MANAGING DATA USING VISUAL AIDS

Visual aids are illustrations in

tabular, graphic, schematic or
pictorial form/ Any pictorial
representation other than
text(words) used to convey
meaningful information to an
audience. Visual aids
communicate quantitative
information effectively.
Selection of the visual aid

WHY USE VISUAL AIDS??

Visual aids clarify, simplify, emphasize, summarize, reinforce,
attract, impress, unify. Visuals are used to support and clarify
textual descriptions through graphics, diagrams etc. They

condense data into manageable size

Help communicate the subject matter clearly. Information that is

tabulated is clear, easy to read . It makes comparison clear. Make
number relationships and ratios easy to understand.
Function as attention getters. Reading a text without visuals is
boring and incomprehensible. They also attract the readers
attention for a specific purpose.
Emphasize important materials of presentations or reports They
reduce lengthy verbal descriptions and emphasize key points.
Persuade the reader to the writers point of view.
Visuals establish authority: By evoking a sense of accuracy and
professionalism Visuals enhance Credibility.
Visuals communicate with a broader audience: By being
understood by diverse groups
Explain abstract concepts

HOW TO USE VISUAL AIDS??

Do not overuse visual aids- Might distract the readers

attention, and break the continuity of the main argument.

Extreme use of colour, complicated symbols etc should be
discouraged.
Illustrative material only supplements your text, it does not
replace it. The visual should supplement the text and the text
should add meaning to the visual. Text and visual aids should
serve as partners in the communication process. Written text
should add meaning to the visual display
Graphics should be used for things which are difficult to
communicate.
Reference to the visual should be given before the reader
comes across it in the text.
Consider appropriate size
Visuals aids have to be introduced to and interpreted for the
readers by the text. Label all your items as figure and number
them. Tables can be numbered.

Commonly used visual aids

Tables, Bar charts, Line charts, Piecharts, Maps, Flow charts, Diagrams

Line, pie charts, bar are used to clarify and dramatize trends and
numerical relationships.
Pie charts are used to indicate distribution; and flow charts illustrate a
sequence of events.

Other Visual Aids

Floor plans, photographs, diagrams, cartoons, blueprints and
list of various sorts may be included in reports.
Software of graphs, drawings and other complex visuals are
available. These sophisticated graphics are being used
increasingly for internal reports

TABLES
A table is a
systematic
presentation of data
in columns and rows.
A table consists
of horizontal rows and
vertical columns with
headings to indicate
what they represent.
Tables are used to
present specific,
detailed Numeric
information.
Tables give the facts
when the information
is difficult to handle
or clumsy to handle in
the text.

CHARTS
Chart is a graphical representation
of data, in which the data is
represented by symbols like bars in
bar chart, lines in line chart, or
slices in pie chart

BAR CHARTS
The bar chart, also
known as simple bar
chart or single-range
bar chart, is a
graphic aid used to
depict quantities.
The bars may be
presented either
horizontally or
vertically and the
length of the bars
indicates the
quantity of the
variable.

BAR CHARTS
Grouped bar chart used to
compare more than one quantity

MULTI RANGE BAR

CHARTS
Multi-range bar
charts are also
known as
comparative or
cluster bar chart. A
multi-range bar chart
is used to express
data that change
over time.
A multiple-range bar
chart can effectively
compare more than
one set of data at
each point on the Xaxis or the Y-axis.

STACKED BAR CHARTS

The stacked bar chart is
also called as the
component, 100 percent
or segmented bar
chart.
This type of bar chart is
used when it is necessary
to show how the various
components contribute
to the total figure.
A stacked bar chart
allows comparisons of
components for more
than one time period.

Segmented bar chart used to show how components contribute to a total figure

GANTT CHART
Gantt charts are horizontal bar charts that represent time
relationship graphically. Developed by Henry Gantt, it illustrates a
project schedule, the start and finish dates of the terminal elements and
summary elements- which comprise the work breakdown structure (WBS)
of the project.

Time is represented on the horizontal axis while tasks are

represented on the vertical axis in a Gantt chart. The length of the
bars indicate the amount of time taken to accomplish each task.
Gnatt chart provides a method for determining the sequence and
particular actions that need to be taken to achieve a given objective.
In complex operations they provide managers a useful tool for
planning, allocating and scheduling resources. Managers require
numerous resources over a period of time, and if the operations have
more than one phase, a gnatt chart can be quite useful.Because of
the time bar, the manager is able to ensure that no unit is
overworked; and since the time period for each phase is clearly
indicated, he can schedule more units for peak hours.

LINE CHARTS
Line charts are used to indicate the
changes in quantitative data over
time and illustrate trends
These can successfully
indicate trends and display
variations within each time period.
Time is depicted on the horizontal
axis , and the amount is depicted
on the vertical axis.
Unlike bar charts which show only
the total amount for a time period,
line charts show variations within
each time period.
Keep in mind :
Use vertical axis for amount, and
the horizontal axis for time.
Begin the vertical axis at zero.
Divide the vertical and horizontal
scales into equal increments.

Pie charts are Circular charts

that represent divisions within a
whole.
They are similar to the stacked
bar charts and represent how
the parts of a whole are
distributed.
These are useful in depicting
percentages. but ineffective in
showing quantitative totals or in
making comparisons.
Each slice should be labeled and
colored, or shaded, so that each
portion of the pie can be
differentiated from the other.
The slices of the pie should be
arranged in such a manner that
the slice depicting the largest
portion of the pie should begin
at the 12 o'clock positionEach
wedges should be at least 5%
(18 degrees).Include no more

PIE CHARTS

MAPS

Maps are useful in

illustrating geographic
relationships.
Maps are a more interesting
and concise way of
presenting geographical
data than a written
message.
Useful when the readers
may not be clear with the
geography mentioned.
Can effectively present
sales growth by state and
show the location of the
home office, distribution
centers and retail stores
within the geographic
region.
A map eliminates the
difficulty of explaining the

FLOW CHARTS
Flowcharts are an indispensable
visual aid to illustrate processes,
procedures and relationships
between components. These are used
to express the physical or conceptual
relationships between various
components of a process or
departments of an organization, etc.
A flow chart or an organization chart
shows physical or conceptual
relationship rather than numerical
ones.
Processing of clients can be done
through flow charts
The normal communication channels
of an organization can not be
described without the help of a chart.
Can be useful for solving problems.

ORGANIZATION CHARTS

Organization charts
depict the location,
functions and
interrelationships
between various
units of an
organization.

P IC TO G RA M

A pictogram uses pictures to illustrate

numerical relationship.
For example, in place of a simple bar chart,
coins can be used instead of bars to depict
additions to personal savings.
Pictograms can be more dramatic and less
meaningful if they are not planned
properly.
Doubling the height and width of a picture
increases the total area four times.
Ensure that all symbols are of the same size
so that true relationships are not distorted.

Pictogram