2 Big Mistakes Professionals make using Excel data in PowerPoint

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When professionals present financial or operational data from Excel, they often make these two mistakes when they move that data into PowerPoint. Learn what you need to do in order to avoid these mistakes.

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2 Big Mistakes Professionals make using Excel data in PowerPoint

  1. 1. Big Mistakes professionals make using Excel data in PowerPoint
  2. 2. My name is Dave Paradi of ThinkOutsideTheSlide.com, and over the last 14 years of working with presenters, I see professionals make two big mistakes when they use Excel data in a PowerPoint presentation. Let’s start with Mistake #2.
  3. 3. Mistake #2 Copying the entire spreadsheet onto the slide
  4. 4. Economic Action Plan 2013 announced $872 million in total investments for Aboriginal and Northern communities, which will allow them to participate more fully in Canada's economy and benefit from its growth. Of the total investment, about $618 million is directed toward Aboriginal Peoples and their communities. The remaining $254 million provides investments for Northerners. The majority of the investments ($545 million) will be spent within the first two years. Operating Environment – Economic Action Plan 2013-14 2014-15 Future Years Total 2013-14 2014-15 Future Years Total 2013-14 2014-15 Future Years Total Aboriginal Peoples Investing in Training for On-Reserve Income Assistance Recipients ($241 million over 5 years) 32 51 158 241 19 24 89 133 13 27 69 109 First Nations Land Management Regime 2 7 - 9 2 7 - 9 - - - - Renewal of the Family Violence Prevention Program 12 12 - 24 12 12 - 24 - - - - Introducing a First Nation Education Act (commitment) - - - - - - - - - - - - Supporting Post-Secondary Education for First Nations and Inuit Students 5 5 - 10 5 5 - 10 - - - - Promoting Business Studies Among Aboriginal Students ($5 million over 5 years) 1 1 3 5 1 1 3 5 - - - - Support for Pathways to Education Canada – Winnipeg (commitment) - - - - - - - - - - - - Supporting First Nations Fishing Enterprises 33 - - 33 - - - - 33 - - 33 Support for First Nations Infrastructure ($155 million over 10 years – notional annual allocation) - 16 140 155 - 16 140 155 - - - - Continued Support Under the Capital Facilities and Maintenance Program (commitment) - - - - - - - - - - - - Resolving Specific Claims 27 27 - 54 23 23 - 46 4 4 - 8 First Nations Policing Program 18 18 - 36 - - - - 18 18 - 36 Aboriginal Justice Strategy 11 - - 11 - - - - 11 - - 11 Improving Health Services to First Nations Communities 24 24 - 48 - - - - 24 24 - 48 Enhancing Mental Health Services in First Nations Communities 2 2 - 4 - - - - 2 2 - 4 Sub-Total 167 162 301 630 62 87 232 381 105 75 69 249 Less: funds sourced from internal reallocations (1) (11) - (12) - - - - (1) (11) - (12) Sub-Total (Aboriginal Peoples) 166 151 301 618 62 87 232 381 104 64 69 237 Supporting Yukon College’s Centre for Northern Innovation in Mining (commitment to match funding from the Yukon government and the private sector) - - - - - - - - - - - - Supporting Junior Mineral Exploration 135 (35) - 100 - - - - 135 (35) - 100 Increased Investment for construction of an all-season gravel road from Inuvik to Tuktoyaktuk in the Northwest Territories ($150 million previously announced in Economic Action Plan 2011 – incremental investment of $50 million in Economic Action Plan 2013 is notionally allocated over 4 years) 13 13 25 50 - - - - 13 13 25 50 Investment in Nunavut Housing 30 70 - 100 - - - - 30 70 - 100 Protecting Against Invasive Species ($4 million over 3 years) 2 2 1 4 - - - - 2 2 1 4 179 49 26 254 - - - - 179 49 26 254 Total Investments 345 200 327 872 62 87 232 381 283 113 95 491 Sub-Total (Aboriginal and Northern Communities) Figures may not add due to rounding Total AANDC Other Government Departments $ Millions Aboriginal and Northern Communities Yes, this is a slide from a real presentation!
  5. 5. All those numbers on the slide lead to two big problems. Problem #1: Delayed decisions
  6. 6. When the executives are confused, they won’t make decisions Overwhelming the executives with numbers leaves them confused Delayed decisions cost your organization
  7. 7. Problem #2: Wasting time discussing irrelevant details that an executive noticed in the spreadsheet.
  8. 8. Why do professionals copy entire spreadsheets onto slides? Two reasons are given by many professionals. Reason #1: It is easy
  9. 9. Just Copy and Paste What could be easier?
  10. 10. Reason #2: They are convinced that the executives NEED all the data. They don’t. Focus on the insights, not the data or information.
  11. 11. Data is anything we measure. And we measure more today than ever before. But data is only a number. It doesn’t have meaning on its own.
  12. 12. Measured value Desired value We turn it into information by comparing it to some desired standard. Like our goal, industry average, competitor’s market share, or last year’s number. Now we know if it is above or below the desired level.
  13. 13. The insight is what the results of the analysis mean in the context of your business. What does your analysis mean for these executives? How will it help them make a better decision? That’s what they need to hear from you. Insight!
  14. 14. What should you do instead of copying the entire spreadsheet on the slide? Step 1: Write a headline for each slide capturing the key message the executives need to know. If you have multiple messages, create multiple slides.
  15. 15. Step 2: Create an effective visual instead of a huge table of numbers. Here’s what the original spreadsheet slide looks like now.
  16. 16. Majority of investments announced will be spent in the first two years and go to Aboriginal Peoples Aboriginal Peoples, $618 Northern Communities, $254 1st Two Years, $545 Future years, $327 71% directed to Aboriginal Peoples 62.5% to be spent in first two years Amounts in $millions The message is much clearer with a visual that uses only the key data
  17. 17. Step 3: Hide the details Put the details on a hidden slide if you want them in the deck for those receiving it by email. Add hyperlinks from the slide to the source spreadsheet or the hidden slides to access the details during the presentation if the executives ask about them.
  18. 18. There is no reason for this … when you can create this
  19. 19. Mistake #1 Potentially exposing confidential information
  20. 20. Some of the options for pasting Excel cells or graphs into PowerPoint embed the entire Excel workbook in the PowerPoint file. Anyone who has the PowerPoint file can access all the cells on all the tabs in the workbook.
  21. 21. This looks like a regular table on a slide. But it is an embedded Excel workbook. When you double-click on it …
  22. 22. you can see the entire workbook in an embedded Excel workspace. Any confidential information is now exposed.
  23. 23. How does this happen? When copying cells, if you choose Paste Special – Excel Worksheet Object, it embeds the entire workbook. When copying a graph, if you choose to Paste the graph and Embed the Workbook, editing the data for that one graph opens the entire workbook because it is embedded.
  24. 24. What should you do instead? Select a Paste option that does not embed the workbook: a) Use an option that links to the source Excel file (still allows others to access the entire workbook if they have access to the file location) b) Use the values from Excel and create the table or graph in PowerPoint
  25. 25. Let’s recap the 2 mistakes & what you can do Mistake Copying the entire spreadsheet Potentially exposing confidential information What you can do Create an effective visual instead Hide the details and access details only if requested Use a Paste option that does not embed the workbook Click here to get a free 24 page ebook on How to Present your Excel data effectively to Executives. It covers details of how to move the data off the slide, how to create effective graphs and other visuals in Excel, and recommended options for copying Excel data to PowerPoint.
  26. 26. If you would like me to help your team create presentations that have a clear message with focused content and effective visuals, get in touch: P: 905-510-4911 E: Dave@ThinkOutsideTheSlide.com W: www.ThinkOutsideTheSlide.com

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