1. COMMUNICATING INFORMATION THROUGH VISUALS

2. Planning visuals Preparing visuals has three advantages:  What you are going to say  Used for your written report  Save time

3. When to use visuals To clarify: support text description of ‘graphic’ topics: quantitative or numerical information, explanations of trends, descriptions. To simplify: break complicated description into components that can be depicted with conceptual models, flowcharts, organization charts, or diagrams. To emphasize: call attention to particularly important points by illustrating them with line, bar, and pie charts. To summarize: review major points in the narrative by providing a chart or table that sums up the data. To reinforce: present information in visuals and written form to increase readers retention.

4. To attract: make material seem more interesting by decorating the cover or title page and by breaking up the text with visual aids. To impress: build credibility by providing ideas into visual form to convey the impression of authenticity and precision. To unify: depict the relationship among points- for example, with a flowchart.

5. Identify point requiring visual support Once you have selected the information that you will include in your report, you must identify which points to illustrate visually. Suppose you have been asked to compare your company’s recent sales with those of a competitor. Sales region your company’s share competitor’s share North 10% 25% South 40 8 East 32 32 West 20 23 What messages can you derive from this set of data?

6. Maintain a balance between illustrations and words After you have identified which points require visual support, you must pare down your selection. The ideal blend depends on the nature of your subject. For example, telling your audience every paragraph or two to consult a table or chart is more likely to obscure than to illuminate a minor point, you may be sending a misleading message about its significance. If you know that your audience prefers one form of communication over the other- or has special communication needs- you can adjust the balance accordingly.

7. Consider your production schedule If you are producing your report or presentation without the help of an art department or appropriate computer-graphics tools, you may want to restrict the number of visuals in your report. Creating chats, tables, and diagrams takes time, particularly if you are inexperienced.

8. SELECTING RIGHT VISUAL FOR THE JOB Once you have selected which points to illustrate visually, your next step is to select the type of visual that will present your data most clearly and effectively to your audience. Some type of visuals depict certain kinds of data better than others:  To present detailed, exact values, use tables.  To illustrate trends over time, use a line chart or a bar chart.  To show frequency or distribution, use a pie chart, segmented bar chart, or area chart.  To compare one item with another, use a bar chart.  To compare one part with the whole, use a pie chart.  To show correlations, use a line chart, or a scatter chart.s

9.  To show geographic relationships, use a map.  To illustrate a process or a procedure use a flowchart or a diagram.

10. Selecting the right visual for the job

11. Types of visuals 1.Tables 2.Line chart 3.Surface chart 4.Bar chart 5.Pictograms 6.Gantt chart 7.Pie chart 8.Flow chart 9.Organization chart 10.Maps 11.Diagrams 12.Photographs 13.drawings

12. 1)Tables A systematic arrangement of data in columns and rows During oral presentation table should be limited to three column heads and six row heads Table presented on paper may include from one or two heads to a dozen or more

13. When the table is used To present detailed,exact values To present specific information

14. How FedEx stacks up against rival ups FeatureFedExUPS Sales(annual)$17.5 billion$27.2 billion Daily packages delivered4.5 million13 million Market share25% of package-delivery market55% of package delivery market Number of employees149000344000 Delivery equipment43500 trucks ;637 planes150000 trucks;610 planes

15. 2)Line chart Trends over time or plots Relationship of two variables Vertical or y axis shows the amount Horizontal or x axis shows the time or quantity

16. Types of line chart I.line chart with broken axis II.line chart with multiple lines III.line chart with positive and negative values on vertical axis

19. 3)Surface chart A kind of line chart showing a cumulative effect All the lines add up to the top line,which represents total. Helps to illustrate changes in the composition of something over time. Put the most important segment against the base line Number of strata should be restricted to four or five.

21. 4)Bar charts Bar charts in which numbers are portrayed by rectangular bars. Used to Compare the size of several items at one time Show changes in one item over time Indicate the composition of several items over time. Show the relative size of components of a whole.

22. Singular bar chart:

23. Segmented bar chart

24. Grouped bar chart

25. combination bar chart:

26. Deviation bar chart:

27. Paired bar chart:

28. 5)Pictogram It use symbols instead of words or numbers to portray data. The chief value of pictograms is their novelty and ability to convey a more literal, visual message.

29. Pictogram :

30. 6)Gantt chart It is a type of time line chart, shows how much time is needed to complete a project’s task. It shows the activities involved in designing the prototype and conducting marketing research for product.

31. Gantt chart

32. 7)Pie chart It sows the relative sizes of the parts of a whole. Different colors or patterns to differentiate the various pieces. Use a brighter color or draw an arrow to that segment which we want to get more attention.

34. 8)Flow chart To show a series of steps from beginning to end. To show sequential relationships. The various elements in the process can be represented by pictorial symbols or geometric shapes.

36. 9)Organization chart It depict the interrelationships among the parts of an organization It shows the positions, units or functions of an organization.

38. 10)Map It is used to represent statistics by geographic area, such as population and sales of product etc… We can use dots, shading, color, labels, numbers, and symbols to show maps. We have to just insert the columns of data and assign the data to a state or a country, the software will do the rest.

40. Drawings, Diagrams, and Photograph Diagrams can be much clearer than words alone when it comes to giving your audience an idea of how an item looks or Drawings and Diagrams are most often used to show how something looks or operates. can be used. Photographs offer both functional and decorative value. Technology makes it easier to use photograph in report and presentation. eg: software tools such as photoshop & paint shop.

41. Guidelines to use photograph successfully Learn how to use basic image processing tools. Match the file type to the application. Use quality digital camera to capture a high resolution. Make sure the photographs have communication value. Be aware of copyrights and model permission.

42. Animation and video Computer animation and video are among the most specialized forms of business visuals. You won’t encounter many situation that require them, but when they are appropriate and done well, they offer unparalleled visual impact.s

43. Designing visuals for reports

44. Creating visuals with computers Presentation graphics programs, drawing programs, painting programs, & spreadsheet programs can all be used to develop visuals. A computer graphics system does more than draw charts; it also enhances your analytical capabilities.

45. Understanding graphic design principles -Continuity: -Contrast -Emphasis -Simplicity -Experience

46. Fitting visuals into the text - Introduce visuals in the text: in text references tell readers why the illustration is important. it help readers understand the significance of visuals by referring to them before they appear in the text. - Place visuals near the points they Illusrate: place a visual as close as possible to its in text reference to help readers understand the Illusrations relevance. - Choose titles & legends with a message: titles and legends should  Reinforce the point you want to make  Be Specific use a legend if an explanation would distrupt the flow of the text.

47. Choose titles & legends with a message: titles and legends should Reinforce the point you want to make Be Specific use a legend if an explanation would distrupt the flow of the text.

48. Checking over visuals Avoid cluttering a report with too many visual aid; make sure each visual serves a specific purpose. proof visuals as carefully asproof text. To prevent charts & visuals from creating a false impression be sure to - Include all key data points - mention any important outside influence on the data - maintain a consistent scale of measurement

49. FOUR QUALITIES IS THE VISUAL NECESSARY? IS THE VISUAL ACCURAte? Is the visual properly documented? Is the visual honest?