Microsoft PowerPoint 1B: Business Presentations: Charts, Graphs, Tables, Organizational Chart

Chart:

• Charts show numerical information in the form of a pie, bar or line.
• Pie charts are most suitable when you are looking at parts of a whole (eg. sales of different kinds of restaurants)

• The numbers (data) for the chart are placed in row 1 and columns (A B C D etc.) as shown:

• Line and bar (column) charts are most suitable for information over time (eg. sales for one restaurant for 12 months)

Multiple bar charts are great for combining the above with multiple departments/regions etc. (eg. the sales of 4 different regions over a 4 month period)

• The data for a multiple bar chart or multiple line chart as shown above goes in rows 2, 3 and 4 as shown below

Tables:

• Tables are made up of columns and rows (you specify the number)

• Once created you can enter the information into the cells as shown below
• The information in tables is easier to read than if placed in bullets

Organizational Charts:

Organizational charts show the hierarchy (who is in charge and who is below) that a company follows:

The head of a company is often referred to as the president in large corporations and businesses or the owner in a small business.

Large corporations then have executive positions directly under the president and may use terms such as: director / vice presidents or senior managers (other terms may also be used instead of these).

Often the executive positions under the president or the assistants of the president are divided up by region (e.g. Vice President-Western Region, Vice President-Eastern Region or Sr. Manager-Northern Operations etc.)

Alternatively executive positions under the president may be divided by their area of specialty (e.g. Director of Marketing, Director of Operations or Sr. Manager of Human Relations or Sr. Manager of Accounting etc.)

Other positions under these levels may use the terms Assistant Manager, 2nd Vice President, Assistant Director etc.)

A large company will have specific duties and areas of responsibility under the heading of each position so that it is clear who is in charge and responsible for what

Often senior managers, directors, vice presidents etc. have bonuses tied in with how well their department or area performs based on various criteria (e.g. amount of sales, amount of costs, number of injured employees at workplace, customer feedback surveys)

Bonuses should be structured so that the overall company benefits and managers aren't encouraged to make their department successful at the cost of another department

Example

If a store manager is evaluated on cost savings they may hire inexperienced and cheaper workers to lower costs, however the company will suffer in the long term as customers won't be satisfied with the products or services they recieve

Alternatively, if a store manager is evaluated on sales they may decrease their prices to get more customers causing problems for other locations who don't want to lower their prices because in other areas maybe customers are more wealthy and not as sensitive to lower prices

Business Goals

Business meetings and presentations may involve around goal setting for short term and longer term company goals

Goals may focus on any of the following:

• increase market share
  • take customers from competitors, or
  • get new customers not using products or services from this area
• increase sales
  • increase amount of sales in various areas or regions (specifying amount e.g. increase Northwestern sales by 10 % or $1.2 million etc.)
• decrease costs
  • reduce cost of returned merchandise by 5%
  • reduce number of training days for staff
• increase quality
  • have 90% or more customers who complete survey indicate they are "more than satisfied"
• other examples:
  • introduce new product
  • have customers more aware of new product
  • increase advertising budget by 10%
  • increase management staff % of females by 15%
  • look for a new division manager, because old one retiring
  • create a new division
  • purchase an existing business
  • close down inefficient divisions

Master Slides:

Be careful to notice when you are working on a master slide and when you are working in regular slides or things can get pretty confusing

Any text, object or picture that is placed on a master page will appear on all slides in the presentation as the coffee and donut logo on the slides below

Note you may want to have the objects (like the geometric shapes above) not appear on a particular slide as shown below if it interferes with the slide. You can de-select these in the slide master view, however the background colors still remain, so choose background colors carefully.

 

Points to Remember:

• Use appropriate, brief and professional business language when creating any slide presentation
• Avoid too much "busy" distracting transitions and animation (add for emphasis only)

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