Graphical Graphical Interpretation of Interpretation of

DataData

Types Types

Graphical data can be in many forms. They are information in the form of:

Bar charts Histograms Pie charts

Tables diagrams Pictures

Line graphs pictographs

FunctionsFunctions

To show the information more clearly To make information easier to understand To show how two sets of information or variables

amounts are related usually by lines or curves To explain how what is being represented works A key is provided to represent information in the

graph

To draw a graph you need to plot results along the x and y axes

Different amounts are presented by thin vertical or horizontal rectangles which have the same width but vary in height or length

Information is usually very clear and detailed

TablesTables

Probably the most frequently used visual in reports

Presents quantitative information Arrange facts and numbers in rows and

columns Information can be easily tabulated for easy

reference Systematic form of presenting data

Bar Charts

Enable visual comparison Used to compare related items Illustrate changes in data over time Show how parts relate to a whole Bars can be presented vertically, horizontally,

grouped or segmented

Line Graphs

Show changes over time thus indicating trends Do not provide precise data but give an overall

or impression of the data Used to highlight important points or trends Simple line graphs show just one variable Multiple line graphs combine several variables

Pie chartsPie charts

Enable readers to see a whole and the proportions of its components or wedges

Less flexible than bar or line graphs Useful in showing percentages A wedge can be exploded or popped out for

special emphasis Include actual percentage or absolute value for

each wedge

Use four to eight segments for best results Distinguish wedges with colours, shading or

cross-hatching Keep all labels horizontal

Graphical data can be used to analyse data Graphical data can be used to analyse data from different sources:from different sources:

Sales profit and sales lossSales profit and sales loss Tabulating the results of a surveyTabulating the results of a survey Comparison of different yearsComparison of different years To show progressTo show progress Makes information quick easier to understand Makes information quick easier to understand

than written reportsthan written reports

When to use visuals

To clarify – support text descriptions of graphic topics: quantitative or numeric information

To simplify – divide complicated descriptions into components

To emphasize – call attention to important points by illustrating them with line, bar or pie chart

To summarize – review major points in the narrative by providing a chart or table to sum up the data

To reinforce – present information in visual form to supplement description in text

To attract – make material seem more interesting by breaking up the text with visual aid

To impress – to convey authenticity and precision

To unify – depict the relationships among various elements of a whole

Effective visual choice

Table – to present individual, exact data Line graph, bar graph – to show trends in one

or more variable, or the relationship between those variables over time. To compare two or more sets of data.

Pie chart – to show frequency or distribution of parts in a whole

Interpreting Graphs : Interpreting Graphs : Useful VocabularyUseful Vocabulary

Movement (Verbs) Up :Movement (Verbs) Up :

RoseRose Went upWent up IncreasedIncreased

GrewGrew Shot upShot up SurgedSurged

RocketedRocketed

Movement (Verbs) Down :Movement (Verbs) Down :

Fell Declined Dropped

Decreased Sank

Went down Plunged

Plummeted

PrepositionsPrepositions

Between 1995 and 2000 From 1995 to 2000

Sales rose from 200 to 250 Sales fell to 150 in March

Sales fell by 50%

Adverbs & IntensifiersAdverbs & Intensifiers

slightly a little a lot

sharply suddenly

steeply gradually

gently steadily

No Movement (Verbs with No Movement (Verbs with adjectives,Verbs)adjectives,Verbs)

remained steady were unchanged did not change

remained constant remained stable

stabilized

Tops & BottomsTops & Bottoms

reached a peak peaked

reached their highest level fell to a low

sank to a trough reached a bottom

Exercise : Exercise :

MMatch the graphs to the correct definitions by using the numbers of each graph

Sales bottomed out in May. Sales levelled off from July. Sales rose steadily over the year. Sales peaked in June. Sales remained the same. Sales increased sharply from June. Sales rose gradually through the year. Sales fell steadily through over the year.

22

11

33

44

55

66

77

88

AnswersAnswers

Sales bottomed out in May. 8 Sales levelled off from July. 5 Sales rose steadily over the year. 1 Sales peaked in June. 7 Sales remained the same. 3 Sales increased sharply from June. 4 Sales rose gradually through the year. 2 Sales fell steadily through over the year. 6

Presenting (Writing) Presenting (Writing) Visuals : Useful Phrases Visuals : Useful Phrases

& Vocabulary& Vocabulary

As you will see from this graph ... I'd like to show you ... Let me draw your attention to this part of the

graph. Let's look more closely at this month's figures. This figure refers to the sales in China only. This pie chart shows our share of the European

market today

As you can see, our main competitor has an even bigger share. The bar chart represents sales in our Asian outlets. Here you can see a comparison between ...

On the line graph you will note :

despite occasional fluctuations ... with a slight drop during the holiday season ... with occasional variations due to a strong upward trend in the sales of product A ...

On the line graph you will note :

the overall performance of produce B is good.

The initial surge in sales was followed by a period of slower growthin the second half of the year.

The instant success of the product was followed by a period ofstabilization in the level of sales.

Commenting Trends – Useful Commenting Trends – Useful PhrasesPhrases

Increases : a slight/constant/marked/substantial/increase in sales an increase of about/roughly/approximately/in the region of ... % a little over/above what we predicted the recovery/upturn began in (month) an overall increase in ... an upward trend in the demand for ... sales reached record levels / reached a peak in (month) a strong surge in the sales of ... by (month), the figure had risen to ... we predict that sales will soar in the coming year / over the next ...

months

Commenting Trends – Useful Commenting Trends – Useful PhrasesPhrases

Decreases : just under our target way below our expectations a slight / notable / significant decrease in ... the downturn began in (month) the situation began to deteriorate in (month) the number has continued to fall

Commenting Trends – Useful PhrasesCommenting Trends – Useful Phrases

Fluctuations : a slow start developed into steady progress in sales an initial upward trend was followed by ... we note slight fluctuations through the year normal seasonal variations are the cause of

occasional downward trends sales have been (rather) irregular the level / the rate has been unstable since ... you will note a certain instability in the rate of ...

Commenting Trends – Useful PhrasesCommenting Trends – Useful Phrases

Conclusions - useful phrases : We must focus our attention on ... What I suggest is ... There is a necessity for ... We need more ... We have no choice but to ... Appropriate measures must be taken The only option we have is to ... These changes are inevitable. We will have to revise our estimation. The result / outcome will be ... I strongly recommend ... To conclude, I am happy / I regret to announce that ...

General Guideline in Writing Graph General Guideline in Writing Graph InterpretationsInterpretations

Typically consists of 3 – 4 paragraphs. Use simple present tense for the introduction. Describe

what you see (title, categories, etc.) Use past tense throughout the body paragraph.

(Describe the major and SOME of the minor trends by using statistics sparingly, use various sentence types – noun and verb phrases)

Conclusion (repeat the topic sentence differently and only the overall/major trend generally, without statistics).).