This document provides a makeover for a slide showing the timing of steps in a project. The original slide listed the steps and dates as bulleted text, which is too much information and does not clearly convey the timing. The makeover uses a Gantt chart stacked bar graph to visually depict when each step occurs in a timeline format. This allows the audience to easily understand the sequence and timing of steps. Lessons are provided that when timing is key, use a visual timeline, look for ways to use graphs for accuracy and ease of updating, and remove speaking notes from slides.

1. Slide Makeover #90:
Showing the timing of steps in a
project
Based on Dave Paradi’s ideas at
www.ThinkOutsideTheSlide.com

2. Summary:
When reviewing the key steps in a project or
initiative, the audience needs to quickly
understand the timing of each step so they can
make decisions. This makeover shows how you
can use a data-driven Gantt chart instead of a
bulleted list of dates.

3. Exploring options to fund and build
rail load out
• November 2016 through January 2017 – Issue request
for proposal to design-build firms to complete
engineering and construct project
• November 2016 - discussions with two other potential
partners to determine interest and capabilities
• Feb 2017 - decide on project funding approach after
design-build proposal selected and costs are firmly
established
• February through March 2017 – present full business
case analysis to sub committees for recommendation
for approval to Management Committee the most
economic option
3
Original slide

4. Discussion of original slide:
• There is too much text on the slide. It appears that this is
intended to be a document instead of a presentation (see
this article on when to use each). If the key message is the
timing of each step, then only a short description of each
step is needed. The additional explanations can be put in
the speaker notes for the presenter to refer to.
• A visual would help the audience see when each step is
taking place and when there may be more than on step
taking place. This helps in the discussion of sequencing of
steps and whether the required resources are available if
multiple steps are taking place at the same time.

5. Timeline for exploring options to
fund and build rail load out
Nov 2016 Dec Jan 2017 Feb Mar
Issue RFP for design & build
Discussions with potential
partners
Decide on funding approach
Develop & present
recommendation for approval
Makeover

6. Discussion of makeover slide:
• Using a Gantt chart allows the length of each step and
the timing to be easily understood.
• This example is created using a stacked bar chart in
PowerPoint. It can also be created in Excel (here are two
articles on creating detailed or monthly Gantt charts with
Milestones in Excel). Stacked bar charts allow for
accuracy when creating Gantt charts and may make it
easier to update as the project proceeds.
• In a stacked bar chart, you can use a “spacer” data
series to create the gap from the vertical axis to the
visible segment. This is an example of using an invisible
graph element to position a visible element.

7. Discussion of makeover slide (cont.):
• The month labels at the top of the Gantt chart are part of
the data table, not text boxes added on. This is an
example of using a blank category for labels instead of
data. I encourage presenters to consider ways to make
labels or explanatory text part of the graph element so
that when it is moved, resized, updated, or copied, the
graph integrity remains intact.

8. Lessons for Presenters
1. Remove speaking notes from slides.
2. When your message is about the timing of
items, use a timeline based visual (you can
download free pre-made timelines and
calendars as a starting point).
3. Look for ways to use graphs to create visuals
when accuracy and ease of updating are
important.

9. If you would like me to help
your team create presentations
that have a clear message with
focused content and effective
visuals, get in touch:
P: 905-510-4911
E: Dave@ThinkOutsideTheSlide.com
W: www.ThinkOutsideTheSlide.com