[The following was originally written for the UMCCTS December Newsletter.]
When it comes to summarizing and sharing information with an audience, one important thing to remember is the audience itself. It’s a pretty simple concept, yet too often forgotten or dismissed when we’re preparing a talk, an article, a policy statement, patient education materials, and the myriad of other containers into which we fit our message.
Most recently, I’ve been working to pull together sections for the Final Progress Report for our initial Clinical and Translational Science Award. This is not my first time writing such a report and as has been the case in the past, we follow a template that goes something like:
Overall Objectives and Goals > Aims > Accomplishments Associated with Each Aim > Milestones Reached for the Same > Challenges Faced > Future Plans
These reports are lengthy and dry, filled with lots of bullet points and tables and numbers. I’m not privy to how these reports are read at NIH, but I imagine that the format fits how they are reviewed and makes it easier for funders to see a bigger picture across similar awards. Funders and reviewers are the audience, thus we present our information to them in the way they’re accustomed – the way that they understand.
Taking a break from all of the writing, I decided to turn one of the bigger tables of information I’ve received into something for a different audience. Sarah Rulnick, MPH, Project Manager for the Conquering Diseases Project, recently compiled some information regarding the work of the Biorepository and Volunteer Database. These are both integral pieces in the UMCCTS efforts to support clinical trials. I read through the narrative portions of Sarah’s summary and took in the full-page table giving yearly counts of things such as the number of patients consented for the biorepository, MiCARD searches performed, outreach events organized, and the like.
I started to think about a way that I could summarize this information for both people who have already enrolled in the Volunteer Database and those who might potentially do so, if they only understood a bit more about the importance of participation. It’s an audience that Sarah and her colleagues are charged to reach. I pulled out the data points that I thought best addressed this goal. I also brainstormed what came to my mind when I thought about conquering something. What I ultimately came up with is this:
Coincidentally, right in the middle of writing this newsletter piece, I watched a 20-minute “Coffee Break” webinar from the American Evaluation Association. I hadn’t connected the webinar with this piece, but they certainly appear to be related. The webinar was entitled, “How to Develop Visual Summaries and Inforgraphics from Your Evaluation Findings,” and presented by Elissa Schloesser, a graphic designer and visual communicator based in Minneapolis. She, too, talked about knowing your audience and she offered an excellent example of how she prepared two very different materials for two groups; both from the same report. I felt I was on track with my message here.
Elissa has some other nice examples on her My Visual Voice. If you’re thinking of communicating some of your work visually, they might inspire you.
A Librarian by Any Other Name 
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