Presenting data, no matter the context, requires a lot of effort, narrative skills, and precise language. Data is a bit blunt, compared to a compelling and interesting talk. Yet, the whole world is composed of data. Numbers and statistics, metrics, and numerics make up our economy and business and keep things going smoothly. To be fair, some people love numbers, love talking about them and presenting them, but for the average guy who has to prepare a presentation for his bosses at work, this task can decide whether or not they’re getting a promotion or staying in the same position. For all of us who find it a bit difficult to communicate data persuasively, and with enthusiasm, we’ve prepared the essay below and pointed out 7 tips you might find useful while making your next presentation.
Know your audience
This point speaks for itself. As stated before, making a presentation for your bosses has a specific purpose so the language you use and the data you present should be in line with their understanding of the topic and generally their expectations. There is a drastic difference between speaking about data in front of data analysts who can decipher even complex terminology and your co-worker who just wants to know whether the company is on a steady path or is facing difficulties. So, tailor your message to their expertise, knowledge, and preferences. Make sure to prepare concise summaries with the most important key points as well as detailed explanations if someone does know their craft and requires some more insight. All of this can be fitted into one simple sentence: align your communication style with the expectations and needs of your audience!
Tell a compelling story
This might be a bit difficult as not everyone is born to be a public speaker, orator, or storyteller. Those career paths are usually taken by writers and politicians, but in all of us, there is a story to be told and people would be more than happy to hear it. The key is to simply master the craft of articulating your thoughts in a manner even a child could understand its message as well as an adult. You can look up several videos on the internet about how to prepare for a speech, what strategies to implement, and how to deliver the story so it’s compelling and keeps everyone’s attention. Here is one tip, frame your data with a compelling narrative. Structure your presentation in a way that guides the audience through a coherent story supported by data and includes real-life examples, anecdotes, jokes, and metaphors. Everything else is up to your imagination.
Simplify Complex Contexts
Complex data, statistics, and numbers can be a bit overwhelming for your audience. All of this can cause a lot of confusion and make things even worse. One way to go about this is by making sure you understand the concept of visual learning. We’ve all heard the saying a picture tells more than 1000 words, and for good reason, as many studies have shown how people, in general, are visual learners and can better comprehend even complex concepts with ease if presented by a picture that captures the essence of the concept. For example, if you discuss software-as-a-service (SaaS) metrics, you can always check out the SaaS metrics library to find the best templates for presenting your data in an understandable and visually pleasing way. This new software allows you to simply put in the data and metrics, and the rest is magic. Plus these libraries have dozens of pre-built templates you can use and spare you the time of making them on your own. This way, you’ll have a nice visual experience for your audience and a way to present the data more easily and in a more comprehensible manner.
Highlight Key Insights
Every good story needs a few key points, making it easier for us to understand the story’s flow and direction. Not all data is equal, so depending on the importance of the data you’ll have to present it from most important to least in a way understandable for your audience. It’s like planning a journey, you’ll need to prioritize spending, attractions, and the time you need to get from A to B. You can use visual clues such as bold text, color coding, or annotation to draw attention to the most important data. But don’t make it too colorful as it can also cause confusion and be a distraction!
Provide Context and Interpretation
Data on its own, without a wider context, is meaningless. No matter how important the data might be, if we don’t know what the data is referring to, for all of us, it’s simply a bunch of numbers and statistics we don’t care about. So, when presenting data, give your audience context of relevance. For example, when you’re talking about the quarterly income, you can highlight how the numbers show a drastic rise in profit, meaning the company is doing something right it wasn’t doing before. This data alone has certain implications and it’s your job to give further recommendations, insight, and an interpretation of the numbers. This way, everyone listening will be aware of the data’s importance and relevance to their workplace.
Foster engagement and interactivity
Yes, even while presenting data, you can include the audience and be proactive. Passive consumption of data can lead to disengagement of the audience. You’ll notice it immediately if someone starts yawning or simply moving their eyes right and left. If the audience starts looking through the window, their phone, or watch, you’ve probably lost them and it’s time to include some intercity to save the day. Simply open up opportunities for discussions and Q&A sessions.
Practice Makes Perfect
Even if it means standing in front of a window and talking to yourself out loud, you’ll have to go over the presentation a dozen times before making a public appearance. You can keep track of time, how loud or low your voice is, and how you look while presenting, and you can even record yourself doing the presentation as it gives you a better view of your speech and gesticulation. Do it as much and as often as needed until you’ve finally perfected it.
Take your time, don’t rush it, and make sure to take a deep breath before going out. Also, one last piece of advice, according to scientists, the human attention span is usually around the 20-minute mark, so if you make it in 20 minutes, you’re good to go.
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