© ANDRESR/SHUTTERSTOCK

CHAPTER 10

Graphics and
Visual Aids
10.1 Using Graphics and Visual Aids

10.2 Developing Graphics

362 Chapter 10 Graphics and Visual Aids

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 Presenting a
Progress Report
Lucia Lu has acted as her team’s spokesperson for the past six months. Each
month she gives her team’s progress report on a major computer project
to the company’s top management. Today, as she leaves the meeting, she
remembers the day she first volunteered to give the report for the team. She
did not intend to become the team’s spokesperson. Lucia intended to take
her turn and then let others take their turns.

Now Lucia finds herself with an unwritten job responsibility—official team

spokesperson. In fact, after her first presentation, no one ever raised a ques-
tion about who would give the monthly presentation—it would be Lucia.
Whenever the team raises a question about the content of the monthly prog-
ress report, they always look to Lucia for the answer.

Lucia thinks she is doing a good job when giving the information on the proj-
ect. However, she is not quite sure that she is doing as well as she would like.
The handout she prepares for her presentation each month is full of impor-
tant numbers and statistics. When giving the oral presentation, she follows
the handout.
Because she has worked with the numbers during the month, Lucia is very
familiar with them by the time she presents them in the meeting. She is con-
cerned, though, by the vacant look she has observed in many audience mem-
bers during the part of her report in which she gives the numbers and statistics.

Lucia decides that between now and next month’s meeting, she will try to find
a better way to present the numbers and statistics of the progress report.

Questions
1. Why do audience members often lose interest when a great deal of numbers
and statistical data are included in a report?
2. What would you recommend to Lucia to improve the way she presents
numbers and statistics?
3. How might Lucia apply the Chinese proverb, “One showing is worth a
hundred sayings”?

Graphics and Visual Aids 363

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 Using Graphics
10.1 and Visual Aids

The Importance of Graphics

OBJECTIVES
and Visual Aids
After completing Section 10.1, Many people remember information they see much longer and better than
you should be able to:
information they hear. For this reason, using graphics and other visual aids
1. Explain the importance
can help you improve your communications. These aids provide a visual
of using graphics and
visual aids. image related to the words in a message.
The meaning of the terms graphic and visual aid overlap in general usage.
2. Describe how to place
and identify graphics A visual aid is any object, picture, drawing, map, poster, chart, or other image that
and visual aids in helps the audience or reader understand data or concepts. A visual aid should
documents. provide an image that stimulates thought and interest. The term graphic is more
3. Identify appropriate narrow in scope. In this chapter, graphic will be used to mean a table or a chart.
visual aids for A graphic can be an efficient means of presenting large amounts of data. Com-
specific uses. municators are using more visual aids than in the past for these reasons:
◼ Audiences expect messages to be delivered in clear, easy-to-understand,
and visually stimulating ways. For example, few people return to
an Internet site that contains only text. Magazines that have no
K e y▸Point photographs are not very popular.
Using graphics and other visual ◼ Creating and using visual aids is easier than ever before. Several soft-
aids can help improve your ware programs include features that allow you to create colorful, easy-
communications. to-understand graphics. These programs also allow you to insert visual
aids into reports and letters or to use them in electronic slides.
◼ Communicators improve their chances of keeping the audience’s at-
tention when they use graphics and other visual aids. Important points
can be made with visual aids.

check
point 1. Why is it important to use graphics and other visual
1 aids in the communication process?
2. Give five examples of visual aids.

Check your answers in Appendix C.

364 Chapter 10 Graphics and Visual Aids

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 Visual aids can
help readers and
listeners understand
a message.
© DMITRIY SHIRONOSOV/SHUTTERSTOCK

Use of Visual Aids in Documents

When you use visual aids in documents, you should identify them and place
them in an appropriate location. Doing so will ensure that the reader gains
as much benefit from them as possible.

Placing Visual Aids

A visual aid, such as a chart or photo, can be placed in the body of a docu-
ment. Graphics, such as tables or charts, are sometimes placed in an appendix. Diversity
However, if the graphic is not important enough to be placed in the body of a Visual aids can be particularly
document, it may not be important enough to be included at all. Place a visual helpful for readers for whom
aid in a document where the reader would prefer and most benefit from its English is a second language.
placement. When a visual aid relates to a major point being presented, place
it in the body of the document. If the purpose of a table or chart is to provide
details that only some readers would need, place it in an appendix.
When you place a graphic within a document, include a reference to the
graphic before the graphic appears. Make the reference to the graphic flow
smoothly into your discussion, as illustrated in the following examples.
As Figure 4 illustrates, the demand for plumbers has increased
7 percent in each of the past two years.
Whenever the data you use in a graphic comes from another source,
include a source line with the graphic as shown in Figure 10.

Section 10.1 Using Graphics and Visual Aids 365

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 When a graphic is placed in an appendix, mention the graphic in an ap-
propriate place in the body of a document. The following example introduces
a graphic in an appendix.
The demand for plumbers over the past two years has increased an
average of 7 percent. (See Figure 4 in the Appendix for a comparison
by region.)
When placing a graphic in the body of a document, place the graphic on
the same page as its reference, if possible. When that placement is not pos-
sible, place the graphic on the next page following its first reference. Avoid
dividing a graphic between pages. Leave about one blank line (10 or 12 pts.)
of space before and after a graphic in a document, such as a letter, memo, or
report. Figure 10-1 shows a table in a report.
Photographs and clip art can be placed in documents to add interest or
Ethics help illustrate a point. Clip art is a drawing or image that has been saved as
Follow all copyright restrictions
an electronic file. For example, a flyer that announces a company picnic might
when using clip art. Using clip contain clip art of a park, food, or a picnic basket. Clip art is available with
art without proper permission word processing programs, in collections, and on the Internet. Some clip art is
is unethical. free and can be used in personal or business documents. Other clip art may be
used for a fee. Be sure to check the use restrictions for clip art you find on the
Internet that is listed as free. Free use may be limited to personal documents.

Figure 10-1 A table can be used to summarize data in a document.

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 A reference statement
often is not needed for
photos or clip art. How-
ever, the image should be
placed near the related text.
Several Web sites provide free clip art that can be used in docu-
A reference to the image
ments. Go to a search engine such as Google™. A link to Google is
can be made in the text if
provided on the Web site for this book that is shown below. Search
including the statement
for free clip art. Go to one of the sites in the search results.
helps make a point.
1. What type of clip art is provided on the site?
Identifying Visual 2. Review the site to see how the clip art provided here may be
Aids used. What, if any, restrictions are placed on how the clip art
may be used?
When several graphics or
other visual aids are placed www.cengage.com/school/bcomm/buscomm
in a document, a number-
ing system is needed to
identify each one. Giving
each graphic a title helps readers understand the images. When the image
or data used to create an image comes from another source, a source line is
used. The source line tells where the data came from and gives credit to the
creator or owner of the data.
K e y▸Point
Numbering System Use a numbering system and
When a document has only one graphic, no numbering system is needed. titles to identify graphics when
When a document has more than one graphic, a numbering system is more than one appears in a
document.
necessary. Choose a numbering system and be consistent with the format
throughout the document. For example, you may choose to identify all
graphics as Figures and number them throughout. Another option is to use
two designations. You might use the term Table for graphics that are in table
format and the term Figure for graphics that are charts.
When a document contains only one section or chapter, number the fig-
ures consecutively (Figure 1, Figure 2, Table 1, Table 2, etc.). When there is
more than one section or chapter, use a system such as Figure 1.1, Figure 1.2
for the first section; Figure 2.1, Figure 2.2 for the second section; etc. The num-
ber is usually placed along with a title above or below the graphic.

Titles for Visual Aids

A title should briefly describe a graphic. The title should contain enough
information for the reader to understand the graphic aid without having to
read an explanation in the text. However, the title should not be too long.
The title may be shown in all uppercase letters or in uppercase and lowercase

Section 10.1 Using Graphics and Visual Aids 367

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 letters. The title may also be in bold letters as shown below. Be consistent
throughout the document in whatever format you choose for titles.
Figure 11-1 Growing Demand for Plumbers
Figure 9.2 Jobs for Plumbers

K e y▸Point Source Lines

When using data or graphics When you have created the data and graphic (you are the original source),
from secondary research, be you do not need to include a source line. Whenever you obtain material
sure you have permission to
from another source, you must include a source line. The line includes the
use the data or graphic.
word source followed by a colon and the source of the data or graphic.
A figure and source line are shown in Figure 10-2. If the information is
copyrighted, be sure you have permission to use the data or graphic.

check
point 1. Where should graphics be placed within the text of a
2 document?
2. Describe three ways to identify or provide informa-
tion about graphics in a document.

Check your answers in Appendix C.

Figure 10-2 A source line identifies the creator of data or a

visual aid.

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 READING
SKILLS
Reading Charts
Employees often need to read charts found in reports or
other documents. Understanding the parts of a chart can
help you interpret the chart correctly.
A pie chart is used to show the relationship of a part to a
whole. For example, a pie chart could be used to show the sales
in each region as part of the total sales. The pieces in a pie chart are often
shown as percentages. It is important to remember that the values for the
pieces should add up to 100 percent or a total number that is given.
Column, bar, and line charts (also called graphs) are used to show a com-
parison of different items or of the same item over time. These charts have
a value axis and a category axis. The value axis shows a number scale. The
category axis shows the items being compared. It is important to read the
scale as well as look at the columns, bars, or lines to understand a chart.
The chart may have a legend. A chart legend identifies the items the col-
umns, bars, or lines represent.
Open the Word file CH10 Reading from the student data files. Follow the
directions provided to read charts and answer questions about them.

Choosing the Correct Visual Aid K e y▸Point

To choose the most appropriate graphic or visual aid, you must identify To choose the most appropriate
what you want your receiver to understand. You must identify an objective graphic or visual aid, identify an
and choose a graphic or other visual aid that is best suited for that purpose. objective you want to achieve
with the visual aid.
The types of graphics and other visual aids covered in this chapter and the
strength of each are presented briefly in the following list. You will learn
about creating some of these visual aids in the next section.
◼ Tables. Tables show exact figures or present detailed information in an
organized, easy-to-follow format.
◼ Organization charts. Organization charts show lines of authority and
relationships among employees or job positions.
◼ Flowcharts. Flowcharts illustrate the steps in a procedure or process.
Different shapes are used in indicate types of activities in some charts.

Section 10.1 Using Graphics and Visual Aids 369

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 ◼ Pie charts. Pie charts show how the parts of a whole are distributed.
K e y▸Point ◼ Line charts. Line charts show changes in amounts over time.
Use charts for the correct ◼ Bar charts. Bar charts show a comparison of amounts. Bars extend
purpose. Pie charts show the from left to right in a bar chart. Items or categories being compared
relationship of one part to
are placed on the vertical axis. Values are placed on the horizontal axis.
a whole. Bar charts show a
comparison of amounts. ◼ Column charts. Column charts show a comparison of amounts. Col-
umns extend vertically from bottom to top in a column chart. Items or
categories being compared are placed on the horizontal axis. Values are
placed on the vertical axis. Some programs and documents call both
bar and column charts bar charts.
◼ Maps. Maps show geographic regions such as cities, states, or
countries.
◼ Photographs. Photographs, also called pictures, show a realistic view
of an item, person, or place. Using a digital camera provides photo-
graphs in electronic format than can easily be placed in documents.
◼ Drawings. Drawings are clip art or line art images that add interest or
show specific details of an object.

check
point 1. What type of graphic shows lines of authority and
3 relationships among employees in a company?
2. What type of graphic shows geographic regions such
as cities, states, or countries?
3. What type of graphic shows the steps in a procedure
or process?

Check your answers in Appendix C.

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 Section 10.1 Applications

A. Choose Visual Aids

Identify the type of visual aid that would be appropriate for each situation
described.

1. A chart to compare yearly sales in Texas for the past four years
2. An image to place on an invitation to a holiday luncheon
3. A chart to illustrate the steps in processing an order
4. A chart to show changes in amounts of overtime worked over the past
six months for three departments
5. An image that shows the geographic region where the company has
offices
6. An image that shows the lines of authority and relationships among
employees in the Manufacturing Department
7. A realistic view of our new office building
8. A chart that shows the percentage of returned goods for each
department
9. A graphic that shows prices for items in the new product line in an
organized, easy-to-follow format

B. Research Visual Aids

1. Work with a classmate to complete this application.
INTERNET
2. Access the Internet. Use a search engine to find an article or report that
uses charts, tables, maps, or other visual aids (other than photos). For ex-
ample, you might search using the keywords population growth chart or
baseball stats.
3. Record the name of the Web site and the article or page name. TEAMWORK

4. Describe the visual aids that are used.

5. Are the visual aids used effectively? Why or why not?

REAL WORLD

Section 10.1 Using Graphics and Visual Aids 371

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 10.2 Developing Graphics
Creating Graphics Electronically
OBJECTIVES Computer programs allow users to create and edit professional-looking graph-
After completing Section 10.2, ics. The programs are easy to use and can be learned quickly. Word processing
you should be able to: programs, such as Microsoft Word, come with clip art that can be used in docu-
1. Create effective tables. ments. Word also provides a gallery of Table Styles that aids users in creating
2. Create effective charts. attractive tables. Figure 10-3 shows the Table Styles and a formatted table.
3. Place visual aids in Spreadsheet programs, such as Microsoft Excel ®, provide an easy way to
documents. create various kinds of charts. Charts created in one program can often be
placed into documents created in other programs. For example, a chart cre-
ated in Excel can be pasted into a Word document.
Some computer programs are designed specifically for creating and edit-
K e y▸Point ing photos and graphics. CorelDRAW ® Graphics Suite, Adobe® Photoshop®, and
Word processing, spreadsheet, Fireworks® are examples of these programs. More time is required to learn
and graphics programs can be how to use these programs than to learn the graphics features of word pro-
used to create visual aids. cessing or spreadsheet programs. However, these programs have advanced

Figure 10-3 Table Styles in Microsoft Word

372 Chapter 10 Graphics and Visual Aids

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 features that allow users to be very creative. Presentation software, such as
Microsoft PowerPoint®, allows users to create charts, insert clip art and pho-
tos, and select various designs for electronic slides. You will learn more about
using visual aids on electronic slides in Chapter 13.

Tables
A table is an arrangement of data organized in rows and columns. Rows
extend horizontally across the table. Columns extend vertically. Tables are a
valuable visual aid in reports and other documents because they show data in
a way that is easy to understand. Tables can be created in word processing or
spreadsheet programs. K e y▸Point
Formats for tables vary. Use a format that makes the data easy to read A table shows data arranged in
and understand. Some general guidelines for creating an effective table are rows and columns. Tables make
listed below. Refer to Figure 10-4 for a table illustration. data easy to read.

◼ Number tables if more than one table appears in a report. For example,
key Table 1 above the table title.
◼ Use a title for the table that is clear and concise. Key the title in bold,
all capital letters and center it over the table.
◼ Use column headings to label the columns. Center the headings over the
columns or match the alignment of the text or numbers in the columns.

Figure 10-4 Table

Section 1.1 The Communication

Section 10.2 Process
Developing
and Its
Graphics
Forms 373

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 ◼ Align columns of text at the left. Align columns of numbers at the
Ethics right or at the decimal point if the numbers have decimals.
Using data without giving ◼ Place a single line, also called a rule, under the last number when two
credit to the source is unethical. or more numbers are calculated. Place a double rule under numbers
Include a source note to show that are totals or final amounts.
where data in a table comes
◼ Include a source note for tables to show the source of the data. If the
from when the data is not
data are your original numbers, a source note is not needed.
original.

check
point 1. Why are tables a valuable visual aid for reports and
4 other documents?
2. Name two types of programs that can be used to
create tables.
3. What goal should be kept in mind when selecting a
format for a table?

Check your answers in Appendix C.

Charts
In business documents, several types of charts are commonly used. Or-
ganization charts and flowcharts are often included in company manuals.
Pie charts, line charts, and bar charts are used in reports, memos, and oral
presentations.

Organization Charts
K e y▸Point An organization chart shows the relationships of employees, positions,
An organization chart shows and departments. It shows lines of authority and communication in a com-
the lines of authority and pany. The chart can show the entire company or only one section or depart-
communication in a company. ment. Figure 10-5 on page 375 illustrates an organization chart. The boxes
in the chart may list position titles or employee names and position titles. In
general, the higher the level of the box in the chart, the higher the level of
authority that position has within the organization.
The solid lines between boxes show lines of authority and formal com-
munication. Dotted lines can be used to show positions that are not part of
a line of authority. For example, a president of a company may have an as-
sistant and a secretary. In the chart, those two positions are placed below the
level of president and above the level of vice presidents. However, those two
positions are not above the vice presidents in authority.

374 Chapter 10 Graphics and Visual Aids

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 Figure 10-5 Organization Chart

Flowcharts
A flowchart is a step-by-step diagram of a procedure or process. The flow- K e y▸Point
chart allows the user to see the order in which the steps must be completed. A flowchart is used to show the
For example, suppose a new procedure is described in eight paragraphs of steps in a procedure or process.
text. Reading a flowchart that shows each step of the procedure would help
employees follow the steps. Figure 10-6 on page 376 is a flowchart that
shows the procedure for processing an order.
Tables and charts can be presented in either portrait or landscape orienta-
tion. In portrait orientation, the short edge of the image is at the top. Letters
and memos are created using portrait orientation. The chart in Figure 10-5 uses
portrait orientation. In landscape orientation, the long edge of the image is
at the top. Wide tables and advertising flyers are often created using landscape
orientation. The chart in Figure 10-6 uses landscape orientation. You should
choose the orientation that works best to display the table or chart.

Section 10.2 Developing Graphics 375

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 Figure 10-6 Flowchart for an Order Process

Pie Charts
A pie chart shows how the parts of a whole are distributed and how the
parts relate to one another. Figure 10-7 on page 377 shows two pie charts.
Often, the parts are shown as percentages. A pie chart can clearly present
data, such as sales or earnings by company regions or departments.
A pie chart is suitable for displaying data when there are a small number of
parts. When you make a pie chart, arrange the data in some logical order. You
could arrange sales percentages by region numbers as shown in Figure 10-7.
This method would be a good way to show data if you also have a pie chart that
shows earnings by region. This arrangement would make it easy to compare
data from the two charts. You might place the data (and pie sections) in order
from largest to smallest. This order would be good for looking at attendance
records for seminars given during one year.
K e y▸Point
Include a specific, clear title when creating a pie chart. The title should
When creating a pie chart, use
a chart legend to show the contain enough information for the reader to understand the pie chart with-
name of each chart piece or out having to read an explanation in the text. Use a chart legend to show the
label the pieces. name of each piece or label the pieces. You can also label the pieces to show
values.

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 Figure 10-7 Pie Charts

Line Charts
K e y▸Point
A line chart shows changes in quantity or value over time. This type of A line chart may show values
chart is often used to show ups and downs or trends over a period of time. for only one set of data or for
In charts that show trends, the category (horizontal) axis is used to show the two or more sets of data.
time or quantity measured. The value (vertical) axis is used to show amounts.
A single-line chart shows the movement of only one quantity or value
over time. Shading or coloring may be used to add emphasis to the single-
line chart. This type of chart is also called an area chart.
A multiple-line chart shows the movement of two or more quantities or
values over time. In this type of chart, you can choose a different line style
or color for each category. Use a legend to identify what each line represents,
as shown in Figure 10-8 on page 378. You can also label points on the lines
to show values.

check
point 1. What type of data is shown in an organization chart?
5
2. What is the purpose of a flowchart?
3. In what order should data be arranged in a pie chart?

Check your answers in Appendix C.

Section 10.2 Developing Graphics 377

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 Figure 10-8 Line Chart

Bar and Column Charts

Bar charts and column charts are used to compare different groups of data to
each other through the use of bars or columns that represent each group. The
K e y▸Point length of the bars or columns relate directly to their value. In a bar chart,
Both bar charts and column bars extend from left to right. Items or categories being compared are placed
charts are used to compare on the vertical axis. Values are placed on the horizontal axis as shown in Fig-
data for different items or ure 10-9 on page 379.
categories.
In a column chart, columns extend vertically from the bottom to the
top of the chart. Items or categories being compared are placed on the hori-
zontal axis. Values are placed on the vertical axis as shown in Figure 10-9.
Some programs and documents call both bar and column charts bar charts or
bar graphs.
A simple bar or column chart compares only one set of data. The width
or height of the bar or column indicates quantity. Bar and column charts can
also compare two or more sets of data. Different colors can be used for the
different sets of data to make reading the chart easy. A legend identifies what
each color represents. Limit the number of data sets used in one chart. Com-
paring more than four sets of data in one chart makes the chart too cluttered
and difficult to read. If the chart will be placed on an electronic slide, use col-
ors for the bars or columns that contrast well with each other and the chart
background color. You may need to adjust the font size for titles or captions
in the chart to make them easy to read.

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 Figure 10-9 Bar Chart and Column Chart

Section 10.2 Developing Graphics 379

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 ETHICS

Charts That Mislead

Generally, writers use charts that represent data
clearly. However, readers who do not look at charts
carefully can be misled. Misleading charts may result
when the writer is careless or not skilled in creating charts.
Misleading charts can also be used on purpose to influence
readers. This practice is unethical.

Compare the two charts show below. They illustrate the same data. In
these two charts, the vertical axis shows the number of people who at-
tended a conference. The horizontal axis shows the five years for which
attendance figures were provided.

Look at the heights of the columns in the chart on the left. The difference in
the heights of the columns might give the impression that nearly four times
as many people attended in 2008 than in 2004. This change would be an in-
crease of 400 percent. However, notice that the scale starts at 350. The chart
on the right provides a clearer picture of the increase in attendance. The scale
begins at 0 rather than 350. The actual increase is 50 percent over the five-year
period, not 400 percent.

Some readers only skim a document, giving more attention to the graphics
than to the written text. Graphics often have more impact on the reader
than the related text does. Be careful to create graphics that give readers
a clear and accurate picture of the data.

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 check
point 1. What type of chart is used to show ups and downs or
6 trends over a period of time?
2. How is a column chart different from a bar chart?

Check your answers in Appendix C.

Other Visual Aids

In addition to tables and charts, other types of visual aids can enhance docu-
ments. The visual aids discussed here are maps, photographs, and drawings.

Maps
A map shows geographic relationships. A map is especially useful when your Diversity
audience may not be familiar with the geographic areas being discussed. Maps can be helpful visual aids
A map, as shown in Figure 10-10, communicates information in an easy- when sharing information with
to-grasp, interesting format. This map is from the National Atlas Web site, people from other regions or
which provides several types of maps. The maps can be used for personal, countries.
school, and business documents.

Figure 10-10 Map of Kentucky Congressional Districts

Source: National Atlas of the United States, accessed June 5, 2008, available from http://nationalatlas.gov/
printable/images/pdf/congdist/KY05_110.pdf.

Section 10.2 Developing Graphics 381

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 Photographs
A photograph is used to provide a realistic view of a specific item or place.
Photographs can make a document more appealing to read. Four sources of
easy access to photographs are a digital camera, professional photograph col-
lections available on CD-ROM, a scanner, and the World Wide Web.
◼ A digital camera stores images digitally (in a format a computer can
use) rather than recording them on film. Once you take a picture, you
can download the photograph to your computer or printer. You can
Ethics edit the photograph and insert it into a document. You can print the
document or print just the photograph.
You may have to pay a fee to
use photographs from CD-ROM ◼ CD-ROM collections, such as ClipArt&More 3.5Million, provide
collections or from the Internet. quality photographs. Some collections also include clip art, fonts,
Read and follow the usage sound clips, and animations. Depending on the source of the pho-
rules carefully when buying or tographs and how you are using them, you may have to pay a fee for
downloading photographs. their use.
◼ A scanner captures images from printed documents or objects. Pho-
tographs, posters, and magazine pages can be scanned. Some scanners
come with software that lets you resize or modify a captured image.
The image can be printed or inserted into a document.
◼ The World Wide Web is another excellent source of photographs.
Many Web sites provide photographs that you may download for free.
Other sites charge a fee for the photographs you use.
See Figure 10-11 for a photograph used to give a realistic view of people in a
meeting.

Figure 10-11 Photographs add interest and realism to presentations.

IMAGE SOURCE BLACK/JUPITER IMAGES

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 Drawings
A drawing is useful for showing details or a procedure. Makers of bicycles,
for example, provide consumers with detailed drawings. These drawings assist
consumers in putting the bicycles together. A photograph of the assembled
bicycle would not provide enough detail. Consumers would not be able to
tell how to put the bicycle together properly.
The drawing in Figure 10-12 shows how to tie an underwriter’s knot.
This type of knot is used in wiring a lamp. The drawing provides more detail
about the procedure than a photograph showing the finished knot could
provide. A specific, detailed drawing, such as the one shown in Figure 10-12,
may need to be created especially for particular use. Ethics
Clip art files contain drawings that can be used in documents and on Read and follow the usage
electronic slides. Many different images are available. Writers can often find rules carefully when buying or
an image that is appropriate for the document or slide and do not need to downloading clip art.
create new art.

Figure 10-12 A drawing can show details or steps in a process.

Tying an Underwriter's Knot

check
point 1. What type of visual aid shows geographic
7 relationships?
2. What type of visual aid is used to provide a realistic
view of a specific item or place?
3. Why is a drawing sometimes a more effective visual
aid than a photograph?

Check your answers in Appendix C.

Section 10.2 Developing Graphics 383

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 Section 10.2 Applications

A. Use Photographs or Clip Art

You have been asked to design a flyer that announces the annual company
picnic.
CRITICAL 1. Select a date for the picnic and a location. The location could be a city
THINKING park, a water park, an amusement park, or other site in your area.
2. Create an attractive, full-page flyer that tells employees everything they
need to know about the picnic. (Make up the details. Ask the five Ws to
be sure all details are included.)
3. Include an appropriate photograph or clip art on the flyer.
TEAMWORK
4. Use landscape orientation for the flyer. Print the flyer on colored paper,
if available.
5. Ask a classmate to review your flyer and offer suggestions for improve-
ment. Make edits, proofread carefully, and correct all errors. Print a final
copy of the flyer.

B. Create an Organization Chart

Create an organization chart for Jamison Company, using the details given
below.

• The company president is Arthur Jamison.

• Three executives report directly to Mr. Jamison: Bill Wong, Vice President
of Finance; Amy Wallace, Vice President of Manufacturing; and Alicia Diaz,
Director of Human Resources.
• Bill Wray, Director of Accounting, and Tammy Chang, Budget Analyst,
report to Bill Wong.
• Jack Greene, Plant Manager, and Wilson Jones, Maintenance Manager,
report to Amy Wallace.
• Iris Diego, Training Specialist, and Anna Anderson, Benefits Manager,
report to the Alicia Diaz.
• Georgia Rivers, Administrative Assistant, and Tom Brown, Secretary,
report to Mr. Jamison.

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 Chapter Summary

10.1 Using Graphics and Visual Aids

• Using graphics and other visual aids can help improve communications.
• A visual aid is any object, picture, drawing, map, poster, chart, or other
image that helps the audience or reader understand data or concepts.
• A visual aid, such as a chart or drawing, can be placed in the body of a
document or in an appendix.
• When placing a graphic in the body of a document, include a reference
to the graphic. Place the graphic on the same page as its reference, if
possible.
• Use a numbering system and titles to identify graphics when more than
one appears in a document. Whenever you obtain material for a graphic
from another source, include a source line.
• To choose the most appropriate graphic or visual aid, consider what you
want the receiver to understand.

10.2 Developing Graphics

• Computer programs allow users to create and edit professional-looking
graphics.
• Tables are a valuable visual aid in reports and other documents because
they show data in a way that is easy to understand.
• An organization chart shows the relationships of employees, positions,
and departments.
• A flowchart is a step-by-step diagram of a procedure or process.
• A pie chart shows how the parts of a whole are distributed and how the
parts relate to one another.
• A line chart shows changes in quantity or value over time.
• Bar charts and column charts are used to compare different groups of
data to each other through the use of bars or columns that represent
each group. The length of the bars or columns relate directly to their
value.
• Maps, photographs, and drawings are visual aids that can enhance
documents.

Chapter 10 Summary 385

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 Vocabulary
Open the Word file CH10 Vocabulary from the student data files. Complete the
exercise to review the vocabulary terms from this chapter.
bar chart line chart
clip art organization chart
column chart pie chart
flowchart portrait orientation
graphic source line
landscape orientation table
legend visual aid

Critical Thinking Questions

1. Why is the placement of a graphic important? What happens if a writer

places a graphic in a report before he or she makes a reference to it?
2. Why do graphics often have more impact on their receivers than the
CRITICAL related text?
THINKING 3. Why is it important to follow the use restrictions for clip art, photographs,
and other visual aids that you buy or download?
4. What can you do to make your graphics easy to understand?

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 Chapter Applications

A. Report with Map

You have been asked to prepare a report that gives information about your
congressional district. You will find and download a map to use in this report.

1. Access the Internet and go the National Atlas Web site. A link to this site is INTERNET
provided on the Web site for this book. You can also search for National Atlas.
2. Go the page that has printable maps. Select the link for congressional
districts.
3. Select the link that allows you to view and print maps.
REAL WORLD
4. Select your state from the list, and then select your congressional
district. Choose to preview the map to make sure you have selected
the correct one.
5. With the preview map on the screen, right-click on the preview map and
select Save Picture As.
6. Enter a filename. Enter a location where the image will be saved.
7. Select Bitmap for the file type. Click Save.
8. Key the beginning of page 2 of a report shown below. Insert the map pic-
ture where indicated. Place a source line under the image.
9. Proofread and correct all errors before printing the page.
2
The United States House of Representatives has 435 congressional
districts. About 600,000 people are included in each district. Census
Bureau data are used to set the number of congressional districts within
each state. Congressional District (insert number) of (insert your state
name) is shown below in Figure 1.

B. Pie Chart and Column Chart

Your coworker is creating a report related to the company’s order system. You
have been asked to prepare two charts to place in the report.

1. Create a pie chart.

• Use ORDER METHODS 20-- for the chart title. (Use the current year
for the date.)
• The percentages for each order method for the current year are:
Internet 70%
Telephone 20%
U.S. Mail 10%

Chapter 10 Assessment 387

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 • Use a chart legend or label the pie chart pieces with the method name.
• Show the values for each pie chart piece.
2. Create a column chart that compares the order method values for this
year with those from last year.
• For the chart title, use ORDER METHODS COMPARISON.
• The percentages for each order method for last year were:
Internet 55%
Telephone 25%
U.S. Mail 20%
• Use a chart legend and show the values for each column.
3. Print both charts.

C. Memo with Table

1. Key the following memo in correct format. Create a table to show the data
clearly. Center the table and leave one blank line before and after the table.
2. Proofread and correct all errors.
To: All Employees
From: Anna Anderson, Benefits Manager
Date: October 20, 20--
Subject: Health Care Plan Enrollment
The open enrollment period for employee health care plans will be No-
vember 1 through December 15, 20--. The three plans that are available
and their costs are shown in the table below. Details of the plans are in
the attached pages.
HEALTH CARE PLANS
Employee Cost Per Month
Plan Single Single + One Family
Plan A $150 $200 $300
Plan B $100 $125 $200
Plan C $175 $225 $300

If you have any questions about the plans, contact me for more in-
formation. Complete and return the attached enrollment form by
December 15 to ensure that your coverage will be active on January 1.
Attachments

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 D. Table and Charts
You need to include information about hospitals and their staff in a report.

1. The data for the hospitals are shown below. Create a table to show the
data clearly. Use an appropriate title and column headings.
Hyatt Charity Hospital has 80 nurse’s aides, 120 licensed vocational
nurses (LVNs), 86 registered nurses (RNs), and 40 doctors.
Parker Children’s Hospital has 86 nurse’s aides, 124 LVNs, 89 RNs, and
52 doctors.
City Hospital has 94 nurse’s aides, 142 LVNs, 90 RNs, and 63 doctors.
2. Construct a multiple-line chart that shows the health care providers at
those three hospitals.
• Use an appropriate title.
• Use a chart legend to identify each line.
• Use a different color for each line.
3. Construct a bar chart that shows the health care providers at those three
hospitals.
• Use an appropriate title.
• Use a chart legend to identify each bar.
• Use a different color for each bar.
• Show values for the bars.
4. Which of the two charts is better for displaying this data? Why?

E. Flowchart Symbols
When creating flowcharts, writers often use different shapes for different
parts of a process. The shapes make understanding the flowchart easier.

1. Work with a classmate to complete this application. Access the Internet and
go to a search engine. Search the Web using the keywords flowchart symbols. INTERNET
2. Review several of the sites in the search results list to learn about flow-
chart symbols.
3. Create a table that shows the shape, name, and purpose of several flow-
chart symbols. (Flowchart symbols can be inserted into a Word table us-
ing the Insert, Shapes command.) Include a source line for the table data. TEAMWORK

Editing Activity

Open and edit the Word file CH10 Editing from the student data files. Correct
all spelling, punctuation, and grammar errors.

Chapter 10 Assessment 389

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 Case Study

Profit Reporting
Thomas Carson is the vice president of the Electronics Division of a large
company. One of his duties is to prepare a year-end report for company
managers. The report summarizes sales income, costs, and profits for the
year for his division. If the division meets its profit goals, Thomas will re-
ceive a 20 percent pay bonus.

Near the end of the year, Thomas began gathering data for the report. He
found that the division was close to reaching its profit goals. To be sure
the division would achieve its goal, Thomas instructed the Invoicing De-
partment to bill for an order in December that would not be shipped until
the first week of the next year. This placed the sales income for the order
in the current year, allowing the division to reach its profit goal. However,
the costs associated with the order will be recorded the following year
when the order is shipped. This way of recording the sales and costs will
make next year’s profits lower.

Thomas received his pay bonus, which was his immediate concern. His
motto is “Deal with next year next year.”
1. Does the report Thomas prepared show a realistic picture of the divi-
sion’s performance for the year? Why or why not?
2. Did Thomas behave ethically? Why or why not?

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 Career Case Study

Communication for Education

and Training
Chris Austin is the director of the Health and Wellness Education Department
at a health-care facility. One of his main duties is to schedule 15 to 20 classes
every quarter. Scheduling involves deciding what classes to offer. Once the
classes have been selected, a timetable is worked out. Then, Chris must find
qualified people to teach the courses. After matching instructors with courses
and adjusting times, he finalizes the schedule. He also develops the promo-
tional materials that go out to the community.

A recent brochure includes course descriptions, meeting times, and other

necessary information. The classes will be held October through December.
Chris placed the classes in a table. He used appropriate class titles, such as
Heart Health, Family Growth, Childcare, Fitness, and Nutrition.

In the classrooms, several options are available for visual aids. Chris knows
that the instructors are very knowledgeable about their topics. However,
they seem to know little about using visual aids in teaching. He wants to
schedule a one-hour training session. In this session, he will discuss using flip
charts, overhead projectors with transparencies, and electronic slides.
1. Should visual aids be part of the presentation Chris gives? If so, how
should he use them?
2. How important are graphics and other visual aids in the brochures Chris
sends to people in the community?
3. How important are communication skills in a job such as the one Chris
holds?

Chapter 10 Assessment 391

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 This page contains answers for this chapter only.

check
point Chapter 10 Answers
Checkpoint 1
1. Using graphics and other visual aids in the communication pro-
cess is important because visual aids help readers and listeners
understand and remember information.
2. Examples of visual aids include objects, pictures, drawings,
maps, posters, and charts.

Checkpoint 2
1. When placing a graphic in the body of a document, place the
graphic on the same page as its reference, if possible. When
that placement is not possible, place the graphic on the next
page following its first reference.
2. A numbering system, titles, and source lines can be used to iden-
tify or provide information about graphics in a document.

Checkpoint 3
1. An organization chart shows lines of authority and relation-
This page contains answers for this chapter only. ships among employees in a company.
2. A map shows geographic regions such as cities, states, or
countries.
3. A flowchart shows the steps in a procedure or process.

Checkpoint 4
1. Tables are a valuable visual aid in reports and other documents
because they show data in a way that is easy to understand.
2. Tables can be created in word processing or spreadsheet
programs.
3. The goal is to use a format for the table that makes the data
easy to read and understand.

Checkpoint 5
1. An organization chart shows the relationships of employees,
positions, and departments. It shows lines of authority and
communication in a company.
2. The purpose of a flowchart is to show a step-by-step diagram of
a procedure or process.

Appendix C 639

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3. When you make a pie chart, arrange the data in some logical
order. For example, by company department, by regions, or by
amounts (highest to lowest).

Checkpoint 6
1. A line chart shows show ups and downs or trends over a period
of time.
2. In a bar chart, bars extend from left to right. Items or catego-
ries being compared are placed on the vertical axis. Values
are placed on the horizontal axis. In a column chart, columns
extend vertically from the bottom to the top of the chart. Items
or categories being compared are placed on the horizontal axis.
Values are placed on the vertical axis.

Checkpoint 7
1. A map shows geographic relationships. This page contains answers for this chapter only.
2. A photograph is used to provide a realistic view of a specific
item or place.
3. A drawing is useful for showing details or a procedure that can-
not be shown in a photograph.

This page contains answers for this chapter only.

640 Appendix C

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