If you want to communicate information in a clear and concise way, consider adding a data-driven slide to your presentation. Done right, data can help you illustrate a point, explain a trend, or aid a decision. Done wrong, data can befuddle, distract, or bore an audience.
The purpose of a data-driven slide is to share an insight, not to display a set of numbers. The message you aim to convey should be easy to see, understand, and remember. Here are a few guidelines to help you make your data slides shine. Identify your key message Before you place a chart or insert a statistic, determine what you want to convey with your data slide. What should your audience take away from your slide? What decision or realization should they come to as a result of your slide? If you haven’t already determined your key message, your slide may end up being a jumbled mess of unnecessary data and charts.
Define the purpose of your slide first, and then decide on the type of chart to use and how to best support your message. Select the right chart Depending on the information you want to share, some charts will be more effective than others. Here’s a quick rundown of when to use which type of chart: Use a bar chart to compare different groups. Use a line chart to show a trend over time. Use a pie chart to show how different groups contribute to a whole (but try not to overuse this type of chart).
Use a table to display precise data, but try not to overwhelm your audience with too many figures. Use an infographic to mix data with visuals. Using the right chart will ensure your audience can quickly grasp the information you’re trying to share and easily understand what you’re presenting. Streamline your data Presenting too much information can be overwhelming for your audience. Only show the data that’s absolutely necessary to convey your point. Eliminate extraneous data, and consider lumping small groups together for simplification. Don’t try to squeeze every last stat onto your slide. Instead, focus on highlighting patterns, trends, or comparisons that will help you tell your story.
Cutting down the amount of data you display will make your slides more manageable to read and help your audience better retain the information. Leverage color to draw attention Color is an effective way to call out important information, group similar data together, or draw attention to a trend. Use colors that contrast with the rest of your data to make your message pop. Sticking to just a few colors will ensure your audience doesn’t get confused and will make your slides look neater.
For example, you might use one color for the bulk of your data and a second, muted color for data you’re comparing. Steer clear of using a rainbow of bright colors that compete for attention. Clearly label your data Make sure your audience knows what they’re looking at by using clear labels on your axes, data points, and categories. Avoid using ambiguous titles and labels, as this can confuse your audience and defeat the purpose of your slide. Include a title and short description of your data to tell your audience exactly what they should be taking away from your chart. Add emphasis to important data Help your audience focus on the most important information by drawing attention to it. You can emphasize important data by: Making the data bold or a larger font. Highlighting specific bars, lines, or pieces of a chart.
Adding an arrow or callout to a specific trend or important point. Helping your audience focus on your key message will make sure they quickly understand what you’re trying to convey. Remove distracting visuals Overly busy slides can be distracting and make your message harder to understand. Avoid gridlines, background images, and any other decorative element that doesn’t support your message. Use empty space effectively to separate different components of your slide and make it easier to read. Everything visual on your slide should have a purpose. If it doesn’t support your key message, you should remove it. The less cluttered your slide is, the easier it will be for your audience to absorb the information.
Provide context Data can be tricky to interpret if your audience doesn’t understand why it’s significant or how it fits into the rest of your story. Provide context to your data by adding a short description, comparing it to a previous time period, or explaining how it stacks up to an industry benchmark. Context will allow your audience to better understand your data and what it means, and will help you effectively support your key message. Context can also be provided in a title or short description of your chart.
Review and revise Once you’ve created your slide, ask a friend or colleague to review it. Can they quickly and easily understand what you’re getting at? Can they see what data you want them to focus on? Is the overall visual effect clean and cohesive? Sometimes stepping back from your slide can help you identify areas where you can eliminate distracting information or refine your visual elements to make your slide shine.
