© 2010 steve toms | what we’ll discuss: formatting data building effective charts show it; say...

© 2010 Steve Toms | steve@stevetoms.net

What we’ll discuss:• Formatting data• Building effective charts • Show it; say it; change it

presentation technique

Tips from Steve Toms’Tips from Steve Toms’

PowerPoint Master ClassPowerPoint Master Class

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Start the Slide Show >View Show (PowerPoint 2003)From beginning (PowerPoint 2007)

© 2010 Steve Toms | steve@stevetoms.net

The problem isn’t how much data;

The problem isn’t how much data;

it’s how poorly it’s presentedit’s how poorly it’s presented

Audiences don’t resist change;

Audiences don’t resist change;

they resist the unknownthey resist the unknown

And when they don’t know And when they don’t know

what they’re looking at,what they’re looking at,

they tune outthey tune out

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© 2010 Steve Toms | steve@stevetoms.net

2001 Lower Rio Grande Valley HealthSurvey

Texas Behavioral Risk Factor Surveillance System

Days poor physical health in past 30 daysN = 875, Range = 23.3% - 41.2%

18-24 25-34 35-44 45-54

55-64 65+ Total Texas

27.4% 27.7%23.3%

30.6%

40.6% 41.2%

30.6%35.1%

Age grouped (6)>= 1 days poor physical Health

0%

10%

20%

30%

40%

50%

Click to continue >

How long did it take you to tune out?

How long did it take you to tune out?

There are 40 elements, 9 colors,

There are 40 elements, 9 colors,

4 headers, 10 axis labels, and an

4 headers, 10 axis labels, and an

8-part legend competing for attention

8-part legend competing for attention

© 2010 Steve Toms | steve@stevetoms.net

2001 Lower Rio Grande Valley HealthSurvey

Texas Behavioral Risk Factor Surveillance System

Days poor physical health in past 30 daysN = 875, Range = 23.3% - 41.2%

27.4% 27.7%23.3%

30.6%

40.6% 41.2%

30.6%35.1%

18-24 25-34 35-44 45-54

55-64 65+ Total Texas

Age grouped (6)>= 1 days poor physical Health

0%

10%

20%

30%

40%

50%

Let’s focus our attentionLet’s focus our attention

solely on the datasolely on the data

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© 2010 Steve Toms | steve@stevetoms.net

27.4% 27.7%23.3%

30.6%

40.6% 41.2%

30.6%35.1%

It’s called chunking:

building data displays

in manageable groups

4 2 2

Step 1: Deconstruct data in groups of 3s and 4s

Ages 18-54 Ages 55+ Total & Texas

There will be 3 “builds”

after redesigning the frame

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

18-24 25-34 35-44 45-54 55-64 65+ Total TexasAge groups

50

40

30

20

10

0%

Texas Behavioral Risk Factor Surveillance System% days poor physical health in past 30 days

Step 2: Rebuild the chart with an easy-to-present frame

Single large headerSingle large headerSimple X and Y labelsSimple X and Y labels Build and animate Build and animate

each data bar;each data bar;include the valueinclude the value

23.3%

30.6%

40.6%41.2%

30.6%

35.1%

27.4% 27.7%

Next, it’s time to deconstruct

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

Step 3: Make 4 duplicate screens of the completed graph

1: 1: Setup slideSetup slide::Delete all but header and axis labels;Delete all but header and axis labels;animate each separately (see next slide)animate each separately (see next slide)

2: 2: Ages 18-54:Ages 18-54:Delete Age 55+ and total barsDelete Age 55+ and total bars(first 4 bars are already animated)(first 4 bars are already animated)

3: 3: Ages 55+:Ages 55+:Delete total barsDelete total barsand animations for the first 4 barsand animations for the first 4 bars

4: 4: Total barsTotal barsDelete animations for the first 6 barsDelete animations for the first 6 bars

Next: Show it; say it; change it.Next: Show it; say it; change it.

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

Texas Behavioral Risk Factor Surveillance System% days poor physical health in past 30 days

Age groups

““Let’s look at a bar chart,Let’s look at a bar chart,with each bar expressedwith each bar expressedin percentages…”in percentages…”

……by age groups”by age groups”

Next, take a tourNext, take a tour50

40

30

20

10

0%

Display Slide 1: First read the header, word-for-word

You can’t make a point

You can’t make a point

until the audience knows

until the audience knows

what it’s looking atwhat it’s looking at

(Skipping this step causes

(Skipping this step causes

your audience to tune out)

your audience to tune out)

18-24 25-34 35-44 45-54 55-64 65+ Total Texas

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

18-24 25-34 35-44 45-54

27.4% 27.7%23.3%

30.6%

Age groups

50

40

30

20

10

0%

Make your point:“Texans 45-54 had 3% more days of poor physical health.”

Segue to next build:“How did older Texans fare?”

Slow wipe right to display slide 2; animate first 4 bars

Texas Behavioral Risk Factor Surveillance System% days poor physical health in past 30 days

55-64 65+ Total Texas

Keep the audience focused;

Keep the audience focused;

use the mouse to point,

use the mouse to point,

or animate an arrowor animate an arrow

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

18-24 25-34 35-44 45-54 55-64 65+

27.4% 27.7%23.3%

30.6%

40.6%41.2%

Age groups

50

40

30

20

10

0%

Make 1 point:Make 1 point:“Older Texans reported “Older Texans reported 10% more days of poor health.” 10% more days of poor health.”

Segue to next build:Segue to next build:“How do all groups compare “How do all groups compare to all Texans?” to all Texans?”

Texas Behavioral Risk Factor Surveillance System% days poor physical health in past 30 days

Delete first 4 bar animations; animate next 2

Note use of gray to tell the

Note use of gray to tell the

audience we are no longer

audience we are no longer

concerned with these elements

concerned with these elements

Total Texas

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

18-24 25-34 35-44 45-54 55-64 65+ Total Texas

27.4% 27.7%23.3%

30.6%

40.6%41.2%

30.6%

35.1%

Age groups

50

40

30

20

10

0%

Make your point;Make your point;

set up next topicset up next topic

Texas Behavioral Risk Factor Surveillance System% days poor physical health in past 30 days

Delete first 6 bar animations; animate next 2

Click to continue >

© 2010 Steve Toms | steve@stevetoms.net

Let’s review what we just did:

Chunk the data using Rule of 3s

Build chart;animate all data

Deconstruct:3-4 charts + frame

1

2

3

Want to know more?

steve@stevetoms.net

Click to end.