First, identify the question the graphic should answer
Before choosing a visual, write in one sentence what you want your audience to understand. The graphic should help explain that message, not repeat the slide text verbatim. For example, “Most applications come through the first two channels” suggests a need to show the distribution across categories. To explain the steps in how a product works, a sequential diagram may be more suitable. These are not fixed rules, but options to consider based on the relationship you want to communicate.
Consider which group of information—change over time, comparison between categories, parts of a whole, location, or process—best explains what you have. Rather than fitting multiple relationships into one visual, check that each element answers a separate, clear question. For help identifying the main message, you can also read the article on identifying key messages.
Prepare the data and presentation context
Gather the values, category names, units of measurement, and the period covered by the data. Before comparing values with an unclear source, definition, or period, verify that they actually measure the same thing. If numbers are included only as examples, state that clearly on the visual.
Consider where the graphic will be shown: on a large screen, in an online presentation, or in printed material. Assess whether the text and details will be readable in that setting. If your organization has rules for colors, fonts, or logos, check the current brand guide and any presentation template. For example, UC Davis says it offers branded presentation templates in PowerPoint and Google Slides; this does not mean other organizations use the same templates or rules (UC Davis templates).
Choose a visual type to suit the message
To show a trend over time, consider a chart that presents points in chronological order; to compare categories, use a common scale; to explain steps, consider a connected process diagram. Make sure your choice of visual does not change the meaning of the information: for example, a process diagram does not, by itself, show a numerical comparison. If you use a proportion, specify the denominator—for example, the total and period in “40% of 100 applications.”
After preparing a chart or diagram, check how the scale affects the comparison, whether the direction of arrows is clear, and whether the start and end points are evident. These checks can help prevent the visual from presenting your message differently than intended.
Create the element step by step
- Write the title as a message. Instead of “Application channels,” choose an explanatory sentence supported by the data, such as “Most applications came through the online form.”
- Select the necessary information. Use only the categories and values needed to understand the message. Show labels and units next to the values; if needed, add a readable note about the period or source.
- Keep the visual layout simple. Assess whether the main finding is noticed first, followed by comparisons and details. You can use color consistently for emphasis; do not convey the message through color alone—add labels or other visual cues as well.
- Remove unnecessary details. If long explanations or decorative elements make the visual harder to read, remove them or consider presenting the information on a separate slide. Leaving some empty space on the slide and checking that the text is readable in the intended viewing conditions are useful checks. K-State’s presentation recommendations also address problems that can arise from excessive information, inconsistent formatting, and cluttered layouts (K-State presentation design recommendations).
Hypothetical example: a slide showing application channels
The values below are entirely fictional; they are not the results of a real organization. A team wants to show the distribution by channel of a total of 100 applications received in one month: 55 through an online form, 30 by email, and 15 in person. The goal is to make the most-used channel and its difference from the others easy to understand.
The slide title could be “Most applications this month came through the online form.” Three horizontal bars could extend from the same baseline, with the channel name and value next to each bar. Add the note “Fictional data for illustrative purposes; 100 applications in total.” You can use an accent color for the online form, but the channel names and values should also be readable without relying on color. A pie chart is another option; if comparing slices seems difficult, labeled bars may be a clearer choice.
Check and revise as needed
If the graphic is not clear at first glance, check whether the title states the message clearly and whether the categories are labeled before adding new icons. If the visual difference seems to exaggerate the difference in the data, reassess the scale and axis baseline. If colors are hard to distinguish, try adding another cue, such as labels, line styles, or patterns. If the slide is crowded, it may be appropriate to remove secondary information or move it to a separate slide.
Finally, compare the numbers with their sources; recheck totals, units, and period information. Ask someone who has not heard your explanation to look at the title and graphic and tell you what conclusion they draw. If you use an organizational template, verify with the relevant organization’s source that the branding elements follow current rules. The aim is not just to create an attractive visual, but to prepare an element that clearly supports the message.
Final checklist
- Does the title clearly state the main message supported by the graphic?
- Is the visual type appropriate for the relationship you want to communicate?
- Are the labels, units, period, and any source clear?
- Could the scale, color, or size mislead the comparison?
- Is the visual readable on the screen or in print where it will be used?
- Are fictional values identified so they will not be mistaken for real data?
Frequently asked questions
Can I use more than one graphic on a slide?
You can; check whether the audience can understand what each graphic explains and how the elements relate to one another. If the explanations make the slide crowded, consider splitting the content across multiple slides.
What should I do if I don’t have data for a graphic?
Do not make up values as if they had been measured. To explain a process, you can use a labeled diagram that makes no claims about numerical results; if you provide numbers for illustrative purposes, clearly identify them as fictional.
Related how-to guides
You can explore a related step in more detail with the guide to editing PowerPoint background graphics.
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