Learning Outcome PRESENT RELEVANT INFORMATION.pptx

PRESENT RELEVANT
INFORMATION
LO6 BASIC COMPETENCIES

What is PRESENT RELEVANT INFORMATION?
means sharing the key details, facts, or data that are necessary for understanding a situation,
making decisions, or solving problems. It involves selecting and conveying the most pertinent and
useful information to your audience in a clear, concise, and structured way. The goal is to ensure
that the audience understands the context, significance, and implications of the information being
shared.
effectively is key to ensuring that your message is understood, acted upon, and utilized in the
workplace. Whether you’re sharing data, making a proposal, or presenting ideas to a team or
management, presenting information clearly and concisely can improve decision-making and
foster better communication.

10 Effective ways for PRESENT RELEVANT INFORMATION
 Know Your Audience
 Organize Information Logically
 Be Clear and Concise
 Use Visual Aids Effectively
 Focus on Key Takeaways
 Tailor the Format to the Context
 Engage the Audience
 Be Prepared for Questions and Discussion
 Use a Call to Action (When Appropriate)
 Follow Up
Conclusion
Presenting relevant information effectively involves organizing it logically, tailoring it to the
audience, and using clear and concise language. Visual aids, engagement strategies, and a
focus on actionable insights all contribute to making the presentation impactful. Whether
you’re presenting data in a report or delivering a proposal in a meeting, following these
guidelines can help ensure that your message is communicated successfully and leads to
informed decisions and actions.

LEARNING OUTCOME OF
PRESENT RELEVANT INFORMATION
 Gather data/information
 Assess gather data/information
 Record and present information

GATHER
DATA/INFORMATION
LEARNING OUTCOME 1 IN PRESENT RELEVANT INFORMATION

Gathering data/information
is the process of collecting relevant facts, figures, and insights needed to make informed decisions,
solve problems, or support research. This is a crucial skill in the workplace, as decisions made based
on well-collected data are often more reliable and actionable.
8 Effective steps and strategies for gathering data or information:
 Define the Purpose and Scope
 Identify Sources of Information
 Choose the Data Collection Method
 Collect Data Efficiently
 Ensure Data Quality
 Organize and Analyze the Data
 Review and Interpret the Data
 Report the Data

Define the Purpose and Scope
 Clarify the Objective
 Determine the Scope
Identify Sources of Information
Internal Sources:
 Company Databases
 Reports and Analytics
 Employee Input
External Sources:
 Public Databases
 Market Research
 Competitor Data

Choose the Data Collection Method
 Quantitative Data:
Methods: Surveys, online forms, databases, analytics tools.
 Qualitative Data
Methods: Interviews, open-ended survey questions, focus groups, observations.
Collect Data Efficiently
 Online Tools and Software: Use specialized tools for efficient data gathering. This could
include:
 Google Analytics
 CRM Systems
 Survey Tools
 Interviews and Surveys
 Social Media and Websites
 Manual Data Collection
Ensure Data Quality
 Accuracy
 Relevance
 Consistency
 Timeliness

Organize and Analyze the Data
 Data Sorting
 Data Analysis
Review and Interpret the Data
 Look for Trends
 Interpret Insights
Report the Data
 Summarize Key Findings
 Make Recommendations
Conclusion
Gathering data or information involves careful planning, selection of sources, and ensuring the
quality of the data collected. Whether you're collecting data for decision-making, research, or
performance evaluation, it is important to focus on relevant, accurate, and timely information.
Once gathered, the data should be organized, analyzed, and presented clearly to ensure that it
can be used effectively to make informed decisions.

ASSESS GATHER
DATA/INFORMATION

Assessing Gathered Data/Information
involves evaluating the quality, reliability, and relevance of the data you have collected to ensure it
effectively supports your objectives. The assessment helps to determine whether the data is valid
for decision-making, research, or problem-solving and whether it meets the required standards.
Effective Ways to Assess the Gathered Data or Information:
 Evaluate Data Quality
 Assess the Relevance of Data
 Evaluate Data Sources
 Analyze Data Coverage
 Check for Patterns and Trends
 Verify Legal and Ethical Considerations

Evaluate Data Quality
Accuracy:
What to Assess: Check if the data is free from errors. Does it reflect the actual situation or facts?
How to Assess: Cross-check the data with trusted sources or verify it using different methods or tools
Completeness:
What to Assess: Determine if the data is complete. Are there any missing pieces of information that are
essential to your analysis or conclusions?
How to Assess: Review the data against the objectives to see if any important data points are missing.
Consistency:
What to Assess: Look for consistency in the data. Are the same parameters measured in the same way
across all data sources or periods?
How to Assess: Compare data over time or across different sources. Any discrepancies or
contradictions may require further investigation.
Timeliness:
What to Assess: Assess whether the data is up-to-date. If the information is outdated, it may not be
relevant for current decisions.
How to Assess: Check the date of the data or the frequency with which it was collected. Is it current
enough for the decision at hand?

Assess the Relevance of Data
Alignment with Purpose:
What to Assess: Determine if the data is directly related to the purpose for which
it was collected. Is the information you have gathered useful for the problem
you're trying to solve or the decision you're trying to make?
How to Assess: Compare the data to your original objectives. If you’re assessing
employee engagement, for instance, ensure the data addresses aspects like job
satisfaction, motivation, and retention.
Level of Detail:
What to Assess: Assess whether the data has the right level of detail for your
needs. Is it too broad or too granular? The level of detail should match the needs
of your analysis.
How to Assess: Consider whether the data is specific enough to give meaningful
insights or if it's too vague. If it’s too detailed, it might overwhelm the decision-
making process.

Evaluate Data Sources
Source Credibility:
What to Assess: Assess the reliability and trustworthiness of the sources from which
the data was obtained. Is the data from credible, reputable, and unbiased sources?
How to Assess: Verify the credentials of the data provider or the credibility of the
system or tool used for data collection. For example, if you're gathering market
research data, ensure it comes from a respected research firm or organization.
Bias and Objectivity:
What to Assess: Consider whether the data might be biased or influenced by the
source's agenda or perspective.
How to Assess: Evaluate whether the data collection process or the way questions
were framed might have introduced bias. For example, customer satisfaction surveys
with leading questions might skew the results.

Analyze Data Coverage
Comprehensiveness:
What to Assess: Review whether the data represents the full scope of what you need to know. Is the data
comprehensive enough to provide insights across different categories or aspects?
How to Assess: Check if the data covers all relevant variables and dimensions of the issue at hand. For
Check for Patterns and Trends
Identifying Patterns:
What to Assess: Analyze the data for any emerging trends, patterns, or correlations that
could offer insights or help in decision-making.
How to Assess: Visualize the data through charts or graphs to make it easier to spot trends
over time, across different groups, or between different variables.
Verify Legal and Ethical Considerations
Privacy and Compliance:
What to Assess: Ensure that the data was collected and handled in compliance with relevant
laws and ethical guidelines, especially when it involves personal or sensitive information.
How to Assess: Review data collection processes to ensure that privacy policies, such as GDPR
or other local data protection regulations, are followed.

RECORD AND
PRESENT
INFORMATION

Recording and presenting information
involves documenting and organizing data or findings in a structured manner, followed by
effectively communicating it to others. The goal is to ensure that the information is accurate,
easy to understand, and actionable for the intended audience.
3 TIPS for Recording and Presenting Information
 Recording Information
 Presenting Information
 Use Different Presentation Formats

Recording Information
Recording information refers to the process of documenting facts, data, and insights in
a clear and organized way. Here’s how to do it effectively:
A. Choose the Right Tools
Digital Tools:
Spreadsheets (Excel, Google Sheets)
Word Processors (Microsoft Word, Google Docs)
Databases (MySQL, SQL Server)
Project Management Tools (Trello, Asana, Notion)
Note-Taking Apps (Evernote, OneNote)
Manual Tools:
Journals or Notebooks
Whiteboards or Flip Charts

B. Organize the Data
Categorization: Group the information into categories or sections that make sense
(e.g., financial data, customer feedback, product features). This helps make the data
easier to digest.
Clear Headings and Subheadings: Use headings, subheadings, and bullet points to
organize the information logically. This makes it easier to navigate and understand.
Data Formatting: Ensure the data is formatted consistently (e.g., using the same date
format, currency symbol, etc.) to prevent confusion.
C. Ensure Accuracy
Verify the Information: Double-check the data for correctness before recording it.
Cross-check facts and figures to avoid mistakes.
Update Regularly: If you’re maintaining a continuous record (e.g., inventory, project
progress), ensure that it’s updated regularly and reflects the most current data.

Presenting Information
Once the information is recorded, the next step is to present it in a way that is clear, engaging, and actionable for
the intended audience. Here's how to present information effectively:
A. Identify Your Audience
Understand Their Needs: Know what your audience expects from the information. Are they decision-makers,
analysts, or casual observers? The level of detail and complexity of the presentation should match their needs.
B. Organize the Presentation
Structure: Organize the information in a logical flow. A good structure helps the audience follow your message
easily.
Introduction: Provide context and an overview of what will be covered.
Main Body: Present the data or key points in a clear, logical order.
Conclusion/Recommendations: Summarize the key findings and, if necessary, provide recommendations or
next steps.
Example: A project update presentation might include sections like "Project Overview," "Current Progress,"
"Challenges," and "Next Steps."
Use Visuals: Visual aids (charts, graphs, tables, infographics) can help convey information more clearly and quickly.
Charts/Graphs: These are ideal for presenting trends, comparisons, or distributions in numerical data.
Tables: Effective for organizing detailed information like financial data or lists.
Infographics: Useful for simplifying complex information or presenting data in a visually appealing way.
Keep it Simple: Don’t overload your audience with too much information at once. Focus on the most critical points
and support them with evidence.

C. Make the Information Accessible
Clarity: Use simple, clear language to communicate your message. Avoid jargon unless your
audience is familiar with it.
Interactive Presentations: Use tools like PowerPoint, Google Slides, or interactive
dashboards (e.g., Tableau, Power BI) to engage your audience.
Summarize Key Points: At the beginning and end of the presentation, summarize the key
points to reinforce the main message.
D. Be Prepared to Answer Questions
Know Your Data: Be ready to provide clarifications or additional details about the information
you're presenting.
Engage with the Audience: Encourage questions and feedback to ensure the audience
understands and to address any concerns they might have.

Use Different Presentation Formats
The format you choose for presenting information depends on the medium and the
audience.
A. Written Reports
Business Reports: These are formal documents that present data, findings, and
recommendations. They often include an executive summary, methodology, and conclusion.
Emails: For informal communication or updates, an email can be a quick and effective way to
present information.
B. Visual Presentations (PowerPoint, Google Slides)
Slide Decks: A visual presentation format allows you to present information step-by-step with
the help of visuals, such as images, graphs, and charts.
Infographics: These are highly visual representations of information, designed to make
complex data more digestible.

C. Dashboards and Data Visualizations
Interactive Dashboards: Tools like Power BI or Tableau allow you to create real-time,
interactive visualizations of your data. These can be used in business settings where
ongoing tracking is needed.
D. Meetings and Presentations
Face-to-Face or Virtual Meetings: Use verbal communication alongside visual aids (e.g.,
slides, whiteboards) to present information clearly and directly to an audience.
Conclusion
Recording and presenting information is an essential skill for effective communication in the
workplace. By recording data in an organized, accurate, and timely manner and presenting it
in a clear, engaging, and structured format, you ensure that the information is both useful
and actionable for your audience. Whether through written reports, visual presentations, or
interactive dashboards, the goal is to make sure the information is easily understood,
relevant, and contributes to the decision-making process.

Learning Outcome PRESENT RELEVANT INFORMATION.pptx

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