Preparation and Presentation of

Information

Unit 6

2

Aims of the Lesson 1

1. The importance of presenting information

2. Ways of Presenting information1. Line Graph

2. Pictogram

3. Bar Chart

4. Pie Chart

3

The Importance of Presenting Information A company will often

need to prepare and present facts and figures to people in the company

People find it much clearer to understand the data if it is presented graphically

The August numbers could also be inflated. Because new-home sales are recorded when the contract is signed, not when the deal is closed, the data does not factor in cancellations. Builders have said recently that cancellation rates are running as high as 30 percent, suggesting that the Commerce Department’s numbers make the housing market appear healthier than it actually is.Yesterday’s report showed that builders are indeed having more and more difficulty selling homes. The median price of a new home fell to $237,000, down 1.3 percent from August 2005.

4

Line Graph

Features Title X,Y Axis Key Lines shown in different

colours

Uses Showing detailed

comparisons over a period of time

Attendance at new Classes

Caledonain Health & Fitness - Edinburgh 2005

0

10

20

30

40

50

60

70

Jan Feb March April May June

Month

Num

ber

of

Mem

ber

s

Spin

Yoga

Pilates

5

Pictogram

Features Pictures of symbols Key Simple, eye catching

Uses Showing non precise info Provides a general

impression

6

Bar Chart

Features Horizontal or vertical

bars Title X, Y Axis Key

Uses Useful for showing

comparisons over a short period of time

No of Sales in Edinburgh,

Glasgow and Perth

0102030405060708090

100

2000 2001 2002 2003 2004

YearSal

es (

£) Edinburgh

Glasgow

Perth

7

Aims of the Lesson 2

Last Lesson

1. The importance of presenting information

2. Ways of Presenting information

1. Line Graph

2. Pictogram

3. Bar Chart

4. Pie Chart

Today’s Lesson

1. Flow charts

2. Itineraries

3. Memos

4. Reports

8

Pie Chart

Features Circle represents 100% Segments used to show

info

Uses Useful for broad

comparison Not detailed info

Equipment Most Commonly Used

Caledonian Health & Fitness - Edinburgh

11%

24%

28%

16%

4%

14%3%

Rowing Machine

BikeCross Trainer

Treadmill

Stepper

WeightsOther

9

Flow Chart

Features Round box to show start

and finish points Step or action in

rectangular box

Uses Useful for showing the

steps in a procedure How to answer phone in

a call centre

10

Itinerary

Features Who is going on trip Times, dates, locations,

appointments

Uses To plan a business trip,

showing appointments and arrangements

11

Other Documents Memorandums

Used for internal communication

Includes who it is going to, coming from, date and subject

Formal Report Used to report information in a

formal manner and may be used by senior management

May be sent out with the company

Heading, Intro, Executive Summary, Methodology, Findings, Conclusions, Appendices