|I discovered something which I have been wondering for – for a long time.And the answer was so obvious…
How to draw a reverse diagram?
Estimated reading time 3 min
Using PowerPoint you can convert simple bullets to high-impact diagrams in seconds. Refer to these articles to learn a great feature called SmartArt:
Boring to Exciting ppt – in few clicks!
Marketing: Arranging multiple pictures in few clicks!
Show Off and Learn: Picture Organization Chart in 2 minutes
Video Tutorial: How to show collaboration in PowerPoint
Marketing: How to create “Our Customers” Slide in seconds
Recently I was working on PEST analysis with my good friend Ms. Faith. That is when I thought of writing this article. We will see how SWOT and PEST analysis diagrams can be created instantly using PowerPoint. These topics are commonly used in strategic management and situational analysis.
Any corporate sales presentation usually have a slide showing logos of all customers. Usually creating such a slide is very cumbersome because the logos come in all shapes and sizes. Someone has to spend inordinate amount of time resizing and aligning all the logos – and often, the slide still looks shabby
Here is a method which will solve your problem instantly.
Gear is a nice SmartArt available which illustrates collaboration or smooth working of multiple components. It accepts a maximum of three items only.
But showing it as a static diagram does not generate good impact.
Watch this video to see how we can improve it go illustrate the collaboration in a much better way. Watch this in high resolution and full screen for better understanding.
- You need pictures of people who go into the organization chart. Save these in a single folder.
- PowerPoint 2010 or above
- Create a new PowerPoint presentation
- Add a blank slide
- Insert – Picture – choose all pictures from the folder and choose insert
- All pictures will be added and selected
- DO NOT disturb the selection
- Click on Picture Tools – Picture Layout – Choose Org Chart
- Now all of the pictures are arranged in a straight line. Don’t Worry!
- It is now converted to a SmartArt
- Click on the edit button on the left edge of the SmartArt
- Now you can see pictures and empty bullets
- All bullets are same level that is why the org chart is flat
- Choose the boss. Use Shift Alt Up arrow / Down arrow to rearrange
- For subordinates press TAB one or more times
- Rearrange and you are done!
- If you want, type names in each bullet
- Resize the SmartArt as required
- That’s it!
Choose the SmartArt – SmartArt Tools menu – Design – Choose another Layout. Only two layouts in this category support pictures.
Readjusting the visible portion of a picture
If PowerPoint chose a wrong area, click on the picture – Picture Tools – Crop. Now move the picture to select desired area. This part may have to be done repeatedly to get perfect results. Unfortunately, there is not shortcut available because PowerPoint does not know which region of the photos you want to show.
This presentation contains three slides.
- Contains all pictures
- Contains Final Org Chart
- Contains Org chart in different format
Download the presentation Org Chart Demo
The pictures are royalty free – from Office Online Clipart
Yesterday, I conducted sessions for 650+ professionals at a leading automotive manufacturing company… Very smart audience, amazing grasping power.
Here is one of the demos I used in the session…
I have multiple pictures. I want to put them into a SmartArt diagram quickly. But if I use Insert – SmartArt – Picture SmartArt, I have to insert each picture one by one.
That is repetitive. Repetition = Inefficiency
Is there a faster, smarter way?
Of course there is. Here are the steps.
- Choose Insert – Pictures
- Select all pictures and add them
- As soon as the pictures are inserted, they are already selected.
- DO NOT unselect them.
- Notice that pictures are of different sizes and randomly arranged.
- While all pictures are selected, click the Picture Tools tab
- Open the Picture Layout dropdown
- Notice that all types of Picture SmartArt appear here
- Choose the one you want
- The size of the diagram will be determined by the size of the picture selection
- Adjust the diagram size as needed
- Open the text editor and add titles if required
- That’s it!
In an earlier post, I explained how to convert a Word document to a PowerPoint presentation in one click (ok… few clicks!). Unfortunately, the resulting presentation is guaranteed to put your audience to sleep. The presentation contains only text. And lots of bullets. Everyone in the world knows that …
Most presentations are boring! Still we contribute to that boredom by creating more boring presentations. If you want to succeed in your presentations, you should strive to be in the 1% There are thousands of ways to make your presentation less sleep inducing. But one method stands out. Which is quick and easy.
Convert those boring bullets into interesting and easy-to-understand diagrams.
Boredom to excitement… in few clicks
- Right click in your bulleted text and choose Convert to SmartArt.
- PowerPoint shows you 20 diagrams to choose from.
- Move the mouse cursor over each diagram – it is temporarily drawn … move to next till you find the most suitable diagram to explain your concept.
- Remember that most people don’t do this. So you are already in the 5%
- But you don’t want to stop there. You want to be exclusive…
- So have the courage of clicking on More SmartArt Graphics… (nobody has that courage… so that is your competitive advantage)
- Now you will have a big problem
135 diagrams to choose from!
Don’t get disheartened. In a given business context, only one or two of these diagrams are most suited. The real skill is finding the right diagram for your need. Unfortunately, there is no easy way there. You have to put effort.
Homework: Learn 135 diagrams
Spend 30 minutes of your precious life to do this:
- Create a new blank presentation
- Create a new slide (usually it will be Title and Text type of slide)
- Open Insert tab and choose SmartArt
- Look at the categories on the left. These will tell you overall categories of diagrams from a business point of view.
- Click on each category. Then diagrams of that category are shown.
- Now click on each diagram.
- On the right side, a bigger version of that diagram is shown. Just imbibe that visually.
- Look below… Microsoft has taken the trouble to explain the business context in which the diagram should be used. Read that.
- Move to the next diagram.
Pricing is determined by demand and supply
Input and Output
Colors, Styles, Animation and Effect options
Try all options on the SmartArt Tabs – Design and Formatting to know more about what you can do. Also apply some simple animation and choose Effect options to see interesting ways in which you can control the animation.
How to get full control?
SmartArt is very nice. But you have one limitation. You cannot change one item independent of others, you cannot group items and so on. Don’t worry. Use SmartArt first to create a base diagram quickly. Then click Design tab and Choose Convert to Shapes. Now it is no longer a SmartArt diagram. It becomes a simple diagram with grouped objects and shapes. Now you can ungroup it and control each shape exactly the way you want. Now you get best of both worlds. Quick diagram and full control.
Take any of your existing presentations. Save it as a copy. Look at existing verbose slides and see if you can improve them using appropriate usage of SmartArt
Creating Picture SmartArt is not easy. You insert the SmartArt first and then you have to choose one picture at a time, repeatedly. And as you know, repetition means inefficiency. In the next post we will see how to create SmartArt containing many pictures (of dissimilar sizes) in two simple steps. Another miracle coming up…