1. 1. Communicating Quantitative InformationBy Tyler SteketeeBIS 101We remember more of what we both see andhear than of what we receive through only onesensory channel. When text and graphics arecombined, retention goes up an average of42.3%.
2. 2. Key Points What is Common Language? What are graphics? When should they be used? Design tips Different types of graphics
3. 3. Common Language Common Language is defined as language that reduces difficult figures tothe common denominators of language and ideas. This basically means that when presenting, make information as easy aspossible to understand.
4. 4. Common Language Combining and condensing information is the best way to address largegroups of people. People typically would like to see proportions or ratios that are bestrepresented as a percentage. Approximations are also useful. For example: 46% of Americans like pizza can be stated as, Approximatelyhalf of Americans like pizza.
5. 5. Graphics Graphics are different types of illustrations used in presentations andreports. The most common examples are: Tables Bar Charts Line Charts Pie Charts Pictograms Maps Flowcharts Diagrams Photographs
6. 6. The Main Point of Graphics The main point of graphics is to clarify, simplify, and reinforce datavisually. For example: The result of a survey could be written over four pages of paperor it could simply be represented as one graph, table, and some well writtentitles.
7. 7. When Should Graphics Be Used? The best way to use graphics is for data that is difficult to communicatewith words. Try to find a good balance between both text and graphics. Make sure to ask yourself if the graphic contributes to the overallunderstanding of the data or idea you are trying to convey.
8. 8. Design Steps for Graphics Avoid using an excess of colors, complicated symbols, or complex designs. Make the presentation of the graphics consistent. Avoid changing typefaces and colors from graphic to graphic as to not confuseyour audience.
9. 9. Design Steps for Graphics Make sure that your presentation is easily viewed and visible to the entireaudience. Most importantly, make sure that your graphic data is honest. Visual data can be easily distorted.
10. 10. Graphic Titles Make sure to label each graphic with a number so you can refer to it lateron in your presentation. When using graphics, make sure that the title you attach to your graphicsupports the message that the graphic is trying to convey. For Example:400030002000100001 2 3 4Computer Sales400030002000100001 2 3 4Computer SalesComputerSales forOctoberIncreasingComputerSales forOctoberFigure 1 Figure 1
11. 11. Selecting the Right Graphic Aid When selecting graphic aids, pick the one that will display your data mosteffectively. If you are in a situation where you are working for a company, make sureyou follow the companys policy for designing graphics if any.
12. 12. Graphic Aids and Their UsesType of Graphic Aid PurposeTable To show exact figuresBar Chart To compare one or more quantitiesLine Chart To illustrate changes in quantities over timePie Chart To show how the parts of a whole aredistributedGantt Chart To track progress toward completing a projectMap To show geographic relationshipsFlow Chart To illustrate a process or procedurePhoto To provide a realistic view of a specific item orplace
13. 13. Tables It is best to use a table when you want to show a large amount ofinformation in a small space. Make sure to label all of the columns and rows clearly. Make sure to document a source at the bottom of the table. Example:Technology CorpSales 2010-20122010 2011 2012Computer Sales 349,000 477,000 523,000Tablet Sales 165,000 284,000 303,000Smart Phone Sales 457,000 560,000 668,000*Source: Technology Corp. Annual Sales Reports. New York, NY.
14. 14. Grouped Bar Charts Grouped bar charts compare more than one quantity.8000007000006000005000004000003000002000001000000Technology Corp Sales 2010-20122010 2011 2012Computers Tablets Smart Phones
15. 15. Segmented Bar Charts Segmented bar charts show how components contribute to a total figure.16000001400000120000010000008000006000004000002000000Technology Corp Total Sales2010-20122010 2011 2012Computers Tablets Smart Phones
16. 16. Line Charts Vertical axis is used for amounts where the horizontal axis is generally thetime horizon. Always try to begin the vertical axis with 0. Use the right scale on both the vertical and horizontal axes to convey thepoint you want to make with the data.Technology Corp Sales 2010-20121,000,000.00800,000.00600,000.00400,000.00200,000.000.002010 2011 2012 2013 2014 2015 2016 2017Computer Tablet Smart Phone
17. 17. Pie Charts Pie charts are similar to segmented bar charts in that they show the totalof separate parts. Make sure to position the largest portion of the pie at the 12 oclockposition and then move clockwise adding the other sections.Computer Programs Sold in 2012 (InThousands)1275883Adobe Photoshop Microsoft Word Rosetta Stone
18. 18. Maps Maps show viewers geographic relationships. Maps work good when the audience may not be familiar with the areabeing discussed.
19. 19. Flow Charts A Flow Chart is a step by step diagram of a procedure or organizationalstructure. Some companies will use flowcharts to explain how certain situations orpolicies should be handled.
20. 20. Conclusion What did we discuss? Common Language Graphics When they should be used Design tips The different types of graphics