Communications in Business Williams, Krizan, Logan, & Merrier © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Visual Aids

A visual aid  An illustration used to improved comprehension of a written report or oral presentation  Comprehension can increase 10%-50%  Can reduce volume of text or oral explanations  In form of:  Tables  Charts - graphs  Illustrations – drawing, logo, photograph, map, diagram © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Purposes of Visual Aids  Effective visual aids should achieve the following purposes:  Improve clarity of complex ideas  Improve retention of information  Provide interest and variety

 Consistency in placement, identification, and titles of illustrations gives a professional appearance.  Visual aids must be constructed accurately and labeled properly.  Use of a style manual or guide promotes consistency in format and layout of visual aids.  Example: Publication Manual of the American Psychological Association (APA), MLA Handbook for Writers of Research Papers (MLA) © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Using Visual Aids in Reports  Visual aids help communicate ideas.  Each visual should have a specific purpose.  Appropriate use and placement of visuals should enhance the effectiveness of your communication.

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Visual Aids  Placement  Identification of visual aids  Identification of sources

Placement of visual aids  Visual aid placement is important.  On same page as related text or next page.  Indirectly related illustrations in appendix.  Visuals for Oral Presentations.  a. Opening slide for title.  b. Slides that clarify major points, promote memory retention, or create/maintain interest. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Identification of Visual Aids  Referred to in text by number  Labeled as Illustration, Figure, or Table.  Labeling & numbering must be consistent  Title and number placement varies by style manual © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Identification of Sources  Source note acknowledges and gives credit to source.  Copyrighted source material needs permission for use.  Placement and format.  Traditional—below the illustration preceded by word Source:  APA—below the illustration preceded by word Note.; for figures source is incorporated with title information. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Developing Visual Aids  Most frequently used in business --- tables & charts  Titles and text used should be consistent with font styles and sizes used in other parts  Follow identified style manual (example: APA) © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Tables Tables display data in columns and rows. 1. Efficient for detailed data in small amount of space. 2. Format determined by style manual used consistently. 3. Portrait layout for most; may be landscape if too wide. 4. Describe in text without a table if table only has one or two columns or rows. 5. Brief descriptive titles for columns and rows. 6. Numbers arranged in order, high to low or low to high. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Types of Tables  Word tables display categories of words or phrases in columns and rows.  Numeric data tables place statistical or mathematical data in columns and rows. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Word Table

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Numeric Data Table

Charts Identified as in Microsoft Office  Column Charts and Bar Charts (same as column and bar graphs).  Line charts.  Pie charts show distribution and relationships of part to a whole.  Doughnut Chart. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Column Charts and Bar Charts  Compare quantities or values of one item over different time periods.  Compare several item quantities or values at one time.  Bar chart—horizontal bars; column chart—vertical bars.  Simple bar chart—quantity or value shown by length of bar or column.  Multiple bar chart—shows quantities or values of multiple items.  Stacked bar chart—shows percentages or totals of parts that make up items.  Positive-negative bar chart—shows plus or minus values from a fixed reference point. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Simple Bar Chart

Line charts.  Show changes over time.  Grid made of x-axis and y-axis.  Types of line charts.  Single-line—represents amount or values of one item.  Multiple line—multiple lines represent more than one item. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Multiple-Line Chart

Pie charts Pie charts show distribution and relationships of part to a whole.  Pieces arranged in descending order by size or percentage of the pie.  Should have a minimum of two pieces and maximum of eight.  Exploded pie chart—separates one segment from the rest for emphasis. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Pie Chart

Doughnut Chart.  Shows parts or percentages of a whole.  Is similar to a pie chart but with open-center design. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Illustrations  Hierarchy diagram  Process diagram

Hierarchy diagram  Organization charts illustrate relationships and supervisory responsibility.  Most place senior position at top of chart; positions in descending order.  Solid lines show supervision; broken line, advisory or collaborative relationship.  May depict the entire organization or part of the organization. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Hierarchy Diagram

Process diagram  Flowcharts show step-by-step progression within a procedure.  Use boxes of various shapes connected by arrows.  Show direction of action flow by arrow direction.  Can use a variety of designs. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Process diagram © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Planning and Interpreting Visual Displays  Planning – use visual aids and multimedia to support a message  Ethical considerations  Other planning considerations – color and contrast

Ethical Considerations: Visuals Should Support Message and Not Mislead  Accurate and ethical.  Consistency of visuals.  Consistent in format and layout.  Visual values consistent with text or oral statements.  Visual displays consistent with report or presentation conclusions. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Other Planning Considerations Consider the use of colors and symbols for visual aids.  Purpose of visual colors.  Attract attention (emphasize key information).  Show contrast for comparison of categories.  Create moods with color associations.  Use good contrast between text and background. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Visual Presentation Aids  Slides and transparencies  Handouts  Flip charts and posters  Objects

Slides and transparencies  Prepared with presentation software.  Can be colorful & professional  Work well with groups of various sizes  Keep the number reasonable for emphasis and interest (beginning, end, major points).  Limit content to keywords and simple graphs.  Keep brief to be read and interpreted at a glance.  Use simple, sans serif fonts, mix capitals and lowercase, 24-pt. text, 36 pt. title. Ch

Handouts  Outline major points or provide supplementary material.  Hand out before if used in presentation; after, if complex supplementary material.  Must be readable; if printed copies of slides, limit to two to three per page. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Flip charts and posters  Economical, easy-to-use  Work best with small groups.  May be prepared in advance—should be printed rather than script writing.  May be printed and posted during interaction with group.  Consider display for visibility; may need a stand and pointer. © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

Objects  Objects displayed or circulated to reinforce the message.  Introducing the sensory dimension of touch – may detract from active listening  Consider both benefits & disadvantages to your overall presentation © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Multimedia Presentations  Include several types of media—visual, sound, action  Computer presentations  Audio  Transitions—dissolves, fades, swipes  Computer links  Websites  Podcasts  Blogs  Video clips

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Summary: To Improve Clarity of Complex Ideas  Tables and graph charts make data comparison easy. Tables present complex numeric data better than charts.  Hierarchy diagrams present relationships; process diagrams illustrate steps for procedures  Pie and doughnut charts show relationships of parts to the whole.  Bar charts compare value variations, different data types at one time, or the same data type over time.  Multiple-bar charts represent more than one value at one time; stacked-bar charts present values of each part within a variable.

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Summary: To Improve Retention of Information  Visual aids promote retention of information.  Slides and transparencies summarize main points.  Handouts promote note taking.  Physical objects appeal to vision and touch.

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Summary: To Create Interest and Improve Retention of Information  Illustrations, audio, video, web links, and podcasts emphasize detail and provide variety.  Visuals added to text or used for oral presentations create interest and promote retention of information.  Major points stated briefly and clearly on slides or transparencies aid retention.  Handouts promote note taking and make information available for the future.

Communications in Business Williams, Krizan, Logan, & Merrier © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch Thank you Terima kasih © 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch