4 Data-Savvy Tips to Communicate Data Meaningfully

In healthcare and nonprofit work, data is more than just numbers—it’s the backbone of advocacy, accountability, and action. But for data to make a difference, it has to be understood. And that means the way we communicate data is just as important as the way we collect it.

Nurturing a data-savvy culture builds bridges between people and data. Let’s break down what it means to be data-savvy when presenting statistics, and why these core principles matter when you're trying to earn buy-in, influence decisions, or communicate value. Whether the data story goal is to convince or to compel, these tips will help you to communicate data meaningfully.

Data-Savvy Tip #1 | Make Sure Your Stats Are Representative

Imagine you're heading into a board meeting and decide to gather some quick insights. You ask ten volunteers if they support a proposed change to shift schedules. Six say yes, four say no. Can you now report that 60% of all volunteers support the change?

Of course not.

A group of ten—no matter how convenient or well-meaning the outreach—isn’t a large enough sample. But more importantly, are those ten reflective of the broader volunteer population? Do they include people from different shifts, departments, and demographics? Are long-timers and new recruits represented?

In both nonprofit and healthcare settings, our stories are only as good as the data behind them. If you're presenting findings:

• Specify who was included in your sample.

• Address potential bias (such as surveying only active volunteers and not those who left recently).

• Be transparent about what your data represents—and what it doesn’t.

Related: Survey Measurement Data: Don’t Let (a Lack of) Reliability and Validity be a Liability!

Data-Savvy Tip #2 | Start with the Right Measure: Mean, Median, or Mode?

Not all averages are created equal. Measures of central tendency may all be referred to as an average but yield different values.  Consider this scenario of a five-year summary of the active number of volunteers at two hospitals:

Now let’s apply three basic measures of central tendency:

These three answers each claim to reflect “what’s typical,” but tell very different stories.

• The mean (or average) is pulled down in Hospital B by the sharp drop in year five—perhaps the result of a program closure or leadership change.

• The median smooths out that volatility and presents a more stable story.

• The mode—most frequently occurring number—suggests different patterns of consistency in each hospital.

For example:

• A nonprofit development director highlighting growth might use the mean to showcase overall upward momentum.

• A hospital volunteer manager arguing for stability during a period of change might choose the median to show consistency despite disruptions.

• A program evaluator could use the mode to illustrate where performance or participation levels plateau.

  
  

Pro Note: Always clarify what kind of “average” you’re using—and why. Different measures tell different truths. Choosing the right one is not about spin; it's about strategy and context.

Data-Savvy Tip #3 | Translate Statistics into Clear and Engaging Numbers

Even accurate and well-chosen statistics can fall flat if they’re confusing or overwhelming. Here’s how to make numbers less overwhelming and more meaningful when communicating them verbally to an audience:

Use Statistics Strategically

Don’t overload your audience with figures. One powerful number, well-placed and well-explained, often does more than a paragraph of data.

Less effective:

The U.S. spends $3.2 trillion on healthcare (17.8% of GDP), yet ranks 46th in life expectancy and 52nd in infant mortality.

More effective:

"The U.S. spends more on healthcare than any other nation, yet ranks near the bottom in life expectancy and infant health among peer countries."

The second version paints a clear picture without sacrificing accuracy. It's easier to grasp—and to remember.

Explain What the Numbers Mean

Large numbers often need context. Saying your hospital saved $1.2 million last year through volunteer contributions is impressive—but abstract.

Make it concrete:

"That’s enough to fund 20 new hospital beds or cover the salary of 15 full-time nursing assistants for a year."

In a nonprofit context, don’t just say your donor retention rate increased by 12%. Explain what that means in terms of impact:

"That increase means 80 more donors stayed with us this year—enough to fully fund our mentoring program for the next six months."

If you want your numbers to stick, give them a picture. That’s what people remember.

Round Off When Precision Isn’t Persuasive

Unless you're presenting in a scientific report, it's okay to round numbers. In fact, it’s preferable.

Instead of:

Our hotline answered 38,746 calls in 2023.

Try: "We answered nearly 39,000 calls last year—every one of them from someone who needed help."

Translation Skill Tips to Communicate Data Meaningfully

Dry, cluttered, and cumbersome numbers need to be translated into meaningful data points when presented verbally.

Both audience analysis and the data story presentation format play a role in informing the degree and method of decoding that is needed for a particular number.

Practice your data translation skills with this brief practical exercise. Translate each of the dry and uninspiring statistics below into more engaging and clear language to share verbally with an audience. 

When you’ve completed the exercise, compare your revamped translations with the examples provided.  There are multiple ways to translate each statistic.

• Dry Statistic: Our volunteers contributed 37,500 hours last year.

• Dry Statistic: 28% of volunteers participated in ongoing training.

• Dry Statistic: Our food pantry distributed 185,342 pounds of food last year.

Data Savvy Tip #4 | Use Data Visualization to Show Trends

Sometimes a line graph or bar chart can say in seconds what it would take you minutes to explain. In fact, your brain can process information in images 60,000 times faster than text.

A hospital director could talk about a three-year trend of decreasing emergency department wait times. But showing a line steadily dropping from 92 minutes to 70 makes the progress tangible.

A youth nonprofit might explain that program attendance peaks in summer and dips in winter. Or it could show a bar graph that instantly highlights the seasonal pattern.

Related: Visualizing Success: Nonprofit and Healthcare Data Analytics

Use Data-Savvy Tips to Communicate Data Meaningfully

In the Data Storytelling Essentials framework, being data-savvy means more than knowing your numbers. It’s about ethical use, strategic thinking, and clarity in communication.

Whether you're a nonprofit director making the case for funding, or a volunteer services leader showing the impact of your team, your data is only as powerful as your ability to communicate it well. This article unpacked four data-savvy tips to use when presenting data.

Let the numbers work for you—not against you.

Want more tips on how to communicate data effectively? Browse our latest data communication and storytelling articles or explore the Data Storytelling Essentials on-demand programs for hands-on learning tools you can use today.

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Roseanna Galindo is Principal at Periscope Business Process Analysis, specializing in organizational learning and development. She is dedicated to advancing data literacy, enhancing healthcare experiences, and empowering nonprofit leaders.

Explore Roseanna’s expertise and insights on her blog, The Periscope Insighter, starting with the opening post, "Venn the Time is Right."

Roseanna offers a range of professional development services, including training workshops, keynote speaking, and executive coaching.

Visit PeriscopeBPA.com for more information or click on the button below to schedule a time to talk