Time-Saving PowerPoint Tips & Tricks for Visual Data Design
“This is great information, but it’s kind of hard to read. Is there a way to make the overall layout more dynamic and engaging and send it back to us by tomorrow afternoon?”
“We need to push this project up, can you have to report to us a week earlier than planned?”
“Can you add more visuals and still stay within the timeline? That shouldn’t take you too long right?”
Sound familiar? Is your eye twitching from the sheer memory of these types of requests? Are you currently wanting to tear your hair out because you are fielding these types of questions and have no idea where to even begin?
Look, you don’t have to be a professionally trained designer to create a visually appealing report when you are already stretched for time. PowerPoint has some great built-in (and free) resources, you may not even be aware of…
…until now that is.
In this blog post, I break down a few of my data design “secrets” for pulling together a visually impactful report when crunched for time.
Secret #1 – Get your content in first
Probably didn’t see that coming did ya?
Look at the end of the day, the report you are writing is all about your qualitative data and its key findings. I personally believe that design comes second and is meant to enhance your data. In my experience it is more difficult to design for your data, when you don’t have it in front of you to inspire your designs.
Here’s how I view the data-design relationship (ya’ll know I love a visual):
You’ve already done the initial analysis and found those key findings, why not slap them into the report and let them noodle while you continue to add supporting points and quotes?
Plus, at the end of the day, your client/stakeholder probably cares more about the information than the design -> especially if you are crunched for time.
So, why bother with visual design then? Because this:
…Is a snoozefest. It’s boring. It’s hard to read.
It’s a waste of time.
Because no one will remember your data, let alone act on it. And we are already crunched for time. We need to maximize the impact of our data. Bullet points and text don’t do that. Visuals do.
What bullet points and text can do is give us a FOUNDATION to ground and launch our visual designs.
Secret #2 – Lean into templates and designer for layout ideas
These are completely free for you to steal (I mean use) when considering interesting layouts and features to add to your report.
Show of hands – Who actually really loves this template and never tires of seeing/using it?
…not many of us.
Look, I will admit this template has its place and I do use it frequently to organize my thoughts and findings, but I always try to look at other templates and designs for inspiration around more interesting and different layouts that maybe I haven’t done or seen before and could still work for enhancing my data.
Like these guys for example:
Little more visually interesting right? Same information, different layout. Sometimes changing the layout from the expected standard to something unexpected can really capture the viewer’s attention and help make your data memorable.
Secret #3 – Replace bullet points with icons
If you are really wedded to your bullet points and/or are a bit uncomfortable with changing layouts, try using icons in place of those bullet points.
Icons are great for adding a tiny bit of visual interest as well as having the added benefit of activating a viewer’s brain. Let’s do a fun little exercise:
What do you think of when you see this icon?
Did you think of a stop sign? The word ‘Stop’? Maybe ‘caution’ or ‘no’
This icon is only a octagon with a slashed circle through it, but it represents stopping to many people.
But it is how we interpret the visual that gives it meaning. You probably didn’t realize that an association was formed between this shape and the concept of ‘stop’ (most likely when you were a child and saw your parent stop at a stop sign). Maybe that association was reinforced by a visual similar to this:
Image Courtesy of Occupational Health Clinics for Ontario Workers Inc. (https://www.ohcow.on.ca/posts/covid-19-stop-the-spread/)
So why not take advantage of the visual-verbal associations our brains have made or have yet to make?
An icon related to the key points you are making with your data can help create associations between key points and a simplified image. That simplified image is easier for the brain to recall visually, and it will have those key associations from your data attached to it.
Secret #4 – Use SmartArt
I will admit it -> I really like the SmartArt feature in PowerPoint. If I have a hand drawn diagram I need to replicate or am looking for inspiration for a visual model, I turn to SmartArt. When you are pushed for time and you’re like “I just need to get this done”, then totally lean into and use SmartArt.
But, at the end of the day SmartArt is a template, which may or may not fit with your visual design needs. SmartArt in itself will always need some visual design tweaking – whether changing colors, text, or adding/removing elements – expect to have to make those visual changes.
I tend to view it similarly to Designer, as a guide or source of inspiration. More often than not, I simply steal elements from SmartArt to use when building my own visualizations. I mean…that’s what it’s there for right?
Secret #5 – Photos
Finally, let’s talk photos. This is one of the quickest and easiest ways to visually engage your audience. You can use them to set the tone of your report, help create those visuals associations with your data, and even bring the segment you are studying to life for your stakeholders.
However, be mindful of how often and when you are using photos, as they can easily and quickly become distracting. A photo on every slide can become distracting. Photos that don’t match the vibe or story your data is telling you can become distracting. Photos used as a background can be distracting:
For example, if you are doing a project about emergency responders working as a team, this would be a great photo to use. However, as a background (even at a high level of transparency), because of the high contrast around the sunlight hitting the people’s hands, your eye immediately goes to that spot in the slide, forcing the text/key points you want to make to compete with the image.
Don’t use photos simply to use photos because they are an easy shortcut. Be strategic in the photos you choose. You wouldn’t want a bright and colorful photo in a report about a morose topic. You wouldn’t want a photo in the background fighting the information in your text for visual space in your brain. Really think about how the photo you are selecting compliments and supports those key points. If you close squint your eyes, recognize where your eye is being drawn. Does that compliment or fight your data? If the photo’s placement and contrast are complimenting your data, then leave it. If not, maybe consider a new position, changing the contrast or selecting a new photo all together.
In Conclusion
I always recommend giving yourself more time than you think for data design. Great design takes time and a heck of a lot of training. But when you are crunched for time (as many qualitative research projects often are) and you don’t have a ton of training in visual design, you can still achieve good design by applying these tips and tricks to your next report.
