Using Graphics and PowerPoint for a Leadership Edge Lectures Based on Leadership Communication By...

Using Graphics and PowerPoint for a Leadership Edge

Lectures Based on Leadership CommunicationBy Deborah J. Barrett, Ph.D.

McGraw-Hill/Irwin Copyright © 2006 The McGraw-Hill Companies, Inc. All rights reserved.

Chapter 5 - 2Leadership Communication by Deborah J. Barrett

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


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


Discussion Topics







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


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


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


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 become fuzzy.

Examples of Poor Font Design


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


Discussion Topics







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

Text Not Formatted Effectively – Too Many Words


Text Not Formatted Effectively – Widows and No Use of Hanging Indents

Global Division:Implement new global/local philosophyWork with Area divisions to increase/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

Widows

No hanging indent

Key Current Quarter Priorities


Key Current Quarter Priorities

Global Division Maintain consistent price pressure against competition Execute toward lower alternative targets Implement new global/local philosophy Increase/monitor attach rates through Area divisions

Technical Division Improve customer acceptance of New line 2000 and families

through SWAT team and Area projects Achieve target market share by increasing channel sales on

Newline 2000, 2500, and 3300 families

Text Formatted Effectively


Text Variation – Using Two Columns

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

Current Priorities by Division


Text Variation – Using Graphic Support

Current Priorities by Division

ExpansionDeplete surplus

inventory of Technical Companion

Implement expansion hubs in Europe and North America

TechnicalUse SWAT team/Area

projects to improve Newline acceptance

Increase channel sales for Newline family

Implement new global/local philosophy Increase and monitor attach rates

Global


Text Variation – Guiding the Eye with Graphics

Source: Gene Zelazny, Say it with Charts.Source: Gene Zelazny, Say it with Charts.

Determine the message

Choose the comparison

Draw the chart

Steps In Creating Effective Charts


Determining When to Build Text Charts

If you plan to talk about the text as a whole, do not build.

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 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.


Discussion Topics







Selecting the Right Type of Graph

Use this type toGraph type

Pie Compare proportions and relative amounts

Bars Convey absolute value data, relative sizes, or close comparisons

Histograms Show what’s typical or exceptional

Step or waterfall Convey differences

Line Demonstrate trends or interactions between variables

Scatter Plot Illustrate how well one thing predicts another


Designing and Integrating Data Charts: How Not to Label Pie Charts

Johnson & Smith

James & Connelly

Kramer & Mattee

Davis & Jimenez

Brown &Peterson

$243.70

$231.40

$177.80

$92.10

$67

$ Millions

Source: Lawyer Reports, July 7, 2005Legend

outside of graph

Title does not capture “so what?”Law Firm Size


Two Firms Have Highest Revenue

Designing and Integrating Data Charts: How to Label Pie Charts

Johnson & Smith

James & Connelly

Kramer & Mattee

Davis & Jimenez

Brown & Peterson

$243.7

$231.4

$177.8

$92.1

$67

$ Millions

Source: Lawyer Reports, July 7, 2005..


Designing and Integrating Data Charts: How Not to Do Bar Graphs

SalesSales

$0

$1,000

$2,000

$3,000

$4,000

98 99 00 01 02 03 04

Year matrix implemented

Evaluation

Background not consistent with rest

of presentation

Two titles & neither

with meaning

Chart junk (unneeded

zeroes)

Bars too narrow; space between

too wide


Designing and Integrating Data Charts: How to do Bar Graphs

0

1

2

3

$4

98 99 00 01 03 04

$ in Billions

02Year

Matrix implemented

Sales Increase Since Matrix Implemented


Market Assessment

0

2

4

6

8

10

12

14

16

Pro

du

ctio

n (

Qts

)

00 01 02 03 04

Years

Ice CreamIce MilkOthers

Individual consumption of ice cream declining compared to other dessert products

Designing and Integrating Data Charts: Another Poorly Designed Bar Chart

Legend outside of

graph

Title does not capture “so what?”


of presentation

Axis label not rotated

for easy reading


Designing and Integrating Data Charts: Effective Bar Chart

% of Total

Other Desserts

Ice Milk

Ice Cream

2000 2001 2002 2003 2004

69 58 58 57 56

2323 22 22 23

8 19 20 21 21

Desserts Increasing at Ice Cream’s Expense


Designing and Integrating Data Charts: How Not to Do a Line Graph

Divisional Performance

01234567

99 00 01 02 03 04

Year

Rev

enu

e ($

MM

)

Division ADivision B


of presentation

Axis label not rotated

for easy reading

Two titles & neither

with meaning

Legend outside of

graph

Financial Status


Designing and Integrating Data Charts: How to Do a Line Graph

1999 2000 2001 2002 2003 2004

Revenue ($mm)

3

2

1

0

7

4

6

5

Division B

Division A

Division B Out Performing A


Discussion Topics







Title Slide with Distracting Background

Our Environment

Background is distracting.

Title does not capture “so what?” of

presentation.

Slide does not provide adequate

information.


Doing Business Successfully in Vietnam

Presented by Team 8:Mary SmithBill Jones

Jin NguyenCharles Johnson

To Area Division StaffSeptember 8, 2004

Lists all team members

Gives date

Identifies audience

Captures “so what?”

Effective Title Slide


Using Color and Animation to Convey a Message

Global, multi-industry trends

Force #1

Force #2Industry-specific supply and demand

Petroleum industry player actions

Force #3Industry profit splits

Ind 50%

Majors 40%

75%

15%

1980 2004

Three Forces Driving the Industry Profits


Supply and Demand Promote Advanced Infrastructure

Supply

• Encourage private investment

• Make infrastructure commitments

Demand

• Promote the use of services

• Fund effort to promote services

Promote Promote advanced advanced

infrastructureinfrastructure

Using Animation to Emphasize a Message


Hiring of Assistants Not Keeping Up with Growth in Executive Ranks

2535

4558

Executives

2001 2002 2003 2004

8

14

Assistants

10

12

3:1 to 4:1

Another Example of the Use of Animation to Emphasize a Message


Performance History

1990s1980s1970s

• 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

Use of Animation to Build a Message


Just Because You Can, Doesn't Mean You Should*

$0

$5,000

$10,000

$15,000

$20,000

$25,000

$30,000

1 2 3 4 5 Revenue

Profit Before Tax

Profit After Tax

*Chart provided by an MBA student as a bad example.

No!No!No!No!

No!No!

No!No!No!No!

No!No!


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. Finally, a little clip-art, animation, and sound added in for

no apparent reason, and you have a really bad chart.

<Oops, a widow word, too


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


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


Discussion Summary

Graphics should be used for specific purposes. All graphics should follow basic principles of

effective design. Strive for the fewest, most meaningful words and

some variety when using text slides. Select the type of graph that best supports your

message. Create easy to read data charts that are consistent

with your overall PowerPoint presentation format. Use PowerPoint’s capabilities to support you and

your message.

Date post:	11-Jan-2016
Category:	Documents
Upload:	naomi-may
View:	212 times
Download:	0 times

Using Graphics and PowerPoint for a Leadership Edge Lectures Based on Leadership Communication By...

Documents