How can you present variance analysis results to management effectively?

1 Know your audience

Before you start writing your report, you need to understand who your audience is and what they expect from you. Different levels of management may have different interests and perspectives on the variance analysis results. For example, senior executives may want to see the big picture and the strategic implications, while operational managers may want to focus on the details and the root causes. You should tailor your report to suit your audience's needs and preferences, and avoid using jargon or technical terms that they may not understand.

2 Highlight the key messages

Your report should not just list the numbers and the calculations, but also explain the meaning and the significance of the variance analysis results. You should highlight the key messages that you want your audience to remember and act upon, and support them with relevant evidence and examples. You should also prioritize the most important and relevant variances, and avoid overwhelming your audience with too much information or minor details. A good way to organize your report is to use the following structure: summary, analysis, and recommendations.

3 Use visual aids

Visual aids can help you present your variance analysis results more effectively and attract your audience's attention. You can use charts, graphs, tables, or diagrams to illustrate the trends, patterns, comparisons, or relationships among the data. However, you should also be careful not to use too many or too complex visual aids that may confuse or distract your audience. You should choose the appropriate type and format of visual aids for your purpose and message, and make sure they are clear, accurate, and consistent with your report.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?