2.3 Presentation Approaches

Presentation and display of data resulting from measuring and monitoring a process or product involves more than just drawing graphs. Effective data presentation includes understanding the type of data to be utilized, who the intended audience is, and how the information will be used. This section provides ideas to consider using when determining the most effective method to present your information.

Effective Data Presentation

Before actually presenting any information, it is beneficial to evaluate and understand a few key areas:

• Who is the audience?

• What is the intended use of the data? Will it be used to support decisions and take actions or is it just to monitor performance?

• What is the basic message you want to communicate (here is where we are and how we are doing)?

• What is the presentation format (report, brochure, oral presentation, etc.)?

• What is the underlying nature of the data and any assumptions?

A key point to keep in mind is that decisions should not be made based on graphs alone. No graph can tell you everything you need to know. The purpose of presenting the data graphically is to provide information to assist in decision making and to monitor activities or progress. Combine graphs with narrative discussions to help the reader understand the data in the proper perspective related to operations. Consider including the following:

• Explain what the values mean for your organization.

• Relate to historical performance.

• Identify influencing factors (nature of operations, seasonal changes, significant management initiatives).

• Relate to management performance goals.

• Explain significant increases or decreases.

Use the data to try to answer the following questions for the reader:

• Is there a trend over time?

• Should I take any action? What kind of action?

• What contributes the most to the total (focus on the vital few)?

• Are we focusing on the highest priority actions?

Figures 2.5 through 2.10 demonstrate how the chart type you choose can influence the message you are trying to convey.

Figure 2.5

Is there a trend over time?

A commonly used approach

We often look at information to determine if there is a trend over time. Figure 2.5 shows an example of a graph commonly used to present data over a period of time. However, looking only at the total late items over time provides limited information. A more meaningful approach might be to look at the overdue rate, which allows you to factor in changes in both the number of open actions and the number that are late. This could be represented by the number of late corrective actions divided by the total number of open corrective actions, such as in Figure 2.6.

Figure 2.6

Is there a trend over time?

Same data, more information

Figure 2.6 uses the same data as Fig. 2.5, but provides more information by presenting the data differently. The combination graph shows both trends in the overall rate and the individual organizations' rates over time. Apply statistical analysis techniques to determine the presence and significance of any trends. Evaluate individual components of the rate (numerator and denominator) to determine which organization is influencing the overall rate the most.

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