1

1

BUSINESS

COMMUNICATION

MGT 269

TOPIC 3

VISUAL COMMUNICATION

VISUAL COMMUNICATION

SPOKEN

WORD

VISUAL

IMAGESMULTI-MEDIA

SYMBOLIC

GESTURE

WRITTEN

WORD

METHODOF

COMMUNICATION

WHY USE VISUAL AIDS?

Because they:

Appeal to two senses—ears and eyes

Improve memory (use colour)

Increase the impact

Emphasize and summarize points

Depict relationships between points

Cut down number of words

Increase powers of persuasion.

Remember: a picture is worth a thousand words!..

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Which Graphic

Should You Use?

What is the best use of each of the following

types of graphics?

Flow charts

Maps

Drawings

Organization charts

Tables

Bar charts

Pie charts

Line charts

2

Select the Right Graphic for the Job

TABLES Present detailed, specific information

LINE/SURFACECHARTS

Indicate changes (trends) over time

BAR CHARTS Compare one item with another; show changes inone item over time

PIE CHARTS Show relative size of components of a whole

FLOW CHARTS Show series of steps from beginning to end

ORGANIZATIONCHARTS

Depict interrelationships among parts of anorganization

MAPS Represent statistics by geographic area

DRAWINGS,DIAGRAMS

Show how something looks and is used

PHOTOGRAPHS Show exact appearance and add visual appeal

Table

Feature Amazon.com Barnes & Noble

Number of stores 1 Web site 1,011

Titles per superstore 3.1 million 175,000

Book returns 2% 30%

Sales per employee

(annual)

$375,000 $100,000

Inventory turnovers per

year

24 3

Long-term capital

requirements

Low High

Cash flow High Low

Source: "Amazon.com the Wild World of E-Commerce," Business Week, 14 December

1998, 110.

Line Chart

Average Age of Passenger Cars and Trucks in Use

4

4.5

5

5.5

6

6.5

7

7.5

8

8.5

9

1970 75 80 82 84 86 88 90 92 94 96

Age

(in

year

s)

Cars Trucks

Surface Chart

The College Market of Tomorrow

0

4000

8000

12000

16000

1982 1987 1992 1997 2002 2007

Nu

mb

er o

f st

ud

ents

(th

ou

san

ds)

Full-time undergraduates Part-time undergraduatesFull-time graduates Part-time graduatesAll professional

3

Vertical Bar Chart

Where The College Students Are

48% 47%

10%

45%

81% 75%

0

20

40

60

80

100%

Used a

computer

Ate at a

fast-food

restaurant

Read a book

(not for

class)

Shopped at

a mall

Threw out

unopened

mail

Practiced

meditation

Percent of undergraduates enrolled full-time in four-year colleges and

universities who did selected activities in the past week, 1997

Multiple Bar Chart

Eating Occasions

33%

25%

6%7%

17%

18%19%

5%6%

15%

24%26%

0

10

20

30

40%

3 meals 2 meals and

1-2 snacks

3 meals and

1-2 snacks

2 meals and

1-2 snacks

1 meal and

1-2 snacks

Other

1985

1996

Percent of adults aged 18 and older who say that selected patterns best

describe their usual eating habits

Stacked Bar Chart

Targeted Talk

0%

20%

40%

60%

80%

100%

Dr. Laura Schlessinger Rush Limbaugh Howard Stern

12-17 18-24 25-30 35-44 45-54 55 & older

Age distribution of listening audience for selected talk radio shows, 1997

Combination Bar and Line Charts

Commercial Superhighway

9.4%

6.3%

4.0%

2.1%

1.0%0.4%0.2%

0

200

400

600

800

1,000

1,200

$1,400

1997 1998 1999 2000 2001 2002 2003

Tot

al I

nter

net

sale

s (b

illi

ons

of d

olla

rs)

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

$16,000

Tot

al e

cono

my

(bi

llio

ns o

f do

llar

s)

Internet sales Total economy

4

Pictogram

What Makes Up the CPI?

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

Housing/shelter

Food and beverages

Transportation

Medical care/insurance

Other

Apparel and upkeep

Entertainment

Gantt Chart

ID

1

2

3

4

6

11

Project Timeline for Product 1575

Design Phase

Design Project

Prototype Design

Test Prototype

Marketing Research Phase

Create Business Plan

Start Date

6/20/00

6/20/00

8/3/00

8/24/00

8/3/00

8/31/00

End Date

8/31/00

7/31/00

8/21/00

8/28/00

9/25/00

9/25/00

50d

30d

15d

5d

40d

20d

Duration

100.00%

100.00%

0.00%

25.00%

0.00%

5 Prototype Complete 8/31/00 8/31/00 0d 0.00%

90.00%

7 Preliminary Research 8/3/00 8/7/00 5d 100.00%

9 Interviews 8/12/00 8/14/00 3d 100.00%

8 Conduct Focus Groups 8/10/00 8/11/00 2d 100.00%

10 Secondary Research 8/17/00 8/28/00 10d 0.00%

June July August September

2000Percent

Complete

Pie Chart Flow Chart

Keyboard Input

Edit content,

organization,

and format

Add?

Style and

spellcheck

First

hard copy

Next

hard copy

Edit content,

organization,

format, style

and spelling

Keyboard

input/edit

Style and

spellcheck

OK?

Keyboard

input/edit

Submitreport

No

Yes

No

Yes

5

Organization Chart

Board of Trustees

President

Dean of

Administration

Dean of General

Education Division

Dean of Technical

Education Division

Dean of Continuing

Education Division

Technical

Division Faculty

General Education

Division Faculty

Continuing

Education Division

Faculty

Business

Manager

Personnel

Manager

Admissions

DirectorCounselor Registrar

Dean of the

College

Dean of

Students

Administration of Atlantic College

Effective visuals

Clear

Complete

Concise

Connected

Compelling

POOR VISUAL AIDS

• Too wordy—message not quickly clear

Too little time to read

Listener reading not listening

Too many slides used.

Remember: `what does the visual aid show?'

Not, `what does it say?'

CREATING AND

DELIVERING ORAL

PRESENTATION

MGT 269

6

Objectives

Describe how to organize presentations and speeches.

Explain the tasks involved in developing a speech.

Discuss using visuals in oral presentations.

Discuss what is involved in designing effective presentation visuals.

Explain ways to overcome anxiety.

VISUAL PRESENTATION

Consider the best media to get the message over:

Electronic presentation e.g. PowerPoint

Flipchart

White Board

Handouts (before, during or after)

Examples, samples.

Ensure the visual aid is relevant.

Stick to one visual aid medium.

WHAT MAKES A GOOD

PRESENTATION?

Remember your audience

Organize the information

Use visuals effectively

Communicate with body language

Deliver your message

Prepare thoroughly

Reasons for giving speech

To persuade To entertain

To inform To motivate

7

THE THREE-STEP PROCESS

COMPLETING

(Step 3)

PLANNING

(Step 1)

WRITING

(Step 2)

PLANNING PRESENTATIONS

ANALYZE

SITUATION

ORGANIZE

MESSAGE

SELECT

MEDIUM

PURPOSE

AUDIENCE

OUTLINE

ELECTRONIC

IN-PERSON

Planning Speaking

WRITING PRESENTATION

Clear, consistent structure

Your intro should : Welcome your audience

Arouse audience interest

Introduce your topic/subject

Your message : Limit main points

Connect ideas

Your conclusion : Summarize the main points

Thank the audience

Invite question

COMPLETING PRESENTATION

MASTER DELIVERY PREPARE TO SPEAK

OVERCOME ANXIETY

HANDLE QUESTIONS

Memorizing

Reading

Impromptu speaking

Speaking from notes

Location

Audience

Content

Focus on questioner

Maintain control

Respond appropriately

Prepare extra material

Take deep breaths

Don’t panic

Get comfortable

Seek friendly faces

Practice for success

Think positively

Focus on message

Conclude your speech positively and professionally

8

CREATING EFFECTIVE SLIDES

WRITING

CONTENT

MODIFYING

GRAPHICS

SELECTING

DESIGN

BEING

CONSISTENT

ADDING

ANIMATION

Color schemes

Background designs

Artwork and visuals

Fonts and types styles

Functional animation

Transitions and builds

Action button/hyperlinks

Multimedia elements

How to Build Effective Slide Shows

Limit each slide to one major point

Make sure slides are readable from a

distance

Use informative titles

Organize slides in logical sequence

Add special effects, but don’t overdo it

THE END

TIME FOR THE ACTIVITIES !!!!!!!!!!