2. © 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’ PowerPoint Master Class This slide will advance automatically > Start the Slide Show > View Show (PowerPoint 2003) From beginning (PowerPoint 2007)

3. © 2010 Steve Toms | steve@stevetoms.net The problem isn’t how much data; it’s how poorly it’s presented Audiences don’t resist change; they resist the unknown And when they don’t know what they’re looking at, they tune out This slide will advance automatically >

4. © 2010 Steve Toms | steve@stevetoms.net 2001 Lower Rio Grande Valley Health Survey Texas Behavioral Risk Factor Surveillance System Days poor physical health in past 30 days N = 875, Range = 23.3% - 41.2% 18-2425-3435-4445-54 55-6465+TotalTexas 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? There are 40 elements, 9 colors, 4 headers, 10 axis labels, and an 8-part legend competing for attention

5. © 2010 Steve Toms | steve@stevetoms.net 2001 Lower Rio Grande Valley Health Survey Texas Behavioral Risk Factor Surveillance System Days poor physical health in past 30 days N = 875, Range = 23.3% - 41.2% 27.4% 27.7% 23.3% 30.6% 40.6% 41.2% 30.6% 35.1% 18-2425-3435-4445-54 55-6465+TotalTexas Age grouped (6) >= 1 days poor physical Health 0% 10% 20% 30% 40% 50% Let’s focus our attention solely on the data This slide will advance automatically >

6. © 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 422 Step 1: Deconstruct data in groups of 3s and 4s Ages 18-54Ages 55+Total & Texas There will be 3 “builds” after redesigning the frame Click to continue >

7. © 2010 Steve Toms | steve@stevetoms.net 18-2425-3435-4445-5455-6465+TotalTexas Age 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 header Simple X and Y labels Build and animate each data bar; include 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 >

8. © 2010 Steve Toms | steve@stevetoms.net Step 3: Make 4 duplicate screens of the completed graph 1: Setup slide: Delete all but header and axis labels; animate each separately (see next slide) 2: Ages 18-54: Delete Age 55+ and total bars (first 4 bars are already animated) 3: Ages 55+: Delete total bars and animations for the first 4 bars 4: Total bars Delete animations for the first 6 bars Next: Show it; say it; change it. Click to continue >

9. © 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, with each bar expressed in percentages…” …by age groups” Next, take a tour 50 40 30 20 10 0% Display Slide 1: First read the header, word-for-word You can’t make a point until the audience knows what it’s looking at (Skipping this step causes your audience to tune out) You can’t make a point until the audience knows what it’s looking at (Skipping this step causes your audience to tune out) 18-2425-3435-4445-5455-6465+TotalTexas Click to continue >

10. © 2010 Steve Toms | steve@stevetoms.net 18-2425-3435-4445-54 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 55-6465+TotalTexas Keep the audience focused; use the mouse to point, or animate an arrow Click to continue >

11. © 2010 Steve Toms | steve@stevetoms.net 18-2425-3435-4445-5455-6465+ 27.4% 27.7% 23.3% 30.6% 40.6% 41.2% Age groups 50 40 30 20 10 0% Make 1 point: “Older Texans reported 10% more days of poor health.” Segue to next build: “How do all groups compare 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 audience we are no longer concerned with these elements TotalTexas Click to continue >

12. © 2010 Steve Toms | steve@stevetoms.net 18-2425-3435-4445-5455-6465+TotalTexas 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; set 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 >

13. © 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 steve@stevetoms.net Want to know more? steve@stevetoms.net steve@stevetoms.net Click to end.