1. Preparation and Presentation of Information Unit 6

2. Click here to return to Sum up page Methods of Presenting Information Tables Line graphs Pictograms Pie charts Bar/column charts Flow charts Itineraries Memoranda Reports

3. Click here to return to Sum up page Types of Graphs and Charts - TABLES Used if information has to be precise eg price lists, timetables

4. Click here to return to Sum up page Types of Graphs and Charts – LINE GRAPHS Can be single or multiple line graphs. Useful for showing comparisons and trends over time

5. Click here to return to Sum up page Types of Graphs and Charts - PICTOGRAMS Uses pictures or symbols to represent statistical information. Gives quick, general impression

6. Click here to return to Sum up page Types of Graphs and Charts – PIE CHARTS Useful for showing comparisons. Segments represents proportion of whole

7. Click here to return to Sum up page Types of Graphs and Charts – BAR/COLUMN CHARTS Bars vertical or horizontal. Good for illustrating comparisons

8. Click here to return to Sum up page Types of Graphs and Charts – FLOW CHARTS Illustrates the steps in a procedure

9. Click here to return to Sum up page Why Use Graphs and Charts to Present Information? People generally find numerical information easier to understand at a glance if they are shown it graphically – in the form of graphs or charts

10. Click here to return to Sum up page Spreadsheets Graphs and charts can be produced easily using spreadsheets

11. Click here to return to Sum up page FORMS Accident Report forms, Travel/ Accommodation Request forms, Fax Cover Sheets, Expense Claim forms Why use forms? Organisation can ensure that all required information is collected Information can be collected and processed quickly This means that in the case of Expense Claim Form, for example, employees can be repaid quickly and are therefore not out of pocket

12. Click here to return to Sum up page MEMOS This is an internal communication, ie between members of staff in the same organisation. Usually sent via e-mail

13. Click here to return to Sum up page ITINERARIES Used when a member of staff is going on a business trip. Gives accurate details of travel arrangements and other relevant information such as appointments/meetings

14. Click here to return to Sum up page REPORTS Usually prepared to present findings on a topic which has been researched. Usually contains an introduction, description of how information was collected, findings and recommendations

15. Click here to return to Sum up page PRESENTING INFORMATION TO GROUPS Examples of group presentations: Human Resources Manager gives induction courses to new staff Sales Manager presents information on sales figures to sales staff Managing Director presents company information to shareholders

16. Click here to return to Sum up page USING SOFTWARE TO PRESENT INFORMATION Presentation software – eg Powerpoint text, graphics, video clips, sound, automatic timing Word Processing – to display or print out documents Spreadsheet – can convert data in tables into charts. Can be printed and/or used on data projector

17. Click here to return to Sum up page EQUIPMENT USED IN PRESENTATIONS Flip chart Overhead projector TV and video Scanner and digital camera Interactive whiteboard Data projector

18. Click here to return to Sum up page EQUIPMENT USED FOR? Used for incorporating data/photographs into presentations Scanner and Digital camera Videos/DVDs can be shown to large numbers. For training and demonstrations TV and video/DVD Shows pre-prepared information. Also used for brainstorming and noting down ideas Flipchart Allows display of data – can be manipulated/added to during the presentation Inteactive whiteboard Shows pre-prepared acetates – can be seen by groups Overhead projector Presentations, documents, videos etc can be displayed on a large screen Data projector Used for …Equipment

19. Click here to return to Sum up page To sum up … Methods of presentationMethods of presentation Tables Line graphs Pictograms Pie charts Bar/Column charts Flow charts Why use graphs and chartsWhy use graphs and charts Spreadsheets Forms Memos Itineraries Reports Presenting to groupsPresenting to groups Software Equipment used Click on the link to go back to the slide if you need to revise any of the above!!!