Effectively Reporting Your Data Analysis - Minitab · Publishing Results Determine presentation...
Transcript of Effectively Reporting Your Data Analysis - Minitab · Publishing Results Determine presentation...
PRESENTED BY
Jennifer Berner
Ben Turcan
September 2016
Agenda Introduction
Understanding Your Audience
Publishing Results
Reporting Metrics
Questions
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Know Your Audience
Does your document have multiple audiences?
Primary Audience
Secondary Audience
Audience Types
Understand why your topic is important to them
What is their likely attitude about the topic?
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Know Your AudienceDoes the audience understand the subject matter or
the report, and the statistical techniques being described?
What will the reader do with the information?
Adapt Content Tone – Formal or informal
Language – Simple or detailed, acceptable to use current industry jargon or acronyms?
Appeal – Emotional vs. logical
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Know Your Content
What message do you want to deliver?
Identify what data is relevant and meaningful to be measured
Understand analysis requirements
Make sure that you understand the objective
Be able to describe:
What problem(s) you found in the data
How you scrubbed the data and treated outliers
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Know Your Content – Data Sources Primary Data Sources: Data that you’ve gathered yourself
Survey
Observation
Experimental
Secondary Data Sources: Data that is already published Internet
Industry standards
White papers
Published articles
Be careful not to mix data sources in your analysis – be sure to describe the data sources used
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Setting Expectations Establish expectations
Deadline – ask, but don’t be afraid to suggest
Level of detail Degree of accuracy Verify who you should
coordinate with Format of the information When you will communicate
progress
Don’t be overly aggressive when you set expectations Don’t put yourself in a position
to over commit and under deliver
Consider scope of project and available data
You may not need to set expectations on the spot. If you are unsure, try to follow up afterward.
If an analysis needs to be prioritized against other responsibilities, let the requestor know, and work out deadlines as a team
Establish goal (i.e. cost savings, improved customer service)
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Presentation Format What format or layout will appeal to the audience
and support the message? How your audience prefers to communicate varies by
individual, area and level of responsibility (email, phone, or in person)
How do they view results? (print, on PC or phone screen)
Consider how the report should be presented so that the audience will get the most out of it. Four things to consider: Package
Format
Appearance
Specialty Items9
Publishing Results Determine presentation format
Organize your ideas
Plan to present the information that will make the most sense to your audience
Your organizational pattern may take any form (chronological, inside to outside, top to bottom, etc.).
However you deliver the information, just make sure that someone new to your subject area will “get it” without having to strain the brain to do so
Document, document, document
Who did the analysis and when?
What area did it come from?
What is the source of the data, and what time frame did it come from?
Are the results annual, monthly, daily?
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Manage Your Materials PowerPoint Slides
Keep them concise and factual
Plan for 2-5 minutes per slide
Check your math, and plan for questions
Spell check, grammar check, and ask for a second set of eyes
When to send out your presentation
Providing the presentation ahead of time is helpful if you are asking the audience to make a decision
Providing materials after the presentation is well suited to informational sessions, and keeps the audience focused on the speaker
Smart rooms and online presentations
Get there early and make sure everything works (phone, internet, screen, WebEx, passwords, etc.)
Don’t wave your mouse around and toggle back and forth too quickly
Turnoff chat and disable outlook notifications 12
Formatting Information Use real estate wisely
Don’t waste space with overly tall or wide cells
Be cognizant of font sizes, opportunities to wrap text, or shrink to fit
“Keep the change” – only use decimals when it adds value to the analysis
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Why standardize?
Consistency and familiarity
Transparency from one person to the next
Presentation ready layout lends credibility. Begin to make a document presentation ready from the beginning.
“Big numbers”
Big numbers should always get special treatment
Round unless “exact” numbers are required
Formatting Information Sorting and Filtering
Pre-sort results by meaningful information
Expect the audience to manipulate the data after they get it
Are things like extra spaces or locked cells preventing sorting?
Ensure that there is data in the first column of a sheet that is intended to be filtered
It should be illegal to merge cells in a spreadsheet
Align text consistently
How will it print, or display on a phone?
Be conscious of usability and readability
Don’t turn formulas into fixed results, let the audience check the math if they are interested
Always include a total line and summary for a dataset
Limit color coding data to small data sets
Instead, define a column of sortable criteria
Avoid colors that are difficult to read
Ensure that graphs or color coding is unique enough that differences are recognizable when printing in black and white
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Observations & Recommendations Recommendations – convert your
findings into action statements, it should be:
1. Timely
2. Realistic
3. Directed to the appropriate person or entity
4. Comprehensive
5. Specific
When making recommendations, be sure to consider:
1. The organizational environment
2. Budget constraints
3. Other conditions that might affect implementation
Share your observations:
Recap the results in a summary tab, and again in the body of an email or invite
You aren’t just a number cruncher, share what you learned about the data
Anticipate questions and prepare to answer them
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Provide an Explanation Describe your results Observe and report any visible trends Predict and answer questions ahead of time
Are the results what you or the audience expected? Research results that are out of the ordinary and provide explanations
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Service Level Agreement (SLA) Reporting for Drive Thru Orders
March 2016 Orders fulfilled within 180 seconds increased in March to 92% Volume of contacts offered increased in March while the average wait time (ASA) per order
increased 9 seconds over February.
Graphing Data
Relationship – displays a correlation between two or more variables
Scatter Plot
Bubble
Line
Comparison – displays how two or more variables interact, easily show the loan and high values in the data set
Bar
Line
Scatter Plot
Composition – displays how individual parts make up the whole
Pie
Stacked Bar/Column
Area
Waterfall
Distribution – Understand outliers and range of information in values
Scatter Plot
Line
Column
Bar 17
Select the right graph for your message by understanding what message are you trying to present.
Graphing Data – Compare Distributions
Bar Graph
Groups data
Might indicate pattern
Pareto
Shows differences between categories
Identify major contributors
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What are Metrics?
Metrics are quantitative measurements that provide insight for companies to understand and control their operations.
Leading indicator (identify trends and/or risks)
Trailing indicator (assess operational effectiveness and productivity)
Measure Success of Programs and Product Offerings
Communicate with stakeholders
Metrics provide management with insight into department’s success or areas that need more attention
Metrics can help build a case and gain sponsorship for new initiatives
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Measurement Concepts & Examples Key Risk Indicator (KRI)
Used to assess performance and indicate potential for adverse impact
Generally trended against baseline of dollars or units
Example: Increases in sales volume indicates potential to miss SLA
Key Performance Indicator (KPI)
Depicts performance and productivity for a given type of work
Teams performing multiple types of work can combine volume into work units by factoring volume and effort
Typically compares metrics like FTE, volumes, # of accounts
Example: Products made per FTE
Service Level Agreement (SLA)
Reports actual performance against a targeted agreement between Operations and the line of business
Components can include things like errors, percent on-time, or availability
Example: Prime Time Website Availability 21
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Charting Metrics Most KPI, KRI, and SLA charts will use:
Combinations of bar and line graphs
Primary axis for core measurement
Secondary axis for performance or comparative data
Start with data
Set up a well formatted and manageable spreadsheet for ongoing reports
Formatting
Title the chart in a way that lets the audience understand content
Label each axis
Use a clear and concise legend
Use real-estate wisely (location of legend, manage significant digits, font sizes of titles, alignment of axis data, etc.)
Format when adding to PPT
Ensure that you are formatted for print
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Online Bill Payment Cost Per Transaction –Prior 12 Months
General Tips Take a break from your work
Proof read before hitting “send”
Who should review results before sharing? Peer, manager, key stakeholder?
Expect the audience to check your math
Will they be able to calculate figures in your work and come up with the same result?
What data will they cross reference?
Don’t forget to spell check in Excel
Read the presentation aloud
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Questions?
Jennifer Berner Ben Turcan
VP, Digital Workspace Services VP, Operations
M&T Bank ConnectWise
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References Breyfogle, Forrest W. (2003). Implementing Six Sigma (2nd ed.). Hoboken,
NJ: John Wiley & Sons
Digital Inspiration www.labnol.org/software. Choose the Right Chart Type for your Data. Feb 2016
Microsoft Office Support www.support.office.com. Tips for creating and delivering an effective presentation.
University at Buffalo TCIE Six Sigma Black Belt Training Materials v2.0
University of North Carolina at Chapel Hill www.writingcenter.unc.edu. Speeches article
University of Rochester www.library.rochester.edu. Primary and Secondary Sources article
Ware, C. (2000), Information Visualization: Perception for Design, San Mateo, CA: Morgan Kaufmann
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