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.
Significant AI Trends for the Financial Industry in 2024 and How to Utilize Them
Slide Makeover #77: When you are forced to show a large spreadsheet
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. In my recent survey, audiences
shared how annoyed they are
when the presenters copies a large
spreadsheet onto a slide.
Like this slide …
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. 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. Why?
Because the boss has mandated
that they show the whole
spreadsheet on the slide.
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. 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. 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. 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. 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. 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. What lessons can we learn about
making a large spreadsheet make
sense on a slide?
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”).
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. Lesson #4:
Explain each callout one-at-a-time
so the audience understands how
each highlighted number supports
the message.
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. 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