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Slide Makeover #77: When you are forced to show a large spreadsheet

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Audiences find it annoying when the presenter shows a large spreadsheet on a PowerPoint slide. But what if your are forced by your boss to put the whole spreadsheet on the slide? This makeover shows how you can make the slide more effective when you have to put a large spreadsheet on the slide.

Slide Makeover #77: When you are forced to show a large spreadsheet

  1. 1. Slide Makeover Video Podcast #77: When you are forced to show a large spreadsheet Based on the ideas in “Present It So They Get It” by Dave Paradi www.PresentItSoTheyGetIt.com
  2. 2. In my recent survey, audiences shared how annoyed they are when the presenters copies a large spreadsheet onto a slide. Like this slide …
  3. 3. Sales projections ABC Business Unit Sales Projections all figures in thousands Product A Product B Product C Product D Product E Total Q1 2013 Q2 2013 Q3 2013 Q4 2013 2013 Total Q1 2014 Q2 2014 Q3 2014 Q4 2014 2014 Total $ diff % diff 151 582 313 304 1350 376 387 427 533 1723 373 27.6% 151 221 252 213 837 278 148 421 363 1210 373 44.6% 460 388 279 229 1356 177 399 502 498 1576 220 16.2% 132 214 423 481 1250 450 582 199 179 1410 160 12.8% 260 183 567 126 1136 470 493 360 190 1513 377 33.2% 1154 1588 1834 1353 5929 1751 2009 1909 1763 7432 1503 25.3%
  4. 4. I recently did a slide makeover of a slide similar to the one you just saw. I created a summary table of the percentage change year to year, included green arrows to indicate growth, and showed it to the client. They rejected it.
  5. 5. Why? Because the boss has mandated that they show the whole spreadsheet on the slide.
  6. 6. When it comes to choosing between keeping your job or creating the best slide possible, I will always tell you to keep your job. Even if that means putting a large spreadsheet on a slide.
  7. 7. What can you do to make that spreadsheet more meaningful? Make the message of the spreadsheet clear, and focus the audience on the key numbers. Here is what I suggested to them…
  8. 8. New version of Product B will drive growth; Tough market for C & D ABC Business Unit Sales Projections all figures in thousands Product A Product B Product C Product D Product E Total Q1 2013 Q2 2013 Q3 2013 Q4 2013 2013 Total Q1 2014 Q2 2014 Q3 2014 Q4 2014 2014 Total $ diff % diff 151 582 313 304 1350 376 387 427 533 1723 373 27.6% 151 221 252 213 837 278 148 421 363 1210 373 44.6% 460 388 279 229 1356 177 399 502 498 1576 220 16.2% 132 214 423 481 1250 450 582 199 179 1410 160 12.8% 260 183 567 126 1136 470 493 360 190 1513 377 33.2% 1154 1588 1834 1353 5929 1751 2009 1909 1763 7432 1503 25.3% New version of Product B introduced at end of Q2 will spur growth
  9. 9. New version of Product B will drive growth; Tough market for C & D ABC Business Unit Sales Projections all figures in thousands Product A Product B Product C Product D Product E Total Q1 2013 Q2 2013 Q3 2013 Q4 2013 2013 Total Q1 2014 Q2 2014 Q3 2014 Q4 2014 2014 Total $ diff % diff 151 582 313 304 1350 376 387 427 533 1723 373 27.6% 151 221 252 213 837 278 148 421 363 1210 373 44.6% 460 388 279 229 1356 177 399 502 498 1576 220 16.2% 132 214 423 481 1250 450 582 199 179 1410 160 12.8% 260 183 567 126 1136 470 493 360 190 1513 377 33.2% 1154 1588 1834 1353 5929 1751 2009 1909 1763 7432 1503 25.3% New version of Product B introduced at end of Q2 will spur growth Tough competition in Product C category
  10. 10. New version of Product B will drive growth; Tough market for C & D ABC Business Unit Sales Projections all figures in thousands Product A Product B Product C Product D Product E Total Q1 2013 Q2 2013 Q3 2013 Q4 2013 2013 Total Q1 2014 Q2 2014 Q3 2014 Q4 2014 2014 Total $ diff % diff 151 582 313 304 1350 376 387 427 533 1723 373 27.6% 151 221 252 213 837 278 148 421 363 1210 373 44.6% 460 388 279 229 1356 177 399 502 498 1576 220 16.2% 132 214 423 481 1250 450 582 199 179 1410 160 12.8% 260 183 567 126 1136 470 493 360 190 1513 377 33.2% 1154 1588 1834 1353 5929 1751 2009 1909 1763 7432 1503 25.3% New version of Product B introduced at end of Q2 will spur growth Product D in mature category and little market growth left Tough competition in Product C category
  11. 11. By using a headline that summarizes the key message and callouts that directed the audience to the numbers that supported that message, the large spreadsheet becomes easier to understand.
  12. 12. What lessons can we learn about making a large spreadsheet make sense on a slide?
  13. 13. Lesson #1: Write a headline that summarizes the key message (so they don’t have to try to figure it out from the “wall of numbers”).
  14. 14. Lesson #2: Use callouts to direct attention to the numbers that support the message.
  15. 15. Lesson #3: Use callouts that do not cover up the other numbers in the spreadsheet (a box around the number and a line leading to the area outside the spreadsheet can work well).
  16. 16. Lesson #4: Explain each callout one-at-a-time so the audience understands how each highlighted number supports the message.
  17. 17. Quick recap: Before After Lessons: 1. Write a headline that summarizes the point of the spreadsheet 2. Use callouts to direct attention to the important numbers 3. Use callouts that don’t cover up the other numbers 4. Build the callouts one-at-a-time to explain how each number supports the message More makeovers available at www.SlideMakeoverVideos.com
  18. 18. If you would like me to help your team create more effective presentations, get in touch: P: 905-510-4911 E: Dave@ThinkOutsideTheSlide.com W: www.ThinkOutsideTheSlide.com

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