wisp assgn1 displaying visuals & writing tips oct08
DESCRIPTION
This is a set of tips and techniques that are useful not just for writing reports but also wikis and fact sheets. Produced for students doing the WISP module in the Oct 08 Semester.TRANSCRIPT
Displaying data & Displaying data & using visualsusing visuals
Words convey; illustrations convince.
Purpose of Visual Aids
• Emphasise• Clarify• Simplify• Reinforce• Summarise• Add Interest• Improve Credibility
Criteria for Effective Visual AidsCriteria for Effective Visual Aids
Principles of Graphics• Simplicity
• Contrast
• Unity
• Balance
Criteria for Effective Visual AidsCriteria for Effective Visual Aids
Identification and Placement• Introduce
• Display
• Discuss
Choosing & constructing visual aidsArea/ Fruit Apples Oranges Durian Bananas Pineapples
North 23 34 51 65 16
Central 39 44 70 21 35
South 36 56 08 11 36
East 30 44 76 51 22
West 56 41 65 32 29
Total sales 184 219 270 180 138
Table
To show exact figures and values.
Choosing & constructing visual aids
Line Graphs
To demonstrate changes in quantitative data over time
Choosing & constructing visual aids
Multiple Line Graph
Choosing & constructing visual aids
Scatter Graph
http://www.ex.ac.uk/cimt/mepres/book7/bk7i3/bk7_3i1.htm
Choosing & constructing visual aids
Pie Chart
To visualise a whole unit and the proportions of its components
Choosing & constructing visual aids
Flow Chart
To display a process or procedure
Choosing & constructing visual aids
Organisation Chart
To define a hierarchy or elements
Choosing & constructing visual aids
Gantt Chart
To define timeline for work activities and milestones
Choosing & constructing visual aids
Photograph, map, illustration
To create authenticity, to spotlight a location, and to show an item in use
Choosing & constructing visual aidsGraphic Aids Strengths Weaknesses
Table Shows precise numerical data Tedious to prepare; slow to show relationship
Graph• Line Shows trends and comparisons Too many lines can be confusing
• Bar Best for comparison; can be horizontal, vertical, clustered, segmented or bilateral
Often incorrectly drawn
• Pie Compares divisions; shows comparison of parts totaling 100%
Often not drawn to scale; wedges can be confusing and difficult to compare
• Gantt Excellent for scheduling events Can be quite large; needs frequent updates
• Scatter Useful for statistical data and comparisons
Tedious; may require special software
Flow Chart Good for showing relationships Many items may require a large chart
Computer-drawn image
Interesting, allows overlay Appropriate software needed
Drawing Beneficial for showing accurate representations of images
May require special knowledge or skills to prepare
Diagram Best for illustrating flows May not accurately reflect relative importance of parts
Photograph Excellent for irreproducible settings Skills and equipment needed
Further Guidelines for Visuals
• Graphs, charts and diagrams are known as figures. – Figure 1, Figure 2 etc.
• Tables are labelled as tables – Table 1, Table 2 etc. and numbered.
• Ensure that all components of visuals are identified.
• Separate numbering should be used for those used in the main part of the report and for those tables and diagrams used in the Appendix.
Writing the ReportWriting the Report
Thoughts assume shape when recorded
7 Major Steps to Report WritingAnalyse the problem and purpose
Anticipate the audience and issues
Prepare a work plan
Implement your research strategy
Organise, analyse, interpret & illustrate the data
Compose the first draft
Revise, proofread, evaluate (Final Report)
PrePre--writing Overviewwriting Overview• Targeting
– Remember your readers
• Outlining– Remember your purpose and objective(s)
• Structuring– Refer to your skeletal framework
• Developing– What will you recommend to overcome problems
identified
• Checking– Are these recommendations practicable?
Checklist for writing reportsChecklist for writing reportsIntroduction
Identify purpose of reportPreview the organisation of the reportSummarise the conclusions and recommendations for receptive audiences
FindingsDiscuss pros and consEstablish criteria to evaluate alternativesSupport findings with evidenceOrganise the findings for logic and readability
Checklist for writing reportsChecklist for writing reportsConclusions/Recommendations
Draw reasonable conclusions from findingsMake recommendations, if asked.
Writing TipsWriting Tips• Allow sufficient time• Finish data collection • Work from a good outline• Provide a proper writing environment• Write rapidly; revise later• Save difficult sections• Be consistent in verb tense (use past-tense verbs to
describe completed actions)• Generally avoid I and We• Let the first draft sit• Revise for clarity, coherence and conciseness (Is it clear?
Does it flow? Is it wordy?)• Proofread the final copy three times
Collaborative WritingCollaborative Writing
Planning the ReportPlanning the Report
• Collectively identify audience, purpose, and scope of project
• Assign specific data collection responsibilities to individuals
• Collectively develop report outline• Collectively agree on writing style and
report format
Collecting & Collecting & AnalysingAnalysing DataData
• Collectively identify data sources• Specific individuals might be responsible
for designing questionnaire/survey but all members must participate in the review of these instruments
• Each person collects and analyses the data he or she is responsible for
• Whole group should discuss the data, evaluate its adequacy and agree upon its interpretation
Drafting and RevisingDrafting and Revising
• Individuals can work independently on their assigned sections
• All members should review all parts written by other team members, in a group setting, group should give constructive feedback and directions for final revision to the individual authors.
• Individual authors should evaluate the suggestions given and incorporate the best advice into the final revision
Producing the Final DocumentProducing the Final Document
• All should participate in the production of the final document.–Group setting preferred.–Assist with the merging of parts,
preparation and placement of visual aids, and final review of document.
• Individual writer’s should continue to check his or her own section to ensure that it is correct.
ReferencesReferences
Bowden, J. (2002) Writing a report: how to prepare, write and present effective reports, How to Books, Oxford
Gufrey,M.E. (2006) Business Communication: Process & Product, Thomson South-Western,USA
Kuiper, S. and Kohut, G. F. (1999) Contemporary business report writing, South-Western College Publications, Cincinnati, Ohio
Sharma, R.C. and Mohan, K. (2006) Business Correspondence and Report Writing: A Practical Approach to Business and Technical Communication, Tata McGraw-Hill Publishing Company, New Delhi, India