Presenting data analysis effectively to leadership
Data-backed insights can help internal communicators identify problems, uncover opportunities, and shape strategies that deliver the right message to the right person at the right time. But turning those insights into impact requires more than good data.
For non-technical executives, dense reports, dashboards, and spreadsheets can feel overwhelming or disconnected from real business decisions. That’s why making data reports clear and approachable is critical. Sharing insights with leadership in a way that resonates, builds understanding, and drives action is a skill, and presenting data effectively is the difference between being informed and being influential.
How to customize data reports for different leadership roles
- Approach your leadership team as a distinct audience with their own specific set of challenges. Adopt their language to speak in a way that resonates, much like how a gifted comedian wouldn’t address a group of retirees the same way they would a gymnasium packed with high school students.
- Metrics that matter most to you and your team may not matter to management. Explain how the data you’re highlighting relates to the business outcomes executives care about. If you can’t map out the value of internal comms, neither can they.
- While it’s tempting to assume more statistics makes a stronger argument, this isn’t always the case. Don’t feel obliged to include every finding. A slideshow packed with chart after chart can become tedious and confusing. Members of the leadership team will lose interest fast if they sense the presentation lacks focus. Think of your presentation as an “elevator pitch,” something you can condense down into a 3–5-minute presentation that drives home your point.
- Include context, such as benchmarking data, to show where your company stands on various metrics compared to other firms in the same industry.
- Don’t restrict what you say to just empirical evidence. Break up the numbers with quotes from famous authors or thought leaders in your field. Use dynamic data visualization tools to create eye-catching graphics. Include personal anecdotes to underscore the human side of the equation. Embed humorous social media posts to keep everyone in the room, or on the Zoom call, entertained.
- Keep your message simple, brief, and decisive. Focus on the conclusions and recommendations before moving onto the supporting evidence.
- Don’t make your presentation akin to a joke without a punchline. If you need help with structure, just stick to the basic three-part storytelling technique of setting, conflict, resolution. The bottom line: No one will listen to what you have to say unless you can first grab and maintain their attention.
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How to create impactful and engaging data dashboards for senior management
One method of keeping leadership in the loop is by creating an executive dashboard.
This real-time visual tool should display an overview of key performance indicators (KPIs) that reveal whether certain strategies are working or not. Rather than tracking everything, focus on the metrics that matter most to leadership, such as engagement trends, message reach, or change adoption, and clearly show what’s improving, declining, or holding steady.
Again, keeping your audience in mind, one dashboard won’t work for everyone. Tailor it as needed to match the concerns and responsibilities of the person accessing it, whether that’s the CEO, CFO, or CMO.
Not only do executive dashboards save everyone time, as there’s no longer a reason to schedule a weekly meeting to discuss your progress, but the unfiltered transparency into internal comms data will help build trust, as well.
That said, not everyone needs to see everything. Be discerning about what metrics you decide to include and what you leave out. Make it concise. The goal is to leave an executive feeling informed, not overwhelmed.
A good rule of thumb when creating an executive dashboard is to aim for 5–7 KPIs total, each with:
- A one-line explanation
- A trend indicator (↑ ↓ →)
- A “So what?” insight tied to business impact
Learn how to present data effectively to stakeholders and secure leadership support.
Free executive dashboard template to
help get you started!
Where to find templates for executive data presentations
It can feel overwhelming when you begin creating a presentation or a dashboard. Thankfully, there are many templates out there to get you started. Specialized template providers or communication platforms like Microsoft PowerPoint include templates as part of their offerings. Search for things like “executive dashboard” or “business data presentation.” PoliteMail also offers a free executive dashboard template as part of our complete guide to presenting to leadership. You can even combine sources to create your own template that is not only visually appealing but strategic for your company. Whichever template you choose, make sure you are tailoring it to your leadership’s concerns and responsibilities.
Export data visualizations from PoliteMail to include in executive presentations
With PoliteMail, users can export data from their email sends to present to leadership. Advanced metrics such as reach, readership, and engagement provide insights into how effective your internal emails really are. Leaders want to know if you are improving, so use PoliteMail data to provide a summary table of active communications to a specific audience compared to a prior period. With PoliteMail’s benchmarking feature you can compare to your own company average or compare to your industry standards to see how you measure up.
Transform internal communications data into leadership action
Presenting data-backed insights to leadership isn’t about showcasing sophisticated analytics or overwhelming executives with numbers. It’s about translating internal communications performance into clear, relevant, and actionable stories that support better business decisions. When data is framed in the language leaders understand, it elevates internal communications from a tactical function to a strategic one. By simplifying reports, tailoring dashboards, and focusing on what truly matters, internal communicators can ensure their insights don’t just get seen – they get acted on.
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