Different ways to visualize data

Earlier, we discussed best practices for collecting and analyzing data. When it is time to present your data
to your audience, you don’t just want to tell them about your findings and what they mean, you want to
show them. Data visualization helps us organize data and turn it into information that is clear and easy
for our audience to digest.

In this reading, we will go over a variety of charts and graphs you can use to visually represent data.

Visualizing your data

Before translating your data into a chart or graph, you should be clear on what you want to show your
audience. Figure out what data you want to use and why. You might want to inform your audience about
a new trend or a valuable piece of information, or show relationships between data sets. Or maybe you
need to compare values, understand the composition of something, or analyze trends and behaviors
over set periods of time.

The type of data you have, and the information you want to show or understand, will help you figure out
the right data visualization to use. Let's go over some scenarios and discuss which charts and graphs
would be best for each.

Show relationships

A scatter plot, sometimes referred to as a scatter chart or scatter graph, uses dots to represent values for
two different variables. The position of each dot on the horizontal and vertical axis indicates values for
an individual data point. Scatter plots will sometimes have a line drawn across its center. This line is
known as the trend line and highlights the direction the points are trending towards.

Scatter plots show the relationship between data sets, and can help us understand the impact of one
factor on another. For example, the scatterplot below shows the relationship between the life
expectancy of people living in a country and how happy those people are. The first variable, the
happiness score, is reflected on the vertical axis —also called the y-axis. The second variable, life
expectancy, is on the horizontal axis —also called the x-axis. By looking at this scatterplot, we can tell
that as a person’s happiness score increases, so does their life expectancy.
Scatter plot best practices:

 Start the y-axis at 0 to represent data accurately.

Comparing values

Bar graphs use size contrast to compare two or more values. In the example below, the time of day is
compared to someone’s level of motivation throughout the whole work day. By comparing this data, we
can tell that this person’s motivation is low at the beginning of the work day, and gets higher and higher
by the end. Bar graphs are also a great way to clarify trends and identify patterns.

Bar graph best practices:

 Use consistent colors throughout the chart

  Use accent colors to highlight important data points or changes over time

 Use horizontal labels so it is easier to read

Demonstrating composition

Now let’s check out another visualization you will probably recognize—the pie chart. Pie charts show us
the composition of something. In other words, how much each part of something makes up the whole.
The pie chart below shows us all the activities that make up someone’s day. Half of it is spent working,
which is shown by the amount of space that the blue section takes up. From a quick glance at this pie
chart, you can easily tell which activities make up a good chunk of the day and which ones take up less
time.

Pie chart best practices:

 Avoid including too many categories so it is easy to compare slices

 Make sure that the slice values add up to 100%

 Order slices according to their size

Analyzing trends and behaviors

Tracking trends can help us understand shifts or changes in our data. Line graphs are a great tool for
visually showing change over time, but they can be paired with other factors, too. In the line graph
below, we are using two lines to compare the popularity of cats and dogs over a period of time. Because
the graph is using two different line colors, we can instantly tell that dogs are more popular than cats.
We will talk more about using colors and patterns to make visualizations more accessible to audiences
later, too. Even as the lines move up and down, there is a general trend upwards, and the line for dogs
always stays higher than the line for cats.
Line graph best practices:

 To avoid clutter, don't show more than four categories.

 Organize highly variable data at the top of the chart to make it easy to read

Scatterplots, bar graphs, pie charts, and line graphs are common data visualizations you will use
throughout your career as a project manager. To practice creating these charts, check out this step-by-
step overview for creating charts using Google Sheets or this resource for Microsoft Excel.

Preparing an effective presentation

At various points throughout a project, you will likely be required to deliver a presentation to team
members, key stakeholders, senior leaders, or customers. Use the following tips and best practices to
help you prepare an effective presentation.

Preparation

Get clear on your goals and the purpose of your presentation.

Be clear and specific about what you want to get out of the meeting, then frame the discussion with that
goal in mind. For instance, “We need two engineers who have worked in this industry before,” instead of
“We need more resources.”
Seek input and set expectations.

Ask your manager or check with stakeholders regarding your presentation goals. Get their input and
feedback ahead of time.

 If you were invited to present, make sure you understand in advance exactly what the requestor
is hoping to gain from your presentation.

Create a delivery plan.

Identify a headline for each slide, which is the one-sentence main point that you are trying to illustrate
with that slide.

 Create a couple of supporting points that add interest to the headline, such as anecdotes, charts,
data, etc.

 Build in signposts. These are ways to clue the audience in to where you are going and what to
expect with your presentation.

 Limit the number of slides in the main presentation. At the same time, consider creating backup
slides for potential challenges, difficult questions, trade-offs, or alternative solutions. You can
hide these backup slides at the end of your presentation if you don’t need them, or add them
into your presentation if you do.

Be mindful of your audience’s time.

Invite only participants who need to be there.

 Send the presentation ahead of time, if possible.

Develop a strategy for making your presentation memorable.

Use stories and repeat key points.

 Start with a strong intro. Spend extra prep time on the beginning. The beginning is when your
nerves are typically the highest, and delivering the introduction successfully can help you quickly
gain confidence.

Practice

Guide your audience through your presentation.

Help them notice what you notice, and transition between slides by using phrases like “Building on this
point . . .” or “As I mentioned before . . .”

Do a mock presentation with your team.

If there will be more than one presenter, coordinate what each person will cover and how you will
manage handoffs.

 Practice a question-and-answer (Q&A) session, anticipating the kinds of questions your

participants might ask so you are prepared with a quick and confident response. In addition,
practice what you will say if you are asked a question that you don’t know the answer to.
  Be prepared to run the whole meeting yourself. If a co-presenter fails to show up, are you
prepared to step in?

Schedule time to practice.

 Once you’ve outlined what you want to say, practice it—ideally in front of a mirror—or record
yourself. This may help you identify awkward phrasing that could be improved and other issues.

Be prepared for surprises.

Show that you can adapt and that you know your subject matter.

 If time runs short, can you quickly summarize the key points?

 Can you pivot the content according to what is most important to your audience?

Presentation and pace

Get right to the point.

Identify what problem you are solving and state it up front.

 Tell the audience why you are in the room with them and what you will be covering.

 Lay down the ground rules. For example, how do you want to handle questions and comments?
Will you take them throughout your presentation or afterwards?

Check your pace.

Be mindful of clues from your audience and adjust accordingly.

Follow up