Using Visual

Aids / Graphics

Reasons for using visual

aids:
1. To simplify ideas
2. To reinforce ideas
3. To provide a different entry
point into the discussion.

4. To create interest
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Formatting Visual Aids

1. Make sure visual aids are neat.
2. Keep the visuals simple.
3. Refer to each visual clearly in the text
BEFORE placing it on the page.

4. Place each visual in a convenient

place for the reader to see. (same
page, opposite page, other pages,
attachment or appendices)

Formatting Visual Aids

(cont.)
5.

For visuals used in conjunction with

reports, explain the significance of the
visual in the report when introducing the
visual.

6. Number Tables and Figures consecutively

but separately, throughout. Use double
number (e.g. Table 6.3) only to long reports
that contain chapters.

7. Provide a title for every visual. No

punctuation after the title.

Information gathered from the first batch of graduates to the seventh batch (2001 2007) by
the universitys counseling unit of the Office of Student Support Services indicates that more
than 95% of the graduates were employed 9 months after they graduated from the university
(refer to Figure 4). The other 5% decide to pursue their studies at higher level. This shows
that the employability rate of graduates from this university is high.
Parenthetical reference

Figure 4: Statistics on the employability rate of UTP graduates from 2001 2010

In UTP, about 70% of the students are PETRONAS scholars, while the others are sponsored
by MARA, JPA, PTPTN, MISC, GAMUDA, SHELL, and others. Many would think that the
majority of these students are being employed by PETRONAS since they are the product of a
university owned by this company. Yet, from the record of the universitys counseling unit of
the Office of Student Support Services shows that from 2001 to 2007, only about 1297 out of
the total of 3296 of the graduates are hired by PETRONAS, which is only about 39% , as shown
in Table 1 below. This implies that UTP graduates are hired due to their
qualification
and
their
abilities not just because they are the product of a university established by
PETRONAS.

Textual reference

Table 1: Breakdown of UTP graduates hired by PETRONAS and other

companies from 2001 to 2007
Year

Total Grad

PETRONAS

Multinationa
l

Others

2001

150

72

74

2002

303

76

17

210

2003

333

75

48

210

2004

461

90

61

310

2005

542

90

70

382

2006

698

366

69

263

2007

809

528

36

245

TOTAL

3296

1297

305

1694

Formatting Visual Aids

(cont.)
8. Give credit for the visual if you
did not compile yourself or if
compiled using borrowed data.

9. Where possible, spell out words

rather than use abbreviations.
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Types of visual aids

Pie chart visual impression is of parts of a
whole, where the segments total 100 percent.

Vertical and horizontal bar charts visual

impression is of discrete quantities, effective in
representing comparisons and contrasts.

Line chart visual impression is of

progression over time, effective in showing
chronological change.
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Types of visual aids

(cont.)
Layouts map of an area seen from the top
Illustrations photographs, drawings of objects
Tables organize data into rows and columns to
simplify groups of related numbers.

Put the topics to compare down the left side of

the table and factors for comparison across the
top of column headings. Columns are easier to
compare than rows.
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Student

Age

20

21

21

Male

Male

Female

Chemical
Engineering

Mechanical
Engineering

Petroleum
Geoscience

B+

A-

B+

Gender
Program
Grade

Student

Age

Gender

Progra
m

Grade

20

Male

CE

B+

21

Male

ME

A-

21

Female

PG

B+
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- THE END -

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Write a paragraph for your superior,

proposing that the company starts a
recycling program or recommend not
to start a recycling program based on
the information below. Summarize the
information in a form of a visual aid
and refer to it in your justification.
The company can recycle 100 pounds of aluminum per
week. The current rate for aluminum is 25 cents per
pound. This rate would earn the company $25.00 per
week and $1200.00 per year. The company can also
recycle 200 pounds of paper per week. The current
rate for paper is 5 cents per pound. Recycling paper
would earn the company $10.00 per week and
$520.00 per year. The total earnings from recycling is
$1720.00 per year.
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