Demo sessions as drivers for engagement and commitment in large optimization programs

In complex transformation programs, regular demo sessions are much more than mere product presentations. They create transparency, promote engagement, and secure the commitment of all stakeholders—if they are strategically planned, iteratively designed, and tailored to the maturity level of the solutions.

More than just a presentation – why demo sessions are crucial

In large optimization programs, many work packages run in parallel, often across multiple countries, teams, and time zones. Status reports on paper or in slides are rarely sufficient to really get stakeholders on board.

Demo sessions offer a different approach: they make progress visible, create a space for direct exchange, and promote a sense of working together toward a common goal.

Added value:

• Transparency – Stakeholders see what works instead of just reading about it
• Feedback culture – Direct dialogue between developers, specialist departments, and end users
• Commitment – Visible results increase the incentive to keep commitments
• Early detection of problems – Iterative presentations reveal weaknesses before they become critical

 

Practical process: Setting up a demo calendar

A structured demo calendar is key to making presentations plannable and aligning them with the program cycles.

A proven approach:

1. Analyze the program schedule
   Identify milestones, go-lives, and test phases. These form the basic framework of the demo calendar.
2. Set frequency
   For example, every four weeks or at the end of a sprint – depending on the working method used in the project.
3. Form solution clusters
4. Form solution clusters
   Bundle thematically related functions to avoid overlap and make sessions more efficient.
5. Assign stakeholders
   Define for each session whether the focus is on business, IT, or a mixed target group.
6. Choose the format depending on the degree of maturity
   • Early stage: Concepts, click dummies, architectural overviews – moderated as a workshop
   • Middle stage: Live demonstrations of individual functions followed by a feedback session
   • Late stage: End-to-end scenarios close to go-live, moderated as a showcase with Q&A
7. Establish a feedback mechanism
   Collect feedback in a structured manner and implement it visibly in the next iterations.

 

Design iteratively and practice-oriented

Demo sessions are particularly effective when they are not a one-way street. Instead of just showing finished results, they should:

• Enable discussions
• Take feedback seriously and integrate it
• Show interim results to make development steps comprehensible

This creates the feeling that feedback has an impact – an important factor for acceptance and commitment.

 

Practical example: Demo calendar in international rollout

In a global optimization program with multiple workstreams, the PMO set up a central demo calendar that was synchronized with the overall program plan.

• Early stage: Biweekly workshops with prototypes to validate the alignment of functions
• Middle stage: Monthly live demos with end-to-end processes, followed by short surveys on priorities and change requests
• Before going live: Focused demos on critical core functions with clear acceptance checks

Result: Stakeholders participated more actively, decisions were made more quickly, and final changes could be implemented in a targeted manner before go-live.

 

Best practices for successful demo sessions

• Clear agenda: Each session needs a defined goal and focus
• Time discipline: Start on time, keep it concise, plan for follow-up
• Active involvement: Target participants to gather opinions
• Transparency: Communicate feedback and its implementation in a visible manner
• Flexibility: Adjust the demo plan in response to new priorities or changes in maturity level

 

Conclusion

Properly planned and moderated demo sessions are an effective management tool in large optimization programs. They not only create transparency, but also actively promote stakeholder engagement and commitment. Their iterative and practical design makes them an integral part of project success – and ensures that everyone involved sees themselves as part of the solution.

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About the author
Pedro Ferreira Sales is responsible for the service portfolio Business Process Management at Be – Shaping the Future and brings many years of experience as a line and project manager in process management at systemically important banks. His particular focus is on generating concrete, objectively measurable added value through process optimization.