© Prentice Hall, 2003 Business Communication Today Chapter 11 - 1

Communicating Communicating Information Information

Through VisualsThrough Visuals

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 2

Planning VisualsPlanning Visuals

Decide What to SayDecide What to Say

Develop a Story LineDevelop a Story Line

Save TimeSave Time

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 3

Preparing VisualsPreparing Visuals

Gain anGain anAdvantageAdvantage

Gain anGain anAdvantageAdvantage

Balance WordsBalance Wordsand Visualsand Visuals

Balance WordsBalance Wordsand Visualsand Visuals

Pick PointsPick Pointsto Visualizeto VisualizePick PointsPick Pointsto Visualizeto Visualize

Set aSet aScheduleSchedule

Set aSet aScheduleSchedule

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 4

The Right Visual for the JobThe Right Visual for the Job

•Detailed, exact valuesDetailed, exact values

•Trends over timeTrends over time

•Frequencies or distributionsFrequencies or distributions

•Comparison of itemsComparison of items

•Comparison of partsComparison of parts

•CorrelationsCorrelations

•Geographic relationshipsGeographic relationships

•Processes or proceduresProcesses or procedures

TablesTables

Line or Bar ChartsLine or Bar Charts

Pie or Area ChartsPie or Area Charts

Bar ChartsBar Charts

Pie ChartsPie Charts

Line or Dot ChartsLine or Dot Charts

MapsMaps

FlowchartsFlowcharts

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 5

The Parts of a TableThe Parts of a Table

Stub head Subhead

SingleColumn

Head

SingleColumn

Head

Row headRow head Subhead Subhead

Total

XXX

XXXXXX

XXX

XX

XXXX

XX

XX

XXXX

XX

Subhead

XXX

XX XX

XXX

Multicolumn Head*

Source: (In the same format as a text footnote).*Footnote (for explanation of elements in the table).

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 6

Preparing Numerical Preparing Numerical TablesTables

• Use common, clearly identified units

• Use the same units for all items in a column

• Label column headings

• Separate rows and columns

• Provide column-to-row totals or averages

• Document data sources

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 7

Using Line Chartsand Surface Charts

200220001996 1998

Indicate Relationships

ShowChanges

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 8

4

4.5

5

5.5

6

6.5

7

7.5

8

8.5

9

1979 '81 '83 '85 '87 '89 '91 '93 '95 '97 '99 '01

Cars Trucks

Average Age of Passenger Cars and Trucks in UseAverage Age of Passenger Cars and Trucks in UseA

ve

rag

e A

ge

of

Ve

hic

le (

in y

ea

rs)

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 9

Using Bar ChartsUsing Bar Charts

Show Relative Sizes

Indicate Composition

Show Changes

Compare Items

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 10

Average Monthly Sales at Waldo’sAverage Monthly Sales at Waldo’s

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$70,000

Store 1 Store 2 Store 3 Store 4

Slacks

Shirts

Jackets

Accessories

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 11

Using PictogramsUsing Pictograms

NoveltyNoveltyImpactImpactNoveltyNoveltyImpactImpact

VisualVisualAppealAppealVisualVisualAppealAppeal

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 12

State Bank Pays More InterestState Bank Pays More InterestState Bank Pays More InterestState Bank Pays More Interest

7%

6%

5%

4%

3%

1%

2%

State Bank Union Bank Trust Bank City Bank

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 13

Timeline ChartsTimeline Charts

TimeTimeSchedulesSchedules

TimeTimeSchedulesSchedules

CompletedCompletedTasksTasks

CompletedCompletedTasksTasks

MilestonesMilestonesMilestonesMilestones

UncompletedUncompletedTasksTasks

UncompletedUncompletedTasksTasks

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 14

Marketing Research Marketing Research TimelineTimeline

Primary Research

Focus Groups

Interviews

Secondary Research

Business Plan

Project Phase

8/3/02

8/10/02

8/12/02

8/17/02

8/22/02

8/7/02

8/14/02

8/16/02

8/21/02

9/6/02

StartDate

EndDate

5d

5d

5d

5d

15d

100%

100%

100%

0.00%

0.00%

DurationPercent

DoneJune July

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 15

Using Pie ChartsUsing Pie Charts

Show Numbersor Percentages

Use a Variety of Colors

Arrange Slices Clockwise

Limit the Numberof Slices

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 16

11%

13%

15%

21%

40%California

France

Germany

Australia

Other

The French Quarter The French Quarter VintnerVintner

January Sales of Wine by RegionJanuary Sales of Wine by Region

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 17

IllustratingIllustratingRelationships Relationships

Flow Charts

OrganizationCharts

Positions

Units

Functions

Processes

Procedures

Sequences

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 18

Flow Chart of the Report Writing ProcessFlow Chart of the Report Writing ProcessFlow Chart of the Report Writing ProcessFlow Chart of the Report Writing Process

KeyboardInput

KeyboardInput

FirstHard Copy

FirstHard Copy

NextHard Copy

NextHard Copy

Style andSpelling

Style andSpelling

Style andSpelling

Style andSpelling

KeyboardInput/EditKeyboardInput/Edit

SubmitReportSubmitReport

EditEdit EditEdit

Add?Add?

OK?OK? Yes

No

No

Yes

KeyboardInput/EditKeyboardInput/Edit

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 19

The Chain of CommandThe Chain of Command

DistrictA

DistrictA

DistrictB

DistrictB

DistrictC

DistrictC

DistrictD

DistrictD

DistrictE

DistrictE

DistrictF

DistrictF

DistrictG

DistrictG

Region1

Region1

Region2

Region2

Region3

Region3

Region4

Region4

Region5

Region5

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

VicePresident

Chief ExecutiveOfficer

Chief ExecutiveOfficer

ExecutiveVice President

ExecutiveVice President

ExecutiveVice President

ExecutiveVice President PresidentPresident

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 20

Using MapsUsing Maps

GeographicGeographicAreasAreas

RegionalRegionalDifferencesDifferences

Key MarketsKey Markets

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 21

Other Business GraphicsOther Business Graphics

Drawings and Diagrams

Images and Photographs

Functions

Operations

Selected Details

Realism

Visual Appeal

Ethical Concerns

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 22

Working With Computers Working With Computers

AdvantagesAdvantages

ChallengesChallenges

TrainingTraining

Artistic SkillsArtistic Skills

Time RequirementsTime Requirements

SpeedSpeed

AccuracyAccuracy

VersatilityVersatility

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 23

ComputerComputerGraphicsGraphics

Design PrinciplesDesign Principles

ContinuityContinuity

ContrastContrast

EmphasisEmphasis

SimplicitySimplicity

ExperienceExperience

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 24

Integrating Text and GraphicsIntegrating Text and Graphics

ClearIntroductions

ClearIntroductions

CarefulPlacement

CarefulPlacement

Effective Titlesand Legends

Effective Titlesand Legends

Audience Attitudes

Overall Purpose Subject Matter

Production Issues

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 25

Checking Visual AidsChecking Visual Aids

TypographyTypographyTypographyTypography

AlignmentAlignmentAlignmentAlignment

ColoringColoringColoringColoring

HonestyHonestyHonestyHonesty NecessityNecessityNecessityNecessity

DocumentationDocumentationDocumentationDocumentation AccuracyAccuracyAccuracyAccuracy