How do you simplify data and visuals in your presentations? --- --- --- --- --- ---?

1 Choose the right data

The first step to simplify your data is to choose the right data for your purpose and audience. You don't need to include every piece of information or every possible variable in your presentation. Focus on the data that supports your main point, answers your audience's questions, and tells a clear and compelling story. Avoid data that is irrelevant, redundant, or distracting. You can also use filters, aggregations, or calculations to summarize or highlight the key data points.

2 Use clear and consistent labels

The second step to simplify your data is to use clear and consistent labels for your charts, tables, and graphs. Labels help your audience understand what the data represents, how it is measured, and how it relates to other data. Use simple and descriptive words that match your audience's level of knowledge and avoid jargon, acronyms, or abbreviations that might confuse them. Use the same labels and formats throughout your presentation to maintain consistency and avoid confusion.

3 Choose the right visual

The third step to simplify your data is to choose the right visual for your data type and message. Different visuals have different strengths and weaknesses, and you need to select the one that best suits your data and your goal. For example, if you want to compare values, you can use a bar chart or a pie chart. If you want to show trends, you can use a line chart or an area chart. If you want to show relationships, you can use a scatter plot or a bubble chart. Avoid visuals that are too complex, crowded, or misleading.

4 Simplify your design

The fourth step to simplify your data is to simplify your design. Design refers to the elements that enhance or detract from your visual, such as colors, fonts, shapes, icons, and backgrounds. To ensure your data is easy to read, understand, and remember, it is important to follow some basic principles. You should use contrasting colors to highlight the most important data and avoid using too many colors or colors that clash or blend. Fonts should be legible, consistent, and appropriate for your tone and style. Additionally, shapes, icons, and images should be relevant, simple, and consistent. Backgrounds should also be simple, clean, and consistent; avoid using backgrounds that are too busy, noisy, or distracting. Following these principles will help you create an effective design for your data.

5 Add context and insights

The fifth step to simplify your data is to add context and insights. Context and insights help your audience interpret your data and understand its significance and implications. You can add context and insights by using titles, captions, annotations, legends, or narratives that explain what your data shows, why it matters, and what actions or recommendations you suggest. You can also use comparisons, benchmarks, or references to provide perspective and relevance. Avoid adding too much text or information that is obvious or redundant.

6 Test and refine

The final step to simplify your data is to test and refine your presentation. This helps you identify and fix any issues or gaps in your data and visuals. When testing and refining your presentation, review it for accuracy, clarity, and consistency. Check your data sources, calculations, labels, and formats for any errors or inconsistencies. Also check your visuals for design flaws or distortions, as well as your context and insights for any gaps or ambiguities. Additionally, seek feedback from others. Ask someone who is similar to your audience or who has expertise in your topic to review your presentation and give you honest and constructive feedback. Afterward, make adjustments based on the review and feedback to make the presentation more simple, effective, and engaging.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?