PRESENTING INFORMATION “graphs, charts, documents, etc”

A common problem in business is the way information is presented to staff. It is often: uninteresting and/or excessive (information overload) The key to success: ensure presentation of information makes it useful to the intended user

Benefits of using ICT to present information professional finish edited/updated easily saved for future use House style adopted and templates produced – standardised work A “house style” is a set layout which is to be used when producing documents eg letter layout – spacing and order!

Equipment

Flipchart – ideal for writing up key points during a presentation Overhead projector – magnifies acetate originals and displays on a large screen (ideal for large audiences) Binder – holds pages of a document together which is useful for instruction booklets, etc (see Reprographics unit) Laminator – heat seals a plastic coating to protect a document eg poster (see Reprographics unit)

Scanner – converts paper-based documents into computer files to be use in reports, etc Printer – produces hard copies of computer files (see Reprographics unit) LCD projector – connected to a computer to display what is on the computer on a screen and/or give a demonstration eg powerpoint presentation Interactive whiteboard – displays what is on a computer screen but acts as the computer’s mouse and keyboard to allow a demonstration eg ICT training

Software Word Excel Access Outlook PowerPoint Publisher Can you name them all?

Used to produce:  Letters  Reports  Itineraries  Forms  Memorandums Advantages: can be integrated with Access (mail merge) or Excel (charts in reports) tables present statistical info effectively enhancement features (bold, italic, etc) templates help produce professional work

Used to: display numbers and carry out calculations create charts Advantages: eliminates human error – formulas calculations automatically update if formulae used (ripple effect) fill function – formulae copied without rekeying in each time formatting cells – displaying info eg %, £

Can you identify the following chart types? Charts PIE BAR LINE FLOW PICTOGRAM

What is the best chart to use? Used for general comparison - one set of data as a % of a total. eg branch profits over 12 months Used for detailed comparison – multiple data can be shown on one graph. eg sales figures of different branches over 6 months Used for showing trends (rising or falling) and comparison. eg quarterly unemployment figures

Used to show a process or procedure including decisions and actions required. eg how to deal with a visitor/mail Used only when a quick impression is enough – not exact amounts. Must have a key to explain the symbol quantities. eg number of calls dealt with by call centre workers each week

Used to: store related information (table format) – eg staff details search and sort data easily Advantages: easy editing of information selected information can be searched and presented professionally in a query or report easy sorting into a specific order merge data with other packages eg mail merge with Word

Used to: communicate via record appointments produce a to-do list Advantages: all the benefits of using - sent to many people at same time, files can be attached to a message, cheap and fast communication appointment information easily updated alerts to double book (DOES NOT prevent it)

Used to: create presentations enhance presentations with graphics, charts, animation, etc Advantages: slide templates available – pre-prepared layouts save time helps produce high-quality, professional- looking presentations animation creates more stimulation and interest for the viewer rather than a paper document

Used to create: Notices Adverts Magazines Business cards Advantages: improved presentation of documents templates available to aid layout of information