Presentation Tip: Don’t use numbers just because you have them
You are a presenter who deals
with a lot of numbers. Maybe they are financial results, operational analysis,
or market research. You live in Excel and love spreadsheets. So, naturally,
when you have to present to others, you include almost every number you have.
Doesn’t everyone love numbers the way you do? Unfortunately, no. In this
article I want to suggest what you should present instead of all the numbers.
Let’s start with why
presenters feel like they have to include all the numbers they have calculated.
First, they believe that if they include everything, the audience will better
understand what they are trying to say. Unfortunately, the opposite is true. A
slide full of numbers makes most people mentally check out. The second reason
presenters include all the numbers is that they feel that they have to show how
much work was done. If they don’t show a lot of numbers, the audience won’t
think they worked hard doing the analysis. Trust me, they will be able to tell
whether you worked hard or not in ways other than how many numbers are in your
presentation.
I believe that the presenter
has the responsibility to figure out what the numbers mean to the audience and
only present that information in the presentation. It may require a few
numbers, but certainly not all the numbers in the analysis. As a presenter,
look for a change between time periods and draw a conclusion on whether that is
a positive or negative change. Look at the trend over a longer period of time
and determine if that trend needs to change in order for the organization to
succeed. Look at the differences in results between different regions or
products to conclude where future efforts should be directed. Your audience
wants to know what the numbers mean to them.
I suggest that when designing
your slide to present your analysis, you start by writing a headline that
summarizes the one point that you want to communicate. If you have more than
one key point, create more than one slide. This headline drives what visual you
will put on the slide. Sketch the visuals, which may be a small summary table
of numbers with indicators to show whether the numbers are good or bad, a graph
showing a trend or relative results, or a diagram illustrating results through
a process. Whatever visual you select, it will support the headline that you
wrote. And it won’t be a slide with a spreadsheet full of numbers.
Most professionals are
passionate about their work and have an emotional attachment to it. That is
what makes my suggestions even harder to implement. When I suggest only
including a few of the numbers or a summary graph, it is natural to have an
emotional reaction: “What do you mean I can’t show everything I did? Don’t you
know how much work I put in to this?” I do know how much work you put in. And
the audience will see your effort when you provide an insight that makes their
decisions and work easier.
In a recent workshop I showed how an
organization could take a slide with 600 numbers on it (I am not exaggerating,
I counted), and reduce it to the ten numbers that the executives really needed
to know about. The improvement in clarity was amazing. You can achieve the same
clarity by focusing on what the audience really needs to know. If you present
financial information with spreadsheets, you may be interested in the webinar I
did at the start of the year on presenting financial information effectively
using PowerPoint; you can read
more and get the recording here.
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