Posted by PowerPoint is an essential tool. Business analysts use it to convert their complicated datasets into easily understandable decision-supporting graphics.
But packaging the information into understandable slides can be challenging. Sloppily constructed slides may confuse the insights. On the other hand, properly designed graphics turn patterns and conclusions into actionable items.
Below are some tips for using PowerPoint for business analysis:
Have a clear analytical objective
Define the specific question that your analysis answers. You want to report a conclusion that is backed by evidence.
All slides must have one purpose, which is part of a larger story. To put it into perspective, rather than presenting a complete dataset, isolate the variables that only help you gain insight. This will help avoid excessive information and keep stakeholders on track.
Select the appropriate chart for the data
Use the following:
- Bar charts for comparisons
- Line charts for trends over time
- Pie charts for simple proportions.
In the case of multi-variable analysis, consider:
- Stacked charts
- Combination charts.
However, they must be easy to interpret.
Sometimes, a chart may be too complicated to be explained in brief. In that case, it needs to be simplified or even divided into several slides.
Simplify and highlight key insights
Reduction brings clarity. Eliminate unwarranted features like:
- Gridlines
- Labels
- Ornamentation.
Everything in your slide must add value. Emphasize the most important data points with:
- Contrast
- Annotations
- Callouts.
Suppose revenue was high in a particular quarter. Then point out that area with a visual representation and a small explanatory note. This way, your audience instantly knows the meaning without reading the whole chart.
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Be consistent in slides
The whole presentation should feature the same:
- Color schemes
- Fonts
- Formatting rules.
Assign certain colors to categories or metrics. Use them across the board.
Suppose blue represents revenue in one slide. It should represent revenue in all slides.
Inequalities in visuals will cause your audience to redefine every chart. This makes it less efficient and more likely to be misunderstood.
Prepare slides in a storytelling manner
Your presentation must have a logical flow of:
- Context
- Analysis
- Insight
- Recommendation.
Every slide should be a continuation. This leads the audience to a definite conclusion.
Use titles that convey information, not subject matter. Rather than Sales Data Q1, write Sales Increased 15% Driven by Online Channels. This makes your message immediately obvious. Even when someone just glances through the slide titles.
Get professional design help when necessary
Maybe your company does not have a strong visual design team. In this case, you may want to hire an experienced PowerPoint agency.
Analysts tend to pay much attention to the accuracy of data. But neglect visual clarity and narrative form. Experts can improve the quality of your presentations.
A dedicated agency will be able to:
- Standardize layouts
- Enhance the readability of charts
- Provide uniformity in slides.
This is especially important when making presentations of high stakes, like:
- Board meetings
- Investor briefings.
Here, clarity and polish can impact a decision.
Summing up
The secret to being a successful PowerPoint user as a business analyst is wise data selection and visual design. Your slides must be a decision-making tool, not a reporting tool.