When presenting the results of your analysis, think about what your audience wants to hear: the analysis only, your recommendations based on the analysis and/or next steps in the educational process. For example, some funders only want to see or hear about how their funding was used and the number of people that benefitted. Your supervisors may or may not be quite interested in your perspective of what should happen next. Be sure to ask about your audience’s expectations of your presentation so that you are presenting the most valuable results from your audience’s point of view.
When presenting your evaluation results, these may be a report on their own, part of a larger event report and/or be accompanied by a presentation to an audience of stakeholders.
When the Results are a Report on Their Own
Provide an Introduction to the report that includes a thank you to the individuals who contributed to the evaluation, a summary of the results and any recommendations for follow-up.
If there were a large number of participants in the evaluation, provide the results in two formats:
- Results at a Glance – summarizes highlights of both quantitative and qualitative results
- Results in Detail – provides more detail of the quantitative results and examples of qualitative themes for each section.
When the Results are Part of a Larger Event Report
Include a reference to the Event Evaluation towards the end of the Executive Summary and in the Table of Contents, so readers know that an evaluation has been included and where they can find it. If the evaluation results prompt any changes, those recommendations can be referenced in the Executive Summary.
“This report summarizes the discussion highlights of the meeting. The Evaluation Summary indicates that participants thought the outcomes of the session were achieved (Appendix X). They continue to appreciate the open discussion and evidence of progress being made regarding their input.”
When the Results are Accompanied by a Presentation
If you are presenting your evaluation results at a meeting and decide to use PowerPoint, Powtoon, Prezi or other computerized presentation tools, here are the top tips for an outstanding presentation. Be sure to explore other computerized presentation tools as they become available. Audiences appreciate variety.
- Structure your presentation, giving a brief overview at the start. Be clear about what you want the audience to do after your presentation. Then present the evaluations results – essentials only.
- If requested, provide your recommendations. Repeat what you want the audience to do after your presentation.
- Print or share your presentation at the beginning so your audience can take notes.
- Minimize the amount of text.
- Use text to highlight ‘key points’, not to cue everything you want to say.
- When displaying charts or graphics, use only enough text to explain key points.
- Determine which graphic best represents your numerical results. For example, to represent the numerical proportion of results, a bar graph uses bars of different heights whereas a pie chart uses slices of different sizes.
- Clearly label all graphs and diagrams so they are visible to the audience.
- Slides should reinforce highlights, not repeat your words.
- Keep the design clean and uncluttered.
- Leave empty space around the text and graphics.
- Be sure the entire slide can be seen easily from all parts of the room.
- Font size and colour matter.
- Aim for a 30 point font.
- Use colors that contrast and compliment so words and images are easy to recognize.
- Make text colours dark contrasted with a light background, or light contrasted with a dark background.
- One picture is worth many words.
- Keep the background consistent and subtle. Use quality graphics that enhance the topic of the slide.
- Standardize position, styles.
- Limit the number of slides to maintain audience interest.
Know your audience: those who may read the Evaluation Report and/or listen to your presentation about the report. Provide them with answers to: “So what? What’s in it for me, our organization and our clients?” Then breathe a sigh of relief!