Professional Documents
Culture Documents
The key to preparing effective audiovisual aids is to remember that they are
only aids. Their role is to add a visual dimension to the points that you made
orally. They cannot make those points for you; they can only reinforce them.
When you plan for audiovisual aids, follow these simple guidelines:
When presenting ideas that include references to data, it can be helpful to make
the point using a graph or table. These visual methods can make the point much
stronger than simply describing the data. While they can be powerful methods,
they also have the potential to ruin a presentation if they convey the wrong
message or they confuse the audience. Appropriate use of graphs and tables is
one way to enhance the message you are delivering.
Graph Types
There are five basic types of graphs that are used most frequently. There are
more complex types that are used for specific purposes, usually technical in
nature, which will not be discussed here because they would rarely be used by
most of us. A graph is really a graphical representation of one or more sets of
data. A set of related data is referred to as a data series. For example, the sales
of product X each year for the past five years would be one data series. Here are
the five basic graph types:
Area - This graph shows the relationship of different parts to a whole over time.
One example would be to show the breakdown of the total organization profit by
product line over the last five years. This graph can show many (4-6) data series
at a time.
Column - This graph shows the differences in individual values vertically. It can
be used to show the differences between values in different time periods or other
data groupings. A 3-D column graph allows comparison on two dimensions.
Examples include showing the total number of phone calls each month for the
past year or the number of orders received by each order method (fax, phone, e-
mail, web, walk-in) over the last month. This graph works best with fewer (1-3)
data series.
Bar - This graph shows the differences in individual values horizontally. It is not a
good choice for showing values in different time periods. It works better for
showing the results of one or two data series. One example would be to show the
popularity of the top eight answers to a survey question.
Line - This graph shows values at different points in time. It is usually best to
have equal time intervals along the horizontal axis of the graph. One example
would be to show the trend in the number of customer service calls handled by
the five offices each month over the last year. A line graph can display many (4-
6) data series quite well.
Pie - This graph shows the proportions of each segment of a whole. This graph
only handles one data series. An example would be to show the proportion of
funding provided to the organization by each level of government in the past
year.
When you are deciding which type of graph to use for your situation, the decision
tree below can help you. The key questions to consider are whether the data is
time-sequenced and how many data series you want to show. By selecting the
appropriate graph type, you can help make the message clearer to the audience.
Graphs These aids show comparisons between figures. Four types of graphs are
illustrated in figure 7-3. The bar graph is one of the most commonly used.
Graphs are useful when the information being presented compares figures from
time to time or from several sources. For example, a budget meeting may utilize
graphs to show the increases and decreases of the budget over several years