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Using diagrams and SmartArt

From: PowerPoint Tips and Tricks for Business Presentations

Video: Using diagrams and SmartArt

PowerPoint has a variety of built-in diagram templates, such as organizational charts, flowcharts, and even Venn diagrams. They should be used whenever possible, rather than text, to help the audience understand the process or relationship. Watch how we can clean up a few of the slides in our presentation to connect better with our audience. Slide #12 shows our Improved Fulfillment Process. It's a wordy slide, which can benefit from a significant reduction in text.

Using diagrams and SmartArt

PowerPoint has a variety of built-in diagram templates, such as organizational charts, flowcharts, and even Venn diagrams. They should be used whenever possible, rather than text, to help the audience understand the process or relationship. Watch how we can clean up a few of the slides in our presentation to connect better with our audience. Slide #12 shows our Improved Fulfillment Process. It's a wordy slide, which can benefit from a significant reduction in text.

Let's ask the speaker to say these words and reduce the actual text that appears on screen. Now I'll take it even further by converting this text into a great process diagram. With the Text Box selected I'll go to the Home tab and in the Paragraph group pull down Convert to SmartArt. As I hover over the choices, I can see how my SmartArt will appear. Certainly some are better than others, and the one I'd like to use for this example is this one called the Continuous Block Process.

Note that after converting this to a SmartArt diagram, I have the SmartArt tools tabs on the top and a new window on the side that contains the original bulleted list. I can modify the text here or directly in the SmartArt diagram. As you can see, our text is preserved, but looks significantly better as a diagram. Let's change the color just a bit and add a little bit of dimension to it. From the SmartArt tools Design tab, I'll pull-down Change Colors.

Note again that all of the colors you see here match the colors from our Color palette. I can also pull-down the SmartArt Styles Gallery, and try something that has a little bit more dimension. Remember that as I hover over each option, it shows me a live preview and I can just pick the one that I want. As another example, Human Resources wants to explain the New Hierarchy shown in slide #8. The information in this giant textbox will be much more meaningful as an org chart style diagram. I'm going to go ahead and get rid of it.

I triple-click and hit Delete and we'll click on the SmartArt tool to place a diagram here instead. To create an org chart, we'll go to the Hierarchy group, and then we'll select a graphic that matches our style. We'll choose the simple organization chart and press OK. This time, because we didn't start with any initial text in our bulleted list, we have to do the typing ourself. Recall that we can do the typing either here or here. If by chance you don't see this window, it's because it's been closed. And remember that all you have to do to bring it back is click on from the SmartArt tools Design tab, Text Pane.

Let's do some quick typing to populate our org chart. You can use a combination of Tab and Shift+Tab to Promote or Demote boxes from the hierarchy. You can also use the Promote, Demote, Move Up, and Move Down commands found in the ribbon. Let's make some quick adjustments and make this chart right. Remember, to delete a shape, all you have to do is select it, or put your cursor there and hit Delete. We want to show that sales and marketing is now underneath the VP of Marketing. I'll place my cursor here, press Enter and Tab.

Likewise with Customer Service, I want to show that it now includes Fulfillment, Shipping, and Manufacturing. Again, we do this by pressing Enter and Tab to go down a line and then indent. Once we've designed our new SmartArt diagram, I can modify the layout of the entire object by clicking first on the highest level and then pulling down the Layout menu.

I can also click on individual objects and move them around if I desire. To make this look a little nicer, let's drag Customer Service to the right. We'll pull-down the Layout menu and choose Standard. Let me just move Customer Service a little bit further to the left and adjust the VP of Marketing. With a smaller font everything should look a little bit nicer. I'll select the entire object by clicking on the boundary, and then dropping down the font with this icon found in the Home tab.

Resizing it here in the corner, and then I'll center it by clicking Arrange>Align>Align Center. Finally, like we did earlier, we'll go back to the SmartArt tools Design tab, and change the colors and add a little bit of dimension. Remember that if any individual elements need modification, you can generate click and make that change yourself. For example, I'd like customer service to appear on two lines.

I'll place my cursor here and press Enter. Like a chart, make sure your diagrams are high contrast and easy-to-read on screen. More complicated charts can be created in Visio, but if you're conveying something that complicated, you should probably generalize it on the screen and provide a handout for those who want the details. Our slides are already looking better, but we don't have to stop here. Chapter 4 continues with customizing our layouts, fine-tuning nearly every aspect of the presentation, and adding animation and music.

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This video is part of

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PowerPoint Tips and Tricks for Business Presentations

50 video lessons · 20609 viewers

David Diskin
Author

 
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  1. 1m 47s
    1. Welcome
      47s
    2. Using the exercise files
      1m 0s
  2. 10m 43s
    1. Adding white space
      2m 13s
    2. Applying a transition
      2m 10s
    3. Reducing the text
      2m 37s
    4. Selecting objects with ease
      2m 26s
    5. Opening with Show
      1m 17s
  3. 15m 36s
    1. What's your point?
      2m 49s
    2. Getting in their heads
      2m 29s
    3. What's in it for them?
      1m 55s
    4. Piecing it together
      5m 49s
    5. Holding their hands
      2m 34s
  4. 30m 49s
    1. Understanding the importance of design
      4m 12s
    2. Using color and fonts
      3m 18s
    3. Maintaining consistency
      4m 57s
    4. Using photographs
      5m 21s
    5. Sharing data with charts
      5m 20s
    6. Making your data meaningful
      2m 23s
    7. Using diagrams and SmartArt
      5m 18s
  5. 46m 31s
    1. Breaking the slide into sections
      3m 56s
    2. Fine-tuning shapes and text boxes
      5m 43s
    3. Enhancing text boxes
      7m 46s
    4. Customizing layouts and templates
      6m 7s
    5. Building your own layouts
      4m 59s
    6. Animating bullets
      3m 12s
    7. Animating photos
      4m 56s
    8. Animating other objects
      5m 41s
    9. Inserting music and other audio elements
      4m 11s
  6. 16m 18s
    1. Taking control
      1m 46s
    2. Setting display resolution and improving clarity
      3m 18s
    3. Including hidden slides and custom shows
      4m 21s
    4. Utilizing speaker notes
      2m 17s
    5. Using Presenter view
      2m 2s
    6. Creating handouts
      2m 34s
  7. 27m 52s
    1. Planning the program
      3m 6s
    2. Using the presenter checklist
      2m 39s
    3. Knowing what to do when things go wrong
      5m 16s
    4. Sharing your message
      2m 40s
    5. Making the motions
      2m 0s
    6. Questions and answers
      1m 43s
    7. Reading your audience
      2m 41s
    8. Dealing with audience distractions
      3m 4s
    9. Setting up and tearing down
      4m 43s
  8. 19m 28s
    1. During the show
      1m 31s
    2. Creating a photo slideshow
      4m 8s
    3. Letting the slideshow be the star
      1m 41s
    4. Sharing with your audience
      6m 36s
    5. Keyboard and mouse tricks
      5m 32s
  9. 6m 30s
    1. The good, the bad, and the ugly: A recap
      5m 32s
    2. Additional resources
      58s

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