Business communication Chapter 10 resource slides

Lecture and Resource slidesBusiness Communication, 16e, Lehman & DuFrene

© 2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Chapter 10

Managing Data and Using Graphics

Chapter 10, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning

Communicating Quantitative Information

• Classify, summarize, and condense data into manageable size

• Make information meaningful to your audience — why should the receiver care?

• Use common language or common denominators to reduce difficult figures


Your TurnWhat is the clearest way for an instructor to communicate your overall performance

on an exam on which you scored 112 points out of a possible 150?

1. 112/150

2. 3/4

3. .746666666666666666666666

4. 75 percent


What does the idea “A picture is worth a thousand words” mean from a business perspective?

1. Readers would rather look at colorful graphics than black and white text

2. Graphics can add nothing but color to a report or presentation

3. Graphics can express ideas that words cannot, especially when dealing with numbers

Your Turn


Using Graphics Effectively and Ethically

• Contribute to overall meaning– Reinforce and supplement written or spoken

words─ Communicate ideas that cannot be conveyed

effectively in written form

• Have a simple, effective design that is easy to understand

• Depict information honestly

A graphic should . . .


Types of Graphic Aids


Can a graphic figure be overly labeled?1. Yes, because too many labels can

make the graphic cluttered and difficult to understand

2. No, because more information is always better

3. Graphics can express ideas that words cannot, especially when dealing with numbers

Your Turn


Preparing Effective Tables

• Number tables ____________• Use ________ titles to clarify what is

included• Label columns _____• Indent second line of ____ _____• Place __________ beside entry that

needs explanatory note• Document the ______ of data with a

source note

consecutivelycomplete

clearlyrow

superscript

source

labels


Effective Table Layout


Types of Bar Charts

Grouped Grouped bar chartbar chart

Segmented Segmented bar chartbar chart

PictogramPictogram


Ineffective Bar Chart


Preparing Effective Bar Charts

• Begin quantitative axis at ____, divide the bars ______, and make them the same _____

• Position data _____________• Use _____ _________ to distinguish

among bars of different data• Avoid ___ formatting• Include complete information for ___ and

____ labelsbar

equallywidth

chronologicallycolor

3D

scale

zero

variations


Effective Grouped Bar Chart


Preparing Effective Line Charts

• Use vertical axis for amount and horizontal axis for time

• Begin vertical axis at zero

• Divide axes into equal increments


Effective Multiple Line Chart


Preparing Effective Pie Charts

• Position largest or most important slice in ________ position

• Label each slice and include information about __________ size

• Draw ________ to one or more slices for desired emphasis

• Avoid ___ formatting

12 o’clock

quantitative

attention

3D


Ineffective Pie Chart

Percentage of City Tax Dollars Spent


Effective Pie Chart


Using Presentation Softwarefor Graphic Design

• Realize that software products often do not reflect good rules for graphic design

• Edit options to arrange graphics correctly

• Never assume the software application will produce desired arrangement automatically


What legal precautions should be taken when scanning photographs and other artistic items for

use in a business report?

1. None because business reports can use any data available

2. The source for the items should be cited and credit given to the author/publisher

3. Using scanned photos in a business report is not advisable

Your Turn


Using Graphics in Text

• Introduce graphic, show it, then interpret and analyze

• When possible, position graphic immediately following text introducing it

• Avoid only restating what graphic shows; instead, interpret based on audience interest


Discussing Graphics in Text: What To Do and What Not To Do

Figure 1 shows preferences for shopping locations.

POOR because reader gains nothing more than figure title.

About two thirds of the consumers preferred to shop in suburban areas rather than in the city. (See Figure 1.)

ACCEPTABLE because it interprets data but puts figure reference in parentheses rather than integrating into sentence.

Continued


Discussing Graphics in Text: What To Do and What Not To Do

As shown in Figure 1, about two thirds of the consumers preferred to shop in suburban areas rather than in the city.

IMPROVED but puts reference to figure at beginning, detracting from data interpretation.

About two thirds of the consumers preferred to shop in suburban areas rather than in the city, as shown in Figure 1.

BEST for introducing figures because it talks about the graphic and also includes introductory phrasing, but only after stressing main point.


You have a paragraph of text that discusses four visuals, each large enough for a full page in the report. Where do you put the visuals?

1. Write a sentence on each page by itself with the visual on the following page

2. Make the visuals small enough to fit all on one page

3. Place the visuals in order in the four pages after the text discussion

Your Turn


Advantages of Digital Conferencing

• Lower cost for participants than traveling to conference

• Easier to schedule for both participants and event coordinators

• Ability to archive sessions for later viewing and to conduct instant polls without influence from peers

Electronic Café


Disadvantages of Digital Conferencing

• Lack of personal contact, particularly in sales representative/client relationship

• Loss of sales or large accounts without “human connection”

• Fewer opportunities for social “networking”• Lack of hands-on contact with product or

service

Electronic Café


Rapid Expansion of Electronic Communication

• Created a context, demand, and requirement for organizational use

• Created high priority for security of city, state, and federal employees immediately after 9/11 disaster

• Suspended air travel for several days• Used by everyone from the President of U.S. to president

of small companies to communicate at a distance

How did events of September 11, 2001 facilitate digital collaboration use in business activity?

Electronic Café



• Organizations redeployed their electronic conferencing technology in the days after the terrorist attacks to use as an alternative to classes and meetings that had to be canceled

• One of the most dramatic spikes in demand for digital collaboration occurred in the use of virtual classrooms, enabling real-time presentations and interactions over the Web

How has digital collaboration affected delivery of education and training in an era of high concern for security?

Electronic Café



• Learning that involves classes and e-learning components• Videoconferencing and face-to-face meetings• Business practices that allow advancing creativity and

support

What do you see as the future for digital collaboration in your career field?

The future will include more and more blends of . . .

Electronic Café

Comparison of Number of Stores Opened by Region, Fiscal Year 2011

Solution, Activity 3a

Chapter 10, Business Communication, 16e by Lehman and DuFrene 2011 Cengage Learning

Profile of Online Customers by Age, Third Quarter, 2011

Solution, Activity 3b


Factors Affecting Employee Loyalty, 2011


Solution, Activity 3c

Employee Interest in Personal Enrichment by Age Group

January 2011


Solution, Application 4

Scottsdale FitnessTotal Revenue, Fiscal Year 2011

Membership Type Monthly Fees No. of Memberships

Revenue

Single $25.00 1,439 $35,975.00

Double 40.00 642 25,680.00

Family (3+ members) 50.00 543 27,151.00

Corporate 22.50 3,465 77,962.50

Senior 20.00 788 15,720.00

Total Revenue $182,487.50



KMPG Fraud Detection Methods, 2008



Scottsdale Sports ConnectionActivities Usage Rates, 2011



Phenomenal Growth in E-Commerce Transactions Over Seven-Year Period



Projected data for 2010 – 2012

Sources of Total RevenueFootball Program, 2004 – 2010



The Walt Disney Company Operating Income, 2010



Source: Walt Disney Company, Annual Report, 2010

Weekend Sales of Available Seats by Genre and Screening Time, 2010

Possible Solution, Application 14
