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Eliminate Spreadsheet
Overload by Presenting
Data VisualizationsDave Paradi
Author of “Select Effective Visuals”, “Present It So They
Get It”, and “102 Tips to Communicate More
Effectively Using PowerPoint”
FP&A
FP&A CA
Communication Action
Ineffective
Communication Action
Audience insights
Overload issue
Creating a clear message
The HVF Approach
Audience insights
Presentations are becoming more
commonly used to communicate
13.4% 14.2%
19.7%
22.6%
27.4%
2007 2009 2011 2013 2015
% of people who see at least one presentation per day
Reading large amounts of text from the slide
is the most annoying thing you can do
The speaker read the slides to us 71.7%
Text too small to read
48.6%Full sentences for text
47.7%
453 respondents; Sep 2015
Visuals too complex 36.9%
Financial presentations have too
many numbers, too few visuals
66.7%
50.8%
45.0%
43.3%
Too many numbers on the slide
Font too small
Too much information for the time
given for the presentation
Mostly tables of numbers and few
visuals such as graphs
Too many financial presentations are
boring and confusing
Overload issue
Spend categories 2012
Spend Type 2008 2009 2010 2011 2012
5 Year
Average
5 Year Average
% 2012%
General 249,054 2,481,352 1,767,562 1,591,451 1,391,017 1,496,087 15% 14%
Auto Parts & Service 1,271,069 1,273,898 1,448,000 1,317,280 1,434,094 1,348,868 14% 14%
Sponsorship-Community 1,102,207 1,154,687 1,665,917 1,534,918 1,186,727 1,328,891 14% 12%
Other 502,987 966,370 1,478,990 1,191,972 1,270,398 1,082,143 11% 13%
Garden Centre 642,300 274,998 606,483 687,719 551,829 552,666 6% 6%
ABC Money Promotion 283,773 470,059 587,860 455,188 680,664 495,509 5% 7%
Christmas 476,715 346,755 534,734 393,656 441,355 438,643 4% 4%
Sponsorship-Sports 492,361 291,510 59,647 382,744 930,222 431,297 4% 9%
Clearance 1,201,427 103,221 313,535 224,121 190,840 406,629 4% 2%
Leisure & Sports Products 267,147 405,436 342,616 360,742 318,695 338,927 3% 3%
RPM 249,218 300,025 300,000 255,000 300,000 280,849 3% 3%
Directory Advertising 414,517 165,320 303,511 282,255 198,572 272,835 3% 2%
Auto Parts & Service-PostCard Marketing 419,273 374,879 258,773 149,466 89,681 258,414 3% 1%
Home Products 553,493 243,638 115,939 152,622 105,538 234,246 2% 1%
Signage 261,170 173,136 185,723 222,735 194,207 207,394 2% 2%
Publications 412,161 185,490 134,807 162,822 122,145 203,485 2% 1%
Contests 169,745 46,248 333,049 154,728 217,701 184,294 2% 2%
Target Marketing 130,486 37,532 210,065 148,776 176,510 140,674 1% 2%
BounceBegin 27,204 12,594 166,820 77,100 102,023 77,148 1% 1%
Store Hours 54,442 42,464 22,292 60,454 26,522 41,235 0% 0%
Back to School 9,355 4,296 20,407 11,809 12,818 11,737 0% 0%
Correction Notice 2,869 2,338 3,464 1,745 610 2,205 0% 0%
Total 9,192,969 9,356,247 10,860,192 9,819,303 9,942,170 9,834,176 100% 100%
Source: AFP GUIDE: Data Visualization: How to Tell Number Stories with Pictures
Simple
Dumb down
Clarity
Measurement, Performance, or
Actionable Insights
Measurement
What did we do?
aka “Data”
Actionable
Insight
What do we do
next?
Requires context &
thought
Performance
How did we do?
“Information” from a
spreadsheet
Here is an example of moving to actionable
insight
62transactions
last month
Measurement
results
62 > goal of 60
We are above our
goal! Hooray!
Performance results
What the executives
need is the insight
Number of transactions continues to drop
each month; will not meet goal next month
0
10
20
30
40
50
60
70
80
90
Jan Feb Mar Apr May June July
Transactions per
month (est. for July)
Goal of 60 per month
Goal not
met in July!
Pre-read vs. Presentation
The analysis What it means
The details The conclusion
Spreadsheets Graphs
Spreadsheets Table of insights
All the points Only the key points
In case they ask What they need to know
Including hidden backup slides
in your file
Creating a clear message
Use a GPS approach
At the end of
the
presentation,
the audience
will …
Where are
they now?
Key steps along the
journey with points &
supporting information
HVF approach to
creating an effective slide
1. Headline: write a headline that
summarizes the key message
2. Visual: select and create an
effective visual
3. Focus: use techniques to focus
the audience during delivery
Tips for writing a headline
Summary sentence at top of the
slide
Study newspapers
Keep it simple & Don’t use
jargon/acronyms
Answer the “So what?” question
Numbers Sequence Time Entities Object Example6 categories
30 groups &
sub-groups
66 visuals
Comparing
numbers/
value/size
Relationship
of sequence
Relationship
over time
Relationship
between
entities
A person,
place, or
object
An example or
demonstration
0
1
2
3
4
5
Location 1 Location 2 Location 3 Location 4
Un
its p
rod
uc
ed
pe
r h
ou
r o
n
avera
ge
Goal: 3.75
Half of the locations meet standard
for units produced per hour
Comparing numbers > Comparing to a standard > Single value > Dashed line on column graph
Driver’s licenses represent more
transactions than other services
0
10
20
30
40
50
Driver'slicense
Huntinglicense
Propertytransfer
Generalinquiry
Average transactions
per day
Comparing numbers > Comparing values > Single data series > Column graph
2012 Global Programs Results Summary
19,684 Total Responses
8,342 New Contacts Responses
4,151 Qualified leads sent to
Telemarketing/Inside Sales
444 Qualified
Opportunities
Comparing numbers > Comparing values > Single data series > Proportional objects
Category C has strongest % gain in
past year
Category A 0.8%
Category B 4.9%
Category C 15.9%
Category D 4.2%
Comparing numbers > Comparing values > Single data series > Table of insights
Most areas better than
last year and budget
$-
$50
$100
$150
$200
$250
Gifts Food Wine Tours
Thousands
2013Budget
2014
Comparing numbers > Comparing values > Multiple data series > Multiple width overlapping column graph
In Q3 2014, 66% of phones sold were
smartphones
Source: Gartner
Smartphones
Comparing numbers > Components > One vs. total > Donut graph
Breakdown of claim denials shows
vast majority are correct
81
86
88
64
91
85
12
6
4
12
4
11
7
8
8
24
5
4
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Correct Process error System error
Percentage in each category that week
Comparing numbers > Components > One vs. total > Multiple 100% stacked bars
The LA call center has the best
ratings from customers
LA
Phoenix
New York
Miami
Ratings from automated survey in October 2012 - % shown in chart above
5 or lower 6-7 8-9 10
Goal is score of 8 or above
Comparing numbers > Components > One vs. total > Multiple 100% diverging stacked bars
Cash position down from end of
2012
0
10000
20000
30000
40000
Cash atstart of2013
Net cashfrom
operations
Net cashused in
financing
Net cashused in
investing
Effect ofexchange
rates
Cash atend of2013
6,938
28,833
-8,148
-23,811 -8
3,804
Comparing numbers > Components > Explain a difference > Waterfall chart
Manual review of declined applications
shows major problems in automated
system
Automated system Manual review
32%
accepted
68%
rejected
78% of
rejections
had
acceptable
scores
22% had
low scores
85% of
applications
should have
been
accepted by
the system
Comparing numbers > Components > Break down > Stacked column breakdown graph
Stock market not strongly correlated
to unemployment rate
0
2000
4000
6000
8000
10000
12000
14000
16000
6
6.5
7
7.5
8
4 5 6 7 8 9 101112 1 2 3 4 5 6 7 8 9 101112 1 2
Time (monthly data April 2012 – Feb 2014)
TSX Composite
Unemployment rate (%)
Comparing numbers > Trend > Multiple data series > Dual axis line graph
Design
interfaceCode
interface
Test interface Fix errors Final user
acceptance
testing
Process for developing new
customer service screens
Sequence > Linear > Single path > Shapes and arrows
How to determine which purchasing
procedure is required
Is value
over
$1,000?
Informal
Process
Is value
over
$20,000?
Formal
Quotation
Process
Formal
Bid
Process
No
Yes
Yes
No
Sequence > Linear > Multiple paths > Decision tree
Timeline for plant expansion project
Initial engineering
Public consultation
Revisions to plans
Approval
Tender
Construction
Wrap-up
Months1 2 3 4 5 6 7
Time > Duration shown > Gantt chart
Both options for CR62 are viable
Criteria Option 1 Option 2
Farmland impact 3 new ditch
crossings required
Utilize existing right-
of-way corridor
Relocations None 3 residential
Impact on Village Minimizes future
impacts
Results in additional
traffic flow in village
Construction costs Higher Lower
Entities > Comparison > Table
Approving water & sewer
infrastructure projects benefits
residents
Create jobs and economic development
+ Stewardship of the environment
+ Improve health & safety for residents
Increase in quality of life for residents
Entities > Mathematical > Equation diagram
Case study: Consolidation with
sustainable solution
Challenge:
Merge several offices into a single site solution
Cost Impact:
All-in lease cost remain the same & meet
LEED requirements to reduce operating cost
Solution:
3 Stories of large floor plates allow
consolidation into a single building with sustainable
features
Benefit:
Departments easily expand & contract within large
open floor plates. Project achieved LEED Silver
XYZCorporate Office
Anytown, AK
125,000 sq ft; opened Sep ‘09
Example > Written > Case study
Spend categories 2012
Spend Type 2008 2009 2010 2011 2012
5 Year
Average
5 Year Average
% 2012%
General 249,054 2,481,352 1,767,562 1,591,451 1,391,017 1,496,087 15% 14%
Auto Parts & Service 1,271,069 1,273,898 1,448,000 1,317,280 1,434,094 1,348,868 14% 14%
Sponsorship-Community 1,102,207 1,154,687 1,665,917 1,534,918 1,186,727 1,328,891 14% 12%
Other 502,987 966,370 1,478,990 1,191,972 1,270,398 1,082,143 11% 13%
Garden Centre 642,300 274,998 606,483 687,719 551,829 552,666 6% 6%
ABC Money Promotion 283,773 470,059 587,860 455,188 680,664 495,509 5% 7%
Christmas 476,715 346,755 534,734 393,656 441,355 438,643 4% 4%
Sponsorship-Sports 492,361 291,510 59,647 382,744 930,222 431,297 4% 9%
Clearance 1,201,427 103,221 313,535 224,121 190,840 406,629 4% 2%
Leisure & Sports Products 267,147 405,436 342,616 360,742 318,695 338,927 3% 3%
RPM 249,218 300,025 300,000 255,000 300,000 280,849 3% 3%
Directory Advertising 414,517 165,320 303,511 282,255 198,572 272,835 3% 2%
Auto Parts & Service-PostCard Marketing 419,273 374,879 258,773 149,466 89,681 258,414 3% 1%
Home Products 553,493 243,638 115,939 152,622 105,538 234,246 2% 1%
Signage 261,170 173,136 185,723 222,735 194,207 207,394 2% 2%
Publications 412,161 185,490 134,807 162,822 122,145 203,485 2% 1%
Contests 169,745 46,248 333,049 154,728 217,701 184,294 2% 2%
Target Marketing 130,486 37,532 210,065 148,776 176,510 140,674 1% 2%
BounceBegin 27,204 12,594 166,820 77,100 102,023 77,148 1% 1%
Store Hours 54,442 42,464 22,292 60,454 26,522 41,235 0% 0%
Back to School 9,355 4,296 20,407 11,809 12,818 11,737 0% 0%
Correction Notice 2,869 2,338 3,464 1,745 610 2,205 0% 0%
Total 9,192,969 9,356,247 10,860,192 9,819,303 9,942,170 9,834,176 100% 100%
Largest differences in 2012 spend
vs. 5 yr avg
5%
2%
2%
-2%
-2%
-2%
Sponsorship – Sports
Other
ABC Money Promotion
Sponsorship – Community
Clearance
Auto Parts & Service – PostCard Marketing
Above 5 yr average
Below 5 yr average
Action items
Communication Action
Audience wants clarity
C-level needs insight
Plan message before creating slides
Headline & visual on slides
Dave Paradi, MBA
www.ThinkOutsideTheSlide.com