Displaying Data

Edward Tufte, Information Design Expert

Slides in our presentations are most effective when they show visual things. This is why we don't want to have much text on our slides. However, there are times when it is good to show data and statistics that will make an impact on our listeners. The problem is, how can we show data wisely? How much data should we show? What is the best way to display the data?


In the next few posts, I will talk about the 5 rules of Displaying Data. I get these rules from Edward Tufte, an expert on displaying data (not only in slides). In this post, I will introduce the 5 rules:

1. Tell the truth
2. Get to the point
3. Pick the right tool for the job
4. Highlight what’s important
5. Keep it simple

Tell the truth

This point might seem obvious. But it is amazing how often data is used to deceive. Sometimes the "lie" is not intentional. But that means we must be extra careful not to mislead our audience. Check and see that the data you display is "saying" what is true.

Get to the point

You are a busy person. Your audience is full of busy people. Don't waste your time and their time by displaying data that is not important to your message. Spend all of your time "on task".

Pick the right tool for the job

The tools we are talking about here are the different ways to show data. Some traditional tools are bar graphs, pie charts, line graphs, tables, etc... Each tool has strengths and weaknesses. Be sure to think about whether there is another tool that can help your message better.

Highlight what's important

Sometimes it is difficult for the audience to know where they should be looking on the slide. Make it easier on them by highlighting the important information. You can do this by making the important information bigger or bolder or with arrows and other signals.

Keep it simple

We have talked about this point a lot on the blog before.Your slides are not meant to show all the information you have. Use a handout if you need the audience to see many details. Keep your slides (and your message) simple and it will have more impact.

In the next few posts, I will show examples of the 5 data rules. For now, look at your slides and ask yourself if you are keeping the rules.

Good luck!

C.R.A.P. Recap

Now that we have looked at each letter in the acronym C.R.A.P., let’s consider how to put all of the pieces together.

First, let’s review each letter. C stands for Contrast. And, the key principle of contrast states that “if two items are not exactly the same, then make them different. Really different.” This can be done by making a font or graphic larger or smaller, bold, or a (really) different color.

R stands for Repetition. And the key principle of repetition states that you “repeat some aspect of the design throughout the entire piece.” For example, you might contrast headings from the main body by making them larger and different font, but for repetition, each heading might use the same font and size.

A stands for Alignment. And, the key principle of alignment states that “nothing should be placed on the page arbitrarily. Every item should have a visual connection with something else on the page.” This can be done by making sure that the left, right, top or bottom border of each element lines up with the border of another element on your slide.

P stands for Proximity. And, the key principle of alignment states that you “group related items together.” By placing related items together, you can visually show their relationship. This will usually create some “blank” spaces on your slide where the eye can rest.

Let’s look at how we can combine this principles on a slide.


















See on this slide how there are no good design principles? First of all, the background is distracting. But also, there is no contrast, no alignment, and no proximity. The only reason there is any repetition is that the font and size are the same.

The lack of design principles makes this slide difficult for your audience to enjoy. But, even more importantly, it makes it difficult for them to understand. What is important in this slide? Where should your eyes look?

Now look at a slide where we apply the principles of C.R.A.P.:


















Much better, right? We applied contrast by using a simple background and be using a (really) different font, bold, and colors (but not too many). We applied repetition by using the same fonts and sizes for the general elements. We applied alignment by having each element share a right axis. And we applied proximity by having information about the topic at the top and information about the speaker at the bottom.

I hope that helps you see how everything works together. Now that you have learned how to apply design to your slides, I hope you realize that these principles also apply to any designs (including posters, documents, etc…).

Proximity

In this post we continue looking at the principles represented in the acronym C. R. A. P. from Robin Williams’ book the Non-Designers Design Book. In previous posts we looked at Contrast, Repetition and Alignment. In this post, we look at the next letter in the acronym, Proximity (nearness). According to Williams, the key principle of alignment states that you “group related items together.” When items that are related to each other are moved close together, the proximity helps make a visual connection and adds cohesion to your visuals.

Proximity helps us to see the relationships. It makes it easier for the audience to see the relationships and the empty spaces gives a place to rest their eyes. Look at the two slides below:





























With the slide on the top, it is not clear whether my name belongs with the title or with the school. On the bottom, it is clear that I am showing the relationship with my name and the school.

So, I hope you will look at your slides and consider how to show relationships using proximity.

Alignment

In this post we continue looking at the principles represented in the acronym C. R. A. P. from Robin Williams’ book the Non-Designers Design Book. In previous posts we looked at Contrast and Repetition. In this post, we look at the next letter in the acronym, Alignment. According to Williams, the key principle of alignment states that “nothing should be placed on the page arbitrarily. Every item should have a visual connection with something else on the page.”

Alignment gives greater cohesion to your design. Even though items on your page are separated from each other (the P in C. R. A. P. — Proximity), with alignment, your audience can see that all of the elements are part of the same piece.

Elements can be aligned either horizontally or vertically (or both). It is not necessary that each element align with every other element, only that each element should align with at least one other element. Elements can align with other elements on the center, left, or right, or they can align at the top or bottom.

See an example of center alignment below:

Title
Point 1
Point 2

Point 3

Notice that the text from each line aligns on the middle. Next, see an example of left alignment below:

Title
Point 1
Point 2

Point 3

See how each the text from each line aligns on the left? Finally, let’s look at an example of right alignment:

Title
Point 1
Point 2

Point 3

Beginners often use center alignment because it is clean and safe. And there is nothing wrong with that. But sometimes, you slides can have more impact if you try left or right alignment. Try out a few different ways with your slide until you find the best combination for your message.

Repetition

In this post we continue looking at the principles represented in the acronym C. R. A. P. from Robin Williams’ book the Non-Designers Design Book. In the previous post we looked at Contrast. In this post, we look at the next letter in the acronym, Repetition. According to Williams, the key principle of repetition states that you “repeat some aspect of the design throughout the entire piece.” The repetitive element could be a bold font, a bullet, a color, or anything else that the audience might recognize. Repetition helps your slideshow (or other work) be consistent and unified.

When designing a slideshow in Powerpoint, try to use repetition from slide to slide. When each slide has a different background, it sometimes looks childish. Try to find some element to repeat to give unity to each slide in your show. If you give a handout to your audience, consider repeating some element from your slideshow.

C. R. A. P.

C.R.A.P. is the acronym that author Robin Williams uses in her book The Non-Designer's Design Book to teach basic design principles to people like you and me (non-designers).

To native speakers, this is a funny acronym because one of the uses for the word crap is as an adjective to describe something that has bad design or is useless. (note: be careful because crap is a slang word and one of the uses of this word is much worse than the one above. Don't use it in formal situations until you are 100% sure of how to use it).

The acronym stands for:
Contrast – when you change a size or font, make it REALLY different.
Repetition – have a theme to your design. Make like things alike.
Alignment – each element in your slide should be aligned other elements.
Proximity – related items should be close to each other.

I will write more about each item in this blog. Be sure to consider your slides in light of these principles.

Daniel (a.k.a. GTB/Samurai Theologian)