designing graphics strategic planning for visual information in your formal report
TRANSCRIPT
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Designing Graphics
Strategic Planning for Visual Information in your Formal Report
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Preplanning Your Graphics
Choose the type of graphic and know why that type was chosen
Know how it will benefit your document (be as specific as possible)
Know how it will be helpful to readers Describe the data it will present
Know how you plan to prepare it or otherwise obtain it
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Common Misuses of Graphics
Distorting charts by varying the grid scale or skipping intervalsMisusing statistics by using inappropriate ones or too small a data baseOmitting relevant dataUsing them to pad a skimpy report
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Major Types of Graphics
Tables Line Graphs Bar Graphs Pie Charts DiagramsPhotos or Drawings
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Tables
display numbers or words arranged in a grid. They are good for situations where exact numbers need to be presented. Some examples are
Describing the components of a program's implementation. Displaying attrition. Displaying pre- and post-test results. Presenting correlations or comparisons.
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Sample TableTable 1. Penalties for Select Driving Offenses in New York State
Violation Mandatory
Fine Maximum Jail Term
Mandatory Action Against License
$350-$500
1 year
Revoked at least 6 months
DRIVING WHILE INTOXICATED First violation 2 or more violations in 10 years
$500-$5,000
4 years
Revoked at least 1 year
$250
15 days
Suspended 90 days
$350-$500
30 days
Revoked at least 6 months
DRIVING WHILE ABILITY IMPAIRED First violation 2 violations in 5 years 3 violations in 10 years
$500-$1,500 90 days
Revoked at least 6 months if current violation occurred within 5 years of previous violation
Source: NY State Department of Motor Vehicles, Motor Vehicles Code 2001, p. 303.
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Line Graphs
Line graphs show sets of data points plotted over a time period and connected by straight lines. Line graphs are useful for displaying
Any set of figures that needs to be shown over time. Results from two or more groups compared over time. Data trends over time.
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Sample Line Chart
0102030405060708090
100
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
EastWestNorth
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Bar Graphs
Bar graphs show quantities represented by horizontal or vertical bars and are useful for displaying
The activity of one thing through time. Several categories of results at once. Data sets with few observations.
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Sample Vertical Bar Chart
0
10
20
30
40
50
60
70
80
90
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
EastWestNorth
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Sample Horizontal Bar Chart
0 20 40 60 80 100
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
NorthWestEast
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Pictorial Bar Chart (difficult!)
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Pie Charts
Pie charts show proportions in relation to a whole, with each wedge representing a percentage of the total. Pie charts are useful for displaying
The component parts of a whole in percentages. Budget, geographic or population analysis.
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Sample Pie Chart
1st Qtr2nd Qtr3rd Qtr4th Qtr
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Exploded Pie Chart
1st Qtr2nd Qtr3rd Qtr4th Qtr
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Diagrams
Diagrams show complex processes and projects; relative positions, roles and responsibilities within organizations; historical perspectives; future plans; and parts and details that are usually hidden. In general, diagrams are used for
Ideas, facts, priorities and processes. Where things are located or how they work. Relationships when quantitative information is not the primary focus.
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Sample Diagram
Diagram Example(Not actual data)
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Sample Organizational Chart
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Photographs or Drawings
Photographs or drawings can enhance a report by making concrete the images and facts conveyed in your words. Photos emphasize accuracy; drawings suggest possibilities. They can
Document exact conditionsHighlight relevant information while excluding the irrelevant
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Sample Use of Photo
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Sample Use of Drawing
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Checklist for Effective Graphics-1
Have you noted in your document outline the approximate location of your graphics? Does the text preceding a table or figure make clear why the visual is there and what it shows?Is the language in the text describing the graphic consistent with the language in the graphic? Do all graphics have clear, concise captions?
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Checklist (cont.)
Is the graphic located as close as possible to the text describing it?Does the text following the graphic analyze and use its contents to further your argument?Have you allowed adequate white space around and within the graphics in your documents? Do the layout and design of your finished document highlight the organization and hierarchy of your information?
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Making Graphics Readable—Not this….
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But this
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Remember
Graphics are part of your persuasive strategy. They should be used for a specific argumentative reason.A bad graphic is worse than no graphic at all.Not everybody loves USA Today.
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Sources
http://www.ces.ncsu.edu/depts/fcs/beyonddata/index.htmwww.bobvila.comwww.diynet.comMarkel, Writing in the Workplace (1997)