Organizing for Effective Reports and Presentations Smoothing the Path from Input to Output Dr. Warren C. Weber California State Polytechnic University, Pomona

Data Collection Sources Primary Interviews Questionnaires Observation Secondary Other People's Research Libraries Databases Internet sources Search

Tabulating and Sorting Data What is most relevant data required to provide understanding? Information consists of data that have meaning to the project

Organizing for Written Reports Ideas and Tools for Sorting Data Paper Shuffling Card Sorts Spreadsheets Abstracts and Summaries of Sources

Distilling the Relevant Information Statistical Analysis Tables and Graphs Mind Maps (Spoke Outlines) Outlines

Sample Mind Map (Spoke Outline) Graphic “Brainstorming” of all ideas related to topic Central Idea Related Idea Sub-idea

Organizing for Understanding Develop tables and graphs Decide what data are relevant and will promote understanding How can facts be presented to be understandable? Keep simple Show relationships—quantity, time, etc. You should then be organized enough to write the proposal

Preliminary Proposal Includes I. Purpose and Objectives II. Methods and Procedures III. Possible Ways to Analyze and Interpret the Findings

Writing the Report Drafts First Draft—Written quickly without attention to minute details Proofreading and Revisions—Check full documentation of all sources Second Draft—Correction of shortcomings of first draft Repeat drafts until Final meets high standards

Final Copy for Submission Title Page, Abstract, Table of Contents, Documentation Laser Quality Output Binding of High Quality

Presentations Gather all materials including written report Materials will include audio-visual support from report and other sources Tables, graphs, samples, models, pictures, maps, etc.

Organizing the Presentation What MUST the audience know? Tools— Mind Maps—Visual “brainstorming” Storyboards Use storyboard cards to show words and visuals

Sample Storyboard* * To print copies of this storyboard form, go to

Sort Storyboard Cards to Examine NFlow NCompleteness of presentation NTransitions between ideas NProbable number of visuals required NEstimated length of presentation NAnticipated questions from audience

Presentation Software MUse software helpers to decide on layout and colors MUse clipart and additional sources for visuals to enhance presentation MNewer software allows audio and video clips, animation, etc.

How Many Visuals? (Slides or Overhead Transparencies) Consider— NComplexity of material NNature of audience NImportance of presentation About one slide per minute on average NLeave time for questions, equipment adjustments, etc ? ? ? ? ? ?

Slides Should Have OOne idea OSeven words on a line OSeven lines maximum OLarge type (minimum 20 pt. Bold) OInformation of interest to viewer OVisuals which enhance understanding and hold attention—or omit if they don’t add something to presentation