Data Sharing: Tips for presenting data in an engaging and actionable way

June 3, 2025

Drew Maginn

As a general best practice, most organizations would wholeheartedly agree that data sharing is critical for success. However, while collecting and analyzing data can be a strength for some human capital management (HCM) professionals, effectively sharing data with colleagues outside your department can be a struggle. So before you jump into preparing a detailed slide deck for your next briefing meeting, consider these tips to make the information more accessible and understandable for those attending.

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Why can data sharing be challenging for HCM professionals?

While HCM professionals typically have access to a robust dataset in relation to payroll, finance and human resources, the technical nature of this information can make moving from data analysis to data sharing a very difficult process, especially when engaging with others who aren’t necessarily subject-matter experts. Shariq Tobaccowala, currently a Senior Associate, Resource Management at PwC Canada, keeps this knowledge gap in mind when preparing for any data sharing opportunity. “When you’re presenting to others outside your department, you need to share information at a high level and avoid any acronyms or terminology that alienates those around you. If you become too detailed too quickly, you can cause others to shut off, and you risk losing them for your entire presentation.”

” HCM professionals have access to critical data that can offer valuable insights to others both within and outside of their department ”

How can HCM professionals share data in a more effective way?

Improving your ability to share data can be an exercise in trial and error, with many opportunities for reflection, refinement and learning along the way. However, there are ways to customize your approach and adapt your style to your audience:

Understand what your audience needs from you: Data sharing looks different depending on your target audience. Tobaccowala explains, “There is a huge difference in how data is presented based solely on who you are trying to engage. When meeting with executives, for example, recognize that you are not going to be able to get into the weeds the same way you would with others in your department. Executives typically operate within the framework of ‘What do you need to me to know?’ and ‘What do you need from me?’ in any given interaction. If you can answer these questions in a clear and concise way, you will have done your job effectively.”
Read the room and respond accordingly: While sharing information with others, it’s important not to get lost in your own presentation at the expense of responding to cues from those around you. If you cannot adapt in the moment, you risk losing control of your key messages. Tobaccowala elaborates on some potential strategies: “Presentations rarely go exactly as planned, and the ability to pivot when needed is the sign of an effective presenter. Whether it’s offering to take a conversation offline if an individual has repeated questions or integrating tailored examples to make the information more relatable to different departments, these subtle adjustments can make all the difference in taking your presentation from average to effective.”

Know when to share information in advance (and when not to): While it can be tempting to share information in advance, it’s typically best to only do so when it serves a clear purpose. Tobaccowala offers some insight: “Sharing some or all of the data you’re presenting in advance can be effective, especially if you’re looking for feedback on key areas, such as recommended actions, from trusted colleagues. However, this type of approach only works when everyone is willing and able to review information without the need for additional context. There will always be opportunities to share afterwards, so try to set yourself up for success with the approach you follow.”

Treat every presentation like an opportunity to tell a story: Data always needs to be shared with clear intention and purpose. Much like a good story, there needs to be a beginning, middle and end. The beginning is where you provide the context for sharing the data in the first place, the middle is where you present the data and the ending offers a clear message, be it a recommendation, key insight or takeaway. Without this type of structure, your presentation can quickly turn into a data dump that leaves your audience with more questions than answers.

HCM professionals have access to critical data that can offer valuable insights to others both within and outside of their department. However, sharing this data effectively requires committing to a thoughtful approach that considers all aspects of an effective and engaging presentation. Whether it’s payroll, finance or human resource data, always remember that it’s not simply what you share but how you share it.

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