Data visualization in Presentations

Having bright thoughts on the subject is not enough. Making thoughts noticeable, valuable is essential for reaching desirable results. Excellent data visualization in PowerPoint enables doing this faster and more effectively, especially when you involve experts.

Data Visualization in Presentation: Tips, Tricks, and Other Points to Succeed

Is it enough to have interesting content only? What about presenting it well? Implementing ideas, tackling new study or career challenges, and getting better results are possible. Data presentation opens many doors if prepared effectively. Experts can help with all that shortly.

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Infographics

Using infographics in a presentation is an extremely efficient way to showcase data quickly and meaningfully. It's often much better to employ charts and diagrams in your slide deck than standalone facts. Why? Because humans digest the information presented visually much better.

Infographics are very accessible to the general public. With such visual aids, people can understand complex data pieces, the correlations between those details, or what takes priority. If you want to captivate your audience, they are a great way to achieve this. A couple of interesting graphs with a simplistic design can better translate a complex study to people than the 50-page text.

One of the best features of using infographics in your slides is that they're very universal. They often employ iconography, which can be understood internationally. Even if your audience doesn't understand English very well, graphs and diagrams make it easy to comprehend your main point.

To best implement infographics into your deck of slides, you should follow certain principles. They'll ensure that your data visualization efforts are successful and appropriate. The principles are the following:

Divide the information into different segments. Just like a text shouldn't be a single wall of text, an infographic shouldn't be an overly dense graphic without any separation between the topics.

Try planning the informational graphic with slides. To streamline and focus your work, you can create a separate presentation representing the informational graphic you want. For each separate segment, create a new slide in the deck. Only after you're finished with the presentation can you turn it into a fully-fledged graphic.

Don't compare apples to oranges. People usually use such graphics as vehicles for interesting comparisons. However, you can fail at that if you start to compare logically unrelated things.

Informational graphics and presentations are two different things. Remember that both terms aren't interchangeable because graphics can be represented through various formats and file types.

Organizational Charts

Organizational charts find many uses in the business world, and they're a necessary tool for HR officers in the corporate sphere. Here are the main cases business professional utilize such charts to benefit their company:

• Onboarding new employees.

It's often one of the hardest challenges for new employees to learn about the inner hierarchy of their workplace and remember what their co-workers do. Of course, being introduced to tens of people on day one isn't an optimal way to do it because it only overwhelms the newcomer. Additionally, it puts them into an awkward situation where they supposedly already met everyone and should know everyone from the team, although they actually don't.

Within a presentation, organizational charts address this problem specifically. Even after the presentation occurs, the new employees still have access to it and can review it any time they want. This way, they know exactly who to go to to get the help and advice they require.

• Connecting remotely working employees.

Nowadays, the employment market is quite unique and differs significantly from what was even only 30 years back. Currently, the percentage of companies employing distant workers is nearly 40%, which, of course, poses its own challenges and issues. Although it's very cost-efficient and convenient to have remote employees, it's harder to engage them and incite a team spirit within them.

However, organizational charts deal with that too. They help remote workers learn more about each other and bring the virtual team together. The charts are especially effective if the company regularly hosts real-life activities for the whole team.

• Improve employee performance.

Another problem for today's workforce stems from not knowing who does what at one's big enterprise is reduced performance. Workers who highly rely on collaboration with other professionals for their everyday work spend hours and hours looking for the right people and information in their company.

Organizational charts help people find who they need in a matter of minutes, not hours. Quickly reviewing the presentation with the chart, one can easily understand where they need to go and how the person they need looks like.

Diagram

Adding a diagram to a deck of slides is usually very beneficial to the presentation overall. It's a nice change of pace from all the textual slides, and it makes the flow of the presentation more engaging. Still, there are some frequent mistakes that people make when adding charts and graphs to their decks.

An inappropriate diagram will be immediately noticed by the audience and make them think of your presentation as amateurish. Here's what you should avoid doing when working with charts and graphs in your deck:

• Adding backgrounds to diagrams.

Unless the graphical theme of your presentation is too busy (which it shouldn't be in the first place) and the colors of the diagram blend in with it, then you don't need to add any new backgrounds. It's usually seen as out-of-place, and it's quite jarring on the eyes.

However, if for some reason you have to add a background – definitely avoid using a gradient one. Gradient backgrounds are seen as outdated. In any case, 'No Fill' or 'White' background options should be your first choices.

• Leaving repetitive labels in.

Most graphs and charts are quite self-explanatory, and one can usually derive all the meaning needed from the name and short labels. You don't need to over-label every little part of the diagram. Doing this only clutters the chart and makes it harder to understand. You can often even remove the non-essential axis from the chart and represent it with simple, labeled bars.

• Giving colors to values without thought.

• Many people choose to color chart values in an almost arbitrary way, which can sometimes hurt the chart's comprehensiveness. You should only use different colors for parts of the graph that relate to different elements of data.

  Additionally, you can optionally give gray shades to the different elements of the less important data. This way, you'll be using color to your advantage and actively guiding the attention of your audience.

Timeline

Seeing a timeline in a presentation is an extremely common thing. This type of chart is useful across industries, which is why it's so popular. Here's how people usually implement this chart in their deck of slides according to their main sphere of work:

• Education.

The most common use of the first timeline chart was found in the educational setting. It was conceived to showcase the sequence and relationship between historic events visually. This aid conveys historical movements, events, periods and assists learners to remember new topics much more easily.

Scientific research. It's usual for various research types to be intrinsically connected to tight time frames, especially when we consider such activity as biomedical and biochemical studies. Scientists develop various variants of some cure and then have a fixed regiment of testing stages, which can't be broken. A timeline helps visualize all the important dates and timeframes within which scientists have to crunch their work.

• Project management
.

A similar case but in the corporate world. A timeline for project management presentations schedules out the process of working towards the completion of a specific project. It usually encompasses important milestones, names different project work stages, and emphasizes important tasks related to the project. This chart's variation is called a Gantt chart, which became the top choice for project management presentation.

• Business.

The timeline graph is also quite popular in specifically business sphere outside of project management. It's an incredible tool to showcase the gradual development of a start-up, which is usually added to business pitch presentations. This chart is a great visualization to attract possible investors in the business sphere, as you can display not only previous events but also the company's future goals.

• Marketing.

This type of chart is also excellent for managing marketing work. As a marketing professional, you commonly have to manage multiple campaigns simultaneously, so the graph is a great choice for reporting on marketing activity.

Mind Map

Integrating a mind map into your business presentation can yield a lot of success. In general, Mind Maps are very convenient to direct brainstorming sessions without letting the discussion go off-topic. Using this visualization can make complex relations to be easily understandable and comprehensible.

Additionally, integrating a mind map into a presentation improves how the audience remembers the discussed arguments. Because it's a visual medium, you can customize this graphic however you want – by adding a picture, video, or audio elements. There are multiple cases for when mind maps are the best visualization tool to use:

• Planning

If your team has a complicated and dense "to do" list, you can increase the performance by smartly arranging deadlines and focusing on each task at hand. Of course, you can't create such a planned work schedule without discussing it with the team.

So, it's best to put all the different tasks and sub-tasks into a mind map to distinguish which tasks aren't dependent on each other, which are, and what has to be done in which succession. Presenting this visualization will remove many misunderstandings and arguments during the presentation.

• Reporting

A mind map can also be great after a big project is done. It can be employed as a tool to talk about successes and failures during a project's execution. You can add to the visualization anything from performance metrics to statistical data, documents, and so on. This will allow you to create a comprehensive narrative out of the project's execution.

As a result, it will be much easier to recognize mistakes made as the project went on. A mind map is a perfect medium for creating a comprehensive and coherent, singular image of one or more events. It offers the convenience of initially fitting on one screen and arbitrarily becoming bigger as you look at each node of the visualization in more detail.

Roadmap

As you create a roadmap to use in your next corporate presentation, you have to keep in mind the important aspects of using them to make sure they'll have the impact you want them to have. The principles that you have to incorporate in this visualization are the following:

• You must create a narrative.

A roadmap is a vision of a product, a strategy to achieve the vision, and a series of significant milestones on the path. To make the presentation much more impactful and memorable, you have to include a story of iterative development, improvement, and expansion. Don't just bluntly present all the facts and be done with it – this approach can eliminate any impact of your deck of slides. Instead, try to connect and inspire the audience by expanding on each slide and making the roadmap pat almost personal to the listeners.

• Group the project's initiatives.

Making the different parts of the projects more memorable doesn't present them all apart from each other. Instead, group thematically. Doing this also plays into the narrative aspect of the roadmap presentation.

For example, suppose you're a project manager and want to showcase your app development team's features. In that case, you can group different small features into such categories: making customer transactions quick, improving the user interface experience, and so on. This will allow you to group various features the team is working on naturally.

• Get some figures in.

It's very hard to persuade anyone to back any idea without any real-world figures in the corporate world. Most likely, you'll already be working with various metrics in the process of creating the presentation. So, it's a good idea to incorporate them to make the narrative even stronger and cohesive. The figures can be the deciding factor in making your presentation a selling one.

Agenda Infographics

Agenda infographics slide should appear in almost every presentation, especially in the corporate world. It creates realistic expectations in the audience about the deck they're about to see. It's a perfect place to set the tone for the whole presentation and intrigue the audience with the contents.

However, if done incorrectly, you can scare the audience away or not grasp their attention, which will lead to nobody remembering your presentation whatsoever. This is why you want to follow a few simple principles. By following these tips, you'll ensure that your agenda infographics slides are impactful and engage the listeners from the very start:

• Don't include too many points in the schedule.

There's absolutely no need to create an agenda point for every segment of the presentation. If your presentation has more than 7 small parts, then a schedule with all the points for each segment will simply be too cluttered and dense.

This will not only be hard to comprehend, but it will also scare the audience away because they'll be waiting for "another endless, boring presentation." You can avoid this by grouping points in the plan thematically. Try to keep their number around a comfortable 5.

• Don't copy the presentation's segment names word for word.

They're usually pretty hefty and long, which you don't need to include everything in the agenda infographics slide. It's a much better practice to rename the various slide names into their shorter versions. For example, from 'Annual Review of KPI Goals and Metrics' into 'KPI Review.'

• Get the design right.

Remember that the agenda infographics slide sets the tone for the whole presentation, so its design should be top-notch and correspond with the rest of the deck. It doesn't match with parts of the presentation that come later; then, you might want to adjust those because they'll look odd and out-of-place for the audience.

Circle Infographics

Circle infographics are among the most popular data visualization options for most corporate professionals, no matter their field. Be it business administration, finance, marketing, sales, performance analysis, and so on.

Why? They're simple and easy-to-understand, even if you don't have that much time to dissect them. This makes circle infographics a perfect choice for presentations because a big percentage of your audience will be able to read the graph and understand it quickly.

However, you have to know how case circle infographics are the best to use rather than any other graphs. Here's when circle graphs will be a great choice to visualize your data in a presentation:

• When the data varies.

When you have pieces of data that are unevenly divided, you might want to consider circle graphs. They perfectly show the unevenness and disparity between the two figures. For example, with a circle graph, you can easily show which apps statistically are most used on smartphones. There you're sure to see division, and the circle graph will clearly show that.

However, don't turn equal data into circle graphs. 50/50 and other equal splits have no sense in being represented as a circle graph. There's no disparity between them so that nobody will get any additional comprehension from a circle graph in the presentation.

• When you have from 2 to 7 values to compare. 

Comparing such a small number of values is where circle infographics shine the most. However, don't overwhelm the graph with too many values. Having more than 7 values will only confuse your audience. This is especially true for live presentations, as people won't have the time to look through all the positions on the slide.

• When you're showing parts of a whole.

This should be your ultimate guideline for using circle graphs. If you're dissecting something whole into different metrics, then you can use this type of visualization without worrying at all. For example, if you're looking to compare how much each department contributed to a specific project, then it's a circle graph all the way.




Excel-linked Presentation

Presentation software isn't the best at creating and working with charts. Whenever people need to insert a chart into a presentation, they choose to create a screenshot from the spreadsheet software they're using and then insert the picture into the presentation.

However, that's not practical because you have to edit the slide deck whenever the information updates manually. But, if you're using PowerPoint, you can avoid this tedious process and simply link an Excel file to the presentation. 

An Excel-linked presentation should always be the first option for business professionals because it's a powerful tool. Still, there are a couple of points to keep in mind when linking Excel files to a PowerPoint presentation.

• Show clear conclusions and emphasize them

As you're using an Excel-linked presentation, you have to remember that the audience won't have the ability to open the excel file and go through it at their own pace. No, they'll be able to see only what you show them, and you must show only the most essential parts.

Show the short and clear chart, discuss what it shows, and drive home the conclusion you want the audience to make. If you fail, the audience will dismiss the figures you showed them without being impacted in any way.

• Edit it all down

This point ties in nicely with the previous one. Now that you have an Excel-linked presentation, you can use the full power of Excel to edit the chart and make it as concise as possible. Remove unnecessary, repetitive information. Also, break the information down into bite-sized chunks, making it highly comprehensible and easy-to-get.

• Employ chart preview to organize the data best

Don't pick a chart type at random for the information you have for the Excel-linked presentation. In fact, Excel has a useful function that helps to choose one data visualization method for your information. There's an option called 'Recommended charts' in the 'Charts' group under the 'Insert' tab in Excel.

It shows descriptions and quick previews of various charts. You can play around with them until you find the correct way to visualize the data for your slide deck. This is a very responsive way to pick a chart because you get to try out all the possible variants.

Gantt Chart

Gantt chart is extremely useful to demonstrate how any project will be finished over time, which person from the team will do which assignment and when – this graph addresses these points clearly and easily. 

It's an excellent way to introduce the team to the project details and jumpstart work. However, there are two important aspects concerning adding a Gantt chart to a presentation. Here are the main points you must think about when making your deck slide:

• What period should the chart cover?

Whether the project you've taken into work requires extended periods or not, it's still up to you which period to cover with the Gantt chart. This will depend on how general the duties are defined and the team's main methodology. For example, if you're describing the work of various departments on big, non-atomic tasks, then you can cover a big period.

On the other hand, if your team employs SCRUM and you can only describe the assignments available in the nearest future, then you'll cover a smaller portion of the time required to finish the project. Because the graph is in a presentation format, you can't make it too big, which leaves you with either generalizing assignments and duties or covering a smaller work period.

• Have you chosen the appropriate for the listeners?

When you pick the activities to show on the Gantt chart, make sure you pick the right level of listeners. Too many detailed tasks can significantly overwhelm your audience. Too general, and the listeners will still have no idea how to approach the project.

You should strike the right balance for your audience. Choose only the duties most relevant for the presentation. This way, you won't waste time and energy on irrelevant topics at the moment. Additionally, remember that if you're reporting on the project to executives, make the tasks more general because they don't need all the low-level details. When discussing with the specific team working on the project's part, you can elaborate on tasks and further divide them up.

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