The term diagram in PowerPoint refers to a special class of vector graphic object that combines shapes, lines, and text. Diagrams are most often used to illustrate relationships between bits of text. For example, Figure 10-1 shows a simple diagram that shows the flow of a manufacturing process.
Figure 10-1: This diagram shows a repeating process.
There are six diagram types available, and each kind is useful for displaying a different kind of data. One type-organization chart-is very different from the others, however. In this chapter I'll cover the five "easy" types first, and then focus on organization charts toward the end.
First, let's get a look at each of the diagram types in the following sections.
Which came first, the chicken or the egg? Now you can represent this conundrum graphically. A cycle diagram is a flow chart that illustrates a repeating process with no start or finish. You can have as many different steps in the process as you like.
| Tip |
By default, the shapes in a cycle diagram are arrows. In earlier versions of Microsoft Office, however, the default segment shape was a plain arch without arrows. You can change the shape of a segment by turning off AutoLayout (from the Diagram toolbar's Layout menu) and then making the change with the Draw⇨Change AutoShape command. |
A radial diagram shows relationships such that each item radiates from the center (hence the name "radial"). It is good for showing how multiple items feed into a center point, or the satellite offices of a central headquarters, as shown in Figure 10-2.
Figure 10-2: A radial diagram is like a simple organization chart that starts from the center rather than the top.
A pyramid diagram is just what it sounds like. It breaks up a triangle into horizontal slices and labels each slice. In Figure 10-3 it's used for staffing, for example.
Figure 10-3: A pyramid diagram shows the progression from the base level (large) to the top level (small).
Remember math class, when you learned about sets and subsets and how two sets can intersect? That's the basic idea behind a Venn diagram. It's a series of circles that overlap one another, as shown in Figure 10-4. It's useful when you need to show conceptually how different groups have some-but not all-members or characteristics in common.
Figure 10-4: A Venn diagram overlaps circles to show groups and their commonalities.
| Tip |
In the previous versions of PowerPoint, the colors in Venn diagrams did not blend very well, so it was often better to create the diagram in an image-editing program and import it onto the slide. In PowerPoint 2003, however, the colors from the Venn diagrams blend automatically based on the colors applied to each circle. You can manipulate this somewhat by changing the transparency of the colors in the Format⇨AutoShape dialog. |
A target diagram shows progress toward a goal. Each layer moves closer to the end result at the center, as shown in Figure 10-5.
Figure 10-5: A target diagram is like a flowchart that flows from the outside to the center.
An organization chart ("org chart") shows who reports to whom in a company's employment hierarchy. It's useful when describing how an organization functions and who is responsible for what, as shown in Figure 10-6. It can also be used to show match-ups for competitions as in a single-elimination or double-elimination tournament, so it'll come in handy when you're in charge of the office NCAA pool!
Figure 10-6: Show the chain of command in an organization with an org chart.
Org charts are also passably useful for flow charts for processes, although it's often better to use the flow-charting AutoShapes to manually draw flow charts or use a program like Visio, which is specifically designed for that type of thing.
This chapter covers organization charts last, because they're the most complicated type of diagram. (We'll work up to them.)
| Tip |
Should you include your company's organization chart in your presentation? That's a question that depends on your main message. If your speech is about the organization, you should. If not, show the organization structure only if it serves a purpose to advance your speech. Many presenters have found that an organization chart makes an excellent backup slide. You can prepare it and have it ready in case a question arises about the organization. Another useful strategy is to include a printed organization chart as part of the handouts you distribute to the audience, without including the slide in the main presentation. |