How to Plan, Prepare, and Deliver
Winning Data Presentations
ANDREW MADSON
INTRODUCTION
In today's data-driven world, communicating
effectively with data is no longer a luxury but
a necessity. Whether you're presenting to
your team, proposing a strategy to
stakeholders, or delivering a speech at a
conference, being able to translate complex
data into clear, impactful narratives is a
critical skill.
However, while data may speak volumes, it
doesn't speak for itself. We've all sat through
presentations where endless charts and
figures leave us more perplexed than
enlightened. This book aims to transform how
you approach data, turning confusion into
clarity and readers into informed decision-
makers.
This book is your compass to navigate the
ocean of data that threatens to overwhelm us.
It breaks down the walls of complexity and
replaces them with bridges of understanding.
INTRODUCTION
You'll learn how to plan your narrative,
prepare for your audience, and deliver it in a
way that captivates, convinces, and
compels. Drawing on principles from data
science, psychology, and the art of
storytelling, this book demystifies the data
communication process, making it accessible
to everyone, regardless of their background
or experience.
Reading this resource will give you practical
skills and techniques that can be applied
immediately, transforming your
presentations into compelling narratives
that engage your audience, convey your
message effectively, and drive action. By the
end of your journey, you won't just be a data
presenter but a storyteller who uses data to
weave captivating narratives, inspiring
change, and action.
INTRODUCTION
So, are you ready
to transform your
data
presentations into
compelling
stories?
Let's get started!
Overview
STEP 1: PLAN
Identify Your
Objective
What do you need
your audience to do?
When do you need
them to do it?
What is the benefit if
they do it?
What is the danger if
they don't do it?
Understand Your
Audience
Who is your audience?
What format will you
present to them
(memo, meeting,
etc.)?
What do they need to
know, feel, and do to
achieve your
objective?
Craft Your
Narrative
What is the current
state?
What is the conflict
causing the need for
action?
What is your proposed
solution?
How will the solution
resolve the conflict and
benefit the audience?
Craft Your
Narrative
Create a master
presentation template
Setting (Where
we are and Conflict (what
Solution
what question caused the
Evidence 1
are we analysis)
addressing)
Future state
Solution Solution
using the
Evidence 2 Evidence 3
solution
Specific Ask of Clear Next
Appendix
the Audience Steps
Organize Your
Evidence
Which data support
your solution?
What type of data is
it? Category,
Timeline, Statistics,
etc.
Is there data that
contradicts your
solution?
STEP 2: PREPARE
Write Action
Titles
Do This
"Hiring 2 FTE in
Data Analytics Can
Increase Efficiency
23%"
Don't Do This
"Efficiency Analysis
Summary"
Highlight Key
Points
Only one key point per
slide
Keep text between 25
-50 words
Increase size or use
color to highlight
important text
Everything on the page
must support the
objective
Choose Effective
Visuals
Use icons to represent
people, groups, or
things.
Use charts, tables, and
diagrams to describe
those things.
Include only the
necessary data to
support your message
reduce clutter, and
facilitate understanding
1. Bar Chart
Type of data: Categorical, quantitative
When to use it: Use a bar chart to
compare data across categories.
What it shows: Bar charts display data
using rectangular bars, with the length of
the bar representing the value. The bars
can be horizontal or vertical.
When to avoid it: Avoid using a bar
chart when there are too many
categories or if the data is continuous.
2. Line Chart
Type of data: Continuous, time-series
When to use it: Use a line chart to
show trends over time.
What it shows: Line charts plot data
points connected by lines. The X-axis
usually represents time, and the Y-axis
represents the value.
When to avoid it: Only use a line chart
when there is a logical order or
relationship between data points.
3. Donut Chart
Type of data: Categorical, proportional
When to use it: Use a donut chart to show
the proportion of each category.
What it shows: Donut charts represent
data as slices of a circle, each
representing a percentage of the total.
When to avoid it: Avoid using donut
charts when there are too many
categories or comparing data across
groups.
4. Scatterplot
Type of data: Continuous, bivariate
When to use it: Use a scatterplot to
display the relationship between two
variables.
What it shows: Scatterplots plot data
points on a two-dimensional plane, with
one variable on the X-axis and the other
on the Y-axis.
When to avoid it: Don't use a
scatterplot when the relationship
between variables is irrelevant or when
comparing multiple categories.
5. Area Chart
Type of data: Continuous, time-series
When to use it: Use an area chart to
show the volume or magnitude of data
over time.
What it shows: Area charts are similar to
line charts, but the area between the
line and the X-axis is filled, emphasizing
the volume or magnitude.
When to avoid it: Avoid using an area
chart with multiple data series with
overlapping areas, as it can be confusing.
6. Bubble Chart
Type of data: Continuous, multivariate
When to use it: Use a bubble chart to
display the relationship between three
variables.
What it shows: Bubble charts are a
variation of scatterplots, with the size of
the bubbles representing the third
variable.
When to avoid it: Don't use a bubble
chart when the size of the bubbles is not
meaningful or when comparing multiple
categories.
7. Histogram
Type of data: Continuous, univariate
When to use it: Use a histogram to
display the data distribution.
What it shows: Histograms are similar to
bar charts, but the data is divided into
equal intervals, and the bar's height
represents the data frequency in each
interval.
When to avoid it: Avoid using
histograms when the data is categorical
or comparing data across groups.
8. Heatmap
Type of data: Continuous, multivariate
When to use it: Use a heatmap to display
the relationship between two variables
using color intensity.
What it shows: Heatmaps use a color
scale to represent the value of each cell
in a matrix, with one variable on the X-
axis and the other on the Y-axis. Darker
colors indicate higher values, while
lighter colors represent lower values.
When to avoid it: Don't use a heatmap
when the relationship between variables
is irrelevant, when the data is
categorical, or when comparing multiple
categories.
10. Radar Chart
Type of data: Continuous, multivariate
When to use it: Use a radar chart to
display the performance or
characteristics of different categories
across multiple dimensions.
What it shows: Radar charts use a
circular layout with multiple axes, each
representing a dimension. Data points
are plotted on each axis and connected
to form a shape.
When to avoid it: Don't use a radar chart
when there are only a few dimensions or
when comparing data across groups.
11. Box Plot
Type of data: Continuous, univariate
When to use it: Use a box plot to
display the distribution of data and
detect outliers.
What it shows: Box plots use a
rectangular box to represent the
interquartile range (IQR) and whiskers to
show the range of data. The median is
represented by a line inside the box, and
outliers are plotted as individual points.
When to avoid it: Avoid using box
plots when the data is categorical or
when showing trends over time.
12. Stacked Bar
Chart
Type of data: Categorical, quantitative
When to use it: Use a stacked bar
chart to compare data across
categories and show the composition
of each category.
What it shows: Stacked bar charts
display data using stacked rectangular
bars, with the length of each segment
representing the value. The total length
of the bar represents the sum of all
values in a category.
When to avoid it: Don't use a stacked bar
chart when there are too many
13. Gantt Chart
Type of data: Time-based, project
management
When to use it: Use a Gantt chart to
visualize project schedules, tasks, and
milestones.
What it shows: Gantt charts use
horizontal bars to represent tasks, with
the length of the bar indicating the
duration. The X-axis represents time, and
tasks can be grouped by category.
When to avoid it: Avoid using Gantt
charts when the data is not time-based
or when showing relationships between
variables.
14. Waterfall Chart
Type of data: Quantitative, sequential
When to use it: Use a waterfall chart
to visualize the cumulative effect of
sequential data, such as financial or
inventory changes.
What it shows: Waterfall charts use
vertical bars to represent the value of
each step, with the bars connected to
show the cumulative effect. Positive and
negative values can be represented using
different colors.
When to avoid it: Don't use a waterfall
chart when there is no logical order or
relationship between data points.
15. Funnel Chart
Type of data: Categorical, process stages
When to use it: Use a funnel chart to
visualize the stages of a process, such as
sales, conversions, or customer journeys.
What it shows: Funnel charts use a
series of decreasing trapezoids to
represent each stage in a process, with
the width of each trapezoid proportional
to the number of items at that stage.
When to avoid it: Avoid using funnel
charts when there is no straightforward
process, or the data is continuous.
Create Your
Layout
Action Title
Key
Clear Points....
Visual ...............
...............
............
STEP 3: DELIVER
Practice Makes
Perfect
Record yourself giving
your presentation. Ensure
that the story flows and is
clear
Less is more. Remove any
visuals or text that
distract from the
objective
Make sure your
technology works, and
the sound is clear.
Speak Clearly
and Calmly
Take deep breaths to calm
your adrenaline before
starting.
Go slower than you think
you need to. Humans
process information
slowly.
Don't read your slides.
The slides should support
you, not replace you.
Address
Questions
Decide before you begin
how you will address
questions or concerns.
If the question impacts the
ability to reach the
objective, address it.
Otherwise, address it later.
Identify who has the power
to make a decision. Ensure
their concerns are
addressed.
Seek Feedback
and Follow Up
Seek feedback from
attendees to improve your
skills.
Make sure that you follow
up on your asks.
Have specific actions and
timelines that you will
follow up on so that it is not
a surprise.
HOORAY!
🥳
Save this resource, and tag
me as you develop these
data analytics core skills.
HAPPY LEARNING!
🙌
