Presentation diagrams

1. First, define the message and relationship

Write a short takeaway sentence stating what the audience should understand from the slide. For example: “Applications are first checked for completeness.” Then identify the main relationship you want to show: a comparison, steps, connections between parts, or a sequence over time?

• For “Which is more or less?” compare categories or values.
• For “What happens, and in what order?” show the steps and any decision branches.
• For “What is it made up of, and how are the parts connected?” organize the components and their connections.
• For “When does it change, and what milestones are there?” put the events in chronological order.
• For “Which cause contributes to which outcome?” show the relationship; do not present an unproven connection as a definite result.

These are practical pairings to help you choose; they do not mean there is only one correct type of visual. If explaining both a process and an outcome on one slide makes it too complex, consider using two separate slides.

2. Choose the diagram type to match the message

Comparison: Highlight the differences between categories or values. If you use numerical data, label what is being compared and the period or group involved. If there is no numerical measurement, consider using brief, balanced explanations instead of a presentation that suggests a measurement exists.

Process: Use a flowchart to show the start, steps, and any decision points. Write brief actions in the boxes; explain the direction of the arrows and what branches such as “yes/no” mean.

Structure: Organize the components of a system, team, or concept and the relationships between them. If you are explaining a hierarchy, show the upper and lower levels; if you are showing other kinds of connections, make the relationships clear. Add labels if the meaning of the arrows is not self-evident.

Time: A timeline may be useful for highlighting the sequence of events or turning points. If durations matter, check whether the intervals are represented accurately in the visual. For more examples on this topic, see presentation timeline examples.

The Stand Up, Speak Out resource defines diagrams as illustrations that explain the parts of an object, process, or phenomenon, and recommends separately explaining parts that are complex or easy to misunderstand (Presentation Aids). So, plan not only which diagram to use, but also how you will explain what it shows to the audience.

3. Gather the information before drafting

Before you start drawing, gather the steps, categories, labels, and any source information you will use. Decide what each arrow, line, or color will represent. If the same symbol has different meanings in different places, it may be harder for the audience to interpret the visual. You can also consult the guide to using symbols consistently in presentations.

If information is not yet certain, mark the uncertainty in the draft. If the process owner, decision rule, or date has not been verified, do not fill the gap with a guess; ask the relevant person or leave that part out until it is confirmed.

4. Worked example: application process

Hypothetical example: A team wants to explain how new applications are evaluated. The goal is not to prove a success rate, but to help the audience understand the stages of the application process.

Message: “Applications are first checked for completeness; incomplete applications are sent back to be completed.”

Draft: Place four boxes from left to right: “Application received” → “Completeness check” → “Expert review if complete” → “Outcome communicated.” For an incomplete application, add a branch from the check box to an “Additional information requested” box. Verify with the team’s actual process which stage this branch returns to. If the return point is unknown, do not guess; mark it as a note until it has been verified.

The title should express the main message of the process. Since this example gives no figures or durations, do not add a success percentage or duration to the draft. If durations are to be included, first gather verified information; then consider whether a process diagram or a timeline communicates the message more clearly.

5. Test the visual with an audience

After preparing the diagram, show it to someone who is unfamiliar with the topic. Ask whether they can explain the starting point, what the arrows mean, which path to follow when a condition changes, and the outcome. The UNC Institute for Healthcare Quality Improvement also recommends using visuals such as process maps and charts in presentations, and using them to support the message (Presenting QI Projects). This resource focuses on quality improvement presentations; the recommendation here is also a practical way to review a draft, not a general design rule.

• If there are too many boxes or too much text: Try preserving the main relationship and moving the details to a spoken explanation or a separate slide.
• If the arrow directions are unclear: Make the start and end points more prominent; simplify the connecting lines.
• If color alone conveys meaning: Show the same distinction with a label, shape, or line style as well.
• If the audience draws an unexpected conclusion: Reconsider the title, arrows, and category names; if the problem persists, try another diagram type.

6. Final checklist

Before presenting, review these items:

• Does the title convey the message you want the audience to take away from the slide?
• Does the diagram type show the main relationship, or does it add unnecessary detail?
• Have every step, date, category, and connection been verified?
• Are the meanings of the arrows, symbols, and colors clear?
• Is the text readable under presentation conditions?
• Can an audience member explain the starting point, direction, and outcome?

7. Frequently asked questions

Can I use more than one diagram on a slide?

You can; make sure each visual has a clear purpose. If two visuals repeat the same relationship, consider removing one. If they show different relationships, explain the connection between them with a title or labels.

Should I check a diagram if I create it with AI?

Yes. The fact that a visual looks clear does not, by itself, show that its steps or relationships are correct. Before using it in a presentation, compare its content with the source information; verify or remove anything uncertain.