tabs

PRESENTATIONS

Why collect data, information, program evaluations or comments from users without being able to effectively communicate what you discovered? Don't let your hard work end up on a shelf or buried in a file cabinet. Seek ways to help others understand your data and to improve programs by using creative methods of data presentation.

1. Create a Presentation Plan

Creating a presentation plan is an important first step that will help you identify your target audience, organize your reports and develop timelines for presentations.

[Presentation Plan Example]

2. Select a Reporting Method

There are many ways to present your data so that it can be easily understood by the listener, viewer or decision maker. To select the best method, consider:

  • Who is your audience? Are there multiple audiences for the data you have to share? 
  • What type of information do the users need and why do they need it? 
  • Try to place yourself in the users' shoes. What would be the most helpful way to display the information? What could be the possible uses of the information? 
  • Time the distribution of the informational materials. When is the most critical time for the audience to have the information contained in it?

[Selecting the Best Reporting Method for Your Audience]

Some of the most commonly used reporting methods are listed below. The Reporting Methods page contains information about these methods including links to examples and tips for using them effectively.

3. Develop Your Report
Writing and Vocabulary
You've done your research, developed a plan of action, identified your target audience and selected a report format. To help keep your writing organized, develop an outline of the concepts you wish to cover in the order you wish to present them. Include an introduction, discussion and conclusion. From the outline, you can develop your first draft.

Choosing the right words to illustrate your results can make a big difference to the reader. Try to use what wordsmiths call "power words," or words that conjure up action in the reader's mind. These words can help hold the audience's interest when you are outlining results. 

[Examples of Power Words]

Reread what you've written, putting yourself in the shoes of your intended audience or ask someone else to read what you've written and comment. Have you communicated your desired message clearly and concisely? Check your writing carefully for consistency, spelling, grammar, dates and usage and revise as needed then read and proof once more.

Listed below are some websites that can provide more writing and vocabulary assistance:

Design and Layout

Effective use of type, color images and layout will help visually organize information for your audience and make it easier to understand.

[Design and Layout Tips]

Data graphics are a good way to communicate important data in your reports. Tables are the most commonly used form of data graphics, but graphs, charts or diagrams that include symbols and pictures will get your results across to the reader faster and will liven up your presentation or report. The Data Graphics page provides advantages and examples of the following:

4. Evaluate Your Presentation

It is valuable to plan time for a final evaluation of your data presentation. Some questions you might want to ask are:

  • Audience: Do the writing and design appeal to the intended audience? Are writing levels and visuals appropriate and bias free?
  • Message: Do all elements of the writing and design communicate the desired message? Is it clear what you want the viewer to know or do?
  • Format: Is the format appropriate for presenting the information?
  • Environment: Does the design stand out in the environment in which it was intended to be used?

[ Home ] [ Introduction ] [ 1.Information Data Bank ] [ 2. Sample Data ] [ 3. Presentations ] [ Ground Control, Credits ] [ Definitions ]