Almost everybody has worked in a team at some point in their lives. Whether it is a startup team fighting for survival, co-workers at a bigger company, or players at a football team, communication is a vital part of success. First, open and transparent communication builds trust, an essential factor if you want to succeed. Second, frequent communication gets everyone on the same page regarding milestones, progress, innovation and more.
On the other hand, teams that fail to communicate effectively often end up wasting time and resources doing non-essential or repeated work because of the lack of communication.
At Piktochart we believe in transparent communication as an essential aspect of our business – team collaboration and brainstorming are always encouraged. As a result, every Monday we get together in our comfy bean bag room and have our Monday Morning Meeting. Each time, a different member of our team presents and showcases updates, metrics, progress on our user personas and more.
Everyone shares fantastic dispositions, but our in-house presentation expert is Eureka, our UX researcher. Every week she presents to the team her research and findings on user personas, and how our users navigate through our product.
“A big part of my role is sharing infographics with the team; that’s actually my job description” – that’s why we asked Eureka to help us with this post.
Infographics are a fantastic tool to briefly communicate a lengthy topic. It helps you share your point across to an audience without overwhelming them. “A lot of our users make presentations to get everyone on the same page”, comments Eureka, “instead of a 52-slide presentation, using one compelling infographic is a no-brainer”.
Everything starts with picking an aspect to research, talking to users, gathering the results and then analyzing that information. Then, I design an infographic to present in the Monday Morning Meetings. “With Piktochart it doesn’t take too long; what takes more time is the actual idea,” comments Eureka.
Although there is a lot of preparation and research beforehand, Eureka says it comes organically: “I start with a big title, then go through the points. I check what I did last week and break it up in 3 points. Then, I get data or research backing what I say. Finally, I update the team on where are we right now and where we are going next.”
A great idea to is to alternate themes: “I try to change the topic every week. Actually, my new year’s resolution was to make a presentation every week, and I’ve only missed one week!”
How you structure your infographic is extremely important. You need to captivate your audience, and keep them entertained with a brief presentation but at the same time, you need to clearly get the point across. According to Eureka, she uses 2 basic outlines depending on the occasion:
Presenting to a team or your co-workers
- Start with explaining the background behind the presentation. For instance, as Eureka’s role is to conduct user research, she talks about the methods she used to conduct the research. She briefly talks about the participants, how they were approached, and what they were asked.
- Then, give a quick overview of the results of the research or a summary of the topic. For instance, Eureka loves going through the key takeaways of the finished research.
- Continue by going deeper into the results. From the key takeaways, you should elaborate on each point using examples, data or direct quotes from user interviews.
- Finish with a final summary slide and closing sentence. As Eureka works closely with users, she utilizes an eye-opening quote from a customer that supports the research. If applicable, include a call to action for your team in this summary slide.
Presenting to people who are new to a topic
- Start by briefly introducing of the topic. For instance, when Eureka presented to students about UX research, she started by talking about the different components that make up user experience.
- Then introduce yourself, your background and what you work on.
- Present the topic in a more detailed way. For this, always think of what sort of knowledge your audience previously has and adjust to that. A great tip is to try to cluster things into 3-4 main points.
- Tip by Eureka: A good idea is to write the speech on paper, then illustrate it via Piktochart.
Some Real-World Examples
Now that we know how a fantastic infographic for team communication is structured, let’s take a look at 3 different real-world examples Eureka designed over the past couple months.
As part of Monday Morning Meetings, Eureka wanted to show the rest of the team what it would be like to see Piktochart for the first time as a user. She took pictures of the product and website as she went through the motions of a regular user. The goal was to convince and show the whole company the way we see our website is different than the way others do it.
Many of you might be familiar with TED and TEDx talks. Eureka had the fantastic opportunity to present at TEDxKLWomen, and used Piktochart to talk about how research and psychology can be used to improve products.
After talking at TEDxKLWomen, Eureka decided to share her experience making a professional presentation on Piktochart with the rest of the team; in other words, she made a presentation about presentations! She included what features helped her the most and her biggest challenges using the product. It’s a great presentation!
Infographic Tips From A World-Class Expert
After building countless infographics with Piktochart, Eureka has a few ‘hidden’ tips you could use to captivate your audience and dramatically speed up the time in which you design beautiful infographics:
- It’s important not to have too many points. Eureka found out that if you have too many things you will lose the audience. Try to stick to one theme, and inside, three main points.
- Adjust your presentation to the time slot you have.
- If you want to be brief, have a summary slide with 3 main points, and then dedicate an individual slide to each point.
- You can speed up your process by duplicating blocks in the Piktochart editor. This is really useful when you’ve designed a slide and want to repeat the same structure.
- Take your slides offline by saving them as a PDF (choose to save them as presentation blocks). You can then easily convert the PDF into a PowerPoint presentation by searching for “PDF to PowerPoint converters” online.
- Don’t use too many words because people will try to read your presentation instead of listening to you. You should be doing the rest of the talking. A helpful rule is to not use more than 6×6 words on your slide – meaning, no more than 6 points with 6 words each.
- A great tip to interact with the audience is to ask a question, wait for the response and then reveal the answer in the next slide. This is a great tip for you to make an attention-grabbing introduction!
- If you want to share your presentation link with your audience so they can see it afterwards, use a URL customizer to make it short and memorable. bit.ly/mypresentationtoday is much better than https://magic.piktochart.com/output/6052737-fake-link.
- Think about who you are presenting to, what your goals are and what information you have.
- Start with a draft in your head or in pen and paper. It really helps to have an idea from the beginning. Then, it’s ridiculously easy to move blocks around if you need to how your infographic looks!
- If you’re making a document for print, try using one of our Report templates. These come with blocks that are optimized to fit on pages. Or, you can also choose to create blocks that fit to one page by dragging the end of a block to the cut-off line.
- Once you create your Piktochart, publish it and get the URL so you can send it beforehand to anyone who is going to attend the meeting or presentation.
Just in case you want to check out a few more infographics we’ve used for internal communications:
- What Can We Learn From Adobe Apps (infographic shared with the team to get inspiration from other apps)
- Presentation on UX Research In The Industry (presented to a group of college students in Malaysia)
- Presentation on How to be More Productive (presented during one of Piktochart’s Wednesday presentations)
- Presentation on the Art of Listening (presented during one of Piktochart’s Wednesday presentations)
- 4 Reasons Why to Start Creating Infographics (used by one of our UK partners, Social Media Stream, during their workshop)
We are curious to hear how you use Piktochart to communicate with your teams! What makes a good presentation in your opinion? Share your thoughts in the comments below!