How to Structure and Present Information Clearly and Accurately

Information in any form is understood by people only when told in a way that is clear, precise and legible. This is applicable to all forms of information. Be it a presentation, a paper or a speech, the structure and the way you present is important.

How to structure and present information clearly and accurately? How to make this task easier?

Know your audience

Before starting to create a presentation, know your audience. This will enable you to orient your presentation to your audience and create information that is easily understood by your audience.

Structure

The structure of a piece of information should be clear. It should segment the data or information in a way that will reach the audience and will convey the message loud and clearly.

When you structure your information, be careful not to structure it redundantly. This will lead the audience in the wrong way.

For example:

When you want to give information on a music show:

Right structuring:

  1. Musicians’ names
  2. Give the venue
  3. Timings
  4. Ticket details and the person to be contacted to get tickets
  5. Any disclaimer if necessary

Wrong structuring:

  1. Ticket details and the person to be contacted to get tickets
  2. Timings
  3. Give the venue
  4. Any disclaimer if necessary
  5. Musicians’ names

In the Right structuring, it was methodical, appetizers, starters, main course and dessert.

In the Wrong structuring it was messed up, main course, appetizers, desserts and starters.

Present

When presenting data, you have t be clear about how to present the information.

  • Collect the information
  • Structure it according to the audience
  • Select a mode
  • Plan it
  • Create a draft
  • Edit and add
  • Create the final copy

The above mentioned steps are very crucial to give nay presentations in a clear way.

Collect the information: when you start the presentation, make sure you have researched well and have collected all the necessary information that needs to go into that presentation. Have all your research in hand so that you do not have to go about searching in the mid way of the presentation.

Structure it according to the audience: structure it properly. After research, orient your presentation to suit the audience. It should be understood clearly by the audience. Because no matter how much effort you put in, if your audience does not get your message, the presentation is not a success.

Select a mode: there are many different modes of presentation. There are many softwares available to present your information. Match your information and your needs to the mode’s features and select a mode that best suits your needs.

Plan it: after all the initial preparations, you have to plan your presentation with an introduction, body and conclusion. Because even if the copy is ready, it is you who is going to be the presenter; prepare yourself and your narration. Be ready for doubts. Plan an interactive session that will enable the audience to ask any doubts.

Create a draft: create a draft that will give you an idea of the presentation. This draft should be very close to your presentation and you can make any changes and add any new information if necessary.

Edit and add: Edit the draft both in English and in information. You can even give it any of your friends to get your draft checked.

Create the final copy: create a final copy and create a back up for the same.


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