presentation of the budget

5-Step Guide on How to Prepare a Convincing Annual Budget Presentation

Michelle Harris - Guest Contributor

• Reevaluate company and departmental goals
• Gather budgeting information
• Set up the annual budget
• Create a convincing budget presentation
• Present your budget and win!

Learn how to present your departmental budget and gain the approval of decision-makers.

Every year, leaders are responsible for creating an annual budget for their department. It’s one thing to grapple with the numbers, but presenting the budget can be a more challenging task.

If your annual budget isn’t convincing enough, chances are you won’t get everything you require to run your department the way it needs to. Anything less than what is required and you’ll have a rough time getting through the coming year.

We’ve put together a list of five steps designed to help you prepare an exceptional annual budget presentation that cannot go unnoticed. Using this step-by-step approach will help you convince executive leaders that every component of your budget is absolutely necessary to run your department and meet company goals.

1. Reevaluate company and departmental goals

Before determining your annual budget, go back and review your company’s and department’s goals . Note anything that’s changed from previous years. This is particularly important in the case of a changing economy and market or disruptions in business due to the pandemic and other unexpected events. As goals change, so must the budget—pay close attention to all historical data. As you develop your departmental budget, you want to ensure that it aligns with your department and the company’s overall goals and objectives.

2. Gather budgeting information

Allow plenty of time to gather all of the intel needed to create a detailed and accurate budget. Don’t merely go by the departmental expenses and payments made during the previous year. Your previous year's budget is important, but also pay attention to the actual records to identify shortfalls or a surplus in the budgeted items.

When creating a budget, you have different options on how you approach it and especially when presenting it. Of course, this can all depend on your industry, company, and specific department. Following are the different types of budgets that companies most often use:

Also, discuss budgeting with team members and other stakeholders to ensure that you cover all of your bases. However, every piece of budgeting information should be based on facts rather than opinions. That way, you’ll be sure to have a budget that’s appropriately allocated.

3. Set up the annual budget

Next, sit down to create the actual budget. Depending on your preferred method, or that of your company, you can use spreadsheets or budgeting software. Each budget typically includes the following basic elements:

In addition to the basic items, you may also want to consider additional and unexpected expenses that may occur. You may think of different scenarios that could arise and determine how they might impact your business and affect your budget. You may then tweak the budget as you see fit. This allows you to plan ahead and be well-prepared for any adversity that may surface.

4. Create a convincing budget presentation

Carefully setting up your annual budget and aligning it to your company’s and department’s goals will make the following creative bit easier. The worst thing to do is try to throw together a budget while creating the presentation. You must have your budgeting ducks lined up in a row first.

presentation tips

As you plan out your presentation, consider including the following to help you convince the decision-makers:

Budget presentation title

Budget presentation agenda

Executive summary

Company SWOT analysis

Business challenges

Budget plan and allocation

Budget process and timeline

Departmental deliverables

Steps following budget approval

There are many ways to make an effective and impactful presentation. It can be anything from a simple printed booklet to an interactive multimedia presentation. It doesn’t have to be over-the-top but should show that your budget is well organized, thorough, and fact-based.

5. Present your budget and win!

It doesn't matter how you choose to present your budget—you can use PowerPoint or other media—but it should include graphics and other information to make your case. Here are a few tips to keep in mind:

Keep it brief (not more than 10 slides).

Include charts, diagrams, graphs, etc. for better data visualization.

Showcase your problem-solving skills by giving solutions.

Show enthusiasm, but don't deliver a long speech.

Enhance your annual budget presentation

Unless you’re an experienced accountant or a natural penny pincher, you probably cringe at the thought of creating an annual budget. Even more so, it can be frustrating trying to get your boss to accept your budget. That’s why it’s critical to know how to create an impressive and convincing annual budget presentation that wins the approval of business stakeholders.

There are plenty of options available to help you enhance your presentations to showcase an annual budget that will garner a “yay” rather than a “nay.” At Capterra, we’ve done all the dirty work to compile a list of presentation software for you to easily compare and choose from. Our shortlist gives you the top-ranked suggestions, so you can see which software ranks the highest.

If you need help getting your numbers in order before you’re ready to present, take a look at the available budgeting software , including the best free budgeting software for small businesses .

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About the author.

Michelle Harris is a strategist residing on Florida’s beautiful Gulf Coast. Providing global clients with solutions to head-banging problems is her passion at Shel-Shok, LLC. She is a Ph.D. candidate researching finance decision-making and holds graduate degrees in management and marketing. Her background includes art, education, medicine and conservation (she is a glorified bug hugger!). When not strategizing, you will find her motorcycling, belly dancing, roller derbying and beach bumming.

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Budget Proposal Presentation

It’s not enough to come up with a list of goals or brainstorm a list of ideas for your business. You have to map out how you’ll accomplish those goals or make your ideas come to life… within a reasonable budget. 

When you need to make your case to managers or executives for additional resources, a budget proposal presentation is an essential tool. Your presentation should explain your idea, what obstacles you may come across, and why your desired budget is necessary for your project. 

Use a budget proposal presentation to:

• Gain funding for your department
• Explain the budget for a new project or initiative
• Fund new hires for your team

A Budget Proposal Presentation

Every slide in your budget proposal presentation serves an important function. You might present numerical data in easy to read, memorable graphics like timelines, bar graphs, Gantt charts, Venn diagrams, and sales funnels to drive your point home. Each of these features can be added to your template with one click. Some potential slides to include are:

Pro Tips for Your Budget Proposal Presentation Template

Make the most of your budget proposal presentation with these easy tips.

A budget proposal doesn’t have to be much longer than ten slides. Outline the problem, propose your budget, and explain how the budget will help you achieve your goal.

Remember to include a mission statement in the beginning of your presentation. Use one or two sentences to explain the purpose of your budget proposal.

Budget proposals are number-heavy presentations. Use diagrams and charts where you can to make it more readable.

Before you present your budget proposal, double check all your numbers for accuracy.

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infoDiagram visual slide examples, PowerPoint diagrams & icons , PPT tricks & guides

Design Examples of Presenting Annual Budget Proposal in PowerPoint

Last Updated on March 6, 2024 by Peter Z

Working on your annual budget proposal? Financial presentations and documents can be difficult to be absorbed, especially by non-financial audiences. If you want to communicate key financial information to stakeholders clearly and effectively, check our article for examples and inspiration on how to present corporate annual financial summaries and forecasts.

What is a company budget?

A budget is an estimation of the earnings and spending of an organization or its departments. Basically, it is a financial plan for a defined period, usually a year.

In case of a corporate budget, it can contain several subtopics:

• Revenue budget, with main revenue sources, sales distributions, and key growth drivers
• Expenditure budget with operational costs presentations, key cost drivers, OPEX, and capital expenditures
• Marketing budget allocation
• Sensitivity analysis and risk assessment
• Organization costs and structure

Why use graphics for budget proposal presentation?

It’s not enough to come up with a list of financial reports and annual budget goals. You have to explain clearly your data and map out how you’ll accomplish those financial goals or make your ideas come to life… within a reasonable budget.

When you need to make your case to managers or executives, a well-prepared budget proposal presentation is an essential tool used to communicate financial information to both internal and external stakeholders. A consistent way of showing financial highlights can help keep the numbers organized, making it easy to track revenue or plan for expenses.

Get inspired by examples of how you can illustrate the components of your budget proposal.

All visual examples presented below can be downloaded as an editable source. Explore the Annual Budget Financial Presentation for PowerPoint.

Presenting the current state of the business

To give a big picture of what you’ll be talking about, kick things off with an executive summary, strategic goals and targets overview, and budget assumptions for the future period.

Such a general slide with an executive summary will help to see the broad view and give an entire perspective to your audience. You can list the common key indicators such as Market Description and Competitive Landscape Insights, Issues and Challenges, and Main Achievements.

You can use arrow shapes to present each item in your executive summary slide, as you can see below. Each point is illustrated by a related icon e.g. market description by globe symbol and achievement by peak icon.

To remind about strategic goals or sustainability targets effectively, you can replace bullet points with modern professional-looking diagrams. Here’s an example of goals summary with 6 highlighted ambitions for the next year:

Notice how nicely you can present six goals if they are distributed around a circle. It gives a feeling of concise integrated direction.

One of the ways to show the interdependence of sustainability targets is the Euler diagram, which illustrates the connection of three elements: People, Planet, Profit. Simple design elements, like outline icons, neutral background picture, and color-coding will help make your presentation more appealing and consistent:

If you need to illustrate the triple bottom line model in more detail, check this blog for visualization examples.

To give a quick insight into the financials, you can include the simple summary overview table. Not every table needs to scare your audience, so make sure you have enough white space between the numbers. You can list the common indexes such as Net Revenue, COGS, GM, OPEX, EBIDTA, EBIT, PBT versus LY and Budget:

Illustrating revenue highlights in the budget proposal

To keep the audience engaged, try incorporating more visual elements into complex financial slides. Here’s an example of a dashboard with revenue highlights, showcasing sales breakdown by months and categories, and a data chart illustrating trend indicators:

The next slide illustrates the top-line key growth drivers analysis over two years. As an example, we outlined the following drivers: New Product Lines, Organic Growth, Emerging Markets, and E-commerce. With the help of stacked charts and color-coding, the information becomes much easier to follow:

Pie charts are useful when you need to show percentages of a whole. On the slide below you can see the key revenue drivers comparison, with the description of top revenue sources and the rest of them:

Design hint: Use rule of contrast to focus attention on the most important driver. Focus on one such thing per slide, not more. If you need to highlight more items, consider presenting each on separate slide.

Notice how we used color-coding to highlight the top revenue source by orange, versus the rest of the sources that have shades of blue color.

Visualize expenditure budget details clearly

If you want to include OPEX and CAPEX expenses overview and breakdown, here are several examples of how those concepts can be shown visually.

One way is to show an operational cost overview in a form of a modern-looking clean table, including Cost Center Overview, Description, and Value. In our example we also highlighted total income to make it stand out:

To show more details, break your operational costs down in a pie chart by cost center category or analyze them using a bar chart visualization.

If you have many categories you’d like to put on a slide, we advise using a bar chart. Pie charts are effective when you want to show up to 5 elements.

To illustrate your CAPEX investment split by tangible and intangible assets, you can use such a table with comments aside:

Include marketing budget overview

If you use too many figures on one slide , it will be hard to keep the attention of the audience. Here are the slide examples you can use to communicate the marketing calendar, budget allocation, and planned expenses on promotion.

You can use the marketing mix approach to present marketing budget allocations. Here you can see an example presentation of Marketing Mix 7Ps on one slide Product, Promotion, People, Price, Process, Place, and Physical Environment factors:

When you’ll be talking about planned marketing activities throughout the year, use a calendar table to make it easier for understanding. Also, you will be able to see a clear picture of how many resources you need to allocate each month to a specific activity:

If you want to give more details on planned expenses, you can illustrate ATL, TTL, and BTL as a percentage of marketing budget, OPEX, and turnover using pie and bar charts:

If you are looking for inspiration on marketing concepts and models illustration, browse through our marketing presentations category on the blog.

Design tricks to make budget presentation attractive

A budget presentation can look eye-catching if you follow some basic design advice such as:

• consistency of color palette,
• using one graphical style – expressed by one major type of shapes and icon style,
• organizing slide content within certain layout,
• avoid stuffing too much information into one slide.
• applying rule of contrast, I mentioned above, highlighting one key point per slide.

Resource: Annual Budget Proposal Financial Presentation

The graphics in this blog are a part of our budget proposal graphics collection. This deck contains 38 data charts, dashboards, and diagrams to present financial summaries and forecasts for a corporate organization. See the whole slides deck here:

Annual Budget Financial PPT Template

Using concise, innovative visuals will make your presentation structured and consistent. To make your presentations even more engaging, consider also using this collection of professionally designed diagram layouts .

Published by

Chief Diagram Designer, infoDiagram co-founder View all posts by Peter Z

Budget forecast presentation: A comprehensive guide

Learn how to develop realistic assumptions, build clear messaging, and present your data visually.

Raja Bothra

Building presentations

If you're here, you're probably looking for insights on how to create a killer budget forecast presentation that will impress your audience.

Well, you're in the right place.

In this comprehensive guide, we'll dive deep into the art and science of crafting an effective budget forecast presentation that not only conveys your financial plans but also leaves a lasting impact.

What is the budget forecast?

Before we plunge into the nitty-gritty of creating a budget forecast presentation, let's make sure we're all on the same page regarding what a budget forecast actually is. In its simplest form, a budget forecast is a financial roadmap that outlines your anticipated income and expenses over a defined period, typically a fiscal year. It serves as a valuable tool for businesses, individuals, and organizations alike, helping them make informed decisions, allocate resources wisely, and stay on course financially.

Benefits of budget forecast presentations

Now that we've got the basics covered, let's explore the myriad benefits of using budget forecast presentations. Understanding these advantages will give you a clearer picture of why crafting a compelling budget forecast presentation is worth your time and effort.

1. Strategic decision-making

• Budget : Your budget forecast provides a clear breakdown of your financial resources.
• Projection : It projects your financial position into the future.
• Compare : This allows you to compare projected income and expenses.

2. Resource allocation

• Select : You can select the resources needed for different stages of your plan.
• Expense : Managing expenses efficiently becomes easier.
• Variable : Variable expenses can be adjusted as per the forecast.

3. Enhanced credibility

• Credibility : A well-prepared budget forecast presentation enhances your credibility.
• Clarity : It brings clarity to your financial strategies.
• Confuse : Avoids confusion among stakeholders.

4. Improved planning

• Technique : Use advanced techniques for accuracy.
• Strategy : Align your budgeting and forecasting with your overall strategy.
• Graph : Visualize trends and historical data for better planning.

How to structure an effective budget forecast presentation

Creating a budget forecast presentation is both an art and a science. To make it easier for you to refine your approach, we've categorized all our content according to the number of 'stages' it takes to make your presentation shine. Let's dive into the key stages of crafting an impactful budget forecast presentation:

1. Start with a clear template

• Template : Begin with a budget forecast presentation template.
• Powerpoint : Consider using PowerPoint or Google Slides.
• Download : Download a forecasting PowerPoint template for ease.

2. Define your budget planning

• Annual budget : Outline your annual budget.
• Quarterly : Break it down into quarterly segments.
• Infographics : Use infographics to communicate effectively.
• Dashboard : Create a dashboard for a visual overview.

3. Lay out your financial forecast

• Forecasting Process : Describe your forecasting process.
• Assumption : Highlight key assumptions.
• Real estate : Discuss any real estate-related factors.
• Google slides : Explore alternatives like google slides and prezent.

4. Present your fiscal projection

• Preparation : Ensure meticulous preparation.
• Inform : Inform your audience of trends.
• Trend : Visualize historical data trends.
• Visualize : Use graphs and charts for clarity.

5. Engage your audience with graphics

• Graphic elements in the slide : Incorporate graphic elements.
• 4 Piece puzzle slide : Want a 4 piece puzzle? Use it.
• Manager : Address the concerns of managers.
• Milestone : Highlight milestones and tasks.

Do's and don'ts of a budget forecast presentation

While creating your budget forecast presentation, it's essential to keep some best practices in mind to ensure that your message is clear and impactful. Equally important is avoiding common pitfalls that can undermine the effectiveness of your presentation. Let's explore the do's and don'ts:

• Get started : Start early to avoid last-minute stress.
• Combine : Combine data sources for a comprehensive view.
• Baseline : Use historical data as a baseline for your forecast.
• Decision-maker : Tailor your presentation to your decision-makers.

Don'ts:

• Implication : Don't leave key implications unaddressed.
• Means the number : Avoid vague references.
• Number of divisions or graphic elements : Keep it simple and clear.
• Want a 4 piece puzzle : Unless it adds value, skip unnecessary visuals.

Summarizing key takeaways

• Budget forecast essentials : Budget forecasts are crucial financial roadmaps that help with decision-making and resource allocation.
• Strategic decision-making : Use forecasts to compare income and expenses strategically.
• Resource efficiency : Efficiently allocate resources and manage expenses.
• Enhanced credibility : A well-prepared presentation enhances credibility and clarity.
• Improved planning : Use advanced techniques, align with strategy, and visualize data for better planning.
• Structure : Begin with a template, define budget planning, present your forecast, and engage with visuals.
• Do's and don'ts :
• Do's : Start early, combine data, use historical data, and tailor to decision-makers.
• Don'ts : Avoid vague references and unnecessary visuals.
• Summary : Mastering budget forecast presentations is key to financial success for businesses and individuals.

1. What is the ideal format for a budget forecast presentation?

When creating a budget forecast presentation, selecting the right format is crucial. It's recommended to use a powerpoint template or Keynote deck to ensure a professional and organized look. This can make the process more efficient compared to starting from scratch.

2. How can I visualize my budget forecast effectively in my presentation slides?

To convey your budget forecast ppt effectively, consider using diagrams and infographics. These visual aids can enhance your presentation's clarity and help your audience analyze the different scenarios you present. Including icons in your slides can further refine the results and make the content more engaging.

3. What are the key stages to follow when preparing a budget forecasting presentation?

The process of creating a budget forecasting presentation can be broken down into several stages. To make it easier, you can select 4 stages that suit your needs. These stages typically involve gathering data, predicting revenue, analyzing outcomes, and refining the results.

4. How can I maximize the revenue projection in my budget forecasting presentation?

To achieve a revenue projection that's higher than expected, it's essential to have a strong capability to predict market trends accurately. Additionally, presenting your forecast in an HD quality powerpoint presentation can enhance your audience's confidence in the sustainability of your projections.

5. What is the recommended timeline for completing a budget forecasting presentation?

The timeline for creating a budget forecasting presentation may vary depending on the complexity of the data and the number of 'stages' you choose to include. On average, it is advisable to allocate sufficient time to analyze different scenarios thoroughly, ensuring that the outcome meets your presentation's objectives.

Create your budget forecast presentation with prezent

With prezent an AI presentation productivity software, you can easily and efficiently create a budget forecast presentation that will impress your audience. Here's how Prezent can help you:

• Effective communication: Prezent enables you to create compelling presentations for effective communication.
• Brand compliance: Ensure that all presentations are on-brand and approved by your corporate brand and marketing team.
• Time and cost savings: Save time and reduce communication costs by streamlining the presentation creation process.
• Collaboration: Collaborate in real-time with colleagues both inside and outside your company for better presentations.
• Security: Prezent prioritizes the security of your data with enterprise-grade measures.

If you're looking for a personal touch or need quick turnaround, explore our professional services, including Overnight Services and Presentation Specialists.

Get started with Prezent today sign up for our free trial or book a demo and elevate your budget forecast presentations to a whole new level of excellence!

So, get started on your journey to financial success today!

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Creating a budget presentation in PowerPoint (+ 12 bonus tips from our best experts)

Investors, lenders, and all the company’s stakeholders are primarily interested in the revenue they get, so they tend to rely on exact numbers before real investments and other contributions. They have many different opportunities to invest in and consequently choose the one that is more likely to win. And that’s precisely when a budget presentation comes in handy as the most effective way to provide a compelling, professional, and differentiated description of the capital they could get after several investments.

If you are wondering how to present budget in PowerPoint, here is a quick guide for you.

How to make a budget for a project in a PowerPoint presentation

First and foremost, a budget presentation PowerPoint has to be clearly targeted toward equity investors and lenders with a lot of appropriate and suitable information. The budget plan presentation should be clear and concise to catch a person’s attention. They are looking for a high-quality project for their portfolio, so you should show you value their time and can fit all necessary info in a couple of sentences, diagrams, graphs, or tables.

Remember, you are the one looking for investors, so your budget presentation PowerPoint slides need to be credible and concise. You can design them on your own using budget presentation PowerPoint templates or opt for the services of a professional presentation agency to save time and sleep.

The main mistakes happen on the statistics and strategy slides of the budget PowerPoint presentation since few of them are easy to follow. Commonly, they are bland, boring, and not able to keep the audience’s attention. It would be frustrating to come up with such a budget planning presentation people worked on for a year.

Numbers. Numbers. Numbers.

But nothing really stands out.

Here’s how to do a good budget presentation:

• Research for previous budget planning PowerPoint presentations to have a confident database to rely on.
• Have a 10-minute conversation with the current team, ask critical questions, try to pull out a story, and incorporate that story in the investment presentation.
• Create a branded company look that resonates with investors. If you are new to presentation design, a pitch deck design service can help develop truly effective budget presentation slides.
• No matter what industry you are in, make a ‘Highlights’ slide that answers all why questions, demonstrates value drivers (+ threats to them), and calls to action.
• Create 3 or 4 different investment options for every investor to find the most affordable asset and proceed to cooperate with you.
• Make your credibility pop out from the proposed budget PowerPoint presentation and leave no questions to potential investors.

Whether you are trying to be compelling, sell assets, or increase your capital – concentrate on the important data and don’t delve into much detail on every budget PowerPoint slide. You would not prefer yawning, attention loss, or refusals from stakeholders, would you?

Some potential budget presentation PowerPoint slides include:

• Performance overview.
• Business summary.
• SWOT analysis.
• Current challenges.
• Budget plan.
• Budget allocation.
• Deliverables.
• Following steps.

To make the most out of each PowerPoint budget slide from the list, double-check every number for accuracy, use illustrative diagrams and charts, and, most importantly, keep the entire budget presentation ppt brief. Bear in mind that ten slides are more than enough to outline the problem, the proposed budget, and the exact ways the invested capital will provide a solution.

12 bonus tips on how to show budget in PowerPoint

Below are the top tips from our best experts to help you design a PowerPoint presentation that your investors will definitely remember, so read on!

Tip #1. Put yourself in the shoes of your investor

Before you dive into your PowerPoint budget presentation, take the time to understand your investors, their concerns, and expectations, and tailor your content accordingly.

Tip #2. Key financial metrics are important

These include revenue growth, profitability, revenue forecasts, etc. Clearly demonstrate how their investment will contribute to the success of your company.

Tip #3. Provide detailed financial projections

Be sure to present income and financial statements and visualize complex information with charts and diagrams for easy understanding.

Tip #4. Identify risk factors

Accept potential risks and uncertainties. Describe how your team plans to mitigate these risks and present contingency plans.

Tip #5. Display your budget breakdown

Investors value a clear understanding of spending, so take the time to display your budget breakdown, emphasizing major expenses and capital allocation.

Tip #6. Ensure your ppt is compelling

Structure your budgeting PowerPoint presentation as a narrative, and be sure to detail past successes, current accomplishments, and future potential for the company.

Tip #7. Focus on the ROI

Clearly communicate potential returns on investments to investors. Demonstrate how their investment will contribute to the overall growth and profitability of the company.

Tip #8. Be transparent about your estimates

Being transparent builds confidence and ensures that investors understand the basis for your calculations, so clearly articulate the assumptions underpinning your financial forecasts.

Tip #9. Practice as much as you can

Rehearse your presentation until you feel confident and comfortable delivering it. Anticipate possible questions and prepare thoughtful answers.

Tip #10. Emphasize key milestones and accomplishments

Highlight specific milestones and key accomplishments that the budget aims to achieve. Remember, investors want to see a roadmap to success.

Tip #11. Maintain clarity throughout your slides

In your company budget presentation, be clear about what you are asking from investors, whether it is funding for a specific project, expansion, or any other business need.

Tip #12. Encourage questions and discussion

Encourage investors to ask questions and participate in discussions. This will show that you are open and willing to address your concerns.

By following these tips on how to present a budget, you can create a persuasive presentation that not only effectively presents financial information but also matches the expectations and interests of your potential investors.

Still confused about how to design a budget presentation in PowerPoint?

Don’t hesitate to contact us any time of the day or night! Our design experts are online 24/7 to help take your presentation project to the next level.

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PM diary part 2: creating an effective kick off meeting presentation

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Budget Templates For PowerPoint & Google Slides Presentation

Every business needs a solid budget plan to ensure the financial success of their organization or project. Download SlideUpLift’s Budget PowerPoint templates to create a budget managing plan and present it clearly to your team or stakeholders. With our Budget slides, you can showcase a budget for a project, product, or company and even cost management, cash flow, etc.

You can easily manage to track the company’s income, spending, and savings with our free budget template collection. These budget template examples can help you prepare presentations on topics like business plan operational strategy, revenue cost, financial plan, capital budgeting, cost and expenses, and many more. Our budget presentation slides are customizable, you can make changes to them as per the presentation needs.

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Product Budget Pricing Proposal PowerPoint Template

Annual Budget Allocation PowerPoint Template

Project Cost Estimate PowerPoint Template

Project Budget Financial Update PowerPoint Template

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Balanced Scorecard Strategy Map PowerPoint Template

3 Steps Pricing PowerPoint Template

Pricing Model PowerPoint Template

Planned Vs Actual Expenses PowerPoint Template

Marketing Budget Pie Chart PowerPoint Template

Money Icons PowerPoint Template

What are budget powerpoint templates.

A budget template in PowerPoint is a pre-designed layout of slides in a presentation, which you can use to present your budgeting plan effectively. With these PowerPoint budget template collections, you can showcase your business’s complex financial budget and data in a way that is easy to understand. You can use these budget slide templates in your business presentations, finance presentations, strategy presentations and a lot more.

How To Choose Budget PowerPoint Templates For Presentations?

When selecting a Budget PowerPoint template for your presentation, it’s important to choose a pre-made template that is relevant to your topic and content, is visually appealing, easily customizable and has a clear and logical flow. By keeping these factors in mind, you can select a template that effectively conveys your message, enhances the visual appeal of your presentation, and meets your specific needs.

How Do You Present A Budget Presentation?

When presenting a budget presentation, you need to plan and prepare to communicate financial information to your audience effectively. Always start by outlining the presentation’s purpose and scope, then by providing an overview of the budget and highlighting key figures and trends. Within the Budget PowerPoint templates, try using charts and graphs to illustrate data points and effectively showcase complex data. The presenter should also be well prepared to answer any questions the audience would have. Also, highlight information that is most relevant to the audience’s interests and concerns.

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How to Prepare a Budget for an Organization: 4 Steps

• 16 Nov 2021

An organization’s budget dictates how it leverages capital to work toward goals. For this reason, the ability to prepare a budget is one of the most crucial skills for any business leader —whether a current or aspiring entrepreneur, executive, functional lead, or manager.

Before preparing your first organizational budget, it’s important to understand what goes into a budget and the key steps involved in creating one.

What Is a Budget?

A budget is a document businesses use to track income and expenses in a detailed enough way to make operational decisions.

Budgets are typically forward-looking in nature. Income is based on projections and estimates for the periods they cover, as are expenses. For this reason, organizations often create both short- (monthly or quarterly) and long-term (annual) budgets, where the short-term budget is regularly adjusted to ensure the long-term budget stays on track.

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Most organizations also prepare what’s known as an “actual budget” or “actual report” to compare estimates against reality following the period covered by the budget. This allows an organization to understand where it went wrong in the budgeting process and adjust estimates moving forward.

Budget vs. Cash Flow Statement

If the definition above sounds similar to a cash flow statement , you’re right: Your organization’s budget and cash flow statement are similar in that they both monitor the flow of money into and out of your business. Yet, they differ in key ways.

First, a budget typically offers more granular details about how money is spent than a cash flow statement does. This provides greater context for making tactical business decisions, such as considering where to trim business expenses.

Related: The Beginner’s Guide to Reading & Understanding Financial Statements

Second, a budget is, quite literally, a tool used to direct work done within an organization. The cash flow statement plays a different role by offering a higher-level overview of how money moves into, throughout, and out of an organization.

Instead of thinking of the two documents as competing, view them as complementary, with each playing a role in driving your business’s performance.

Steps to Prepare a Budget for Your Organization

The steps below can be followed whether creating a budget for a project, initiative, department, or entire organization.

1. Understand Your Organization’s Goals

Before you compile your budget, it’s important to have a firm understanding of the goals your organization is working toward in the period covered by it. By understanding those goals, you can prepare a budget that aligns with and facilitates them.

Related: The Advantages of Data-Driven Decision-Making

For example, consider a business that regularly experiences year-over-year revenue growth that’s offset by rising expenses. That organization might benefit from focusing efforts on better controlling expenses during the budgeting process.

Alternatively, consider a company launching a new product or service. The company may invest more heavily in the fledgling business line to grow it. With this goal, the company may need to trim expenses or growth initiatives elsewhere in its budget.

2. Estimate Your Income for the Period Covered by the Budget

To allocate funds for business expenses, you first need to determine your income and cash flow for the period to the best of your ability.

Depending on the nature of your organization, this can be a simple or complicated process. For example, a business that sells products or services to known clients locked in with contracts will likely have an easier time estimating income than a business that depends on active sales activity. In the second case, it would be important to reference historical sales and marketing data to understand whether the market is changing in a way that might cause you to miss or exceed historical trends.

Related: How to Read & Understand an Income Statement

Beyond income from sales activity, you should include other income sources, such as returns on investments, asset sales, and bond or share offerings.

3. Identify Your Expenses

Once you understand your projected income for the period, you need to estimate your expenses. This process involves three main categories: fixed costs, variable expenses, and one-time expenses.

Fixed costs are any expenses that remain constant over time and don’t dramatically vary from week to week or month to month. In many cases, those expenses are locked in by some form of contract, making it easy to anticipate and account for them. This category usually includes expenses related to overhead, such as rent payments and utilities. Phone, data, and software subscriptions can also fall into this category, along with debt payments. Any expense that’s regular and expected should be included.

Related: 6 Budgeting Tips for Managers

Variable expenses are those your business incurs, which vary over time depending on several factors, including sales activities. Your shipping and distribution costs, for example, are likely to be higher during a period when you sell more product than one when you sell less product. Likewise, utilities such as water, gas, and electricity will be higher during periods of increased use. This is especially true for businesses that manufacture their own products. Sales commissions, materials costs, and labor costs are other examples of variable expenses.

Both fixed expenses and variable expenses are recurring in nature, making it easy to account for them (even if variable expenses must be projected). One-time expenses , also called “one-time spends,” don’t recur and happen more rarely. Purchasing equipment or facilities, developing a new product or service, hiring a consultant, and handling a security breach are all examples of one-time expenses. Understanding major initiatives—and what it will take to accomplish them—and what you’ve spent in previous years on similar expenses can help account for them in your budget, even if you’re unsure of their exact values.

4. Determine Your Budget Surplus or Deficit

After you’ve accounted for all your income and expenses, you can apply them to your budget. This is where you determine whether you have enough projected income to cover all your expenses.

If you have more than enough income to cover your expenses, you have a budget surplus. Knowing this, you should determine how to use additional funds best. You may, for example, move the money into a rainy day fund you can access should your actual income fall short of projections. Alternatively, you may deploy the funds to grow your business.

On the other hand, if your expenses exceed your income, you have a budget deficit. At this point, you must identify the best path forward to close the gap. Can you bring in additional funds by selling more aggressively? Can you lower your fixed or variable expenses? Would you consider selling bonds or shares of company stock to infuse the business with additional capital?

An Important Financial Statement

The person responsible for generating a budget varies depending on an organization’s nature and its budgetary goals. An entrepreneur or small business owner, for example, is likely to prepare an organizational budget on their own. Meanwhile, a larger organization may rely on a member of the accounting department to generate a budget for the entire business. Individual department heads or functional leads might also be called on to submit budget proposals for their teams.

With this in mind, anyone who aspires to start their own business or move into an organizational leadership position can benefit from learning how to prepare a budget.

Do you want to take your career to the next level? Consider enrolling in our eight-week Financial Accounting course or three-course Credential of Readiness (CORe) program to learn financial concepts that can enable you to unlock critical insights into business performance and potential. Not sure which course is right for you? Download our free flowchart .

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Budget Presentation Executive Summary Template

• Great for beginners
• Ready-to-use, fully customizable Doc
• Get started in seconds

Presenting a budget proposal can be a daunting task, especially when you need to convey complex financial information in a clear and concise manner. That's where ClickUp's Budget Presentation Executive Summary Template comes in.

This template is specifically designed to help you create an impactful executive summary that grabs your audience's attention and effectively communicates your budget goals. With ClickUp's intuitive features, you can:

• Summarize your budget proposal with key points and objectives
• Visualize financial data with charts and graphs for easy understanding
• Showcase your financial goals and strategies for the upcoming year

Whether you're presenting to stakeholders, executives, or your team, ClickUp's Budget Presentation Executive Summary Template will ensure that your budget is presented with confidence and professionalism. Say goodbye to the stress of budget presentations and start impressing your audience today!

Benefits of Budget Presentation Executive Summary Template

When using the Budget Presentation Executive Summary Template, you can enjoy the following benefits:

• Clearly communicate the budget proposal to stakeholders in a concise and impactful manner
• Provide an overview of financial goals and objectives to align everyone's understanding
• Highlight key points and key figures to grab attention and make a strong impression
• Save time and effort by using a pre-designed template that is professional and visually appealing

Main Elements of Budget Presentation Executive Summary Template

ClickUp's Budget Presentation Executive Summary template is the perfect tool to create a comprehensive and visually appealing budget presentation.

Here are the main elements of this template:

Doc Template: Use the pre-designed Doc template specifically tailored for budget presentations. It provides a clean and professional layout to present financial information effectively.

Custom Statuses: Customize the status options based on your budgeting process. Whether it's In Progress, Reviewed, or Approved, you can easily track the progress of each section within the executive summary.

Custom Fields: Add custom fields such as Budget Category, Actual vs. Budget, Variance, and more to provide detailed financial insights. These fields allow you to input and calculate data directly within the document.

Different Views: Access different views like the Outline view to structure your presentation, the Table view to organize and analyze financial data, and the Kanban view to track the progress of budget-related tasks.

With ClickUp's Budget Presentation Executive Summary template, you can create a professional and well-organized budget presentation in no time.

How to Use Executive Summary for Budget Presentation

If you're tasked with creating a budget presentation executive summary, follow these steps to ensure your presentation is clear, concise, and impactful:

1. Identify key budget highlights

Start by identifying the most important budget highlights that you want to communicate to your audience. This could include revenue projections, expense breakdowns, cost-saving initiatives, or any other key financial information that will give your audience a comprehensive overview of the budget.

Use the Goals feature in ClickUp to outline the key budget highlights you want to include in your executive summary.

2. Create an outline

Next, create an outline for your executive summary to organize your key budget highlights in a logical and structured manner. This will help you ensure that your presentation flows smoothly and that you don't miss any important information.

Use the Board view in ClickUp to create an outline with different cards for each section of your executive summary.

3. Summarize the budget details

In this step, you'll summarize the budget details for each key highlight identified in step 1. Be concise and focus on the most important information. Use charts, graphs, and visuals to make your summary more engaging and easier to understand.

Use the Charts and Graphs feature in ClickUp to create visual representations of the budget details you want to summarize.

4. Provide context and analysis

To give your audience a better understanding of the budget, provide context and analysis for each key highlight. Explain the factors that influenced the budget decisions, the goals and objectives behind them, and any challenges or opportunities that were considered during the budgeting process.

Use the Docs feature in ClickUp to provide detailed context and analysis for each key budget highlight.

5. Present recommendations

Based on the budget details and analysis provided, present any recommendations or actions that you believe should be taken. This could include suggestions for cost-cutting measures, revenue-boosting strategies, or any other recommendations that align with the budget goals and objectives.

Use the Custom Fields feature in ClickUp to highlight your recommendations and assign priorities to each one.

6. Review and finalize

Before presenting your executive summary, review it carefully to ensure that it is clear, error-free, and effectively communicates the key budget highlights and recommendations. Make any necessary revisions and finalize your presentation.

Use the Review and Approval feature in ClickUp to collaborate with your team and gather feedback on your executive summary before finalizing it.

Get Started with ClickUp’s Budget Presentation Executive Summary Template

Finance teams can use this Budget Presentation Executive Summary Template to create a compelling and concise overview of their budget proposal for stakeholders and decision-makers.

First, hit “Add Template” to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you’d like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

Now you can take advantage of the full potential of this template to create an impactful executive summary:

• Use the Objectives View to outline the key objectives and goals of the budget proposal
• The Financial Overview View will help you provide a high-level summary of the budget, including revenue, expenses, and projected financial outcomes
• Utilize the Key Points View to highlight the most important information and key takeaways from the budget proposal
• Customize the Executive Summary section to provide a brief introduction and overview of the budget proposal
• Organize information into different sections, such as Revenue, Expenses, and Investments, to present a comprehensive view of the budget
• Collaborate with team members to review and refine the executive summary for clarity and effectiveness
• Use the Presentation-ready Export feature to easily share the executive summary with stakeholders and decision-makers.

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Making Budget Presentations

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Taking the Fear Our of the Library Budget Presentations Laying the Groundwork Preparing a Budget Presentation Citizen Support- Rallying Stakeholders Making the Budget Presentation- Do's & Don'ts Follow Up Budgeting Best Practices

BACK TO ADVOCACY LIBRARY

Taking the Fear Out of Library Budget Presentations

Creating and presenting a library budget is not just a matter of assigning numbers to line items on an Excel spreadsheet and presenting it to a group of officials. Far from it. Library budgeting is an ongoing activity, with many parts and many people involved. It is a cyclical process of listening to the community, working with decision-makers, telling compelling stories about your library – and bringing all these elements together in a budget presentation and then starting all over again. We have tapped into the wisdom of veteran librarians with years of experience drafting and presenting budgets in “good times and tough economic times.” The examples offered are from “real budgets.” We have included everything from a Glossary of Terms for those new to library budgeting to the “Do’s and Don’ts of Making a Budget Presentation.” There is a great feature on library budget presentations from the perspective of a decision-maker with years of experience listening to presentations and helping librarians hone their budgeting skills.

BACK TO TOP

Laying the Groundwork

Identifying community priorities.

Library directors don’t create their budgets in a vacuum.  Even in today’s challenging economic times when libraries are lucky to keep their doors open and basic services covered, library directors and staff need to be continually attuned to what their community needs.

Most “formal” community needs assessments are done during a library’s strategic planning process – but it should be an ongoing task to pay attention to community needs and priorities.

What is happening in your community that your library can address with its programs or services?  How can the library be a partner in solving local problems or addressing challenging issues?  For example,

• Helping schools deal with dropout prevention?
• Assisting residents in finding jobs?
• Helping New Americans master essential skills and get access to critical programs and services?

Look to community partners to help share the library’s burden of meeting community needs.

• Can local social services provide funding for early childhood development or literacy programs?
• Are there federal programs or grants to support the library in assisting New Americans who are integrating into the community and acquiring essential skills?
• Are there small businesses or corporations who are willing to fund library programs or services such as a Summer Reading Program or a homework help center?
• Showing that you’ve formed strategic partnerships to meet the community’s needs illustrates that your library is nimble, creative and willing to stretch beyond the limitations of a prescribed budget.

The strategic plan comes from your community's priorities; the budget comes from your plan.   Show how you’ve listened to what the community and your decision-makers want from the library and planned accordingly:

• If a community’s priority is to have a library presence in every neighborhood, you may need to recommend that all branches should be open but with limited hours.
• If the priority is efficiency and budgeting cuts, closing branches and extending hours at fewer branches may be the way to go.
• If helping individuals find jobs is a critical issue, access to computers and a mix of daytime and evening hours is essential.
• If low elementary and high school academic scores in your community is a problem, funding homework help centers should be part of your budget.
• If small businesses in your community are closing, creating a small business resources center shows how your library is supporting the local economy.

Start with the premise that a library is providing local services that are important locally.   Unlike many other units of government (e.g. schools or transportation), budgetary decisions pertaining to libraries are almost always made at the local level.   Stay current with what’s happening in the community from a local political perspective and reflect this perspective in your library budget.

Provide opportunities (a bulletin board, comment cards, Library Appreciation Week, etc. ) for library customers to share their stories about how your library is meeting their needs.  Anecdotes from “real (voting) citizens” are powerful statements to include as part of your budget presentation.

Where Budgets and Friends Meet

Presenting an annual budget isn’t just the job of the library director. You’ve got Friends!

A Library Friends organization can be one of the most powerful allies a library has as the director prepares for and presents an annual budget.  A good Friends group can:

• Help the library director determine what should be in the annual budget.  A well-balanced Friends group reflects the geo-diversity of the neighborhoods the library serves.  Friends Board members can give the library director valuable input about the community’s needs and what budgeting priorities are within their own neighborhoods.
• Mobilize a powerful Advocacy Committee that will work throughout the year to advocate on behalf of the library with local decision-makers.  Friends Board members represent their neighborhood communities and develop relationships with their elected/appointed representatives.  A good Friends advocate is a strong voice and a valuable tool in the budgeting process – and stays connected throughout the year.
• Develop position papers that present the library’s current economic position, its value to the community, funding needs, gaps and opportunities to expand capacity.  The library’s budget spreadsheet is made up of line items and numbers.  A library platform or a “Return on Investment” piece tells the full story of the library and all its value to citizens (in general as it supports specific populations), schools, businesses, the local economy…a good library platform tells it all! Two great examples of this include the Friends of the St. Paul Public Library's 2010 Advocacy Plan and the San Francisco Public Library Advocacy Report.  
• Represent the library to constituent groups. Friends Board members often speak and represent the library with neighborhood groups, broadening community understanding and appreciation for the library’s value.   A well-prepared Friends Board member has a lot of credibility because of their dedicated volunteer status.
• Advocate at the grassroots level.   Friends Board members attend city and county meetings and offer testimony on behalf of the library. They connect with decision-makers regularly, keeping the library visible throughout the year.
• Be the literary voice for the library.   Friends Board members often write op-ed pieces for local newspapers and “letters to the editor.”
• Open doors.   From an elected official’s standpoint, Friends Board members can create links to groups and entities where an endorsement is sought.  This mutual “back-scratching” can benefit the library and the elected official, creating a relationship that can have long-term positive effects for the library.
• Demonstrate how money talks!   Broadly-based private funding from Friends groups demonstrates to local officials that supporters of libraries are powerful, spread out and ready to fight for their library.
• Mobilize other library supporters.  Friends groups organize grassroots support of bonding measures, state or local set-asides or other ballot issues that have long-term effects on libraries.
• Fill the gaps.   One of the biggest roles a library Friends group plays is to provide funding for library programs and services that are not covered by public funding of the library’s budget.  This can be anything from funding a summer reading program to conducting a capital campaign.
• Sing the song of success.   When successes are achieved (fending off budget cuts, renewing ballot measures, etc.) Friends can go back to library supporters and say “Look what you have done through your support – you made this possible.”  There’s nothing sweeter than success achieved through a grassroots effort.

Coalition Building & Strategic Partnerships

Strength in Numbers: Leveraging Strategic Partnerships and Coalitions

Presenting a successful library budget can be greatly enhanced by demonstrating that your library has partners who work together to deliver programs and services to the community.  Working with strategic partners, or in coalition, indicates that your library is finding creative ways of sharing resources and delivering added value by collaborating with other organizations.

• If your library works with schools, arts groups, history centers, museums or other community-based organizations, show how these partnerships allow the library to “deliver more with less” and enhances the services of your partner organizations.
• Demonstrate that your library shares goals with community agencies.  Does your library work with a community organization, such as a workforce development program?  Show the number of individuals who receive help with resume writing, learning job skills, using the Internet for finding jobs…and then describe how your library works with the community agency to achieve shared goals.
• Tell the story of how partnering with small business owners has an economic impact on the community.  Share anecdotes and quotes as part of a handout, or your budget presentation.
• Libraries often share programming with community arts organizations.  In your budget presentation, share information on how such a coalition appeals to private funders, lifting some of the financial burden from the public sector.
• Media partners are visible, powerful allies.  If your library offers sponsored programming or events with local radio or TV stations, or newspapers, illustrate the power of these partnerships by highlighting attendance, sharing audience quotes and demonstrating that your library understands the value and impact of sharing the stage with a media partner.
• Schools and school media centers are under terrific pressure to provide needed resources for students, with shrinking budgets.   Partner with area schools through homework centers or providing books and other resources that will be used in classes or programs.  When you present your budget, show how this collaboration allows schools to expand their resources and your library to work with targeted groups of key customers.
• Defending a budget is as much about impact as it is about the bottom line.  Look for and nurture partnerships that will allow your library to offer new, exciting programs and services and repeat (over and over) the success stories about how creative partnerships have a strong economic and “quality of life”  impact on the community.
• “Back-scratching “can be a rich feature of a partnership or coalition.  Share the success and spread the word about community partnerships.  Speak or write in support of your strategic partners and ask them to do the same for your library.  Having members of an arts organization, or a history center at budget hearings sends the message that the library is a strong community player.
• Other community organizations face the same challenges as the library.  Reach out to your counterparts in other organizations and learn from them, as they learn from you.  There are always strategies and tips to share and support to be enlisted.

Preparing a Budget Presentation

The decision-maker speaks.

Qualities of the Successful Budget Proposal

• The best budgets are always tied to the best spending plans.  Instead of just asking for more, budget presentations must tie performance and justification to requests for increases.
• Decision makers look for the level of production per unit.  When an increase is granted, how will the additional dollars translate into improvements?  If additional staffing dollars are granted, how will the services be improved?  Make sure that your budgeting authority can see, in real-world terms, how the money improves the work.
• In public library systems, budget analysis needs to be weighted to reflect how dollars will make the most impact in the places that are most in need.  Not all things are equal and not all things are fair; understand that the delivery of the dollars need to be weighted with demographics in mind.
• The library world can sometimes be insular.  Good budget directors will work with executive librarians out to ensure that a budget is responsive to constituents.
• Is the budget proposal balanced? The proposal for the year will reflect an increase, a decrease, or a status quo proposal - the librarian needs to be able to discuss the cause of any changes with the budgeting authority.
• Be ready to discuss changes both within the library and outside influences that may be driving changes in budget proposals.
• Decision makers will be most likely to approve budget proposals that are able to show balance between financing, spending, and performance.

Cautionary Tales

• Any lack of direct or frank responses to questions, or even the hint of holding back, will foster negative responses from budget authorities.
• Lack of preparation.  Do not assume that wide public support will result in an easy proposal process, be ready for tough questions at every step.
• During the public presentation, know when to say that you don't know the answer and that you will get the answer to the budgeting authority as soon as possible.
• Be careful of committing to specific numbers in a public forum - if forced, offer a range and agree to follow up at a later date.
• If you know that you have opposition to your proposal ahead of time, avoid any type of confrontation.  Ask your opponent to meet one on one at a later time to work out any concerns or reservations.

Best Practices for the Executive Librarian's Proposal

• Start your presentation with simple graphs and charts that anyone can understand - the lowest level of detail.  You may have your whole proposal approved at a minimal level of discussion.
• Be prepared to add layers of detail should the need arise, but do not offer anything more than you have to.  Work in stages with your detail and supporting materials.
• Dollar amount changes, year-over-year, with brief explanations of each line item that reflects a change.
• Service differences, year-over-year, with a similar level of detail to dollar changes.
• Staffing differences based on pay-grade with the same level of detail about changes year-over-year.
• A direct assessment of the changes and the forces driving the changes (dollars, services, staffing, and performance).
• If the questions require the next level of detail, if possible, try to refer them to the departmental Accountant or to the Assistant Librarian.
• If there are lots of questions, try to get the budget authority to send their questions, in writing, so that they may be answered with the level of detail they deserve - this puts the responsibility back on the questioners.
• Only offer what is needed AS it is needed.  Offering too much information can tend to lengthen the questioning period.
• Remember, start with broad information and be ready to drill down, but at some point, the authority should be willing to move the questioning out of the public venue if it has many detailed questions.
• Be a good listener.  Restate the questions to make sure that they are really what the authority wants to know.
• A good Budget Director will have worked with and coached the person making the proposal in advance, obviating many possible pitfalls.
• Know how to say NO.  Keep the budgeting authority realistic and on track, some things just can not be done.  Make a compromise offer of what you can do with the resources allocated and offer to report back periodically.
• A great deal of compromise may be required.  Always remember that your ideal may not match perfectly with those of your budgeting authority.
• Positivity, no matter the circumstance, is critical
• Prepare and present a document that summarizes what the library is NOT doing or could be doing better.  Use data from other systems and offer comparisons with similarly sized  systems.  Use per capita or per unit service comparisons to strengthen your arguments.

Do's & Don'ts in Making a Library Budget Presentation

From the Decision-Maker’s Perspective

• Once this executive-level presentation has been completed, the nature of the questions should be assessed and the next step will depend on the result of the assessment:
• A good Budget Director will have worked with and coached the person making the proposal in advance, obviating many possible pitfalls. 
• Under-prepare.  Do not assume that wide public support will result in an easy proposal process, be ready for tough questions at every step.
• Avoid giving a direct or frank response to questions.  Even the hint of holding back will foster negative responses from budget authorities.
• Fake an answer!  Know when to say that you don't know the answer and that you will get the answer to the budgeting authority as soon as possible.
• Commit to specific number in a public forum capriciously- if forced, offer a range and agree to follow up at a later date.
• Respond to confrontation publicly if you can help it.  If you know that you have opposition to your proposal ahead of time, ask your opponent to meet one on one at a later time to work out any concerns or reservations.

Executive Librarians Speak

It’s easy to get caught up in the many details of budgeting, but for the Executive Librarian, the most important issues in successful budget proposal planning are community issues – how to best serve our constituents.  Consider the following to ensure that you create and present a successful budget:

Never become so invested in the details of the budgeting process that you are caught off guard by a big-picture question.

Statistics, by themselves, do not tell the whole story:

Some years, there simply is NO money - no amount of pressure or support will be able to change this fact:

Be sure to demonstrate to the budgeting authority that you continuously strive for improvement, not just during tough times. 

Best Practices from the Viewpoint of Executive Librarians

Within the Library Community:

• Forming panels of library administrators to advise on spending streams creates an environment of teamwork.
• Brown-bag budgeting sessions with senior team members can be very illuminating.
• Foster library ecosystem thinking among administrators - keep them thinking about the system as a whole, rather than focusing too closely on their own area of responsibility.
• Help administrators to think like the budgeting authority/decision makers: how will what you are proposing "pay off"?
• Look for opportunities to build cooperative purchasing agreements.

Outside the Library:

Utilize Friends groups:

• To teach patrons about the best ways to communicate with elected officials,
• To keep the public informed about the library's important events and organizational changes.

Utilize patrons:

Keep your budgeting authority up to date on what's happening at the library.

In some cases, early distribution of budget summary information (e.g. usage trending, connection to political priorities, etc.) can be very helpful.

• Maintain good relationships with your vendors.
• Library Trustees (especially those representing the governing body) are a critical way of keeping elected officials informed about the library.
• Request that the governing body include time in their regular meeting agenda each month for a report by the Library Director.  This prevents the feeling that “the only time we ever hear from you is when you want something.”
• When times get tough, your vendors will appreciate knowing that they won't stay that way - things will improve.

If a cut has to be made, be prepared to do it.

10 Things I Know to be True about Budgeting for Libraries

• Budgeting is a year-round exercise. Decision makers need to hear about your services all year – not just when they’re voting on a new budget.  It’s easier to get and hold their attention when they’re not being deluged.  
• You can’t make responsible decisions without the right information. Decide what you need to know and collect that data.  If you know you need to reduce hours, for example, find out what days and times you’re busiest with circulation, visits, phone calls and other electronic communication.  And then think about the data your library should collect next year: what will you need to know to tell the library’s story?  
• Budget staffs have long memories. Do not play fast and loose with the numbers.  If you eliminate 5 FTE by cutting 10 hours of service, you can’t ask for 8 FTE to replace those hours in the future.  The budget folks will remember and you will look like a bad manager at best and deceitful at worst.  
• It’s easier to build up than tear down… and it helps you focus on the future.  If you’re facing substantial cuts, make a list of all the resources the library will still have – buildings, staff, technology, collections.  Then study your usage data and design a new library system with the available resources.  
• We cannot afford irrelevant excellence. We all have those things our libraries do well that aren’t as important as they once were.  It’s just human nature to want to do those things we’re comfortable with and good at.  Have staff at all levels help you find and eliminate those programs or processes that no longer support your service plan and are draining your resources.  
• Even in bad times, you are building for the future. It’s tempting to drastically cut or even eliminate training funds when times are bad.  Don’t.  You’ll need motivated, skilled staff to get through hard times and prepare for the future.   
• A communication plan is essential. What will you tell staff, the library board, elected officials, the public about the budget … and when?  What formats will you use?  Who will speak for the library?  People need to trust that you will tell them what you can, when you can.  
• You need to think like your audience. Whether you’re justifying a budget request to elected officials or explaining service cuts to the high school parent-teacher association, you must consider your audience and recast the message to resonate with them.  Remember, if a library’s materials budget is cut by 20% and circulation remains level, it will look to some people like a good business decision.  
• It’s not always about the numbers. Nothing beats an anecdote from a constituent in making the case for your budget.   Letters, emails, phone calls, testifying at a budget hearing – these are all opportunities for decision makers to hear what’s important to the community.  Elected officials and other decision makers expect you to fight for the library’s budget.  What will sway them is hearing from the public.  
• You can’t say “thank you” too often. Even when your budget is being cut, make sure decision makers are thanked publicly for the difficult work they’re doing.  At a time when they’re getting hammered from all sides, they will appreciate and remember positive words from your supporters.

Graphs to Tell the Story

Graphs can help us tell our library's story.

TREND Graphs show this library OVER TIME - are we getting better or worse?

COMPARISON Graphs show US VS. SIMILAR facilities or standards (at one point in time) - are we leading or falling behind?

• "similar" may be based on municipal population, service population, annual circulation transactions, geographic location
• local governments often want comparisons to neighbors, even though not "similar"
• standards may be State quantifiable standards

Create "Normalized" Statistics:

• Permit comparisons among libraries of different sizes (including ours if we've grown!)
• Personnel costs per FTE: shows what each full-time equivalent staff member costs in pay and benefits - so we don't have to be concerned with size of staff, how many are part-time, etc. (No matter how many hours we're open, the number of FTE's = total staff hours/40.)
• Are we over/under staffed? Circulation per FTE: shows how many circulation transactions each full-time equivalent staff member handles annually
• Cost per circ.: shows operating costs expended for each circulation transaction. (with or without personnel costs)
• Municipal allocation/Equalized Assessed Value: shows funding in relation to community wealth
• Municipal allocation per capita: shows funding per citizen.
• Municipal allocation plus State funding per circ.: compare to cost per circ to see shortfall

Determine Other Info Important to Our Audience: Funding besides municipal allocation (how are we doing at generating other revenues?), Population changes inside/outside of municipality, etc.

(Equalized Assessed Value is available from local, county or State government. All other info above is available from State's agency in charge of libraries.)

Group the statistics to make graphs with IMPACT!

TREND Graphs

• Support Graph (PDF) : municipal support per capita vs. per $1,000 in EAV (trend, last 5 years)

COMPARISON Graphs

• Facility Offerings Graph (PDF) : number of public access pc's, hours open per week, volumes of print material
• Circulation Graph (PDF) : circulation in various categories (Adult, Child, Total), along with cost per circulation transaction.
• Staffing and Pay Graph (PDF) : number of FTE's (Full-Time Equivalents) and total personnel costs per FTE

Other possibilities:

• Programs (COMPARISON or TREND) Graph: number of programs and total annual program attendance. Or, normalize to: number of programs per capita and attendance per program.
• Expenditures and Support (TREND) Graph: total operating and materials expenditures and municipal allocation (are they rising/falling together?)
• Summarize graph results in a box below each graph, so no one misses the message!

Remember: this info can also help in planning!

• At what point will we need more personnel? When our Circ/FTE gets too high…
• How much will another person cost? Use Personnel Cost/FTE to estimate…
• If circulation grows (due to expansion, population growth, etc.) how much will our expenses go up? Use Cost/Circ. (adjusting as necessary for personnel costs!)…..

Use the Right Data to Get Your Budget Passed!

Powerful data in your budget presentation can pave the way to support from your funding sources.  It can tell your story – where you have been, where you are now, and where you hope to go with library services in your community.  It can give them reasons to support your efforts, and ways to justify this to constituents.  Some things to consider:

• The Public Library Association prepares an annual report with extensive data on library services ( www.pla.org ).  Information includes annual funding and expenditures, collection size and services, etc. for a large sample of libraries in the U.S. and Canada.
• Many states collect similar data through their library oversight departments and make it available to the public – for example, Wisconsin’s Department of Public Instruction has annual data going back many years for every library in the state, available in Excel format on their website.  Even if your library is not in Wisconsin, this information can show how libraries of various sizes serve their communities. 
• More local data may also be available from your library consortium or city and county library service. 
• Don’t forget non-library data!  You may want to compare your library’s budget requests to cost of living increases or discuss how rising unemployment drives increased need for your services, etc.  
• Consider presenting information on the market value of your library’s services to the community.  Check out:  www.maine.gov/msl/services/customcal.htm to see what a bargain libraries are!  
• Here is an example of a chart that would give some perspective on how the “Presenting Library” stacks up to others on key indicators (data from PLDS Statistical Report 2009, for libraries serving population of 25,000 to 49,999).  Note how we have provided the conclusion that we’d like drawn from the information presented:

As this chart shows, high materials expenditure achieves exceptional circulation. Yet total expenditure and FTE's are responable.

• Wisconsin, for example, has Quantitative Standards for Materials Expenditures, Hours Open, etc. based on population served.  Any library anywhere could measure itself against such standards. 
• A chart or graph that demonstrates meeting or exceeding many standards while failing at others can be a powerful way to support funding for those areas.  
• You can compare your library to those in similarly-sized communities or those with similar circulation. 
• Budgeting authorities are often especially interested in how your library compares to those in neighboring communities.  
• Restating total Materials Expenditures into Materials Expenditures per Capita makes it possible to compare libraries serving different sized populations. 
• Restating total Operating Expenditures into Operating Expenditures per Circulation enables you to show how economically you deliver your services (or use it to support a request for funding for efficiency improvements, like self-service kiosks).  
• Funders concerned with your personnel costs may be reassured by seeing your Staff Costs per Circulation, or FTE per Public Service Hour compared to those of similarly-sized libraries.  
• Finally, remember that all this data can do more than just directly support your budget request.  It can also help you to gain the perspective (which you can also share with funding authorities and patrons) that will enable your library to continually monitor its performance and strive to improve its services to the community.  

Citizen Support- Rallying Stakeholders Around the Library

It’s hard to find anyone who doesn’t believe in libraries.  Getting people to raise their voices in support of the library is another story.  Rallying stakeholder support is a powerful tool in passing library budgets, keeping libraries open and keeping a library’s value to the community highly visible.

There are several ways to bring individual citizens and constituent groups out in support of the library and plenty of things stakeholders can do to apply critical pressure on the library’s behalf.

• Grassroots advocacy efforts are one of the oldest and most effective tools for persuading decision-makers.  Libraries of all sizes should have Advocacy Committees made up of citizens from every neighborhood.
• The Advocacy Committee should meet with the Library Director and be educated on all aspects of the library’s budget, library needs, the budgeting cycle and all of the library’s sources of funding.  An advocate who knows what they’re talking about is really powerful.
• Anyone speaking in public on the library’s behalf should have talking points and fast facts about the library and its budget needs. 
• Supporting the library’s budget isn’t just the task of an Advocacy Committee.  Library supporters from all neighborhoods should be encouraged to attend public meetings and budget hearings and, if appropriate, give testimony.
• Central and branch libraries should post notices about budget hearings and public meetings that focus on library issues.
• Even if citizens don’t speak at public meetings, their presence is valuable.  A self-identified group of library supporters carries a strong message: “I’m a library supporter…and I vote.”  This is what decision-makers need to see and hear.
• Buttons abound…libraries across the country have developed buttons for getting their message across.  Wearing a button that tells anyone and everyone that you are a library supporter spreads the word quickly and pervasively.
• Constituent groups served by the library can form a strong advocacy group.  Teenagers who use the library for homework help can learn about the civic process by testifying on their library’s behalf, or by meeting with their elected official (make sure they’re prepared!).  Seniors who view the library as the go-to place for life-long learning are often eager to speak up for the library.  New Americans have powerful, emotional stories to tell about how the library impacts their lives and the importance of supporting the library’s budget.
• Working with the media is another powerful tool to encourage support of a library’s budget.   Press releases, Letters to the Editor, Op-Ed pieces focusing on facts and impact are great ways to garner support for the library and its needs.
• Choose well-known, respected community leaders to write or speak on the library’s budget.  (For an excellent example of “two mayors” speaking on behalf of a library’s budget, read the Viewpoints article from the Saint Paul Pioneer Press (PDF) .
• Keeping information about the library and how it supports the community should be an ongoing priority…not just when the budget is on the table.   

Making the Budget Presentation- Do's & Don'ts

Budget presentation 101 and beyond.

Considering that your budget presentation is an opportunity both to improve your audience’s understanding of library operations and to achieve passage of your funding request, a well-designed presentation is well worth the work!

Let’s assume that you will be presenting your budget request in person and have decided to do so via a handout and a PowerPoint presentation.  Here are suggestions for a basic presentation, then how to “rise above” that level for a more powerful presentation. There is also a PowerPoint template showing, slide-by-slide, how to structure your presentation to maximize your audience’s understanding and support.

At a minimum, your budget presentation should…

• Start (both the hand-out and the Power Point) with the Library’s Mission Statement, to remind your audience of the library’s purpose and role in the community.
• Current Budget
• Current Year’s Projected (or Actual, if the entire year’s transactions are already known) revenue and expenses.
• Next Year’s Budget (the one you’re submitting for funding)
• Then, two columns for “Change in $$” and “Change as a %.”  There is some variation in how this is done, but it is recommend that you compare Next Year’s Budget to Current Year’s Projected, as this is more current than the budget created a year ago.
• Then, you will need some analysis of these figures.  The most basic way to do this is to group revenue and expenditure accounts, such as Personnel (salaries, wages, benefits), Materials/ Programming (books, periodicals, speaker fees), etc.  Then discuss your budget rationale for each group, for example, “Health insurance premiums increased 14%, but we plan to reduce hours and freeze wages so we can hold Personnel costs steady for next year.”

Following these steps would constitute a bare minimum presentation.  This may be sufficient but it can waste an opportunity to showcase your achievements or garner support for your challenges!

Let’s expand our presentation –so that it stimulates the response we seek – better understanding and stronger support. 

To start on this path, carefully determine one or two key messages you would like to convey to your audience related to this budget .  For example, you may wish to show how the community has increased its demand and response to Library programming.  Or, you may wish to convey that limited funding has left you with stale collections that are of diminishing value to the community. 

• Your library can’t do everything for everyone, and your funding authority has multiple demands on it, as well.  Focusing your presentation on a couple of issues can make it possible to reach a consensus on what is most important in your budget request. 

Next, you’ll need to decide how to get those messages across to your audience. 

• show increases in numbers of programs offered per capita and numbers of attendees, both for just your library over some period of time
• compare your library’s programs (numbers or, perhaps, variety)and cost per capita  to those of similar libraries. 
• Finally, you would show exactly how your proposed budget will enable you to improve this service (e.g., another weekly story hour costs $1,000/yr).
• compare your collections (size, age) to those of similar libraries or accepted standards
• compare materials expenditures and annual circulation per capita, either to those of similar libraries or  for just your library over a period of time (or both!). 
• Finally, you would show (again) exactly how your proposed budget will enable you to make the improvements you seek (e.g., 3-year plan to update geography reference materials at $5,000/yr).
• See the Using Comparative Data and the Graphs to Tell the Story  sections of this website for more ideas.
• Consider a brief handout that gives a snapshot of your library for the past year. This handout is a good take-away for your audience to be able to think about what the library has accomplished in the past year in a succinct format.
• As you think about how best to convey your message, remember your audience.  Consider how much time will you have, how comfortable they may be with numbers/charts/graphs, whether they are likely to be overwhelmed if you provide too much data or suspicious if you provide not enough, etc.  In general, limit the number of PowerPoint slides, and keep each one “short and sweet.”
• Note that the beauty of this “message” approach is that your presentations will offer a fresh perspective from year to year as your messages change, enabling you to build over time a fuller understanding within your audience of the library’s services and needs.

Finally, remember to maintain an upbeat, “can do” attitude throughout your presentation.  Keep in mind the Mission Statement and the community you serve.  If presentation is done at a public meeting, you should have encouraged Friends, etc. to attend to demonstrate support for the Library’s service to the community.  Whatever response you get from your funding authority, be sure to thank them for their attention.

Check out the PowerPoint Budget Presentation to view a template for structuring your budget presentation.

Qualities of A Successful Budget Presentation

Best practices for budget presentations.

• Be ready to answer the most unexpected of questions (e.g. “What could you do with half of that?”).
• Understand that the budget details, about which you care deeply, will never be as important to the budget authority; accept this and figure out what is important to its members.
• Remember that your presentation has to be layered – the budget authority might approve your proposal without a single question, having only seen the executive summary.
• Remember that you better have a second (and possibly a third) layer of detail to present to your budget authority.  They just might have a lot of questions for you.
• Avoid any kind of public confrontation – agree to meet personally with a questioner who isn’t satisfied with your answer.
• Do not commit to a specific number in an open forum; if you’re backed into a corner, agree to a range or to discuss it at a follow up meeting.
• Balance is the key for budget authorities who are accountable to voters – if financing, spending, and performance are balanced, your budget will appeal to everyone.
• Know that people who work with numbers for a living want to see how things compare with other things (e.g. year-over-year, per capita performance, increase of total services, etc.); give them what they want.
• Use whatever tools you need to get your message across, but be sure that your message gets through.  Graphs and charts, PowerPoint presentations and executive summaries are great visual aids, but if your message is muddled the process of approval will be unnecessarily complicated.

Main Street Library At a Glance

PowerPoint for Main Street Library

Description and Purpose of Activity

The Main Street Public Library strengthens community, supports literacy, provides access to information, and fosters lifelong learning and enrichment.

 Library activities include selecting, purchasing, cataloging, processing and circulating books, magazines, newspapers, audiobooks, DVDs and music CDs for the use of the community.  Library staff members strive to fully answer requests for information and to locate needed items and articles.  They actively participate in community efforts to improve literacy by offering programs for all ages, particularly pre-school children and their caregivers.  The Library is also a place where free access to the Internet and computing is available.  The Library provides outreach bookmobile service to daycares and other stops within the City and offers a large number of electronic resource subscriptions. 

Accomplishments & Highlights 2009 

• Increased service levels, experiencing the busiest days in the library’s history, following a trend that began in 2007.
• Working with the local work force center, developed a Business and Employment Resource Area in the library.  The collection for this Resource Area was provided with the assistance of the Friends of the Library.
• Replaced furniture in the Teen area with assistance from the Friends of the Library.  Finished repainting Teen area and added display shelving and slat wall (end cap display) in many places throughout the library.
• Continued to gather information (particularly related to fundraising) and plan for a library expansion.

Initiatives in 2010 

• Continue to implement the steps outlined in the 2008-2012 Library Long-Range Plan; evaluate progress towards goals and revise as needed.  Major goals of the plan are:  foster lifelong learning support information literacy and collaboration; the library as a welcoming, accessible and convenient public gathering place; diverse collections of print, media and electronic resources; information related to work and employment, school, business and personal life; developing a library facility that will support the services the Main Street Library community needs
• Cut county bookmobile stops and proportionately reduce bookmobile staff hours accordingly.
• Cut Sunday hours in order to reduce staff expenditures.
• Celebrate the centennial of the Carnegie Library Building.
• Continue to contribute substantially to the economic vitality of the community.

Once the Budget Presentation Is Over

• Once your budget has been approved, the cycle begins again.  There are steps you should take to smooth the way for the next budgeting process.
• Say “Thank you!” to decision-makers who have been part of the budgeting process.  Call or write and let them know that you appreciate their time and consideration of your library’s needs.
• Thank your Advocacy Committee members and other volunteers and stakeholders for their support of your library in the budgeting process.
• Let your staff know your appreciation for their efforts in creating your library’s budget.  Share any specific feedback you may have received from decision-makers.
• Debrief the process with your staff.  What went well?  What could have made the process more efficient?  What should you change in the next budgeting process?
• Begin again the ongoing progress of scanning the community to monitor needs, priorities, challenges and opportunities for providing service.  Keep a budget file that you add notes to that will help inform the next budgeting process.
• If you are requested to come back with a revised budget, respond quickly.  You should always go into a budget presentation with a “Plan B” in the event that your budget doesn’t receive approval.
• Budgeting can be a stressful process.  When your presentation is over, celebrate your efforts with your staff so that everyone feels they’ve participated in a good team effort.

Budgeting Best Practices

Best practices for creating a successful budget.

• The library budget is the result of local money funding an important local function.  Remind your budgeting authority how its library returns value to the community and aligns with the community’s priorities during every budget cycle (and at every other opportunity).
• A community’s priorities are the priorities of the community’s library – library patrons and their elected officials need to know exactly how everyone benefits by supporting this community asset.  Patrons (voters) need to let politicians know that they support libraries.  Politicians will gain votes using the same message to voters.
• Understand how to use comparative data (from similar library communities or against your own library’s historical data) that support your budget narrative.  Have a strong understanding of contemporary and past budget events in your community; learn how to use statistical trends to support your arguments.
• Your profession is collegial and filled with people who love learning and helping others – remember there are many librarians out there who are willing to share their experiences with you.  Your greatest resource for budgeting advice could be your professional colleagues.
• Work with the community’s representatives – board members, Trustees, Friends groups, and elected officials.  Whether the economy is waxing or waning, these groups support and care about libraries and will help you to align the budget with the community’s priorities.
• Budgeting is a year-round practice that requires constant attention; teach staff members and non-staff supporters always to keep their eyes open for opportunities to fine-tune the processes and efficiencies of your library.
• The community’s library is always about the future of the community – your budget proposal relates directly to the youth of your community.
• Always keep your message positive - be ready and willing to compromise.
• You have multitudes of patrons who will never set foot in your library (accessing the library’s resources via the Internet).  Figure out creative ways for  reaching these cyber-patrons to ask for their support.

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8+ budget presentation templates.

A budget presentation is the report of the budget to be used or has already been used by an entity for a particular period of time and the allocation of the budget, which will be divided to all the operational needs of an entity. The inclusions of a budget presentation depends on the nature of the organization using it, the sources of the budget, and the needs that are needed to be supplied in a specific time duration.

Annual Budget Presentation Template

Simple Budget Presentation Template

Project Budget Presentation Template

Municipal Budget Presentation Template

Preparations for Budget Presentation

• Gather information about the past budget presentations of the company so you will have a basis on the budget allocations that you may follow or improve should it be proven effective, and change if it has not worked during its period of implementation.
• Assure that all the data that you are gathering to be used as references are from verified sources and that the information given are accurate, precise, and updated.
• Make sure that you are aware of the needs of the company including the financial objectives and goals that it wants to achieve so you can have an idea on proper budget placement.
• Know the budgeting strategies that you can apply in the budget plan that you are creating to reach the maximum potential of the plan once it’s implemented.
• Know the resources of the company and the actual current budget that you need to work on.
• Assure that you will create adjustment plans should the initial budgeting programs not be effective so that the company will not feel too much impact from a failed area of the budget plan.

School Budget Presentation Template

Program Budget Presentation Template

Technology Budget Presentation Template

Budget Meeting Presentation Template

Free Budget Presentation Template

Inclusions of a Budget Presentation

• The expected budget projection
• The sources of the budget
• The capital items included in the initial budget
• The other items where the budget will be allocated
• The timeframe to be followed in budget releasing activities
• The budget achievement timeline
• The activities that will be done that can affect the budgeting metrics
• The projected expenses of the company
• The projected revenues of the company
• The factors that may effect the entire budget plan

Reasons for Budget Presentation

• It can help in achieving the budget allocation goals of the company.
• It can provide a timeline that the company may use as a reference should studies be done for the budgeting trend implemented in a particular number of company operational years.
• It can make the company members aware of the budgeting methods that the business has been implementing.
• It can show the areas where the budgeting processes do not work and may be changed for improvement.
• It can show the strengths of a particular budget plan, which can be retained especially if it is a great help to the company operations.

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Introduction to the role of the congressional budget office.

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Making the Budget Document Easier to Understand

Gfoa recommends that governments strive for broader consumption and greater comprehension of the budget document..

The budget document is very important, since it identifies the services to be provided (along with the funding), and the rationale behind key decisions. Because of the time required to read and understand the entire budget document, a concise summary that captures these elements is essential. Users of the budget document will benefit from a high quality report that promotes better communication, which makes it easier to comprehend the information presented.

The Government Finance Officers Association (GFOA) recommends that governments incorporate the following guidelines to facilitate broader consumption and greater comprehension of the budget document

Organization . Improving the organization of a budget document lessens redundancy and allows for a better flow of information through a more logical sequence. While governments may develop their own organizing principles, the twenty-seven criteria in the GFOA's Distinguished Budget Presentation Awards Program are arranged in a sequence that may be used to organize a budget document. There are six major sections within the criteria including: 

• introduction and overview,
• financial structure, policy and process,
• financial summaries,
• capital and debt,
• departmental information, and
• document-wide criteria (glossary and statistical/supplemental section). Similar topics should be placed in the same section.

Detail . Excessive detail can prove a hindrance to the understanding of a government'ss budget document. Limit the number of financial schedules, text, and supplemental data to what is necessary in conveying key information. Rounding dollars to thousands or millions in the financial schedules is an effective way to present data. Showing headcount/position data without decimal points is easier to follow. An inordinate amount of account detail can distract from the primary points presented in the budget document. Eliminating numerical errors and typos improves the credibility of the budget document, so proof the content.

Design . The design of the budget document should be simple and easy to use, but attractive. Hard copy budget documents should have an appealing front cover with tabs and dividers to differentiate major sections. An electronic document should use such options as bookmarks and hyperlinks between the table of contents and specific pages. The use of color (especially in charts) and pictures can be a good design tool and make information easier to understand. The growing use of electronic document formats makes this an affordable and effective option. However, be aware of large file sizes that can hinder the ability to read the budget document.

Consistency . Since different individuals usually contribute to the content of the budget document, make sure that information is presented in a way that the work of one individual does not overlap or contradict that of another. For instance, departmental presentations within a budget document should be consistent between departments.

Highlights . A budget-in-brief can be presented as an internal or external feature that highlights major points from the budget document. Governments frequently use budget-in-briefs as a supplement to their main budget document. Whether presenting information in a budget-in-brief or the main budget document, the effective use of tables, charts, and graphs can help in communicating information, which then saves narrative for analysis/interpretation.

Format . The usefulness of a document is enhanced when a government observes the following formatting conventions. If a document is issued in hardcopy form, the web site version should be identical. Font size, page layout (i.e., portrait versus landscape), and direction should be consistent throughout the report. Pages should be numbered sequentially, avoiding special characters. Also, page numbering should be synchronized between electronic and printed versions. GFOA's best practice on Website Presentation of Official Financial Documents goes into more detail on how to present an electronic document.

• Board approval date: Friday, February 28, 2014

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Top 10 Business Budget Templates with Samples and Examples

Sapna Singh

“A budget is telling your money where to go, instead of wondering where it went.” – Dave Ramsey, one of America's most trusted financial advisors.

Tracking company’s internal expenses, with methodical accuracy, is an essential skill that entrepreneurs who want make the most of their money have to master. A cost-effective budgeting requires number crunching, attention to detail, and making informed judgments regarding resource allocation —but the work is well worth it. You can control costs, minimize overspending, and achieve financial goals if you create and stick to a budget.

This is an ongoing process and a vital practice that most firms need to pay greater attention to. It also helps businesses prepare for unexpected expenses or financial crises. Failure to budget properly can have a significant impact on your bottom line and a possible threat to the future of your business.

To help you create low-cost budget, SlideTeam offers Business Budget Templates suitable for any organization - from startup companies to established enterprises.

This blog gives you valuable resources in the form of Top 10 Business Budget Templates to assist you in forecasting cash flow, identifying functional areas that require development, and running your operations in an efficient manner.

Fill in the blanks with projected revenues and any recurrent or anticipated business expenses, and you’ll have your financial roadmap set. Revisit and rework this business budget on a monthly, quarterly, or annual basis to help you meet your objectives, and see where you are going.

Check out our pre-designed startup business plan templates  to help you create one for your business.

Download these well researched, 100% editable, and vivid PPT Templates that best suit your needs, and get started on strategy that leads to financial success.

Lay the groundwork for financial literacy and examine your budget to see if it's time to move your firm forward with SlideTeam's top-notch PPTs.

Template 1: Business Budgeting PPT

Use our content-ready Business Budgeting PPT Deck to translate defined resource requirements (amount of capital, amount of material, and number of personnel) into time-phased goals and milestones and make wise financial decisions. This PowerPoint Presentation is an excellent tool for budget forecasting and projection, as it shows how close projections were to actual spend. With the help of this aesthetically stunning PowerPoint Presentation, outline your organization's financial and operational goals. This template includes the important components for discussing actual cost vs. budget, month-by-month forecasting, overhead cost analysis, quarterly budget analysis, variance analysis, and so on. Reduce complexity by linking cost management activities to budgeting.

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Template 2: Monthly Business Report Actual Budget Marketing Template

Compare actual costs vs budget to obtain a thorough analysis of variations to determine where you are fulfilling your financial planning objectives. Use this pre-designed PPT Template to create a Monthly Business Report that includes revenue, budget analysis, cash flow, and profit statistics. This deck is an excellent resource for reviewing and assessing your company's financial and operational performance on a monthly basis. Convey your important deliverables in a well-structured manner so that your management team can compare company's past and present performance and make informed business decisions.

Template 3: Effort Estimate Budgeting Upward Graph Template

Create a viable estimate by projecting the time, cost, and resources required to complete a project with this PowerPoint Template. Highlight fixed and variable expenses to give a more refined strategy to your team as you learn more about the project. This deck will assist you in becoming intimately acquainted with your team, deliverables, tasks, and process. With this download, you'll get a framework for precise cost estimation as well as direction for schedule development and control.

Template 4: Budget Plan for Business Event PPT

Make better use of your budget by using this professionally designed PPT Template to maximize the ROI of your event. The slide includes all of the relevant event budget expenses to track your expenses on the event day.. If you utilize our event budget template, you will be able to plan thoroughly and prepare for the unexpected. Schedule activities to save time and money so that you can use those extra resources to host a memorable event for your guests.

Template 5: Strategy Oriented Business Budgeting Process Template

The primary objective of budgeting is to assist execution by allocating resources to activities that add value. Use this pre-made PowerPoint Template to demonstrate a strategy-based business budgeting approach to develop a better way to forecast, plan, and distribute your funds. This budget analysis will provide an informative summary of processes such as after-tax income assessment, budget plan selection, tracking progress, automating savings, and budget revision to change the focus from the big picture to particular facts.

Template 6: Budget Breakdown Pie Chart for Business Advertising PPT

Our carefully designed PowerPoint Template will help you manage your complete marketing budget from beginning to end so you can make sound financial decisions. Monitor your monthly, quarterly, and annual expenses, as well as your cash flow across numerous marketing campaigns and techniques. Prepare a budget analysis by consolidating enormous amounts of data and presenting it visually. This budget plan allows you to categorize all of your marketing expenses. This pre-designed pie chart visualizes your budget for the year at the end of the plan.

Template 7: Budget Cycle Process to Monitor Business Performance PPT

Use our professionally created PowerPoint Template to review previous budgets, identify and anticipate revenue for the coming quarter, and assign amounts to spend on a company's various costs. Add important deliverables such as Budget Plan, Booked Budget, Variance Analysis, and Budget Proposal to visually illustrate your budget full of statistics and data. As the year continues, use the slide to review, analyze, and change your spending.

Template 8: Funding Proposal for Business with Strategies and Budget Estimate Report

Estimating the project's cost and allocation of funds can make or break the project. To raise funds from possible investors for your business ventures, use our one-pager template on Funding Proposal for Business. This persuasive financial proposal covers Revenues, Direct costs, Overhead costs, and Budget Analysis to provide a thorough picture of your project with the appropriate tactics and budget estimations. This resource funding proposal slide includes information on the firm overview, funding objectives, long-term plans, marketing plan, expected budget, project timeframe, and financial projections to assist you in developing an organizational financing strategy.

Template 9: Business Management Monthly Report with Budget Expenses

Strong financial capabilities are essential for a firm to succeed, thus managing your finances effectively is crucial. Use this pre-made one-pager to create regular and organized monthly management reports and prepare your monthly profit, revenue, and one-time expenses appraisal. This PowerPoint template provides crucial statistics that illustrate the monthly expense and budget report, monthly sales performance, product delivery monthly status, and monthly project status in an easy-to-understand format for your audience.

Template 10: Summary Page Business Budget Financial Plan PPT

To provide greater visibility into the company's financial performance, use this skillfully curated one-page summary report on Business Budget Financial Plan. This template is ideal for demonstrating Actual cost vs Budget, Budget forecasting and projection, Budget Analysis, Tax after income, One-time expenses, Cash flow, and other Variable expenses to help the firm grow and accomplish its goals. Companies can prevent going overboard on spending by keeping this handy as a reference.

Figures are a budget's "cornerstone."

Business fundamentally dictates that you must plan your spending before you can earn money. All businesses must forecast their sales and expenses to be profitable. By keeping a record of your estimated monthly company expenses, you may manage your finances and keep an eye on your regular expenses. The customizable PPT Templates from SlideTeam will provide you with an essential budgeting tool for forecasting revenues and expenses. This, in turn, will aid in the development of a financial model of how a corporation might perform if various tactics, events, and plans are implemented. Furthermore, it will allow the comparison of organization's actual financial performance with the predictions.

Explore our guide on strategic growth planning  to schedule and track revenue growth in business.

PS:   Check out our comprehensive Budget Proposal Templates   deck, which covers every component of a successful proposal.

FAQs ON BUSINESS BUDGET

Why is a business budget important.

The process of creating a budget involves converting defined resource requirements—such as money, materials, and personnel—into time-phased objectives and benchmarks. This budget can act as a yardstick for setting up financial goals.

The knowledge of how much money you have, how much you have spent, and how much money you will need in the future will guide crucial business decisions such as lowering unnecessary spending, boosting employees, or purchasing new equipment. The following are some other crucial applications of budgets:

• To share plans with diverse managers of responsibility centers.
• To encourage managers to work hard to meet budgetary objectives.
• To assess management's performance.
• To make the performance of the business visible.
• To promote accountability.

What are the key components of a business budget?

A budget is a financial spending plan that forecasts revenue and costs for a given time period. The key components of business budget are:

a) Revenue projections: This is the amount of money you anticipate your company will make from the sale of goods and services. Estimated revenue consists of two major components: sales forecast and estimated cost of goods sold or services rendered.

b) Fixed cost: A fixed cost is one that your company pays on a consistent basis for a certain item. Building rent, mortgage/utility payments, employee salary, internet service, accountancy services, and insurance premiums are all examples of fixed costs. It is critical to include these charges in your budget so that you can set aside the exact amount of money needed to cover these costs.

c) Variable costs: This category comprises the cost of goods or services, which can vary depending on the profitability of your business. The costs of raw materials used in manufacturing, distribution methods used to sell the product, and production labor will all change as output increases, hence they will all be considered variable expenses.

d) One-time expenses:  These are one-time, unexpected expenses that your company may face in any given year. There is no sure way to quantify these costs because they are impossible to foresee.

e) Cash flow: This is the money that flows in and out of the company. You can gain an idea from your previous financial records and use that knowledge to anticipate your earnings for the budgeted year.

f) Profit: Profit is the last budget component, which is calculated by deducting your expected cost from income. You'll be able to select how much to invest in each functional area of your firm once you've forecast how much profit you're going to make in a year.

Key budget terminologies:

• Balanced budget: The budget is said to be balanced when the current receipts equals current expenditure i.e. revenue from taxes and other sources are sufficient to meet payments for goods and services.
• Capital Assets: Assets of significant value and having a useful life of several years. Capital assets are also called fixed assets.
• Balance Sheet : A statement purporting to present the financial position of an entity or fund by disclosing the value of its assets, liabilities, and equities as of a specified date.
• Operating Funds: Resources derived from recurring revenue sources used to finance ongoing operating expenditures and pay-as-you-go capital projects.
• Fund Balance: The excess of an entity’s or fund’s assets over its liabilities. A negative fund balance is sometimes called a deficit.

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Times of San Diego

Local News and Opinion for San Diego

Mayor Gloria Presents $5.65 Billion 2025 City Budget to Mixed Reviews

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Mayor Todd Gloria ‘s proposed $5.65 billion budget for fiscal year 2025 received mixed reviews Monday from the San Diego City Council , following a public presentation at City Hall.

The budget, Gloria says, is focused on continuing city improvements and avoiding major service losses amid a difficult economic time.

“This proposed budget is on-time, balanced and will continue the business of moving San Diego forward,” Gloria said earlier this month. “With revenue down and costs rising, we had to make difficult choices in order to sustain funding for key priorities: addressing homelessness and building more housing; fixing roads and other critical infrastructure; and keeping you safe.”

“We were able to avoid the most dire cuts by using one-time measures we cannot responsibly repeat next year, so a major part of this process will be how we reckon with our structural deficit,” he said.

However, many members of the public and several city councilmembers believed where the budget did make cuts was a mistake.

“This proposal pains me,” said Councilman Henry Foster III, who was sworn in last month to fill the empty District 4 seat. “Inequity does come with a price tag.”

Foster said budget cuts and not actively investing in items like the Climate Equity Fund and Cannabis Equity Program would have negative impacts on less affluent residents of the city.

“It is my hope that Mayor Gloria will truly prepare an equity lens as he prepares for the May revise,” he said.

The proposed budget represents a 9.1% increase over FY 2023’s $5.12 billion budget, even as Gloria touted cuts to primarily non-personnel expenses from department budgets.

The city’s Independent Budget Analyst, Charles Modica, said that while the proposed budget might not have what everyone is looking for, it is balanced and “reflects the city’s precarious position,” as it looks forward.

According to Modica, the cuts proposed this year are planned as one-time slashes to the budget, but next year may see more significant, permanent cuts unless San Diego can secure another source of revenue — such as a proposed 1-cent sales tax and an increased stormwater fee, both of which are pending City Council Committee approval for November ballots.

“Revenue from one or both of these will be necessary for the city to maintain its current level of programs and services,” Modica said.

The proposed budget increases funding to address homelessness by $26.6 million, a fact appreciated by Councilman Stephen Whitburn, who represents Downtown.

Among those projects allocated for is the proposal to turn H Barracks, the city-owned former Navy land adjacent to the San Diego International Airport, into roughly 200 spaces to the city’s Safe Parking Program — nearly doubling the capacity of the program.

Another allocation is for the proposed 1,000-bed shelter located at Kettner Boulevard and Vine Street in Middletown — which is far from being a done deal, as council committees have taken it for review.

For infrastructure, Gloria’s budget earmarks $104.6 million for street resurfacing construction and design, intended to increase the number of miles of major street resurfacing from 60 budgeted in the current fiscal year to 75 in FY 2025 and funds the design and planning needed to complete 105 miles in FY 2026, a statement from the mayor’s office reads.

The proposed budget also includes $85.1 million in funds for flood control and green infrastructure projects.

Gloria announced he would make only minimal reductions to the budgets of the San Diego Police and Fire-Rescue departments to preserve existing service levels, but some of those cuts include reducing the size and scope of their respective academies, a fact that concerned Councilwoman Marni von Wilpert.

However, with the expected $136.8 million shortfall San Diego is facing this year, cuts are coming to parts of city government, such as: eliminating funding for the Office of Immigrant Affairs, reabsorbing the Community Equity Fund into the general fund budget and suspending contributions to the city’s reserves for one year, among other cuts.

Council President Sean Elo-Rivera described cuts to equity programs from people “who have been starved for decades,” as inherently unjust.

“I don’t see our progress being protected,” he said, before telling the mayor’s staff he would appreciate a scalpel rather than a sledgehammer to find reductions in the budget with an eye toward equity.

Councilman Joe LaCava said that while the budget “aligned with my budget philosophy,” it was not an easy decision and left him wondering how to keep the equity programs.

“Funding these programs means cuts, perhaps painful cuts, elsewhere,” he said, before reminding those in attendance there was much more dealmaking and negotiating to come.

“Today is not the end, but only the start of the budget review process,” LaCava said.

Following Monday’s presentation, the city will host department level public hearings leading up to the release of a revised budget on May 14 that incorporates City Council and community feedback.

Final consideration by the City Council will take place in mid-June, with adoption of an appropriation ordinance due no later than June 30.

City News Service contributed to this article.

• Board of Visitors
• Meeting Minutes

Budget Presentation and Public Comment Session April 3, 2024

Budget presentation and public comment session on proposed tuition and fee ranges for 2024–25 academic year held on April 3, 2024, from 9:30 to 10:45 a.m.

Present from the Board

• Lindsey Carney Smith, Esq., Rector
• The Honorable Ronald L. Tillett, Chair Finance and Facilities Committee
• Brentley K. Archer, Student Life Committee, Board of Visitors

Others Present

• President William Kelly
• Mrs. Jennifer Latour, Chief of Staff
• Ms. Yvonne Clark, Senior Budget Analyst
• Dr. Bob Colvin, Vice President for Strategic Initiatives
• Ms. Sherry Crotts, Executive Administrative Assistant
• Ms. Amie Dale, Board Liaison
• Mr. Elijah Dorman, Admission Program Assistant
• Ms. Lisa Duncan Raines, Vice President for Enrollment and Student Success
• Ms. Chloe Grell, Captain’s Log Reporter
• Mr Jim Hanchett, Chief Communications Officer
• Ms. Sarah Herzog, Chief Financial Officer/Associate Vice President
• Mr. Zach Holmes, Director of Budget and Planning
• Mr. Kenneth Kidd, Deputy Chief of Staff
• Mr. Thomas Kramer, Executive Director of the Wason Center and Legislative Liaison
• Ms. Lynn Lambert, Associate Provost for Research and Dean of Graduate Studies
• Mr. Rob Lange, Dean of Admission
• Ms. Kimberly McDaniel, Assistant Director, Admissions
• Mr. Alexander Noth, Captain’s Log Reporter
• Ms. Donna Swiney, Executive Administrative Assistant
• Ms. Julianna Wait, Associate Vice President for Enrollment Services and University Registrar
• Ms. Rhonda Wissinger, Executive Administrative Assistant

Rector Carney Smith called the meeting to order and thanked The Honorable Ronald L. Tillett and Mr. Brently Archer for attending and participating in the meeting.

Rector Carney Smith thanked those in attendance for being there and asked Ms. Sarah Herzog, Chief Financial Officer/Associate Vice President to provide the budget presentation. Following the presentation, members of the public who signed up to provide public comment would be called to the podium.

Budget Presentation

Ms. Herzog provided a budget presentation which included an overview and background of the budget, both revenue and expenses, and a review of our historical tuition and fee rates and factors. A copy of the budget presentation is included with the minutes.

Ms. Herzog explained the two major sources of operating revenue within the university’s budget stating that the largest portion is the General fund which is support from the state. She said that tuition alone represents about 25% of the budget and tuition and fees combined represent approximately 62%. She then went on to explain how tuition dollars are spent.

Ms. Herzog explained that there are multiple factors to take into consideration when setting tuition and fees: expected state funding and state requirements, student affordability, competitiveness and impact on budget and ability to deliver quality services.

Ms. Herzog said that the state requires a comprehensive six-year plan submission which includes a projection of tuition and fees. The plan was based on several factors including enrollment projections, spending initiatives and the assumption of no additional state funds being provided. Given these parameters, the Six Year Plan included a tuition increase of 5% was proposed for next academic year. However, the final determination on tuition and mandatory fee increases would be determined by the Board based on final state budget actions.

Rector Carney Smith thanked Ms. Herzog for her presentation and asked if there were any questions. There were no questions and Rector Carney Smith stated that there were no on-line public submittals on tuition and fees.

There were no others signed up or present to speak at the public comment meeting.

Rector Carney Smith thanked everyone for attending and then adjourned the meeting at 9:55 a.m.