Bellevue Assignment - What Pointers Would You Bear in Mind When Preparing Visual Aids?

AWhat pointers would you bear in mind when preparing visual aids?

For all their communication power, visuals need to be planned and designed carefully. Poorly chosen or badly designed visuals reduce the impact of the presenters writing and delays the delivery of his/her message. Each visual aid that has been decided on to be used by the presenter, must have a clear purpose.

It can be considered to create your visual aids first, before actually writing the document, after you have gathered enough data for your research. The advantage is that your findings from the research are already in tabular and or graphic form, so sorting through and refining visual aids will help you decide what to say exactly. By starting with these visuals you will be able to develop a graphic story line that supports your message from start to finish. Your text will explain and refer to your tables, charts, diagrams that you have included.

When preparing a message/ speech/ research, you will make the decision to use visual aids of your choice that is suitable for the data that was collected. The name Visual Aids implies, charts acts as help- not a substitute. Hence, you should never use visual aids simply to make your report findings 'look prettier.' Visual aids are not to be overused, as they will detract your message. Charts and other visual aids should be kept simple, as immediate comprehension is the key goal. Tables are often the most economical way of presenting numerical data. The reader should be able to understand the table without having to refer to the text.

When using tables you should consider the following pointers:

 Use tables to present a large amount of numerical data in a small space and to permit easy comparisons of figures.

 Number tables consecutively and use concise but descriptive tables titles and column headings.

 Ensure that the table is understandable by itself- without reference to the accompanying narrative.

 Arrange rows of table in some logical order (most often, in descending order).

 Combine smaller, less important categories into a miscellaneous category and put it last.

 Use cross-tabulation analysis to compare different subgroups.

 Use only as much detail as necessary: for example, rounding figures off to the nearest whole increases comprehension. Align decimals (if used) vertically on the decimal point.

 Use easily understood abbreviations and symbols as needed.

 Ensure that the units (dollars, percentages, or tons, for example) are identified clearly.

When using Charts the following pointers are necessary to take into consideration:

 Use charts only when they will help the reader interpret the data better- never just to make the report/speech 'look prettier.'

 Label all charts as figures, and assign them consecutive numbers.

 Keep charts simple. Strive for a single, immediate, correct interpretation, and keep the reader's attention on the data in the chart rather than on the chart itself.

 Prefer two-dimensional charts; use three-dimensional charts only when generating interests is more important than precision.

 Use the most appropriate type of chart to achieve your objectives. Three of the most popular types of charts are lines, bar and pie charts.

Use the following words in sentences to show that you know their meanings.

stationary / stationery

According to the manual, the minicomputer should remain stationary when in use.

I used my personal stationery to write the company, to ask them about the computer.

immigrant / emigrant

Even though Tau and Chewe are Jamaicans, their parents are immigrants.

The explorers found a trail which they think was made by the constant travel of emigrants to the south.

lie / lay

"Lie down, and let me rub your back", said mother to the boy.

The boy lay flat on his belly, allowing his mother to rub his aching back.

rational