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1WRITING CLEAR AND INTERESTING SLIDES 2005，ShanghaiTHE BOSTON CONSULTING GROUP2WRITING CLEAR AND INTERESTING SLIDES3TODAYS OBJECTIVETo give you the tools to write slides that communicate the results of our work in a way that helps clients understand,accept,and use those resultsThis session will help you through the process of writing slidesFrom choosing the most appropriate slide type words,tables,graphics To writing a slide that is clear and interesting 4WHAT PUZZLES YOU OR CHALLENGS YOU THE MOST WHEN WRITING SLIDES?5WRITING CLEAR,SUCCINCT,AND INTERESTING SLIDESHow to use slides in a presentationHow to choose among words,tables,graphicsHow to display information on slides effectivelyGood slides,bad slides6STRONG GROWTH IN OTHER PRODUCTS OFFSET BY PARTS DECLINEAlarm&detection2,55118.331.937.695817.2Broad diffusion5,30338.310.945.32,40043.1IR sensors2,37217.113.834.982714.8Chloride1,52411.0(28.5)40.962411.2Bulk chloride1,2709.2(4.0)50.564111.5Parts1521.1(36.2)(9.9)(15)(0.3)Design6915(2.9)20.01382.5Total13,863100(1.6)40.25,573 100Product 1991 Sales($000)Sales%of Total1987-91 CAGR(Real%)GM(%)GM($000)GM%of TotalSource:Annual Division BudgetMessages are buried in the dataExample7THE REDESIGN PROCESS INVOLVES FOUR DISCRETE STAGESExtensive customer analysis Customer service and support requirementsDetailed internal diagnostic Time spent by activity by responsibility Capacity of the system Current contact model does not have capacity to serve all customers adequately Several low value areas consume time TSE time consumed by activities which could be handled more efficiently by other resources No sales growth from current model Lots of opportunity to leverage other resources,like CAS Most customers receptive to recommendations that allow us to leverage sales force timeAnalysisFindingsCustomerTechnical AssistanceTechnical AssistanceOrderingTechnicalAssistanceTechnicalAssistanceESCASTSECSRDMPlantPrice ConcessionsGroupPriceConcessionsExpeditingPriceConcessionsExpeditingOrderingASP selling/implementationISP sellingQuoting/cross-referencingExpeditingTechnical assistance in personRotational callsAvailabilityExpeditingPrice concessionsCurrent Organizational StructureVP and Director,MWS DivisionVP,National SalesTelemarketingManager(1)Zone Managers(5)CAS Manager(1)CAS Reps(4)DistrictManagers(30)ESs(46)TSEs(186)TSRs(23)CS Manager(1)VP,National SalesCAS ManagerFinancialAnalystTeam LeaderTechnical EngineersRemoteTechnical EngineersCustomer Service RepsCAS RepsQuotingAvailabilityCurrent Contact ModelProposed Contact ModelZone OperationsManagerAnalysis:Identify opportunitiesEvaluate Alternatives:Opportunities point to new contact modelBusiness ManagersRemote TETETeamLeaderCustomerPlantCSRCASProposed Organizational StructureCS Managers(10)TelemarketingTSRs(13)CSRs(65)LatrobeTelemarketing(9)ES DistrictManagers(6)AvailabilityQuotingISP cross-referencingOrderingPrice concessionsExpeditingToo much information?Example8THE 36”LIFTER DOMINATES SALES AND PROFIT1992 Product Family Profitability12.09.78.30.850.0236”14”12”96”10”DiscountRate 4.66%Current Dollar G.I.($M)555193517991Revenues($M)34917196030Note:Width of bar is proportional to CDGI*Valuation ROI-3y median CFROISources:LRP;HOLT Value ModelCFROI(%)Lifter Bore(Volume)ExampleIs the complexity necessary?9PREMIUM LOW CALORIE SWITCHING OCCURRING WITHINPREMIUM SEGMENT,NOT NEAR PREMIUMHalt the Leaks to Competitors1990&1991 Most Often Brand Switchers Within Last Three YearsSource:Continuous Tracking from Sample of 29,081;Consulting Analysis117(61)56)290(32)258)7(50)(43)30(37)(7)92(11)81)419(130)289)155(98)57)-224(79)145)5(19)(14)384(196)(188)69(99)(30)75(7)68)34(31)3)366(46)320)1,7211,464(570)894)StartingBaseWon +Lost =Competitor ANet91(68)23)267(19)248)5(82)(77)31(37)(6)109(11)98)412(149)263)-98(155)(57)218(97)121)0(21)(21)316(273)43)102(90)12)75(19)56)26(33)(7)312(45)267)1,8661,334(677)657)StartingBaseWon +Lost =Competitor BNetTotal Super Prem.60(98)(38)Product 1198(56)142)Product 26(52)(46)Product 325(81)(56)Other153(29)124)Total PFC382(218)164)Near Prem.Product 197(218)(121)Product 279(224)(145)Product 3-)Other1(55)(54)Total PLC177(497)(320)Other Segments Segment 162(104)(42)Segment 2110(29)81)Segment 322(69)(47)Segment 4324(72)252)Total2,8361,137(1,087)50)StartingBaseWon +Lost =ClientNetBrand/SegmentRaw data only,no analysis presented to support the conclusion(hypothesis)Example10Good slides are:Bad slides are:WHAT DO YOU SEE IN A GOOD OR BAD SLIDES?We will revisit toward the end of the session11WRITING CLEAR,SUCCINCT,AND INTERESTING SLIDESGood slides,bad slidesHow to use slides in a presentationHow to choose among words,tables,graphicsHow to display information on slides effectively12SLIDES ARE VISUAL AIDSFocus the audiences attention on messageHelp explain the messageProvide another means for the audience to process the informationReinforce the messageaid to memoryShould not compete with the presenterPresenter is primary means of communicating-difficult to read and listen at the same timeCalls for simple slides-simplicity means clarity in thinking13SLIDES ARE ALSO A RECORD OF THE PRESENTATIONLeft behind for clients to readCreating tension between The need for a stand-alone explanation andThe need for a simple visual aidAppropriate compromise depends on the audience and the purpose of the presentation14SEVERAL COMPROMISES ARE POSSIBLEPrepare report or annotated slide book as leave-behindDisplay information more effectivelyChoice depends onComplexity of messageDesired future use of presentationUsually preferable to keep slides simple and select an alternative option15COMPROMISE MUST BE CONSISTENT WITH AUDIENCE AND PURPOSEClient Case TeamBusiness ManagersBoard of DirectorsHighAs necessaryLow2-4 hrs.1-2 hrs.20-30 min.Participative discussionQuestion and answerFormal presentingType of AudienceLevel of DetailLength of PresentationPresentation StyleSourceSource:Consulting Experience16WRITING CLEAR,SUCCINCT,AND INTERESTING SLIDESGood slides,bad slidesHow to use slides in a presentationHow to choose among words,tables,graphicsHow to display information on slides effectively17GraphicsTablesWord slidesCombinations of the aboveFOUR WAYS TO PRESENT INFORMATION18BASIC GUIDELINES HELP YOU SELECT FORMATSDo I need to illustrate a reasonably simple relationship?Use a table or a graphicEspecially when showing numerical dataDo I need to illustrate a complex relationship?Use a tableDo I have something other than a relationship?Use a word slide or a conceptual graphic19BUT THE FINAL SELECTION DEPENDS ON THEMESSAGE YOU WANT YOUR AUDIENCE TO TAKE AWAYUse graphics if you want audience toRemember relative trendsPicture the flowUse tables when you want the audience to know or be able to refer toSpecific numbersMethodology to calculate numbersUse word slides if you want audience to understandSpecific logic flowRecommendations20GRAPHICS HELP THE AUDIENCE VISUALIZE THE POINTSHelp audience identify important points quicklyBest suited to display relationships,both quantitative and qualitativeWhere relationship is too complex for words-not too simple-nor too complexmultiple relationships can be obscured by graphicWhere visual impact will help convey messageGraphic format should be considered first;if a graph is not optimal,then consider words or a table21Steady growth of banking assetsLending balance keeps stable CHINA COMMERCIAL BANKING SECTOR IS LARGE WITH STEADY GROWTH1997199819992000E1,4911,5211,6781,893CAGR(97-00):7.9%1997199819992000E8299971,0681,067CAGR(97-99):10%YoY:0%Banking(1)asset at the end of the period(2)(USD BN)Lending outstanding balance at the end of the period(3)(USD BN)1.Excluding post office finance,urban and rural credit cooperatives2.2000 is an estimate,assuming ICBC,CCB and BOC accounting for 60%of the banking sector asset3.2000 is an estimate,assuming the 4 major banks accounting for 72%of the banking sector loan outstanding balanceSource:China Financial Almanac;IMD;Lit.search;BCG analysisExample22MARKET PROJECTION PRIMARILY BASED ON COUNTRY STATISTICS AND CONSUMER RESEARCHProjection MethodologyChina market potentialParametersDriversSourceVolumeGrowthRevenue#of babies%on BFAverage consumptionAverage price by product typeWeighted volumeXXXFuture trend of parameters Birth rate Population Geography Income Age of baby Usage behavior Product by stage Manufacturer ownership Package type Share Birth growth rate BF usage trend Price trend Consumer research Cross-country comparison Statistics Bureau Competitive analysis Store checks Trade interviews Statistics Bureau Consumer research Desk research ERC report Competitive interviewsExample23WHAT DO YOU WANT TO SAY?ColumnPieLine Stacked Column MapBubbleRelationshipMultiple PieArea Bar SpiderScatterChanges over timeParts of a wholeComparison of several items orplacesRelationshipsbetween variablesDescriptive ExplanatorySimple information Complex informationWhen to use what?24 SOME BASIC RULES FOR DESCRIPTIVE GRAPHICSFor Time Series,Use a Column or Line ChartWestern cultures read time as moving from left to right Common conventionUse a column or stacked column chart if Fewer than ten or so time periods Data is accumulated in discrete occurrences-e.g.,periods of productionUse a line or area chart if More than ten or so data points/periods Data is continuous or cumulative-e.g.,number of stores,stock prices by days Trends(i.e.,slopes)are the point you want to make25GROWTH IN TRADE FINANCE SLOWED AND WILL REMAIN SLUGGISHTrade finance expected to decline 10%in 1998232513152422190510152025301992199319941995199619971998ETotal trade finance(US$B)15%27%16%9%Slow-down in external trade has contributed to the declineExpected trade set back in the near future will further make trade finance declineSource:HK banking industry;Paribas Asia Securities;HK Monetary AuthorityCAGR92-9714%4%-10%Trade volume growth13%24%17%3%2%-5%Example26SOME BASIC RULES FOR DESCRIPTIVE GRAPHICSFor Item Comparisons or Comparison of Parts of a Whole,Use aBar Chart or a Stacked Column ChartUse a bar chart for Market research survey responses Competitor comparisons-reserves column charts for time series comparisons-leaves room for long labels on the left axisUse a stacked column chart for Cost structures or cost structure comparisons Regional market share comparisons Changes or differences in mix across time or competitors27MOTHERS WILLING TO BREASTFEED BUT WOULD USE INFANT FORMULAE AS A SUPPLEMENTSupplement baby foodBaby food better for baby“Cannot”breastfeed(not enough milk)Do not have time to breastfeed(e.g.work reasons)Others(1)Total 0-6 month6-12 month1-3 year0200400(1)Typical other reason:baby likes itSource:Survey results;BCG analysisWhy do you choose baby formulae?Example28FOREIGN PLAYERS ALREADY HAS A STRONG FOOT INTO FOREIGN CURRENCY BUSINESS 10%6%44%3%2%13%22%100%ICBCABCBOCCCBBank ofCommunicationsOther regionalbanksForeign banksTotalShare of foreign currency loans(As at the end of 1999)4 major state-owned banksOther local banksForeign banksExample29SOME BASIC RULES FOR DESCRIPTIVE GRAPHICSFor Complex Spatial and Temporal Comparisons,a Range of Mapping Techniques Are AvailableUse territory map for Market attractiveness Competitor penetrationUse a process or time map for Efficiency measures Time lines Process flows30SOME BASIC RULES FOR EXPLANATORY GRAPHICSFor Regressions and Causal RelationshipsUse an XY scatter chart for Point regressions-do not show regression line if slide is for exploratory purposes-but include it if you are sure of the point you want to makeUse a bubble chart for regressions where A third dimension is required-e.g.,assets or sales-bubble size should always refer to size-related variable(e.g.,assets,but not profitability)31AFFLUENT IS AN ATTRACTIVE SEGMENT,GENERATING HIGHEST CONTRIBUTION PER CUSTOMERSegment breakdown of contribution per customerUpper150Affluent40500007000Annual contribution per customer(US$)-2500Size of market(m)(No.of customers)-515Mass802500Source:Press literature,AC Nielson,Business-On-Line,Ministry of Commerce,BCG case experience and analysis=Total contribution(B)Example32SOME BASIC RULES FOR EXPLANATORY GRAPHICSFor“Novel”ComparisonsUse a spider chart for Gap analysis along multiple dimensions simultaneously-perceptions vs.reality-client petitorsUse“novel”graphics where an unusual point needs to be made Difficult to devise But sometimes nothing else works?33TABLES ARE ALSO USED TO DISPLAY QUANTITATIVE AND QUALITATIVE DATA Use a table whenYou have too many relationships for a graphYou want to make your calculations overtYou want to emphasize individual values-either wordstypes of distributors-or numbersDo not use tables for most other applicationsTend to be cluttered and difficult to read,obscuring the messageTend to use it as backup or appendix34WORD SLIDES HAVE SEVERAL USESTo lead audience through logic flowNot used for proof,except for interview quotesTo summarize findings,recommendationsTo present qualitative informationMost concepts can be effectively presented in wordsTo present very simplistic dataBut dont bury numbers in slidedifficult for audience to grasp the meaning35Presents the message both visually and verballyUsually best with simple data or conceptual graphicHowever,make sure the slides do not become too confusingCOMBINING FORMATS CAN MAKE MESSAGE STRONGER36CUSTOMER INTERACTION FAR FROM IDEAL020406080HandledTransferredReferred%ofCallsHandledTransferredReferred35%of all customer service callsare transferred or referred“Ive been back and forth,back and forth(between Billing and Customer Service)about six times.”-Customer of Granada Hills Customer Service when asked if he would like to be transferred to Billing“Ive finally spoken with someone with some intelligenceafter about six conversations.”-Irate customer of Granada Hills Customer Service“It would be so much easier if we could just look at the bill.”-Customer Service rep to Billing rep when calling to get information for customerCustomers are frustrated by processSources:Call Monitoring(Granada Hills,Ohio,Louisville,Indiana,Garland);Consulting Analysis652510Example37FOLLOWING EXAMPLES PRESENT SAME DATA IN DIFFERENT FORMATSQuantitative dataSales and profit over timeComparison of features for products in marketTwo options for technical specialist deploymentQualitative dataFlow of presentationSegmentation38Sales have grown by 11%per annum since 1989Company X sold$60 million in 1989Sales expected to be$90 million in 1993Profits have grown more rapidly at 17%per annumCompany X had profits of$16 million in 1989Profits expected to be$20 million in 1993Exercise 1Source:Abco DataPROFITS GROWING FASTER THAN SALES -139SalesProfit19896010199066121991731519928118199390201010019891990199119921993Exercise 2CAGR(%)1119Dollars($,million)SalesProfitsSource:Abco DataPROFITS GROWING FASTER THAN SALES -240PROFITS GROWING FASTER THAN SALES -3Exercise 119891990199119921993CAGR(%)Sales($,Million)Profit($,Million)606673819011101215182019Source:Abco Data41FOCUSING ON SMALL CUSTOMERS WILLPROVIDE THE MAXIMUM LEVERAGE -1A technical specialist spends more time with large customersAn average of 8 hours in person per call for large customers,versus.15 minutes on phone per call for small customersConsequently,a single specialist can cover more small customersCan only serve one large customer per dayCan serve 8 small customers per dayExercise 2Source:Phone Co.42FOCUSING ON SMALL CUSTOMERS WILLPROVIDE THE MAXIMUM LEVERAGE -2ExerciseOn-site Time with Large CustomerNumber of customers served in one dayOn-phone Time with Small Customer8 hrs.115 min.32Source:Phone Co.Time spent per service call43FOCUSING ON SMALL CUSTOMERS WILL PROVIDE THE MAXIMUM LEVERAGE -3LargeSmallLargeSmallTime Spentper ServiceCallPossibleCalls perDay8 hrs.15 min.132Exercise 2Source:Phone Company44AGENDAOrder takingCustomer conversationOrder entry into systemManufacturingSchedulingProductionDistributionPackagingShipmentExercise 345AGENDACustomer conversationOrder entry into systemExercise 3SchedulingProductionPackagingShipment Distribution ManufacturingOrder Taking46TO DISPLAY INFORMATION EFFECTIVELY,YOU NEED TOFocus on your audience and what they need/want to knowStart with their concernsTell their story,not your storyFocus on key concepts and charactersFrom audiences perspective To make text more coherentTo provide context for the audienceOrganize slides around the audience and the important concepts,characters47THE SLIDETHE BASIC BUILDING BLOCKTITLEBODY Support for main pointWordsSchematicTableGraph(s)TAKEAWAY,OR TRANSITION TO NEXT SLIDEMay be oralMain point of the slideNotes,Source48HOW TO MAKE SLIDES USER FRIENDLYTitleContext at beginning New information at endBodyConsistent subjects for main points-the concepts and charactersSimple grammatical structure and parallel style49THE TRANSITION RELATES THIS SLIDE TO THE NEXT ONEKeeps the story goingSummarizes the slide,reiterates the main point,or draws out implicationsCan be written or oralThe slides exclamation point50THIS IS WHERE THE TITLE(ALL CAPS)IS POSITIONEDThe subtitle follows with only an initial capThe body of a word slide follows an outline format,beginning with main points which start with a capital letterThe second level is called a bullet point;it also begins with a capital letter-the third level is called a dash point;it begins with a lowercase letterthe fourth letter is a dot point(no cap);it is best to avoid theseNo end punctuation follows any of these points51RECOMMENDED FORMAT FOR TABLES AND BOXESType of assignmentCorporate strategyMarketing strategy developmentClientMajor German brewerMajor U.S.brewerScottish brewerVariousMajor European brewerAustralian wine&spirits companyMajor U.S.brewerGoal of the studyStrategic alliances in EuropeAcquisition strategyStrategy developmentAcquisitions in brewing and soft drinks in SpainEuropean brandBrand extension strategiesBrand positioningBackup52THIS IS THE FORMAT FOR TABLESChain SegmentOff-premise Supermarket C-store Drug Gas Liquor/OtherOn-premiseTotalMarket Growth4.86.22.07.05.66.02.04.6Share Gain6.97.12.00.127.710.724.57.11989-90 CAGR Total(%)11.713.34.07.133.316.726.511.7%Due toSales Efforts Driving GrowthSource:Market ResearchBackup53RECOMMENDED GRAPH FORMAT100 75 50 25 019801981198219831984Scale in 12 pointY label centered in 12 pointGraph heading 16 point,capital letter for first wordLegend in 12/14 with box*OptionalSource:Text inside graph flexible(12 or 14 if possible)X label in 12 point(14x9)Backup54USE THESE QUESTIONS TO REVIEW YOUR SLIDESHow does this slide contribute to the story?How does it help the audience to address their needs?Does management want/need to know whats on this slide?Everything on the slide?Is the point of this slide clear?Is it clearly laid out in the title?Is the title closely connected to the body of the slide?Is the body of the slide easy to read?Is it parallel?Does it contain any unneeded material?This will lead to the Pyramid Thinking/Logic in our next session55RECAP:WHAT DO YOU SEE ON A GOOD SLIDELogical and interesting storylineSimple,to the point(no more than 6 key points on one slide)Catch your eye Key message stands outConclusion always supported by(appropriate)data and analysisData always stated with sourceConsistent format and color schemes No typos
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