Step 1: Introduce the chart (tell readers what to look at)Use clear signposting phrases to lead to the chart, such as:
As shown in Figure 1, ...Figure 2 illustrates the monthly fluctuation of raw material costs in Q2 2025.Table 1 compares the efficiency of two production lines based on key performance indicators (KPIs).
Step 2: Explain the key insights (extract the most critical data points—don’t list every number)Focus on trends, outliers, or significant differences that support your argument. Avoid trivial details.
Poor Example (redundant, no insight):
Figure 1 shows that Branch A’s Q1 sales were $200k, Branch B was $180k, Branch C was $250k, and Branch D was $150k.
Good Example (concise, insightful):
Figure 1 highlights that Branch C outperformed all other regional branches in Q1 2025, with sales revenue ($250k) 25% higher than the average ($200k) of the four branches. Meanwhile, Branch D’s performance was the lowest, falling 25% below the average.
Step 3: Link insights to the report’s argument (explain why this data matters)Connect the chart’s findings to your business conclusion (e.g., a recommendation, a problem diagnosis).
This performance gap suggests that Branch C’s customer-centric service strategy is effective. The report recommends that other branches adopt similar strategies to improve sales. For Branch D, a targeted audit of its sales process is required to identify bottlenecks.
3. Ensure Conciseness: Avoid Data Clutter
Simplify charts: Remove unnecessary elements (e.g., excessive gridlines, decorative icons, redundant legends). Label axes clearly with units (e.g., "$k", "units", "percentage") and assign a descriptive title to each chart/table (e.g., Figure 1: Q1 2025 Sales Performance of Regional Branches instead of Figure 1: Sales Data).
Use annotations strategically: Highlight key data points (e.g., a sudden sales spike in March) with a brief annotation directly on the chart, instead of explaining it in a long paragraph.
Avoid repeating data: If a chart already shows detailed numbers, the text only needs to summarize the core trend. For example, don’t list all 12 months’ sales data in the text if a line chart already visualizes the annual trend.
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