Informative Report

Effective Graphics

Submitted to:
Mr. Salman Rehman

By:
Saad Ahmed 13-4850

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 Contents
EXECUTIVE SUMMARY .................................................................................................................................. 2
INTRODUCTION ............................................................................................................................................. 3

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 Executive Summary

"People 'consume' information in different ways and presenting information graphically can help
clarify evaluation results. While some find text easy to digest, others find that graphics - bar charts,
pie charts, illustrations and photographs - can simplify complex information, emphasize key points
and create a picture of data.

Graphics can also tell a story, showing proportions, comparisons, trends, geographic and technical
data and, in the case of photographs, putting a 'human face' on a project. Effective graphics clarify
messages, simplify them for easier and quicker consumption, and convey specific messages for
specific purposes.

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 Introduction

Graphics are visual images or designs on some surface. Graphics and images, used appropriately,
can bring life to a report and focus your reader's attention on key points and data. This does not
mean scattering pleasant pictures across the report in an attempt to make it look more attractive -
any image or graphic we include should add something to the points we are making. Generally,
images such as pictures and photographs would not be included in formal business reports -
although graphs may be appropriate.

For example, if we are presenting the results of a staff survey we may wish to include a bar or pie
chart, which presents the data in a way that is easier for the reader to quickly access than if it was
embedded in a paragraph of text. Effective graphics clarify messages, simplify them for easier
and quicker consumption, and convey specific messages for specific purposes. When compiling a
report, we must pick the right graphic tool for the job.

Types of graphics used in business reports

There is a range of different graphic elements that can be used to convey information in business
reports. Each has its own particular strength and weakness—the job of the report writer is to pick
the best tool for the job. The table below compares the different types

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 Graphic Advantages Disadvantages Tips each type of graphic

Allows comparisons Difficult to read

between large and to connect
Table amounts of data data quickly

Y axis units can

Versatile and good  Position the title directly above the chart or
sometimes be too
graph
for comparisons. small to show
Bar chart meaningful  Label the horizontal (x) and vertical (y) axes
Relatively easy to
differences.  Use as few bars or lines as possible (max. 6
construct. bars or 3 lines)
 Emphasize one aspect of the data by
Line graph Clearly indicates Inappropriate changing a bar’s color or texture
trends and labels and scales  Move in order across the bar chart from
movement in data. can make it difficult largest to smallest value
to interpret.  To clarify values, add value labels to the top
of the bar.
 Label lines on line graphs, and if possible,
make them different colors.
 Draw horizontal lines across the chart,
beginning at each interval of the vertical axis
Pie chart Great at showing It can be difficult to . Use six or fewer slices
the relative accurately judge  Place title above the chart
 Use contrasting colors, shades of gray, or simple
proportions and the difference in patterns to increase readability
importance of each sizes, especially  Label the slices
element to the when 3D  Emphasize certain piece of data by moving its
slice out from the circle (most computer graphing
whole data unit. formatting is used. programs, such as Excel, allow you to do this)

Illustrations Can convey large May occupy a large Position title above illustration
amount of amount of space.  Keep the illustration simple. If it needs a lot of
(Diagrams, maps, information in a Complex illustration explanation, it is probably too complicated for an
drawings) illustration
small space. may not photocopy
 Provide ample white space around and within the
well.
illustration
Photographs Can illustrate a May be costly. Obtain written permission from subjects (not only to
technical issue or Sometimes difficult take the picture, but that it can be used as a
add a “human face” to take high-quality communication device)
to the data. Can photos.  Plan what will and will not be photographed and
how the pictures will be used
capture visuals of
Can occupy a large  Use several photographers to capture multiple
“before” and “after” perspectives
a program or amount of space in
intervention. a report. May not
photocopy well.

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