USE OF GRAPHICS IN REPORTS

“ A picture tells a thousand words”

Graphic: A diagram, drawing orother pictorial presentation of information. Also called a visual.

Why Use graphic Aids in reports”

They save time and add interestThey Strengthen clarity of

messageThey improve the physical

appearance of report.They help in analysis of data.

TECHNIQUES OF PREPARING TABLES

Numbering all the tablesLabeling each tableUse caption headSubject of the line(horizontal) columnsUse footnotesSufficient space between columns

Each chart should include the

following:

Figure number: Charts should be numbered in a

series separate from tables. The number allows

for easy reference from the text. If there are

many figures, a list f them should be included

after the table of contents.

Title: The title should indicate the contents of

the chart. The figure number and title may be

placed at the top or bottom of the chart.

Explanatory Legends: Enough explanation

should be put on the chart to guide the reader

without reference to the accompanying test. Such

explanations should include labels for axes, scale

numbers, a key to the different quantities being

graphed, and so on.

Source and footnotes: Any secondary source

for the data should be acknowledged. If footnotes

are needed to explain items, they should also be

used.

GAPHICS COMMONLY USED IN REPORT

• TABLES• BAR CHARTS• LINE CHARTS•PIE CHARTS•PICTOGRAMS

Table: is any systematic arrangement of quantitative information in rows and columns

Table 1: personal information of employees employees

Bar charts: is chart with rectangular bars with the lengths proportional to the values that they represents

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Segmented/component bar charts

Line chart: is a type of graph created by connecting a series of data points together with a line

Best used to show the movements or changes of continuous series of data over time, such as changes in prices, weekly sales etc.

GUIDELINES FOR CONSTRUCTING LINE CHARTS

Time is plotted on horizontal axis(X)

Values of series are plotted on the vertical axis(Y)

Comparison can be made by making use of color or form.

Begin the vertical axis at zero.

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Pie chart: presents the way a whole is distributed into various parts

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PIE CHARTSCut pie chart clockwise Cut the parts in descending

orderDifferent colours are used to

emphasis and contrast the relationship among the parts.

Histogram

A histogram is a column graph of a frequency distribution into which the variable has been divided (usually adjacent and of equal width) where the heights of the bars are proportional to the number of observations in that interval.

While drawing histogram:The variable is shown on X axis and

frequency is determined on Y axis.Class interval distance as its width

and frequency distance as its heightIf class size is the same, then each

rectangle will be of the same width. both width and the length are

important.

Histograms

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Pictogram: is a bar chart which uses pertinent pictures rather than bars to put over the information.

In pictograms same size figures should be used to represent amounts and relationships clearly.

PICTOGRAMS

Refrences wikipedia.com www.citehr.com Book of business communication

by ( chaturvedi and chaturvedi)

Book of business communication by

(Hay and lesikar)

Thank you