In certain professional segments, the presentation of results is essential to effectively record and communicate occurrences and actions. This is the case of nursing, since management activities are also among its attributions (planning healthcare programs and drawing up care plans, for example), as provided for in the legislation in force.

The daily life of a nurse, involved in the art of caring for patients and related issues, is usually marked by time pressure and a whole series of highly complex problems. In this scenario, it can be a great challenge to deal with demands such as preparing reports and coordinating a meeting in a productive way. To help organize quick meetings, such as changing shifts, there is a super complete and free guide available for download, just access the link below.

But the opportunity to present results, either to technicians on your team or to doctors or managers, contributes both to the institution where you work and to your own career. Well-prepared and competently transmitted documents, according to the profile of each audience, make a lot of difference in building a personal and professional image.

Eventual hierarchical barriers, resistant to the culture of certain institutions, can be knocked down as you give visibility to the fruits of your work. I list and comment on 7 tips that are very important in preparing a good document to present results.

1. Plan Well Before Starting to Assemble the Document

To make a good presentation, it is necessary, first of all, to think about it in advance. This planning implies two basic actions:

Data Collection and Debugging

Gathering data, evaluating them, interpreting them: this is an indispensable tripod. If you want to learn more about the subject and develop your ability to analyze data and extract information for decision-making, I recommend reading the eBook How to Analyze Data.

Try to be sure about what you intend to convey. Imagine possible questions and concerns you may have to answer. As the case may be, search for secure sources in physical files or on the internet to cross-reference data with information from third parties or resolve your doubts.

Information Architecture

Information architecture is a concept that is usually used more in reference to websites and the like, but its application is not restricted to this universe. This is the structural organization of content considering the means of transmission and the intended objectives.

Therefore, think about the formal and content structure of your document. I remind you that any textual production needs to have a presentation/introduction, development and conclusion. Since information architecture involves considering the means of delivery and the intended objectives, be sure to take into account the environment and resources you will have for the presentation.

2. Make the Objective Clear From the Title

An unfocused presentation is like a meeting without an agenda: the audience tends to become disinterested and become dispersed. Furthermore, it is unproductive, because what we should always look for is solving problems and achieving progress.

Therefore, look for objectivity starting from the title, which must be direct and clear. Depending on the extent or level of complexity of the work, you can add an initial section to explain the objective(s).

3. Avoid Too Many Words

The presentation document is not and should not be the equivalent of your speech. It can’t be designed just so you read it all the time. Its appropriate use is to bring together the main ideas relating to a given topic or subject, as well as the data necessary to demonstrate them.

If you feel you need detailed information to support your argument, make auxiliary notes for your own use only. Long texts, without structured items and without balanced use of markers, cause fatigue and inattention.

Paragraphs should preferably have up to a maximum of five lines. Use sentences with a direct structure, and avoid inversions. Be careful with your vocabulary. If you use terms that are unfamiliar to the audience for which your presentation is intended, clarify them briefly in the presentation document itself, in addition to doing so during the oral presentation. 

Do not use more than two fonts: one for the title, and one for the body text. This procedure makes the document more uniform and pleasing to the eye.

4. Use Visual Elements

Components such as tables and graphs serve not only to facilitate the understanding of comparative data and the relationship of numerical quantities but also to visually freshen up your document. Create your presentation using a medical Google Slides template to make your visual illustration interesting and attractive to the audience.

If necessary, take advantage of your cell phone’s camera to record significant aspects of your theme that deserve to be documented by image. But if you want to use photos for illustrative and non-documentary reasons, use free photo banks.

But, in the same way that too much text is harmful to work, too many images are also harmful. Use them with common sense. Another issue is that figures and photos make the file heavier. Large files are a problem if you or others want to share them via email or on social media.

5. Look for Sobriety and Harmony in the Use of Colors

Use colors sparingly, preferably no more than three, and try to harmonize them. They are a good aesthetic element and also a resource to highlight some information. Pay attention to sharpness when using color in the text. Avoid pastel tones in lettering, although they may be suitable for graphic elements, to add lightness.

6. Prepare to Speak Confidently and Clearly

Once the document is completed, it’s time to prepare to present it at the meeting. Discard the idea of ​​betting only on reading what is on the slides. Make a previous reading, preparing to enrich the key points of the text and comment on numerical data, tables and graphs. A good resource is to record an audio, with your cell phone’s recorder, to control the approximate time of presentation of the content and evaluate rhythm and intonation.

Worrying about oratory is essential for the success of a presentation. It is worth resorting to tips and courses on the art of public speaking because speaking in an insecure and poorly conducted manner can seriously compromise the credibility of the professional.

7. Value Public Engagement

Your earnings presentation will be more successful if your audience doesn’t remain passive. In your explanation, whenever possible, give examples that translate the reality of the people present. Interest often translates into questions. Don’t run away from them, however simple or complex they may be. If you do not receive an immediate response, inform them that you will investigate or research to respond in a timely manner.