Are you expected to give a presentation at work? Presentations are usually based on numbers and data. Therefore, making your presentation effective and entertaining is entirely up to you. To make your presentation more interesting, you can use graphs, charts, and diagrams beyond basic presentation terms. So, when you use graphics, charts, and diagrams in your presentation, do you know how to explain them? In this blog, we will explore how to explain graphics, charts, and diagrams in English to make your presentation more effective and interesting.
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How to Describe a Graph Effectively?
To present a graph effectively, begin by explaining the type of graph, its general subject, and what it shows. Then, indicate the basic terms in the graph (increase, decrease, stability tendencies). Later, critical points, notable changes, and comparisons in the graph are emphasized. Finally, the general conclusion or comments that can be interpreted from the graph are briefly stated. Now let’s examine these steps separately in more detail.
Describe the graph
When you start describing a graph, your first step is to briefly introduce what the graph is and what it shows. At this step, you give general information such as the type of graph, its title, subject, data source, and time range. This allows for a guided introduction to the topic.
Here are some example sentences you can use when describing a graph:
This line graph shows the changes in population over time.
This graph shows the sales performance of the company over the last three years.
This chart illustrates the changes in online shopping habits.
This diagram presents the steps of the production process.
This graph provides information about the company’s monthly revenue.
The data in this chart covers the period between 2021 and 2025.
State the Basic Patterns
After introducing the graph, the second step is to explain the general patterns seen in the graph. At this step, basic changes such as whether the data is increasing, decreasing, or remaining constant are stated.
Here are some example sentences you can use when stating the general patterns of the graph:
Overall, the data shows a steady increase in sales.
The graph shows a gradual decline in the number of users.
There is a significant rise in production during this period.
The figures remain relatively stable throughout the year.
The number of customers slightly decreased over time.
Highlight Key Points
The purpose of graphs is not to make presentations more boring, but rather to make them more interesting. Therefore, it is necessary to highlight key points to capture attention, rather than simply introducing the graph.
Here are some example sentences you can use to highlight key points in a graph:
The most noticeable point is the sharp increase in sales in 2022.
The highest value appears in the third quarter.
The lowest point on the chart is recorded in January.
One important detail is the sudden drop in customer numbers.
A significant change can be seen in the middle of the chart.
Make Comparisons
Making comparisons between different data points is important in graphic presentations. This allows the audience to more easily understand the differences and similarities between the data.
Here are some example sentences you can use when making comparisons:
Product A performed better than Product B.
Sales in 2023 were higher than in 2022.
The number of users in Europe is greater than in Asia.
Company A experienced faster growth than Company B.
This figure is similar to the results from last year.
Make a Brief Conclusion
At the end of the graphic presentation, it is necessary to provide a general summary of the graph. What can be learned from the graph and its results should be emphasized briefly and clearly so that the graph achieves its purpose.
Example sentences you can use for the general summary and conclusions of the graph:
In conclusion, the graph shows a steady growth in sales.
Overall, the data suggests a positive trend.
To sum up, the company experienced gradual growth over the years.
Overall, the results indicate an increase in customer demand.
How to Describe a Line Graph
In a presentation, line graphs are one of the most commonly used visual tools. Understanding how to smoothly describe a line graph can help your audience easily follow patterns and changes in the data.
What is a Line Graph?
A line chart is a type of graph typically used to show changes over time. In this chart, data is shown as points, and these points are connected by a line. This makes it easier to understand the movement of the data over time and the general pattern.
Important Details in Line Graph Presentation
In this graph, the highest and lowest values, sudden increases or decreases are important details that attract the audience’s attention. In addition, the changes seen in the graph should also be explained. For example, rapid increases, decreases, or swings that occurred during a specific period can be explained.
Example sentences you can use when explaining a line graph:
This line graph shows the change in sales over the past five years.
The graph illustrates the growth in the number of users over time.
There is a steady increase in sales throughout the year.
The figures rise gradually from January to June.
Sales drop slightly after September.
The highest point on the graph appears in 2023.
The lowest value is recorded at the beginning of the chart.
Overall, the graph shows an upward trend.
How to Describe a Bar Graph?
Bar graphs are one of the most commonly used visual tools in presentations after line graphs. They are especially useful for comparing values between different categories.
What is a Bar Graph?
A bar graph is a type of graph used to compare data between different categories. In this chart, data is shown in vertical or horizontal bars. The length or height of each bar represents the value it stands for. This makes it easy to see the differences between different categories.
Important Details in Bar Graph Presentation
Since it is a graph used to compare data, the categories in the graph and the values associated with these categories must first be clearly stated. Then, the differences between the categories can be explained by highlighting the highest and lowest values. In addition, notable changes or significant differences between the data should be specifically pointed out to the audience.
Example sentences you can use when explaining a bar graph:
This bar chart compares the sales of four different products.
The chart shows the number of customers in each region.
Product A has the highest sales in this chart.
Product C has the lowest value among all categories.
Overall, the chart shows that Product B performed better than the others.
How to Describe a Pie Chart?
In addition to line and bar graphs, pie charts are also one of the most commonly used types of graphs in presentations. They are especially useful for showing proportions and percentages within a whole.
What is a Pie Chart?
A pie chart is a type of graph that shows the parts of a whole and the percentage of each part within that whole. The data is shown in slices on a circular shape, with each slice representing a specific percentage of the total. This makes it easy to understand the share of different categories within the total.
Important Details in Pie Chart Presentation
When presenting a pie chart, first explain the whole, then go into detail about each part. Explain the category represented by each slice and the percentage of the whole that each category represents. Then, detailed comparisons can be made based on the proportions of the parts. Finally, conclude by emphasizing the importance of the overall conclusion and proportions.
Example sentences you can use when presenting a pie chart:
This pie chart shows the distribution of company expenses.
The majority of the budget is spent on marketing.
Only a small minority of customers prefer traditional stores.
Only a small minority of the budget is allocated to advertising.
Nearly half of the total budget is spent on production.
Overall, the chart shows that marketing takes the biggest share of the budget.
Frequently Asked Questions About How to Describe Graphs, Charts, and Diagrams in a Presentation
Here are the frequently asked questions about describing graphs, charts, and diagrams in a presentation.
What is the first step when describing a graph in a presentation?
The first step is to introduce the graph. You should explain what the graph shows, the topic, and sometimes the time period or data source. This helps your audience understand the context before you explain the details.
How can I describe trends in a graph?
You can describe trends by using words such as increase, decrease, rise, fall, grow, or decline.
How do I highlight important points in a chart?
To highlight key points, you can mention the highest and lowest values, major changes, or interesting differences. Phrases like “the highest point,” “the lowest value,” or “a significant change” are commonly used.
What should I do at the end of describing a graph?
At the end, you should summarize the main idea of the graph. A short conclusion helps your audience clearly understand the overall trend or result shown in the visual.
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