Business Communication

USING GRAPHICS IN BUSINESS

REPORT

Submitted to:
Ms. Gimelyn B. Tanquerido, MBA

Submitted by:
Leader: Gennie Rose C. Delcoro
Members: Laurence Marie S. Tigres
Lhenel Ann Jaira Gallo
Jessica P. Borromeo
BSIT - III

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 Using Graphics in Business Reports

"One picture is worth a thousand words," so goes an old cliché. This statement is also
true in business report writing. Much of the material includes in reports is more
understandable if accompanied by graphics or tabular aids such as charts, graphs,
tables, and even pictures.

USING TABLES

The table is a presentation of quantitative data in column form. Succinctly, 3 plus 4 plus
12 plus 9 equals 28 is better presented as:

3
4
+ 12
9
28

Although the table is not being literal graphic display, are considered visuals aids due to
their ability to present a lot of data concisely. Table arrangement varies based on the
number and type of items to be included, without following single guiding principle.

The following guidelines are as follows:

1. All tables, including other visuals, should be properly numbered for easy referencing.

2. Each table should have a clear title for reader comprehension.

3. Each vertical and horizontal column in figures should be captioned or labelled.

4. Footnotes (can be seen at the bottom page and it is used for citation) are useful for
sourcing data and providing special instructions. Use * or letters to indicate footnotes.

5. Limit the use of symbols like %, #, and ₱ in captions. Instead, spell out words and
use symbols before the first figure in peso columns and before total.

USING CHARTS

Tables are suitable for presenting quantitative data in business reports. However, when
emphasizing comparative relationships visual graphic materials like different types of

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graphs can be useful. The text clarifies that the order of discussion of graph types
doesn’t imply preference, as each type’s desirability depends on the writer’s intended
purpose for the display.

1. Pie chart

Pie charts are used to visually present the distribution of parts within a whole. They
have titles like “How Each Peso of Income was distributed” or “Percentage Distribution
of the Average Payroll in Pesos.” The chart’s slices should be cut starting from 12
o’clock and moving clockwise, with the largest piece cut first. Captions can be placed
inside or outside the chart, and color can help distinguish different sections. Pie charts
are recommended for situations with more than two parts, while simple statements are
better for comparing two items.

2. Bar Chart

Bar chart is a versatile graphic tool used to compare quantities. It consists of bars that
can be oriented vertically or horizontally, representing different data categories like
years, products, or population. Essentially, it’s a visual representation of data similar to
a table’s column headings.

The guidelines for constructing a good bar chart:

1. When comparing time periods, arrange them consecutively from earliest to latest
on the column label axis.

2. When comparing items other than time periods, place them on the left in order of
decreasing magnitude, with others proceeding from left to right.

3. Ensure that all bars are of equal width to avoid misrepresenting mass when it’s
not the item of comparison.

3. Line Chart

Line charts are similar to bar charts, both having time and amount axis. However, line
charts are better at illustrating quantitative changes over time. Unlike bar charts that
display total data for a timeframe, line charts connect data points over periods,
showcasing lows and highs per unit of time. When using line charts, ensure that:

a. The vertical axis represents amount, while the horizontal axis represents time.

b. Gradations on both axes are carefully measured and equal. Vertical and
horizontal gradations should match due to the different nature of the axis.

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 c. To achieve a realistic appearance, ensure that the gradations’ sizes are
balanced. Avoid overly dramatic or unrealistic lines caused by significant
differences in gradation.

d. Always start both vertical and horizontal axes at 0 to maintain accuracy. If vertical
values are too large, break the chart as demonstrated in Figure 5. This method
prevents chart distortion while managing its height.

Choosing the Appropriate Visuals

Visuals are not interchangeable and emphasizes that effective writers select visuals that
align with the data’s presentation purpose. It also mentions guidepost provided by
Locker and Kienzler in this regard.

1. Use tables for exact value identification.

2. Choose charts/graphs for emphasizing relationships.

a. For comparing parts to a whole, use a pie chart

b. For comparing items, use bar chart
c. For comparing distributions, use bar chart or line graph
d. To display frequency/distribution, opt for line graphs or bar charts
e. To show correlations, use bar charts, line graphs, or dot charts
3. Use photos for authenticity or showing items in use, adding references for size.

4. Use drawings to convey dimensions, highlight details, or remove unwanted

elements.

5. Use maps to emphasize location.

6. Use Gantt chart to show timelines for proposals or projects.

Representing numbers

In representing numbers, Comfort et al. (1998) suggest the following useful points:

A. For numbers below ten, words are preferable to numerals.

Not: There were 5 files missing from the cabinet.

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 Use: There were five files missing from the cabinet.

B. Use numerals for page numbers, dates, figures, addresses and those with %.

Not: One – Twenty - third July, fig. six, Four New Street, six%

Use: 1 – 23 July, fig. 6, 4 New Street, 6%

C. Do not use numerals for ordinate numbers.

Not: This is the 2nd report on the subject in 6 months.

Use: This is the second report on the subject in 6 months.

D. Do not use two numerals in succession.

Not: 12 10 man teams

Use: Twelve ten-man teams

E. Do not use two numerals at the beginning of a sentence.

Not: 15 people were injured in the accident.

Use: Fifteen people were injured in the accident.

F. Do not use numerals for round numbers estimates.

Not: Roughly 200 employees were made redundant.

Use: Roughly two hundred employees were made redundant.