Preparation and Presentation of Information

1. Preparation and Presentation of Information Unit 6

2. Tables Line graphs Pictograms Pie charts Bar/column charts Flow charts Itineraries Memoranda Reports Methods of Presenting Information

3. Types of Graphs and Charts - TABLES Used if information has to be precise eg price lists, timetables

4. Types of Graphs and Charts – LINE GRAPHS Can be single or multiple line graphs. Useful for showing comparisons and trends over time

5. Types of Graphs and Charts - PICTOGRAMS Uses pictures or symbols to represent statistical information. Gives quick, general impression

6. Types of Graphs and Charts – PIE CHARTS Useful for showing comparisons. Segments represents proportion of whole

7. Types of Graphs and Charts – BAR/COLUMN CHARTS Bars vertical or horizontal. Good for illustrating comparisons

8. Types of Graphs and Charts – FLOW CHARTS Illustrates the steps in a procedure

9. Why Use Graphs and Charts to Present Information? People generally find numerical information easier to understandat aglance if they are shown it graphically – in the form of graphs or charts

10. Spreadsheets • Graphs and charts can be produced easily using spreadsheets

11. FORMS Accident Report forms, Travel/ Accommodation Request forms, Fax Cover Sheets, Expense Claim forms • Why use forms? • Organisation can ensure that all required information is collected • Information can be collected and processed quickly • This means that in the case of Expense Claim Form, for example, employees can be repaid quickly and are therefore not out of pocket

12. MEMOS This is an internal communication, ie between members of staff in the same organisation. Usually sent via e-mail

13. ITINERARIES Used when a member of staff is going on a business trip. Gives accurate details of travel arrangements and other relevant information such as appointments/meetings

14. REPORTS Usually prepared to present findings on a topic which has been researched. Usually contains an introduction, description of how information was collected, findings and recommendations Credit only

15. PRESENTING INFORMATION TO GROUPS Examples of group presentations: • Human Resources Manager gives induction courses to new staff • Sales Manager presents information on sales figures to sales staff • Managing Director presents company information to shareholders

16. USING SOFTWARE TO PRESENT INFORMATION Presentation software – eg Powerpoint text, graphics, video clips, sound, automatic timing Word Processing – to display or print out documents Spreadsheet – can convert data in tables into charts. Can be printed and/or used on data projector

17. EQUIPMENT USED IN PRESENTATIONS Flip chart TV and video Overhead projector Interactive whiteboard Scanner and digital camera Data projector

18. EQUIPMENT USED FOR? Equipment Used for … Data projector Presentations, documents, videos etc can be displayed on a large screen Overhead projector Shows pre-prepared acetates – can be seen by groups Inteactive whiteboard Allows display of data – can be manipulated/added to during the presentation Flipchart Shows pre-prepared information. Also used for brainstorming and noting down ideas TV and video/DVD Videos/DVDs can be shown to large numbers. For training and demonstrations Scanner and Digital camera Used for incorporating data/photographs into presentations

19. Methods of presentation Tables Line graphs Pictograms Pie charts Bar/Column charts Flow charts Why use graphs and charts Spreadsheets Forms Memos Itineraries Reports Presenting to groups Software Equipment used To sum up … Click on the link to go back to the slide if you need to revise any of the above!!!