Table or chart: choose based on task
The question is not about which is more beautiful, but what the reader of that page needs to see or look up.
Switch to charts when the goal is for readers to recognize trends, compare, or assess proportions in seconds. Keep tables when readers need to look up a specific number, compare multiple units of measurement, or when precision of each figure is essential, such as in financial and audit reports. Many of the best documents use both: charts lead in the main text, while detailed tables are available in the appendix.
- trends over time and comparison of several categories
- need to provide accurate measurements in multiple units
- charts in the main body and tables in the appendix
- Transfer the entire multi-column Excel sheet into the slide.
- Changing the audit number to a chart loses the original figures.
This decision does not depend on aesthetic preferences. It hinges on a single question: what does the reader of this page need to do with the data, see the message or look up the numbers? Answering that question will immediately inform you of which format to use.
Two different tasks
Charts and tables serve two completely different purposes. According to the principles summarized in Storytelling with Data by Cole Nussbaumer Knaflic: charts are for trends and relationships, while tables are for accuracy and looking up specific values. These two forms do not compete with each other. They serve two different types of readers within the same document.
- Charts help the eye recognize trends over time, compare categories, component proportions, or correlations between two variables in seconds without needing to read each cell.
- Table helps readers find the correct number, compare values across multiple criteria, or verify accuracy when documents have legal or audit requirements.
When to choose chart
You should consider switching from tables to charts when encountering the following situations:
- Time-based data should show trends of increase, decrease, or fluctuations.
- Comparing a few items to see which one stands out more.
- The proportion of components within a whole, such as revenue structure by channel.
- Data needed to make quick decisions during meetings or presentations, when viewers do not have time to read tables.
A chart should convey only one main message. If you try to cram four or five messages into one chart, the viewer will take away nothing. Remove gridlines, borders, and unnecessary decorations to allow the eye to focus on the data. Place labels next to the data line instead of leaving them as separate notes in the corner, reducing the need for the reader to make visual connections.
When to keep the table
There are situations where a table is the right choice, even if a chart looks more appealing.
- Financial reports, audit data, contracts: readers need to verify each original figure accurately.
- Price lists or specifications: the reader looks up a specific cell, no need to see the whole picture.
- Data with multiple units of measurement within the same block, for example, currency, percentage, and order quantity on the same line.
- Documents for internal comparison, where the finance team needs the original data rather than illustrative images.
Edward Tufte, as referenced in Storytelling with Data, asserts that tables are the best way to display precise numerical values, even when charts look more appealing. Converting audit numbers into pie charts is a common mistake as it obscures the original figures that the auditor needs to reference.
Table: Readers need to find the correct number or compare multiple values, commonly used in financial documents, specification sheets, and audit appendices.
Common errors
- Transferring the entire ten-column Excel sheet into a slide: the text is too small, no one can read it, and there is no standout message.
- Drawing a three-dimensional chart or one with shadows looks impressive but distorts the perception of scale, leading readers to misunderstand the size between columns.
- Stuffing four to five messages into a chart: viewers don’t know where to focus and remember nothing after leaving the meeting.
- Delete the original table after creating the chart: the finance team loses the reference copy and has to recreate it.
The viewpoint of Sinh Vũ
Sinh Vũ does not choose charts based on aesthetics. The first question is always: what do readers need to see or look up on this page? Any data that conveys a message should be prominently displayed in a chart, placed in the body of the text, with one chart per message. Detailed evidence should be compiled into an appendix and the original kept for the finance team to reference when needed.
A well-presented document often uses both forms in a layered manner: charts guide the reader through the data story in the main section, while complete data tables rest in the appendix for those who want to verify. This is not extra work, but rather assigning the right roles to each format.
A table is the best way to display precise numerical values, even if the chart looks more appealing.
Edward Tufte, referenced in Storytelling with Data, Cole Nussbaumer Knaflic
Decision checklist
Topic: Which data tables should be converted to charts, and which should remain as tables? Sinh Vũ guide, sinhvu.com
Select each item you find appropriate, then print or save as PDF to take with you.
If you have marked most of the signs above, this is the time to discuss in more detail. Sinh Vũ can help you review and propose a direction.
References
Storytelling with Data: Table vs Graph, Cole Nussbaumer Knaflic (Wiley); Domo: Charts vs Tables; Versta Research: Try Using Tables Instead of Charts; practical experience from Sinh Vũ Studio.
Frequently asked questions
I have a table with ten columns of monthly revenue data, what should I do?
If the goal is to show leadership the trends of increase and decrease, switch to a line chart and only keep the important milestones. A ten-column table left on the slide will have text that is too small for anyone to grasp the message. Place the full table in the appendix for those who need to reference the original numbers.
Should financial reports be converted into pie charts for better visibility?
You shouldn't replace it entirely. Financial figures and audit numbers require the original figures to be accurate for the accounting team and auditors to cross-check. You can add charts alongside to illustrate proportions, but the original figures must be kept intact.
Can a slide contain both a chart and a table?
On the same slide, it is usually not advisable, as readers will not know where to look first. Sinh Vũ's principle is one slide, one message. Place charts on the main content slide to guide, and detailed tables on appendix slides or attached documents.