PowerPresentations - Presentation Tips & Secrets

Five Tips for Displaying Numbers on PowerPoint Slides

Written by Danny Rocks.

Tips to effectively display numbers and financial data in presentations

Do not overwhelm your audience

When presenting financial results on a PowerPoint slide, do not overwhelm your audience. Use the power of your numbers to support your conclusions. Do not make the mistake of thinking that “the numbers speak for themselves.” They do not! Do not allow your numbers-filled slide deck to overshadow you, the presenter.

Your audience came to listen to you; to hear your opinions and conclusions; and to see the trends that you have discovered during your analysis. Use the power of your numbers strategically during your presentation. Reveal your numbers point by point as you direct the discussion of the meaning of the numbers. Displaying lots of numbers on a slide is boring and mind-numbing for the audience. Discussing the meaning of the numbers engages your audience. Don’t allow numbers to be passively displayed on the screen. Bring your numbers to life; give them meaning. Animate your charts to liven up your presentation!

Here are five tips to help you to effectively present numbers during your presentation:

  1. Create a Relevant Handout.

    Do more than simply use the “four slides on a page” thumbnails as your handout. Your handout should contain relevant facts and resources. Your slide show is not your handout.

  2. Use the Notes Page in PowerPoint to Create Your Handout.

    As you create your slides, develop the habit of using “Notes View” in PowerPoint for listing your sources and your background notes. Then you can “polish” your notes and use them as your handout.
  3. Communicate Trends with Graphics on Your Slide.

    Notice that I said “graphics.” In addition to using charts, you can use tables to compare options or use SmartArt Diagrams and other shapes to illustrate concepts. When you do use actual numbers, display only the relevant numbers. You can put the details in your handout. Consider your audience. Don’t force them to squint and strain their eyesight.
  4. Use the appropriate Chart Type on your Slide.

    Understand the purpose of each chart type: Column Charts show comparisons, usually over a time period. Bar Charts show results in a “Top to Bottom” order. Pie Charts display the parts that make up 100% of a category. Line Charts illustrate trends. With all Chart Types, be careful to only display “significant” numbers. For example, limit your pie slices to four: The top three, and all of the others combined into the fourth slice.
  5. Animate Your Charts to Direct the Discussion.

    When appropriate, apply Custom Animation to your Chart Slides in PowerPoint. With animation, you can introduce one series or one category at a time. This helps your audience to see the correlations in your numbers and to compare one category or series with the other. Used effectively, chart animations will engage your audience in the discussion and this leads to improved comprehension of the topic that you are presenting.

    Using Numbers in a PowerPoint Charta

Always remember that when you are in the front of the room, you are the presentation. Design your presentation so that the numbers enhance the quality of your presentation. Do not allow numbers to overwhelm your audience and to make your comments irrelevant to the presentation.

About the author

Danny Rocks is a speaker, a trainer and an author. He has published five DVDs designed to help users get the most out of Microsoft Office programs. Also, Danny has posted over 200 video lessons on his website. This article started from a blog post by Geetesh Bajaj on how people start using PowerPoint like an extension of Word or Excel. Danny wrote this article to provide tips on displaying numbers more effectively on your PowerPoint slides.

Pin it

Recommendations

  • "We engaged The Presentation Team to do a Presentation training for our team and he did a great job. He spent time understanding our requirements and the skill level of our team members and created a course which met our expectations and goals. I highly recommend The Presentation Team as a Presentation (PowerPoint) trainer."

    Navdeep Sidhu
    Senior Director, Software AG
  • "Kevin Lerner provided best-in-class services when hired to work on promotional materials for the launch of a key product at Motorola. The expertise and quality that he brought to the project were second to none and as a result, he delivered a top-notch presentation that was quickly adopted throughout the organization. Kevin is great to work with, delivers on time, is a great team player and is always willing to go the extra mile."

    Maria Cardoso
    Motorola
  • "Kevin has been a working with Cox Communications to deliver world-class PowerPoint presentation visuals since 2009. His ability to meet our specific needs, timeframe, and budgets has been exceptional. His professional interaction with our team reflects his deep expertise in the industry, superior presentation design skills, and commitment to superior service."

    Jonathan Freeland
    VP, Video Marketing at Cox Communications
  • "Kevin is an enthusiastic, creative, and passionate presentation guru. Our company was impressed and felt the value of his training in 2013 that he was invited again recently to again share his knowledge. Both times he has been energetic and addressed many areas for presentation development. From planning to follow-up Kevin is personable and easygoing, motivating our teams to take their presentations to the next level."

    Yoshimi Kawashima
    Project Coordinator, Nissin International
  • "Kevin helped me immensely improve my presentation slides development, from tips & tricks to aesthetics, all with the intent of getting the message across crisply and creatively. I've already received praise for decks that incorporate the skills obtained from his training. I highly recommend Kevin's services."

    Era Prakash
    General Electric
  • "The PowerPresentations seminar opened my eyes to all the limitless possibilities in presenting."

    Leah Gordillo
    Saint Francis Medical Center
  • "Kevin was a pleasure to work with. He was well-prepared and was an excellent example on how to give effective presentations."

    Seminar participant
  • "The PowerPresentations seminar gave us the tools we need in order to create effective presentations that sizzle."

    Seminar participant
  • "Kevin has always had vision, creativity, and enthusiasm for his professional and works tirelessly perfecting whatever he is working on."

    Marty Smith
    Zenith Goldine Pharmaceuticals
  • "[Kevin and The Presentation Team have] always delivered 110% in terms of meeting our objectives for finished product and budget"

    Paul Price
    Watsco Corp.
  • "I had more people come up to me after I spoke, commenting on the visuals you created, than I did on the subject matter!"

    Andy Smith
    Smith & Robb Advertising
  • "By working together, we have been able to substantially improve the quality of services and products originating from our department"

    Myrlene Clifford
    Ryder
  • "As a Fortune 1000 company, we sought to produce a classy, yet conservative presentation for our shareholders. It was evident that you and your team listened to our thoughts as you developed the presentation..."

    Will Flower
    Republic Services
  • "We were told by the customer's selection committee the presentation of our solution was the deciding factor in NextiraOne winning a five-year contract valued at over $35 million at Miami International Airport"

    William McGlashan
    NextiraOne
  • "Your presentation added an extra dimension to the program and was very well-received."

    Tom Feltenstein
    Neighborhood Marketing Institute
  • "Kevin is an excellent speaker, effective team worker, passionate about his craft, enthusiastic, well-organized and reliable."

    Marilyn K. Volker
  • "Lant & Associates will never look as good as we do today - because of the relationship we created with The Presentation Team.  'We came...You pushed...and We are flying!' "

    Tom Lant
    Lant & Associates
  • “Kevin is a professional. He did a complete overhaul of my power point presentations and I have had excellent results with his work. He was on time, he sent as many betas as was necessary until we got a great final outcome.” 

    Joachim dePosada
  • "Your expertise in the filed of PowerPoint and general presentation techniques helped elevate us to the level necessary to beat the competition."

    Mike Geary
    James Pirtle Construction
  • "The contrast between the old version and The Presentation Team's version is like night and day."

    Keith A. Bostian, Ph.D
    Iconix Pharmaceuticals
  • "Kevin and his team never failed. The persistence and discipline enabled my projects and other others to be completed in a quality fashion."

    Kent Rodgers
    I2 Technologies
  • "Every day, someone, somewhere, is viewing the training presentations you and your team created for HelmsBriscoe. Indeed, this interactive 12-module PowerPoint presentation has become a powerful tool for our sales team, and has helped HelmsBriscoe in achieving our mission."

    Kari Moberg
    Helms Briscoe
  • “I came into a new position but inherited a lifeless ppt presentation. Kevin and his team reworked my ppt and turned it into a powerful presentation tool for me . . . which I used without much need for revision for several years. Kevin's great. He's that good.” 

    Greg Kreuziger
  • "One of the things I appreciate most about our relationship is peace of mind.  Your team has the latest technology and knoweledge, yet maintains old-fashioned respect for your customers." 

    Kathy Watkins
    Eastman
  • "Your dedication, diligence and professionalism was very much appreciated and helped us achieve a complete multimedia presentation including voiceover all in a 4 day period."

    Jennifer Cassandra
    Designline Construction Services
  • "Over the past twelve months, your dedication has demonstrated a true commitment to a common goal."

    Adam LaWare
    DePuy Spine
  • “Kevin redesigned PowerPoint slides for clients of mine, as well as some of my own slides. As an executive presentation coach for nearly 25 years, I'm very picky. Everything he did looks great.” 

    David Greenberg
  • "We worked well together; his work style was relaxed yet focused, and our email and frequent phone calls helped us to communicate clarly and timely."

    Sherry Alumbaugh
    Data Solutions
  • "You and your team hit the mark with what you delivered.  Many thanks for your outstanding customer service and design ideas."

    Lois P. Frankel, Ph.D.
    Corporate Coaching International
  • “I have worked with Kevin for over 15 years. He has consistently distinguished himself not only as a creative expert but a valuable business partner. There have been many times I needed someone with excellent creative skills to help me take complex business issues and make them simple and easy for high level professionals. Kevin never failed me and always exceeded my expectations. I was very impressed with his commitment level and do "whatever" it takes attitude. I recommend Kevin as a valuable and creative business partner.” 

    Bruce Frcek
  • "The City of Oakland Park has successfully received the ranking for grant money it was seeking thanks in part to the great presentation that the Presentation Team created.  Thank you for your hard work, creativity, and expertise in brinking this dynamic video presentation to life."

    Stan Brown
    Ambit Marketing Communications
  • "Kevin brought a high level of creativity, enthusiasm, and deep multmedia experience to our team.  He worked dillegently with the team to produce an outstanding proposal which we subsequently won."

    Jeffrey Keller
    Accenture
  • “Kevin has on more than one occasion taken on a project for me and provided a great product when my budget was limited. I felt he had my best interest at heart at all times.”

    Derrick Witt
    Corporate Fitness & Wellness
  • “Kevin is a high energy, creative professional very focused on achieving customer goals. I enjoyed working with him very much and would recommend him without question.”

    Ellen Mughal
    TQ3
  • “Kevin brings a great deal or knowledge and professionalism into his presentations. He conveys valuable information to his attendees that prove beneficial in their day-to-day operations within their own organizations.”

    Jeff Parrish