professional communication: the corporate insider’s approach chapter four arrangement: ordering...
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Professional Communication: The Corporate Insider’s
Approach
Professional Communication: The Corporate Insider’s
Approach
Chapter FourArrangement: Ordering and
Visualizing Business Information
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4-2
Choices in PresentationChoices in Presentation
The way in which we cause facts to have value is in the choices we make about their presentation.
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4-3
Choices in PresentationChoices in Presentation
Presentation involves:
• How we group facts
• How we present facts
• How clearly, efficiently, and accurately we portray facts
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4-4
Organizing RationalesOrganizing Rationales
• Definition• Type/
Classification• Status• Summary• Description• Chronology
• Process Analysis
• Comparison/ Contrast
• Causality• Interpretation• Assessment• Consequences
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4-5
Graphics Are Useful . . .Graphics Are Useful . . .
• To describe a complex or new idea• To present abstract structures• To convey spatial relationships• To provide a meaningful context for
unfamiliar information• To assist in attempts to solve
problems• To detail steps in a procedure• To reinforce information provided in
text
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4-6
Bertin on GraphicsBertin on Graphics
Graphical depiction of information serves to help the audience with:
• Recording information
• Communicating information
• Processing information
(Source: Jacques Bertin, Semiology of Graphics)
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4-7
Key Attributes of Effective Graphics
Key Attributes of Effective Graphics
Efficiency
• Using the appropriate graphical format
• Emphasizing critical information
• Minimizing extreme decoration and distractions
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4-8
Text, Table, or Graphic?Text, Table, or Graphic?
Consider three factors:
• The amount of information
• The need to read versus the need to visualize pieces of data
• The relationship among the data
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4-9
Key Attributes of Effective Graphics
Key Attributes of Effective Graphics
Legibility
• Using space effectively• Providing clear and accurate
labeling of all information necessary to comprehend the graph
• Making the data and data points clear
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4-10
Key Attributes of Effective Graphics
Key Attributes of Effective Graphics
Accuracy
• Avoiding using images that are suggestive of impressions different from that supported by the actual data
• Ensuring the context of the data is clear and appropriate
• Establishing scales on the axes that are complementary to the information being presented
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4-11
OutliningOutlining
An outline helps ensure that each piece of text or graphic information will be targeted to:
• Contribute to achieving the purpose• Be an efficient expression of how
that purpose can be achieved• Be a clear statement of ideas,
assumption, supporting data, and conclusions
• Be an accurate and precise statement
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4-12
Achieving Organization—The Lessons
Achieving Organization—The Lessons
Plan •Group related materials•Develop an outline•Establish a progression of thoughts•Apply appropriate organizing rationales
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4-13
Achieving Organization—The Lessons
Achieving Organization—The Lessons
Develop
•Use outline structure to guide and build•Consider where graphics will help•Consider how main assertions can form headings, subtitles, and thesis sentences
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4-14
Achieving Organization—The Lessons
Achieving Organization—The Lessons
Evaluate
•Use audience perspective to check arrangement•Assess balance among segments•Reconsider where to use narrative versus graphics