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Illustrating Report Data Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003.

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Presentation on theme: "Illustrating Report Data Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003."— Presentation transcript:

1 Illustrating Report Data Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003

2 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 2 Illustrating Report Data Clarify Data Condense and simplify data Emphasize data Table Chart: bar, line, pie, flow Photograph Illustration

3 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 3 Guidelines Evaluate audience: number of graphics Use Restraints: dont over use color or decorations; color may have meaning (red = deficit) Be accurate: accurate figures; accurate scale; cite sources Introduce graphics in text: Help reader understand significance Example: Two thirds of the responding employees, as shown in Figure 3, favor a flexible schedule. Choose an appropriate caption Talking title vs descriptive title Average Annual Health Care Costs per Worker Rise Steeply as Workers Grow Older Average Annual Health Care Costs per Worker Shown by Age Groups

4 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 4 Shows Exact Figures and Values ClassAgreeDisagreeUndecided Seniors Juniors Sophomores Freshmen Table Table 1. Student Responses on Homework Survey Grouped by Class

5 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 5 Bar Chart Compare One Item with Others st Qtr2nd Qtr3rd Qtr4th Qtr Enrollees Compare related items Illustrate changes in data over time Show segments as parts of wholes May be vertical, horizontal, grouped, or segmented bars Avoid showing too much information (produces clutter and confusion) Figure 1. Number of Enrollees per Quarter

6 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 6 Vertical Bar Chart Scale value Scale captions Source note Millions of Dollars Source: Industry Profiles (New York: DataPro, 2002), 225. Theme Parks Motion Pictures Videos $22.0 $32.2 $ MPM INCOME BY DIVISION Figure title

7 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 7 Bar Charts The length of each bar and segment should be proportional. Dollar or percentage amounts should start at zero.

8 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 8 Demonstrate changes in quantitative data over time Line Graph Figure 1. Comparison of Net and Gross Income Use a grid Time along the bottom Place dots along the grid to show time segments Connect the dots

9 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 9 Time (hour) midnight 2:00 4:00 6:00 8:00 10:00 noon 2:00 4:00 6:00 8:00 10:00 Normal (mg/dl*) Diabetic (mg/dl) Table 2. Blood glucose levels [Carlson, 1982]. * decaliters/milligram Figure 2. Blood glucose levels for normal individual and diabetic [Carlson, 1982]. Hour Normal

10 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 10 V isualize a whole unit and the proportion of its components Pie Chart Use four to eight segments for best results Group small portions into one wedge called Other. Distinguish wedges with color, shading, or crosshatching. Keep all labels horizontal. Strongly Agree 18% Agree 13% No Opinion 3% Strongly Disagree 38% Disagree 28%

11 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 11 Pie Chart 2001 MPM INCOME BY DIVISION Include, the actual % or value for each wedge

12 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 12 Flow Chart Display a process or procedure Figure 1. Customer Order Procedure at XYZ

13 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 13 Define a hierarchy of elements Organizational Chart

14 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 14 Spotlight a location Map, Illustration, Photograph

15 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 15 Map – spotlight a location Taxco, Mexico

16 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 16 The Car Umbrella is a light-weight, new-age protective cover for any car, truck or SUV. The fitted, foldable protective cover rolls up with a push of a button into a galvanized steel canister. The Car Umbrella, which attaches to the rear bumper, can be easily released and wound in and out of the canister via remote control. (See Figure 3) Illustration – Show an Item in Use When you push a button, the car cover is rolled in or out of the canister. Figure 3. The Car Cover outside of the canister.

17 Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 17 Photograph – create authenticity Photographs show spa trends


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