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Technical & Business Writing Lecture No.

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Presentational Aids

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Why is graphical representation important?


A picture is worth a thousand words

Better representation of numerical data Better understanding of comparison Enhances readers interest Looks professional Aka visual aids, graphics

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What can be shown by graphics?

Objects

Descriptions

Car, van, joy stick

Structure, object

Numbers

Choices

Population, area

Comparison

Instructions

Flow charts, algorithm

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Examples

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Formatting of Visual Graphics


To make a visual understandable

Titles

Each figure must have a title and a number Table No. 1 Number of iterations required Title to tell what the visual is about Number makes later referencing and cross referencing easy

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Formatting of Visual Graphics

Labels

Better description Words and phrases with pointers that name the parts of the things being described Axis, buttons

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Formatting of Visual Graphics

Keys

To make a visual understandable

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Formatting of Visual Graphics

Positioning

Place it right after where you mentioned it If not possible, mention it on top of the next page

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Formatting of Visual Graphics

Size

Scattered around in the document Understandable text etc. Usually a half or one- quarter of the vertical size of the page

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Presentation Tools

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Table

Rapid access of information (data?) Better for comparison Always give source of information Format:

Table number, title Column headings, row headings

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Bar Charts

More interesting than a plain table Not as accurate as a table

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Pie Charts

If the information is in percentage and adds up to 100% Comparisons, but again not as accurate as a table

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Line Graphs

To show comparisons and trends Accuracy is lost

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Flow Charts

Reduces the number of words for description Process flow, algorithm,decision

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Tree Diagrams

Display hierarchy

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Timelines

Time is the most valuable resource Sequential, parallel activities Break in activities Deliverables

A tangible or intangible result to be delivered to the customer E.g. Document, upgrade, design document

Milestones

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Measurement of a projects progress towards an outcome Approval, completion of design phase


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Gantt Charts

A type of bar charts to demonstrate project schedule


Start/end date Activities/sub activities

Design phase: structure analysis, requirement gathering, document preparation

Sequential/parallel activities Predecessors


The activity that needs to be finished before the next starts Design phase needs to end before implementation begins

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Milestones/deliverables
Track progress

W.r.t today, the percentage of work completed can be shown


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Gantt Charts

Study Microsoft Office Project software

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