Introduction

In today's fast-paced business environment, creating effective reports and presentations is a critical skill for researchers. Whether you are sharing insights with your team or presenting to stakeholders, your ability to convey your message clearly and persuasively can make all the difference. To help you master the art of report and presentation creation, we'll explore a comprehensive process that begins with careful planning, follows proven systems and formulas, and emphasizes the importance of an iterative approach. Let's dive in!

This process was adapted from the lessons I learned from Dr. Echo Rivera’s free interactive training workshop combined with my own experience creating and iterating presentations and reports over the years. 

Begin with Planning

The first step in building any successful report or presentation is to engage in meticulous planning. This initial step is often overlooked but is essential for a coherent and compelling outcome. Here's how to approach it:

1.1. Use Storyboards and Scripts

Hopefully, you’re already starting your planning phase with some kind of linear outline. But before you even touch a slide deck, consider taking it one step further by using storyboards and scripts to plan out your presentation visually. To me, a storyboard is a living tree that represents the content of each slide, helping me organize my thoughts and see the story of my presentation as a whole. 

Your script then outlines the narration, ensuring your words align with your visual further down the line. It may feel odd to start with a script before nailing down the content of a slide, but I remember that your script is part of your content! Your script can contain small details that don’t need to clutter the visuals on your slides. I usually put mine in the Slide Notes of my presentation deck so I know exactly what the point of each slide needs to be.

Together, storyboards and scripts provide a clear roadmap for your presentation and make you less jumbled later on. It helps you avoid reworking late in the process and overall makes you a more confident presenter!

1.2. Practice Restraint

It's crucial to exercise restraint throughout the creation process. But it is especially critical during the planning phase. Resist the urge to overcomplicate your presentation with too much information. Focus on the key message you want to convey, and streamline your content accordingly. Simplicity is the key to keeping your audience engaged. Remember, you can always add more details in the Slide Notes or in the aAppendix. 

2. Follow Systems and Formulas

Once you've laid the groundwork through planning, it's time for the fun part! Here are some systems and formulas that help you enhance the effectiveness of your reports and presentations:

2.1. Automate the Boring Stuff

To save time and effort, consider automating repetitive tasks like text and image formatting. I primarily use Google Slidesslides, and you can save a lot of time using the  Edit Theme feature. This allows you to focus on the content and overall design (i.e. the fun stuff!), instead of spending all your time applying the same format to the title of each slide.

2.2. Design with “Blank” Slides

This is for those looking for a challenge. Start your design with blank–or as simplified as possible–slides. A minimalist approach can help you avoid clutter and keep your audience's attention on the essential elements. Using templates or distracting pre-sets causes you to have to fit your content to the design instead of the other way aroundtailoring the design to the content. You can always pull elements from an existing template to maintain the style consistency and branding of your company. 

2.3. Less Text, More Good Visuals

This is perhaps the hardest thing to do as a researcher. We are so focused on making sure our teams, clients, and designers have all the information they need to move forward that we feel the need to textually explain everything and leave nothingso nothing is left up to interpretation. But then, what are we left with? Text-heavy slides with little oomphlittle, oomph!

• Break out slides with too much focus: Divide complex information into separate slides to maintain clarity. This can be done in the planning phase when you’re writing your script! Ask yourself, what is the main takeaway from this slide? If you find that there is more than one answer, it might be because you need to break out the findings. 
• Keep it simple and visual: Use simple graphics, clear imagery, and–most importantly–evidence to support your message. As researchers, we spend a lot of time curating quotes and clips from research sessions to back up our findings. Sometimes it’s okay to let those speak for themselves!
• Use contrast to highlight and make visuals clear: Utilize contrasting colors and fonts to emphasize key points. If you’re using screenshots, use colored squares to highlight elements of the design that you’re talking about. 
• Apply the rule of thirds: Divide your slides into a grid using the rule of thirds to create balanced compositions.

2.4. Present with Clarity

During your presentation, only share what is absolutely necessary to convey your message. Avoid overwhelming your audience with excessive details. Your goal is to deliver a clear and concise presentation that resonates with your audience.

3. Is Iterative

The final crucial aspect of creating effective reports and presentations is an iterative approach. Remember that perfection is not the goal; instead, aim for education and continuous improvement:

3.1. Good Enough → Move On → Come Back → Refresh

Once you've completed a draft of your report or presentation, resist the urge to endlessly refine it. Instead, consider it "good enough" and move on. Revisit your work later with fresh eyes, seeking opportunities to enhance, clarify, or revise. This iterative process allows you to refine your content over time, ensuring that it continually improves while avoiding burning yourself out striving for “perfection.” Remember that the main goal is to educate your audience–not create a beautiful presentation. 

Conclusion

Crafting compelling reports and presentations is an essential skill in the professional world. By beginning with careful planning, following established systems and formulas, and embracing an iterative approach, you can create presentations that captivate your audience and effectively convey your message. Remember, the journey toward mastery begins with your commitment to continuous improvement. 

At Key Lime Interactive, one of our core values is to “Put a Ribbon on it.”  With the right approach and mindset, we consistently deliver persuasive and impactful reports and presentations. Contact us for more information.