Chapter 8 Developing and Using Graphic and Visual Aids

8.1 purposes and placement of Graphic Aids 8.2 Developing Graphic Aids 8.3 Using Visual Aids for Oral Presentation

8.1 Purposes and Placement of Graphic Aids

Objective:

1. Discuss why graphic aids are used in the communication process

2. Describe how to place and identify graphic aids in written documents

3. Explain how graphic aids can mislead an audience

Why Use Graphic Aids?

Message should be delivered in clear, easy-to-understand, visually stimulating formats.

Technology has made the creation and delivery of graphic aides easier and more accessible than ever before.

Communicators recognize that the odds of keeping their audience’s attention while getting their point across are much higher when they use graphic and visual aids.

Using Graphic Aids in Written Documents

Placing Graphic Aids1) Decide whether the graphic aid should be placed within the

body of your document or in an appendixa) place in the written text, remember to place your statement

referring to the graphic aid before the actual graphic aid appears.

b) When place in the body of document, place the graphic aid on the same page as its reference.

·Identifying Graphic Aids1)A unique number for referencing purpose2)A title for each graphic aid that describes its contents3)The graphic aid4) A source line

Developing Graphic Aids

Objectives 1.Choose the graphic or visual aid that will best accomplish your

communication objective.2. Create tables to present cumbersome information in an

organized, easy-to-follow format.3. Create the three types of charts often used in business reports.4. Create line and bar graphs in their various format.5.Identify miscellaneous graphic and visual aids used in report

Choosing the Best Graphic Aids

Objectives determine appropriate aids: Tables---an arrangement of information into rows

and columns for reference purposes, can be either portrait orientation or landscape orientation.

Charts—be divided into: 1. Organization charts—to illustrate the relationships

and official lines of authority and communication among employees and departments of an organization, representing the entire organization or only one department or division within the organization.

Choosing the Best Graphic Aids

2. Flowcharts—a step by-step diagram of a procedure or process, simplifying complicated procedures by summarizing each step of the procedure and allowing the user to see the order in which the steps must be followed.

3.Pie Charts– shows how the parts of a whole are distributed and how the parts relates to one another.

Graphs

A graphs provides a means for comparing data.

1. Lone graphs—for showing changes in a quantity or value over time, often used to show fluctuation or trends in sale, costs, or production over a period of months or years.

a) single-line graph—show the movement of only one quantity or value over time.

b) Multiple-line graph—show the movement of two or more quantities or values over time.

Graphs

Bar graphs—used when you want your audience to be able to compare the data represented in the graph.

Simple bar graph compares only one set of data. The simple vertical bar graph The simple horizontal bar graph Broken bar graph to indicate omission of parts of

each bar if some quantities are so large that they would go off the chart.

Graphs

Multiple-bar graph is to comparing more than one of data at various points in time.

A stacked bar graph divide each bar into the parts that contributed to each total bar

Miscellaneous Graphic and Visual Aids

Maps---shows geographic relationship and is especially useful when your audience may not be familiar with the geographic

Photographs—to provide a realistic view of a specific item or place and to make the document more appealing to read.

1) Digital camera2) CD-ROM3) Scanner4) The world wide webDrawings---for communicating a complicated idea or a procedure.

8.3 Using Visual Aids for Oral Presentation

Objectives:1. Choose an appropriate visual aid that will

enhance your oral presentation and help the audience to better understand your message.

2. Prepare visual aids to ensure they are well received by your audience.

3. Use visual aids in a professional manner during your oral presentation.

Choosing the Best Visual Aids

Posters and flip charts Transparencies , slide, and computer

presentations Objects Chalkboards, whiteboards, and electronic

whiteboards Handouts Choosing the appropriate visual aid

Preparing Your Visual Aids

Keep your visual aids simple and brief. Make sure everything is large enough. Use color for emphasis Always include a title, use a source line if

necessary Prepare an acceptable number of visual aids.

Presenting Your visual Aids

Display your Visual aids at the right time. Display the points on your visual aids at the

right time. Practice using your visual aids before the

audience arrives Face the audience when using your visual