Slide 1

MANAGING DATA USING VISUAL AIDSVisual aids are illustrations in tabular, graphic, schematic or pictorial form/ Any pictorial representation other than text(words) used to convey meaningful information to an audience. Visual aids communicate quantitative information effectively.Selection of the visual aid influences the quality of the report or presentation. WHY USE VISUAL AIDS??Visual aids clarify, simplify, emphasize, summarize, reinforce, attract, impress, unify. Visuals are used to support and clarify textual descriptions through graphics, diagrams etc. They condense data into manageable sizeHelp communicate the subject matter clearly. Information that is tabulated is clear, easy to read . It makes comparison clear. Make number relationships and ratios easy to understand.Function as attention getters. Reading a text without visuals is boring and incomprehensible. They also attract the readers attention for a specific purpose.Emphasize important materials of presentations or reports They reduce lengthy verbal descriptions and emphasize key points. Persuade the reader to the writers point of view.Visuals establish authority: By evoking a sense of accuracy and professionalism Visuals enhance Credibility.Visuals communicate with a broader audience: By being understood by diverse groupsExplain abstract concepts

HOW TO USE VISUAL AIDS??Do not overuse visual aids- Might distract the readers attention, and break the continuity of the main argument.Extreme use of colour, complicated symbols etc should be discouraged.Illustrative material only supplements your text, it does not replace it. The visual should supplement the text and the text should add meaning to the visual. Text and visual aids should serve as partners in the communication process. Written text should add meaning to the visual displayGraphics should be used for things which are difficult to communicate.Reference to the visual should be given before the reader comes across it in the text. Consider appropriate sizeVisuals aids have to be introduced to and interpreted for the readers by the text. Label all your items as figure and number them. Tables can be numbered.Commonly used visual aidsTables, Bar charts, Line charts, Pie-charts, Maps, Flow charts, Diagrams

Line, pie charts, bar are used to clarify and dramatize trends and numerical relationships.Pie charts are used to indicate distribution; and flow charts illustrate a sequence of events. Other Visual AidsFloor plans, photographs, diagrams, cartoons, blueprints and list of various sorts may be included in reports.Software of graphs, drawings and other complex visuals are available. These sophisticated graphics are being used increasingly for internal reports

TABLESA table is a systematic presentation of data in columns and rows.A table consistsof horizontal rows and vertical columns with headings to indicate what they represent. Tables are used to present specific, detailed Numeric information. Tables give the facts when the information is difficult to handle or clumsy to handle in the text.

CHARTSChart is a graphical representation of data, in which the data is represented by symbols like bars in bar chart, lines in line chart, or slices in pie chart

BAR CHARTSThe bar chart, also known as simple bar chart or single-range bar chart, is a graphic aid used to depict quantities.

The bars may be presented either horizontally or vertically and the length of the bars indicates the quantity of the variable.

BAR CHARTSGrouped bar chart used to compare more than one quantity

MULTI RANGE BAR CHARTSMulti-range bar charts are also known as comparative or cluster bar chart. Amulti-range bar chart is used to express data that change over time.

A multiple-range bar chart can effectively compare more than one set of data at each point on the X-axis or the Y-axis.

STACKED BAR CHARTSThe stacked bar chart is also called as the component, 100 percent or segmented barchart.

This type of bar chart is used when it is necessary to show how the various components contribute to the total figure.

A stacked bar chart allows comparisons of components for more than one time period.

10

Segmented bar chart used to show how components contribute to a total figure

GANTT CHARTGantt charts are horizontal bar charts that represent time relationship graphically. Developed by Henry Gantt, it illustrates a project schedule, the start and finish dates of the terminal elements and summary elements- which comprise the work breakdown structure(WBS) of the project.

Time is represented on the horizontal axis while tasks are represented on the vertical axis in a Gantt chart. The length of the bars indicate the amount of time taken to accomplish each task.

Gnatt chart provides a method for determining the sequence and particular actions that need to be taken to achieve a given objective. In complex operations they provide managers a useful tool for planning, allocating and scheduling resources. Managers require numerous resources over a period of time, and if the operations have more than one phase, a gnatt chart can be quite useful.Because of the time bar, the manager is able to ensure that no unit is overworked; and since the time period for each phase is clearly indicated, he can schedule more units for peak hours.

12

LINE CHARTSLine charts are used to indicate the changes in quantitative data over time and illustrate trends These can successfullyindicate trends and display variations within each time period. Time is depicted on the horizontal axis , and the amount is depicted on the vertical axis. Unlike bar charts which show only the total amount for a time period, line charts show variations within each time period.Keep in mind :Use vertical axis for amount, and the horizontal axis for time.Begin the vertical axis at zero.Divide the vertical and horizontal scales into equal increments.

In a line chart, more than one line may be plotted on a single graph. This facilitates comparisons.14PIE CHARTS

Pie charts are Circular charts that represent divisions within a whole.They are similar to the stacked bar charts and represent how the parts of a whole are distributed. These are useful in depicting percentages. but ineffective in showing quantitative totals or in making comparisons. Each slice should be labeled and colored, or shaded, so that each portion of the pie can be differentiated from the other. The slices of the pie should be arranged in such a manner that the slice depicting the largest portion of the pie should begin at the 12 o'clock positionEach wedges should be at least 5% (18 degrees).Include no more than 8 wedges. Include labels and exact percentages wherever possible

15MAPSMaps are useful in illustrating geographic relationships.Maps are a more interesting and concise way of presenting geographical data than a written message. Useful when the readers may not be clear with the geography mentioned.Can effectively present sales growth by state and show the location of the home office, distribution centers and retail stores within the geographic region.A map eliminates the difficulty of explaining the information in words.

For example, when a tourist guide provides you with a map; it is easier for you to understand about thelocation of various places that you will be touring, as against the guide's verbal explanation about each location.

16FLOW CHARTS

Flowcharts are an indispensable visual aid to illustrate processes, procedures and relationships between components. These are used to express the physical or conceptual relationships between various components of a process or departments of an organization, etc.A flow chart or an organization chart shows physical or conceptual relationship rather than numerical ones.Processing of clients can be done through flow chartsThe normal communication channels of an organization can not be described without the help of a chart. Can be useful for solving problems.

17ORGANIZATION CHARTS

Organization charts depict the location, functions and interrelationships between various units of an organization.PICTOGRAM

A pictogram uses pictures to illustrate numerical relationship. For example, in place of a simple bar chart, coins can be used instead of bars to depict additions to personal savings.Pictograms can be more dramatic and less meaningful if they are not planned properly.Doubling the height and width of a picture increases the total area four times.Ensure that all symbols are of the same size so that true relationships are not distorted.

Pictogram