Lesson 12: Communicating Information Through Graphs and Other Visuals

Overview

The main point of this lesson is that well-made visual aids can enhance both print and oral reports and presentations. The lesson provides an overview of the most common kinds of visuals used by business professionals. As you read and study the lesson, think abut how you might use graphic devices to add interest and clarity to a written or spoken report.

Objectives

After reading and studying Chapter 12 you will be able to:

1. list the advantages of preparing visual aids before preparing text.

2. explain why business professionals use graphs and other visual aids.

3. list several popular types of graphics and discuss when to use them.

4. discuss five principles of graphic design to keep in mind when preparing visual aids.

5. list four qualities to look for before including a visual aid in a report of presentation.

6. list several popular types of presentation visuals.

First, by using data already existing in tabular or graphic form, you can plan what you are going to say. Second, by starting with visual aids, you can develop a story line for both written and oral presentation. Finally, it’s easier to refer to your visuals and to explain them effectively in your text if you’ve already prepared them.

Visual aids make reports and presentations more interesting. In addition, they facilitate the communication and interpretation of numbers, trends, distributions, and percentages. Furthermore, they help people understand and remember a message. And finally, they help you draw attention to important points.

Tables communicate facts and detail in an easy-to-read format. Line charts illustrate facts over time or plot the relationships of two or more variable. Surface charts illustrate the cumulative effect of trends. bar charts and pictograms portray numbers by the height or length of their rectangular bars and facilitate comparisons of size in addition to showing changes over time. Gantt charts track progress toward completing a project. Pie charts show percentages or how the parts of a whole are distributed. Flowcharts illustrate a sequence of events. Organization charts illustrate positions and functions in an organization. Maps show concentrations by geographic area. Drawings or diagrams show how something looks or operates.

When preparing visual aids you should: (1) use elements of design consistently so you don’t confuse your audience; (2) use color effectively to show contrasting or similar information; (3) use design elements to draw attention to key elements and to visually downplay less important items; (4) avoid clutter; and (5) try to match design selections with audience expectations, such as green for US currency.

Before finalizing a visual aid, ask yourself these four questions: (1)Is it necessary? In other words, does it help clarify the material? (2) Is it accurate? (3) Does it give proper credit by citing source of any data used to create a visual? (4) Is it honest? In other words, does it portray the data without distorting it or giving false impressions?

Popular presentation visuals include handouts, chalkboards. whiteboards, flip charts, overheads or transparencies, 35-mm slides, electronic presentations, models, audio tapes, and movies or video tapes.

Assignment

Read and study Chapter 12 paying particular attention to Keeping Pace with Technology on pages 414-415 and Focusing on Ethics on page 422. Complete the self-study quiz to determine if you understand the concepts presented. To reinforce the concepts learned answer the Critical Thinking Questions on page 430, email your responses to your instructor.