BUSINESS COMMUNICATION

Part 1:
Foundations of Business
Communication
 Recap of Last Lecture
• Presentation is…
• Presentation Purposes are…
• The planning stages of a presentation
are…
 Overview
This lecture will touch on:
• Visual Aids
Visual Aids?
 Visual Aids
• It is ALWAYS OPTIONAL
• Only used when words cannot explain a
point clearly
 Visual Aids
• It istoalways
When optional
use Visual Aids:
To find & show relationships
To ensure ideas are presented completely
To make points vivid
To emphasize material
To present material more compactly and
with less repetition
 Designing Visuals
When designing visual aids, follow these
criterion:
• Check the source of the data
• Determine the story you want to tell
• Choose the right visual for the story
• Follow the convections for designing
typical visuals
 Designing Visuals
When designing visual aids, follow these
criterion:
• Use color and decoration with restraint
• Be sure the visual is accurate and ethical
 Check Source of Data
• Make sure reliable source, reliable data
• Check assumptions used in analyzing data
• Identify exactly what the data measures
Determine the Story You Want to Tell
• Every visual should tell a story
Choose the right visual for the story
• Choose the visual that best matches the purpose
of presenting the data
• Visuals to choose from:
Tables, Charts/Graphs, Photographs, Drawings,
Maps, Gantt charts
Follow Conventions for Designing
• Every visual should have the following:
• Title
• Indication of data
• Clearly labeled units
• Labels, legends identifying axes, colors,
symbols
• Source of data
• Source of visual
 Visual Aids Types
• Each visual types has specific purposes,
benefits and weakness when compared to
one another
 Tables
• Use only when want • Put items to be
to focus on specific compared in columns
numbers • When there are two
• Round off numbers many rows, double
• Provide row/column space after every five
averages or totals entries
when relevant
 Pie Charts
• Measure area • Start at 12 o’clock
• Use only when with largest %
comparing one • Make chart perfect
segment to the whole circle
• Limit no. of segments
to 5/7. If more,
combine segments →
“misc/other”
• Label segments
outside of circle
 Bar Charts
• Several varieties exist
• Use when comparing one item to another,
comparing items over time and showing
correlations
 Bar Charts
• Order bars logically/chronologically
• Put bars close enough
• Label axes
• Labels can be outside or inside bars
• Bars – same width
• Use diff colors only when meanings
different
 Line Graphs
• Use when comparing items over time,
showing frequency or distribution and
showing correlations
• Label axes
• When time variable, put on horizontal axis
• Line graphs with area below line filled in-
landscape graphs
• Do not use more than 3 lines on one
graph
 Dot Charts
• Use when showing correlations or other
large data sets
• Label axes
• Keep dots small
 Drawings
• Make sure to focus only on details
• Diff parts can show diff layers or levels of
detail
• Good for showing structures underground,
undersea or in the atmosphere
 Maps
• Use when emphasizing location or
comparing items in diff locations
• Use computer software to generate local,
national or global maps, adding
color/shadings and labels
• Label states/countries
 Conclusion
• Visual aids are optional
• Many different types and all with specific
purposes
 Homework!
• Write a 3 paragraph essay on your hobby
• Will be assessed during next class