The project process model is the group of knowledge areas, processes, and their relationships that will guide the activities along the project lifecycle. The next slide should display the chosen project process model and explain how it’ll be carried out along the different lifecycle phases. Project process models examples include Waterfall, Scrum, and V Model for software development, and Business Process Modeling Notation (BPMN) and Swimlane for general business-related projects.

Process models are important for the team to understand execution processes. Stakeholders need to see the process model to understand the systematic process of activities and how long they will take. 

Use one slide for the model, show only high-level components, and offer details during the presentation if the audience asks for them.

The scope is a crucial element of any project and needs its own section in the presentation. The scoping process begins with requirements gathering and includes the creation of a work breakdown structure , an analysis of what’s in and out of scope, plus validation and scope management plans. 

One or two slides are enough to highlight key scope details in a dashboard-style layout mirroring the information on your project scope statement. Preferably, place the scope slides towards the start of the project presentation close to the process model and project resources.

Every project needs resources, and that assessment must be included in the project presentation as well. In a general sense, all resources are what make up the overall budget for the project. In turn, you’ll need to show a budget breakdown that shows high-level resources.

Like many aspects of a project presentation, what you include depends on the industry you’re working for. Construction projects use constructors, materials, machinery, etc. Software projects use programmers, designers, software licenses, computers, etc.

Time is the main resource of any project. During project planning, the project management team estimates the required effort needed to complete the defined scope. Using the Project Process Model, Scope, and Resources, a plan is built. Present a roadmap to highlight the expected time for project completion and where each milestone falls along that line.

Roadmaps can be constructed with an infinite variety of visual layouts, from highly creative and illustrative to structured formats resembling spreadsheets and tables with color-coded roadmaps across the cells. Use one slide to show the roadmap highlighting time estimates, constraints, and projections. For updated project presentations, mark where the project is on the roadmap at that particular moment in time.

Every phase of the roadmap is broken down into action plans . Action plans list activities, their duration, allocated resources (human, material, and financial), and the relationship between activities.

Present your project activities plan with a Gantt Chart and a Costs Report. The Gantt Chart will show the activities to execute, how long they will take, and who (person or team) will be responsible for them. The costs reports will show how much the execution of activities will cost.

During the presentation, you’ll spend the most time on this section, as this is when and where your entire plan is outlined. To show more detail than the roadmap overview, use a few slides to show specific sections of the main Gantt chart and show key activities per phase or milestone.

All projects present risks, and to control them, they must be identified, assessed, evaluated, and mitigated . Visualize your risk assessment with a risk matrix and include it in the project presentation. 

Use this slide to explain to stakeholders how you plan to mitigate the identified risks. Share with team members what’s expected of them in order to keep the risks under control. Risk management is a critical component of project management and something stakeholders will always be looking at.

Controlling the quality of project deliverables is critical for positive project outcomes and continued success with the deliverable. This process is called quality control or quality assurance.

The project process model includes which quality control techniques the team will use and when. Some quality assurance (QA) techniques include statistical process control (SPC), Six Sigma, ISO 9000, and Total Quality Management (TQM). Use one slide to visualize the process and your plan to execute it.

Once the project starts, the project plan is a living entity and evolves over time. This section will need to be regularly updated with progress reports, performance KPIs, and status updates.

Across these slides, explain how activities will be monitored and deliverable outcomes measured. Show exactly how you will determine if the project is on course or has deviations. Visualize all execution activities with a Gantt chart to show the current progress. Use big numbers and data points to highlight performance metrics. Use a comparison slide to visualize the completeness percentage vs. planned progress and budget consumption vs. planned budget.

Explain all monitoring activities for the execution phase using a calendar or schedule that shows on what days activities will take place and who is involved.

The Project Team 

When presenting a project, include a stakeholder map to describe the management team, the sponsors, the main stakeholders, and the implementation team or teams. Depending on the size of the project, this will be an org chart or multiple org charts across a few slides.

Why is it important to present the project team to the stakeholders and vice versa? So that everyone involved knows the other parties and their responsibilities.

Another use for the team slide or slides is to present the next person who will speak during the project presentation. This gives the audience some background on that person’s role in the project.

Case Study – Project Presentation Example

Using the structure we present above, we outlined a case study of a realistic project and how the project manager puts together the project presentation using SlideModel templates. The project presentation example is based on a complex project of building a bridge (Cline Avenue Bridge). For the educational purpose of this article, we are not delivering all the elements of the project presentation, as it is out of scope. Still, we illustrate the more representative slides of each section, show how to prepare a PowerPoint Presentation for a project and how simple it is to adapt the templates to the content that needs to be presented. As a disclaimer, all information we present is an adaptation and reinterpretation of the real project, modified by SlideModel to fit the use case learning goals. This information and presentation should not be considered a source of information related to the Cline Avenue Bridge Project.

In this slide, the presenter summarises the project highlights in a project charter style. The Project Manager can extend this introduction all over the project lifecycle, and the speech can jump from different knowledge areas without the need to change slides or get deeper into details. Specifically, in the Cline Bridge Project, the objective is narrated, the location is just mentioned and linked to a map for further details, and a set of important facts are presented (Building Information Modelling Process, Budget, Duration, Sponsor, and Constructor). Key Highlights of the final deliverable are listed (Segmental Bridge, Material Concrete, 1.7 miles of length and 46 feet of width)

Process Model

The Process Model slide illustrates the framework for the project lifecycle, processes, planning, and execution. In this slide, the Project Manager will describe the model and how it is tailored to the specifics of the project. In this case, for the development and construction of the Cline Bridge, the builder has defined the use of BIM (Building Information Modelling) as the process model. During this slide, the presenter can describe the lifecycle phases (Design, Production, Construction, Operation, and Planning) and drill down one level over the knowledge practices involved. For example, the initial stage consists of “Design”, which has two main knowledge areas, Conceptual Design, and Detailed Design. The project manager is able to explain this definition without the need to outline detailed processes and activities within them.

The Scope section of the presentation generally involves several slides, as the content layout is a list of “requirements.” Based on this fact, a table layout is suggested to make good use of space. It is important to avoid abusing the “list” and present the group of requirements rather than specific requirements. Otherwise, the project manager ends up transcribing the requirements document.

In this project presentation example, we present 10 groups of requirements traversing different stages of the project lifecycle. 

• Design Standards: Bridge design must comply with local, national, and international design standards, including relevant engineering and safety codes
• Load Capacity: The bridge must be designed to safely carry a specific maximum load, which would include the weight of the bridge itself, traffic, pedestrians, wind, and other factors.
• Seismic Design: The design must account for seismic loads. 
• Aesthetic Design: The bridge must be designed to meet certain aesthetic criteria aligned with the artists and architects.
• Accessibility and Use Requirements: Requirements for pedestrian walkways, bike lanes, vehicle lanes, load restrictions for vehicles, clearance heights for boats if over a waterway, etc.
• Regulatory Approvals: The project must secure all necessary permits and approvals from relevant local and national regulatory bodies.
• Environmental Impact: The project must take steps to minimize its environmental impact during construction and the operation of the bridge, including implementing erosion and sediment controls.
• Materials Simulation: Materials should comply with regulations and usage expectations for current and future expected requirements.
• Site Preparation: The project must include preparation of the construction site, including any necessary land clearing or grading.
• Foundations Construction: Foundations will need to support materials weight and traffic expected for the next 30 years.
• Site Acquisition: Acquire site and terrain for building and logistics.

Building a bridge involves a high level of resource usage. In an executive meeting of a project presentation, the recommendation is to structure this section as a Financial table with only one level of detail. Further details are delegated to specific resources and cost analysis presentations.

The resources list presented is:

• Professional Services
• Construction Labour
• Quality Assurance
• Contingency
• Waste Disposal and Cleanup
• Subcontractors

In order to break the style of table after table during the project presentation, we suggest using visual elements as icons and colors metaphorically related to each of the elements listed.

Project Roadmap

As explained earlier in the article, the project roadmap serves to offer a comprehensive overview of the significant milestones that will happen over the course of time. Given the magnitude of a bridge construction project and its prolonged duration, it is advisable, particularly for such extensive endeavours, to present a roadmap that aligns milestones with corresponding lifecycle phases in a discernible manner. This approach enables the audience to mentally envision the sequential progression of the construction process.

Aligned with previous slides, in the example we created a roadmap with the following high level milestones, and sub componentes:

• Project Budgeting and Financing
• Land Purchase & Renting
• Conceptual Design
• Detailed Design
• Access Routes
• Waste Disposal
• Simulations
• Materials Tests
• Seismic Tests
• Fabrication
• Preparation of Modular Pieces
• Build and Assembly
• Test under Acceptance Criteria
• Stress Test
• Operation and Maintenance

As you can see, the Project Manager decided over a sequential roadmap, presented with little detail in timings, with start and end dates to picture dimension over the diagram.

Action Plan

In the bridge construction project of the example, there will be plenty of activity plans. All along the project several of these slides will be created and updated. The most suitable option for presentation tasks, durations, precedence relationship and resource allocation is the Gantt Chart Template. We present the first Quarter of the project, over the Conceptual Design Activities. 

As displayed in the PowerPoint Slide , the subtitle clarifies the number of slides that will be used for this purpose.

The activities presented are:

• Site Analysis
• Feasibility Analysis
• Design Concepts
• BIM Model Creation
• Model Revision
• Environmental Impact
• Present Design

Project Risks

Risk management is an iterative process all over the project life cycle. When presenting your projects, the risks will vary depending on the progress over the roadmap. For this specific example we decided to present the risks being discussed during the Ideation stage, where the developer is exchanging risks with contractors and the company that will build the bridge.

Our suggested layout for this kind of information is a simple table, where the risks are clearly readable and visible, while the description is a hint for discussion rather than an in depth explanation.

It is very important to classify the presented risks, at least with two dimensions; “Impact” and “Probability”. This will generate quality conversations around them. 

Outlined Risks during the Initiation Phase:

• Design Errors
• Construction Delays
• Budget Overruns
• Regulatory Changes
• Site Conditions
• Equipment Failures
• Health and Safety Incidents

As the reader can spot, the risks outlined, are very high level, and each of them will trigger specific Risk Analysis Reports.

The quality control section of the project presentation may vary depending on the quality process adopted. For large scale companies with a uniform portfolio of projects , it is common to see a continuous improvement quality model, which iteratively builds quality over the different projects (for example software companies) For construction companies like the example, the situation is not different, and the quality control model is aligned with the specific building process model. In this specific case, the project manager is presenting the quality control process to be applied over the BIM model and the Quality Control process to be followed for the physical construction of the bridge:

Execution and Monitoring

During the project, several status meetings will be carried out. During the project presentation the manager can establish the pattern to be used along the project.

For this example, we set a basic progress dashboard where the project manager can present : 

• The current timeline
• Top 5 issues
• Current Burndown
• Top 5 risks.

The art of project presentation goes beyond listing data in random slides. A project presentation is a powerful tool to align stakeholders and foster an environment of trust and collaboration over factual information.

With a structured approach, all members involved in the project design and execution can understand the direction that’s being taken and the importance behind certain decisions. We hope these insights can turn your project into a powerful presentation that inspires and deliver results.

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Project Management, Project Planning Filed under Business

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