Communicating

Information Through
Visuals

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 1

 Planning Visuals
Decide What to Say

Develop a Story Line

Save Time

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 2

 Preparing Visuals

Gain an Pick Points

Advantage to Visualize

Balance Words Set a

and Visuals Schedule
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 3
 The Right Visual for the Job
Tables •Detailed, exact values
Line or Bar Charts •Trends over time
Pie or Area Charts •Frequencies or distributions
Bar Charts •Comparison of items
Pie Charts •Comparison of parts
Line or Dot Charts •Correlations
Maps •Geographic relationships
Flowcharts •Processes or procedures
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 4
 The Parts of a Table
Multicolumn Head* Single Single
Column Column
Stub head Subhead Subhead Head Head

Row head XXX XXX XX XX

Row head
Subhead XX XXX XX XX
Subhead XX XXX XX XX
Total XXX XXX XX XX
Source: (In the same format as a text footnote).
*Footnote (for explanation of elements in the table).

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 5

Preparing Numerical Tables
• Use common, clearly identified units
• Use the same units for all items in a column
• Label column headings
• Separate rows and columns
• Provide column-to-row totals or averages
• Document data sources
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 6
 Using Line Charts
and Surface Charts
Show
Changes

Indicate
1996 1998 2000 2002
Relationships
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 7
 Average Age of Passenger Cars and Trucks in Use

8.5

8
Average Age of Vehicle (in years)

7.5

6.5

5.5

4.5

4
1979 '81 '83 '85 '87 '89 '91 '93 '95 '97 '99 '01

Cars Trucks
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 8
 Using Bar Charts
Compare Items

Show Changes

Indicate Composition

Show Relative Sizes

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 9

 Average Monthly Sales at Waldo’s
$70,000

$60,000

$50,000

$40,000 Slacks
Shirts
$30,000 Jackets
Accessories

$20,000

$10,000

$0
Store 1 Store 2 Store 3 Store 4

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 10

 Using Pictograms

Novelty Visual
Impact Appeal

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 11

 State
State Bank
Bank Pays
Pays More
More Interest
Interest
7%

6%

5%

4%

3%

2%

1%
State Bank Union Bank Trust Bank City Bank
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 12
 Timeline Charts

Time
Milestones
Schedules

Completed Uncompleted
Tasks Tasks
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 13
 Marketing Research Timeline
Start End Percent
Project Phase Duration June July
Date Date Done

Primary Research 8/3/02 8/7/02 5d 100%

Focus Groups 8/10/02 8/14/02 5d 100%

Interviews 8/12/02 8/16/02 5d 100%

Secondary Research 8/17/02 8/21/02 5d 0.00%

Business Plan 8/22/02 9/6/02 15d 0.00%

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 14
 Using Pie Charts
Limit the Number
of Slices

Arrange Slices Clockwise

Use a Variety of Colors

Show Numbers
or Percentages
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 15
The French Quarter Vintner
January Sales of Wine by Region

11%

13% California
40%
France
Germany
Australia
15% Other

21%

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 16

 Illustrating
Relationships
Organization Flow
Charts Charts
Positions Processes

Units Procedures

Functions Sequences
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 17
 Flow
Flow Chart
Chart of
of the
the Report
Report Writing
Writing Process
Process

Keyboard First Next

Input Hard Copy Hard Copy

Yes Edit Edit OK? Yes

No Submit
Report
Keyboard Keyboard
Add?
Input/Edit Input/Edit

No

Style and Style and

Spelling Spelling

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 18

 The Chain of Command
Chief Executive
Officer

Executive Executive
President
Vice President Vice President

Vice Vice Vice Vice Vice

President President President President President

Region Region Region Region Region

1 2 3 4 5

District District District District District District District

A B C D E F G

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 19

 Using Maps
Geographic
Areas

Regional
Differences

Key Markets

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 20

 Other Business Graphics

Drawings Images
and Diagrams and Photographs

Functions Realism

Operations Visual Appeal

Selected Details Ethical Concerns

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 21

 Working With Computers
Speed

Advantages Accuracy

Versatility

Training

Challenges Artistic Skills

Time Requirements

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 22

 Computer Continuity
Graphics
Contrast

Emphasis

Simplicity

Experience
Design Principles
© Prentice Hall, 2003 Business Communication Today Chapter 11 - 23
 Integrating Text and Graphics
Audience Attitudes Production Issues

Clear
Introductions

Careful
Placement

Effective Titles
and Legends

Overall Purpose Subject Matter

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 24
 Checking Visual Aids

Typography
Typography
Honesty
Honesty Necessity
Necessity

Coloring
Coloring

Documentation
Documentation Accuracy
Accuracy
Alignment
Alignment

© Prentice Hall, 2003 Business Communication Today Chapter 11 - 25