What are the best practices for using fonts in BI reports and presentations?

1 Choose a color scheme

A color scheme is a set of colors that you use consistently throughout your report or presentation, to create a harmonious and professional look. A good color scheme should match your brand identity, your data type, and your message. For example, if you are presenting financial data, you might want to use a blue-based color scheme, as blue conveys trust, stability, and reliability. If you are presenting environmental data, you might want to use a green-based color scheme, as green conveys nature, sustainability, and growth. To create a color scheme, you can use online tools such as Adobe Color or Coolors, or follow the basic principles of color theory, such as complementary, analogous, or triadic colors.

2 Use colors strategically

Colors can be used strategically to highlight, contrast, or group data, but they can also create confusion or distraction if used excessively or inconsistently. To use colors effectively, you should limit the number of colors to no more than five and assign them to specific categories or values. Additionally, use colors with different hues, saturation, and brightness to create contrast and hierarchy. You can also use colors with the same hue, but different saturation and brightness, to create gradients or scales. Lastly, avoid using colors that are too similar, too bright, or too dark, as they can make your data hard to read or distinguish.

3 Select a font family

When selecting a font family for your report or presentation, you should consider the medium and format, the tone and style, and the compatibility and availability of the font. For example, if you are printing your report, you may want to use a serif font, such as Times New Roman, as they are easier to read on paper. If you are presenting on a screen, you may want to use a sans serif font, such as Arial, as they are clearer and sharper on digital devices. Additionally, if you are presenting a formal and authoritative report, you may want to use a classic and elegant font, such as Georgia, as they convey credibility and professionalism. On the other hand, if you are presenting a casual and creative report, you may want to use a modern and dynamic font, such as Verdana, as they convey innovation and energy. Lastly, if you are sharing your report or presentation with others, you may want to use a common and standard font, such as Calibri, as they are more likely to be installed on most devices and platforms. Otherwise, you may need to embed the font in your file, or provide a link or a download option, to ensure that your audience can view your report or presentation as intended.

4 Use fonts consistently

Fonts can be used to create structure, emphasis, and variety in your report or presentation, but they can also create confusion or clutter if used randomly or excessively. To ensure consistency, you should use one font family for your entire report or presentation, and use different styles and sizes to create contrast and hierarchy. For example, if you are using Arial, you can use Arial regular 12pt for your body text, Arial bold 14pt for your headings, and Arial italic 10pt for your captions or footnotes. Additionally, use the same font style and size for the same type of text, and align them to the same margin or grid. It is important to use fonts sparingly and purposefully, and avoid using too many fonts, styles, or sizes, as they can make your report or presentation look messy or unprofessional. For example, if you are using Arial, you should avoid using more than three styles or sizes, and avoid using other fonts, such as Comic Sans or Papyrus, as they can clash with your font family and your message.

5 Test and adjust your colors and fonts

The final step of using colors and fonts effectively in the context of BI is to test and adjust them according to your data, your audience, and your feedback. To do this, you should preview your report or presentation on different devices and platforms, such as a laptop, a tablet, or a projector, to ensure that your colors and fonts are visible, readable, and consistent. Additionally, review your report or presentation with your data, your message, and your goal in mind, to check if your colors and fonts are relevant, clear, and impactful. Finally, solicit feedback from your colleagues, clients, or users, to ensure that your colors and fonts are understandable, appealing, and persuasive. For example, if you are presenting to a diverse and global audience, you should use colors and fonts that are culturally appropriate, accessible, and inclusive.

6 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?