Make Your Data Presentations Come to Life

When you see a data-presentation meeting on your calendar, do you automatically prepare for a good nap? Do you know someone whose number-laden speeches guarantee you some sleep?

As a sustainability communications consultant and Toastmaster, I spend a large part of my time giving and listening to presentations. When I’m in the audience, I often find myself dozing off for the data-focused ones, struggling to concentrate, and not retaining the information.

You spend hours fine-tuning your words and slides to make sure your presentation is memorable and impactful. The good news is that when done right, data-heavy presentations can be highly engaging, containing information that resonates with, and influences, your audience.

Here are four common missteps I frequently observe presenters make, along with tips on how to fix them.

Misstep #1: Including data that isn’t relevant to topic or audience.

Let’s say you are giving a presentation on climate change and the harmful effects it has on our planet. You have an abundance of facts, figures, and statistics—from greenhouse gas emissions to drastically changing global weather conditions—to support your position.

However, having plenty of research doesn’t mean you should include all of it. When faced with a constant influx of information, audiences often experience cognitive overload, with the input of information becoming greater than what their minds can process. Presenting all your findings also makes it difficult to discern what is truly important, leading listeners to grow disengaged.

Misstep #2: Having an inaccurate gauge of your audience’s understanding.

Determining which facts to include often depends on who you will be presenting to. If you’re talking to a group of climate scientists, the information you include will be vastly different than if you are presenting to a community group.

Find out as much as possible about your audience before compiling your data. Do they have a similar level of understanding of the topic, or do they lack foundational knowledge? Will using industry jargon show your grasp of the subject, or will that lose them? Are you covering what your audience wants, or expects, to hear?

If you’re presenting to a group with limited knowledge of your subject, consider giving your speech to members of your Toastmasters club and getting their perspective. Ask for candid feedback on what worked and what didn’t, and what they felt was the key takeaway.

When done right, data can be a powerful tool, with the potential to engage, inspire, and leave a lasting impression.

Misstep #3: Providing data with no context or comparison.

Even with well-chosen facts and figures, if your audience is unclear of the scope of the numbers, you’re going to lose their attention. To keep them engaged, provide a relatable reference, rather than purely letting the numbers do the talking.

For example, when talking to a group of non-experts about how global carbon emissions are on the rise, you might be tempted to say that humans dumped a certain amount of carbon dioxide into the atmosphere in 2024. But that doesn’t mean anything if someone doesn’t have a concept of what an ideal amount of carbon dioxide should be.

Instead, try focusing on a fact that puts the result into an understandable context—for example, the percentage likelihood that global warming will exceed the warming target set by the Paris Agreement within a certain number of years.

The second example sets context, which enhances understanding and gives your statistics meaning and relevance.

Misstep #4: Neglecting other aspects of your performance.

Even with the right amount of data, presented in a relatable manner, and based on the audience’s level of understanding, your speech still might not be engaging. You need to focus not only on what you’re saying, but also on how you’re saying it. Incorporate techniques to elevate your delivery. Use vocal variety to emphasize key points. Adjust your body language so you aren’t just staring at your slides or reading your script. Use the stage space to engage all sections of the audience.

Luckily, all Pathways projects focus on ways to ensure your delivery is as effective as your words. Review your past projects and evaluations and look for new projects that address elements you need enhanced.

A data-heavy presentation shouldn’t be a snoozer. When done right, data can be a powerful tool, with the potential to engage, inspire, and leave a lasting impression. Make your message not just heard but also felt, and transform dry statistics into a compelling narrative.

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