Lectures Based on By Deborah J. Barrett, Ph.D. Using Graphics and PowerPoint for a Leadership Edge
Chapter 5-2 Discussion Topics Recognizing when to use graphics Employing fundamental graphic design principles Creating meaningful and effective text layouts Selecting and designing effective data charts Making the most of PowerPoint as a design and presentation tool 2
Chapter 5-3 When to Use Graphics Reinforce the message Provide a roadmap to the structure Illustrate relationships or concepts visually Support an assertion Emphasize important ideas Maintain and enhance interest 3
Chapter 5-4 Discussion Topics Recognizing when to use graphics Employing fundamental graphic design principles Creating meaningful and effective text layouts Selecting and designing effective data charts Making the most of PowerPoint as a design and presentation tool 4
Chapter 5-5 How to Design a Slide Keep it simple: Remember Less is more Have only one message per slide Make sure the slide title captures the so what? Select graphics that support the message Use shading to guide audience to the message Use animation only if it reinforces the message 5
Chapter 5-6 Colors and Fonts to Use Dark background (dark blue to black) White, cream, yellow, or gold font Arial or similar sans serif font At least 20 point font size for text, depending on size of the room 28+ font size for titles, depending on room 6
Chapter 5-7 Basic Colors and Contrasts The Traditional Color Wheel Color Contrast Source: www.lighthouse.org/color_contrast.html. Used with permission of the author, Aries Arditi, Ph.D., and Lighthouse International as the copyright holder. 7
Chapter 5-8 Colors and Fonts to Avoid White background Black serif font All caps in titles or text Initial caps except in titles Underlining of text Red font on blue backgrounds 8
Chapter 5-9 Examples of Poor Font Design Black on white background does not show up well and should be avoided as should a Serif font on any background. Font too small: no one can read it. ALL CAPS ARE HARD TO READ AND LOOK AS IF YOU ARE YELLING! Initial Caps are Distracting and Technically Incorrect for Text within Charts. Underlining cuts off the bottom of letters. Red letters on blue backgrounds are blurry. 9
Chapter 5-10 Other Design Violations Too many words on the slide Not using hanging indents for text lists of more than one line Having too many widow words Backgrounds detracting from the message Graphs pulled in directly from Excel without improving legibility and making them consistent with the presentation format 10
Chapter 5-11 Discussion Topics Recognizing when to use graphics Employing fundamental graphic design principles Creating meaningful and effective text layouts Selecting and designing effective data charts Making the most of PowerPoint as a design and presentation tool 11
Chapter 5-12 Text Not Formatted Effectively Too Many Words Key Current Quarter Priorities Global Division: Maintain consistent price pressure against competition Execute toward lower alternative targets Implement new global/local philosophy Work with Area divisions to increase and monitor attach rates Technical Division: Use SWAT team and various Area projects such as ACE in So America and Thrust in Europe to impact customer acceptance of the New line 2000 and families and increase channel sales out on Newline 2000, 2500, and 3300 families to achieve target market share Analysts removed Newline products from problem watch in July; communications deliverables sent to Global Marketing groups worldwide Expansion Division: Deplete Technical companion inventory by end of 1997 to pave the way for AMstart (announce in August; launch AMstart with European mono availability in January; So America in February; European and So American color models available in March) Implement Expansion HUBs in Europe and So America in November Participate in development of Newline Electronic Commerce offering for Europe and Electronic Options in 1Q00 So American Rollout 12
Chapter 5-13 Text Not Formatted Effectively Widows and No Use of Hanging Indents Widows Key Current Quarter Priorities Global Division: Implement new global/local philosophy Work with Area divisions to increase/monitor attach rates Technical Division: No hanging indent Use SWAT team and various Area projects such as ACE in So America and Thrust in Europe to impact customer acceptance of the New line 2000 and families and increase channel sales out on Newline 2000, 2500, and 3300 families to achieve target market share 13
Chapter 5-14 Text Formatted Effectively Key Current Quarter Priorities Global Division Maintain consistent price pressure Execute toward lower alternative targets Implement new global/local philosophy Increase attach rates through Area divisions Technical Division Improve customer acceptance of New line 2000 and families through team and Area projects Achieve target market share by increasing channel sales on Newline 2000, 2500, and 3300 families 14
Chapter 5-15 Text Variation Using Two Columns Current Priorities by Division Division Global Technical Priority Actions Implement new global/local philosophy Work with Area divisions to increase/monitor attach rates Use SWAT team and Area projects to impact customer acceptance of the Newline 2000 and families Increase channel sales on Newline and families to achieve target market share 15
Chapter 5-16 Text Variation Using Graphic Support Current Priorities by Division Technical Use SWAT team/area projects to improve Newline acceptance Increase channel sales for Newline family Expansion Deplete surplus inventory of Technical Companion Implement expansion hubs in Europe and North America Global Implement new global/local philosophy Increase and monitor attach rates 16
Chapter 5-17 Text Variation Guiding the Eye with Graphics Steps In Creating Effective Charts Determine the message Choose the comparison Source: Gene Zelazny, Say it with Charts. Draw the chart 17
Chapter 5-18 Determining When to Build Text Charts You should decide to build or not to build a text slide by the amount of time you plan to spend on each bullet. If you plan to talk about the text as a whole, do not build. If you plan to spend some time discussing each bullet point, you might want to build, bullet by bullet. If you decide to build, then have each bullet with text appear, not fly into the slide. 18
Chapter 5-19 Discussion Topics Recognizing when to use graphics Employing fundamental graphic design principles Creating meaningful and effective text layouts Selecting and designing effective data charts Making the most of PowerPoint as a design and presentation tool 19
Chapter 5-20 Selecting the Right Type of Graph Graph type Pie Use this type to Compare proportions and relative amounts Bars Step or waterfall Histograms Line Scatter Plot Convey absolute value data, relative sizes, or close comparisons Convey differences Show what s typical or exceptional Demonstrate trends or interactions between variables Illustrate how well one thing predicts another 20
Chapter 5-21 Designing and Integrating Data Charts: How Not to Label Pie Charts $ Millions Law Firm Size Title does not capture so what? $92.10 $177.80 $67 $231.40 Lawyer Reports, July 7, 2007 $243.70 Johnson & Smith James & Connelly Kramer & Mattee Davis & Jimenez Brown & Peterson Legend outside of graph 21
Chapter 5-22 Designing and Integrating Data Charts: How to Label Pie Charts Two Firms Have Highest Revenue $ Millions Brown & Peterson Davis & Jimenez $92 $67 $244 Johnson & Smith Kramer & Mattee $178 $231 Lawyer Reports, July 7, 2007.. James & Connelly 22
Chapter 5-23 Chart junk (unneeded zeroes) $4,000 $3,000 $2,000 $1,000 Designing and Integrating Data Charts: How Not to Do Bar Graphs Bars too narrow; space between too wide Evaluation Sales Two titles & neither with meaning $0 00 01 02 03 04 05Background 06 not Year matrix implemented consistent with rest of presentation 23
Chapter 5-24 Designing and Integrating Data Charts: How to do Bar Graphs $ in Billions $4 3 2 1 Sales Increase Since Matrix Implemented 0 00 01 02 03 04 05 06 Year Matrix implemented 24
Chapter 5-25 Axis label not rotated for easy reading Designing and Integrating Data Charts: Another Poorly Designed Bar Chart Production (Qts) Title does not Market Assessment capture so what? Individual consumption of ice cream declining compared to other dessert products 16 14 12 10 8 6 4 Background 2 not consistent 0with 02 03 04 05 06 rest of presentation Years Ice Cream Ice Milk Others Legend outside of graph 25
Chapter 5-26 Designing and Integrating Data Charts: Effective Bar Chart Desserts Increasing at Ice Cream s Expense % of Total 8 23 19 20 21 21 23 22 22 23 Other Desserts Ice Milk 69 58 58 57 56 Ice Cream 2002 2003 2004 2005 2006 26
Chapter 5-27 Axis label not rotated for easy reading Designing and Integrating Data Charts: How Not to Do a Line Graph Revenue ($ MM) 7 6 5 4 3 2 1 0 Background not consistent with rest of presentation Financial Status Divisional Performance 00 02 03 04 05 06 Year Two titles & neither with meaning Legend outside of graph Division A Division B 27
Chapter 5-28 Designing and Integrating Data Charts: How to Do a Line Graph Revenue ($mm) 7 6 5 4 Division B Out Performing A Division B 3 2 1 0 Division A 2000 2001 2002 2003 2005 2006 28
Chapter 5-29 Discussion Topics Recognizing when to use graphics Employing fundamental graphic design principles Creating meaningful and effective text layouts Selecting and designing effective data charts Making the most of PowerPoint as a design and presentation tool 29
Chapter 5-30 Title Slide with Distracting Background Background is distracting. Title does not capture so what? of presentation. Our Environment Slide does not provide adequate information. 30
Chapter 5-31 Effective Title Slide Captures so what? Doing Business Successfully in Vietnam Presented by Development Team: Mary Smith Bill Jones Jin Nguyen Charles Johnson Lists all team members Identifies audience To Area Division Staff September 8, 2006 Gives date 31
Chapter 5-32 Using Color and Animation to Convey a Message Three Forces Driving the Industry Profits Force #1 Global, multiindustry trends Industry profit splits 1990 2006 Ind 50% 75% Majors 40% 15% Force #3 Petroleum industry player actions Force #2 Industryspecific supply and demand 32
Chapter 5-33 Using Animation to Emphasize a Message Supply and Demand Promote Advanced Infrastructure Supply Promote advanced infrastructure Demand Encourage private investment Make infrastructure commitments Promote the use of services Fund effort to promote services 33
Chapter 5-34 Another Example of the Use of Animation to Emphasize a Message Hiring of Assistants Not Keeping Up with Growth in Executive Ranks 3:1 to 4:1 14 12 10 Assistants Executives 8 25 35 45 58 2003 2004 2005 2006 34
Chapter 5-35 Use of Animation to Build a Message Performance History 1980s 1990s 2000s Established 15% market share Adjusted royalties to equal net profits Market share increased to 25% Split profits Paid bonuses Market share decreased to 10% Spun off peripheral assets 35
Chapter 5-36 Just Because You Can, Doesn't Mean You Should* $30,000 No! $25,000 No! $20,000 $15,000 No! $10,000 $5,000 $0 1 2 3 4 5 *Graph provided by an MBA student as a bad example. He supplied title as well. Revenue Profit Before Tax 36 Profit After Tax
Chapter 5-37 EXAMPLE! This slide demonstrates what not to do: The background is different from all the other slides and is light instead of dark. The title is useless: Example of what? The spinning logo is distracting, to say the least. The font is too small and is a Serif font. The text is too dense, requiring too much reading for the audience. <Oops, a widow word, too Finally, a little clip-art, animation, and sound added in for no apparent reason, and you have a really bad chart. 37
Chapter 5-38 How to Present PPT Slides Check equipment and room in advance Introduce each slide before you show it Walk your audience through more difficult slides Avoid blocking the audience s view Stop talking when you move to advance a slide Look at your audience, not back at the screen or down at your laptop 38
Chapter 5-39 Final Pointers on Using PPT Use PPT to reinforce your message Create each slide carefully with So what? chart titles, One central message, Few words, and Simple, attractive graphics Make PowerPoint work for you, not against you Remember, you should be the focus of the presentation, not PowerPoint 39