This document discusses communicating quantitative information through the use of graphics. It defines common language as simplifying complex figures so they are easy to understand. Graphics like tables, bar charts, and pie charts should be used to clarify, simplify, and reinforce data visually when information is difficult to explain with words alone. The document provides tips for designing effective graphics, such as avoiding excessive colors or complex designs, and examples of different types of graphics and how to use them properly.

1. Communicating Quantitative Information
By Tyler Steketee
BIS 101
“We remember more of what we both see and
hear than of what we receive through only one
sensory channel. When text and graphics are
combined, retention goes up an average of
42.3%.”

2. Key Points
 What is Common Language?
 What are graphics?
 When should they be used?
 Design tips
 Different types of graphics

3. Common Language
 Common Language is defined as language that reduces difficult figures to
the common denominators of language and ideas.
 This basically means that when presenting, make information as easy as
possible to understand.

4. Common Language
 Combining and condensing information is the best way to address large
groups of people.
 People typically would like to see proportions or ratios that are best
represented as a percentage.
 Approximations are also useful.
 For example: 46% of Americans like pizza can be stated as, “Approximately
half of Americans like pizza.”

5. Graphics
 Graphics are different types of illustrations used in presentations and
reports.
 The most common examples are:
 Tables
 Bar Charts
 Line Charts
 Pie Charts
 Pictograms
 Maps
 Flowcharts
 Diagrams
 Photographs

6. The Main Point of Graphics
 The main point of graphics is to clarify, simplify, and reinforce data
visually.
 For example: The result of a survey could be written over four pages of paper
or it could simply be represented as one graph, table, and some well written
titles.

7. When Should Graphics Be Used?
 The best way to use graphics is for data that is difficult to communicate
with words.
 Try to find a good balance between both text and graphics.
 Make sure to ask yourself if the graphic contributes to the overall
understanding of the data or idea you are trying to convey.

8. Design Steps for Graphics
 Avoid using an excess of colors, complicated symbols, or complex designs.
 Make the presentation of the graphics consistent.
 Avoid changing typefaces and colors from graphic to graphic as to not confuse
your audience.

9. Design Steps for Graphics
 Make sure that your presentation is easily viewed and visible to the entire
audience.
 Most importantly, make sure that your graphic data is honest.
 Visual data can be easily distorted.

10. Graphic Titles
 Make sure to label each graphic with a number so you can refer to it later
on in your presentation.
 When using graphics, make sure that the title you attach to your graphic
supports the message that the graphic is trying to convey.
 For Example:
4000
3000
2000
1000
0
1 2 3 4
Computer Sales
4000
3000
2000
1000
0
1 2 3 4
Computer Sales
Computer
Sales for
October
Increasing
Computer
Sales for
October
Figure 1 Figure 1

11. Selecting the Right Graphic Aid
 When selecting graphic aids, pick the one that will display your data most
effectively.
 If you are in a situation where you are working for a company, make sure
you follow the company’s policy for designing graphics if any.

12. Graphic Aids and Their Uses
Type of Graphic Aid Purpose
Table To show exact figures
Bar Chart To compare one or more quantities
Line Chart To illustrate changes in quantities over time
Pie Chart To show how the parts of a whole are
distributed
Gantt Chart To track progress toward completing a project
Map To show geographic relationships
Flow Chart To illustrate a process or procedure
Photo To provide a realistic view of a specific item or
place

13. Tables
 It is best to use a table when you want to show a large amount of
information in a small space.
 Make sure to label all of the columns and rows clearly.
 Make sure to document a source at the bottom of the table.
 Example:
Technology Corp
Sales 2010-2012
2010 2011 2012
Computer Sales 349,000 477,000 523,000
Tablet Sales 165,000 284,000 303,000
Smart Phone Sales 457,000 560,000 668,000
*Source: Technology Corp. Annual Sales Reports. New York, NY.

14. Grouped Bar Charts
 Grouped bar charts compare more than one quantity.
800000
700000
600000
500000
400000
300000
200000
100000
0
Technology Corp Sales 2010-2012
2010 2011 2012
Computers Tablets Smart Phones

15. Segmented Bar Charts
 Segmented bar charts show how components contribute to a total figure.
1600000
1400000
1200000
1000000
800000
600000
400000
200000
0
Technology Corp Total Sales
2010-2012
2010 2011 2012
Computers Tablets Smart Phones

16. Line Charts
 Vertical axis is used for amounts where the horizontal axis is generally the
time horizon.
 Always try to begin the vertical axis with 0.
 Use the right scale on both the vertical and horizontal axes to convey the
point you want to make with the data.
Technology Corp Sales 2010-2012
1,000,000.00
800,000.00
600,000.00
400,000.00
200,000.00
0.00
2010 2011 2012 2013 2014 2015 2016 2017
Computer Tablet Smart Phone

17. Pie Charts
 Pie charts are similar to segmented bar charts in that they show the total
of separate parts.
 Make sure to position the largest portion of the pie at the 12 o’clock
position and then move clockwise adding the other sections.
Computer Programs Sold in 2012 (In
Thousands)
127
58
83
Adobe Photoshop Microsoft Word Rosetta Stone

18. Maps
 Maps show viewers geographic relationships.
 Maps work good when the audience may not be familiar with the area
being discussed.

19. Flow Charts
 A Flow Chart is a step by step diagram of a procedure or organizational
structure.
 Some companies will use flowcharts to explain how certain situations or
policies should be handled.

20. Conclusion
 What did we discuss?
 Common Language
 Graphics
 When they should be used
 Design tips
 The different types of graphics