Illustrating Report Data Mary Ellen Guffey Business Communication

Illustrating Report Data · Clarify Data · Table · Condense and simplify data · Chart: bar, line, pie, flow · Emphasize data · Illustration · Photograph Mary Ellen Guffey, Business Communication: Process and Product, 4 e 2

Guidelines Evaluate audience: number of graphics Use Restraints: don’t over use color or decorations; color may have meaning (red = deficit) Be accurate: accurate figures; accurate scale; cite sources Introduce graphics in text: Help reader understand significance Example: Two thirds of the responding employees, as shown in Figure 3, favor a flexible schedule. Choose an appropriate caption Talking title vs descriptive title Average Annual Health Care Costs per Worker Rise Steeply as Workers Grow Older Average Annual Health Care Costs per Worker Shown by Age Groups Mary Ellen Guffey, Business Communication: Process and Product, 4 e 3

Table Shows Exact Figures and Values Table 1. Student Responses on Homework Survey Grouped by Class Agree Disagree Undecided Seniors 738 123 54 Juniors 345 34 76 Sophomores 123 234 78 Freshmen 45 567 123 Mary Ellen Guffey, Business Communication: Process and Product, 4 e 4

Bar Chart Compare One Item with Others • Compare related items 48 • Illustrate changes in data over time 47 • Show segments as parts of wholes 46 • May be vertical, horizontal, grouped, or segmented bars 45 • Avoid showing too much information (produces clutter and confusion) 44 43 Enrollees 42 1 st Qtr 2 nd Qtr 3 rd Qtr 4 th Qtr Figure 1. Number of Enrollees per Quarter Mary Ellen Guffey, Business Communication: Process and Product, 4 e 5

Vertical Bar Chart 2001 MPM INCOME BY DIVISION Figure title 40 Millions of Dollars Scale value $32. 2 30 $22. 0 $24. 3 20 10 0 Theme Parks Motion Pictures Videos Source: Industry Profiles (New York: Data. Pro, 2002), 225. Mary Ellen Guffey, Business Communication: Process and Product, 4 e Scale captions Source note 6

Bar Charts • The length of each bar and segment should be proportional. • Dollar or percentage amounts should start at zero. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 7

Line Graph Demonstrate changes in quantitative data over time • Use a grid • Time along the bottom • Place dots along the grid to show time segments • Connect the dots Figure 1. Comparison of Net and Gross Income Mary Ellen Guffey, Business Communication: Process and Product, 4 e 8

Table 2. Blood glucose levels [Carlson, 1982]. Breakfast 300 Time (hour) Normal (mg/dl*) Diabetic (mg/dl) midnight 2: 00 4: 00 6: 00 8: 00 10: 00 noon 2: 00 4: 00 6: 00 8: 00 100. 3 93. 6 88. 2 100. 5 138. 6 102. 4 93. 8 132. 3 103. 8 93. 6 127. 8 109. 2 175. 8 165. 7 159. 4 72. 1 271. 0 224. 6 161. 8 242. 7 219. 4 152. 6 227. 1 221. 3 Lunch Dinner 250 Diabetic Blood Glucose Level (mg/dl) 200 150 Normal 100 Normal 50 0 12: 00 6: 00 am 12: 00 6: 00 pm 12: 00 Hour * decaliters/milligram Figure 2. Blood glucose levels for normal individual and diabetic [Carlson, 1982]. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 9

Pie Chart Visualize a whole unit and the proportion of its components Disagree 28% Strongly Disagree 38% • Use four to eight segments for best results • Group small portions into one wedge called “Other. ” • Distinguish wedges with color, shading, or crosshatching. Agree 13% Strongly Agree 18% No Opinion 3% • Keep all labels horizontal. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 10

Pie Chart 2001 MPM INCOME BY DIVISION Include, the actual % or value for each wedge Mary Ellen Guffey, Business Communication: Process and Product, 4 e 11

Flow Chart Display a process or procedure Figure 1. Customer Order Procedure at XYZ Mary Ellen Guffey, Business Communication: Process and Product, 4 e 12

Organizational Chart Define a hierarchy of elements Mary Ellen Guffey, Business Communication: Process and Product, 4 e 13

Map, Illustration, Photograph Spotlight a location Mary Ellen Guffey, Business Communication: Process and Product, 4 e 14

Map – spotlight a location Taxco, Mexico Mary Ellen Guffey, Business Communication: Process and Product, 4 e 15

Illustration – Show an Item in Use The Car Umbrella is a light-weight, new-age protective cover for any car, truck or SUV. The fitted, foldable protective cover rolls up with a push of a button into a galvanized steel canister. The Car Umbrella, which attaches to the rear bumper, can be easily released and wound in and out of the canister via remote control. (See Figure 3) When you push a button, the car cover is rolled in or out of the canister. Figure 3. The Car Cover outside of the canister. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 16

Photograph – create authenticity Photographs show spa trends Mary Ellen Guffey, Business Communication: Process and Product, 4 e 17