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1
BUSINESS
COMMUNICATION
MGT 269
TOPIC 3
VISUAL COMMUNICATION
VISUAL COMMUNICATION
SPOKEN
WORD
VISUAL
IMAGESMULTI-MEDIA
SYMBOLIC
GESTURE
WRITTEN
WORD
METHODOF
COMMUNICATION
WHY USE VISUAL AIDS?
Because they:
Appeal to two senses—ears and eyes
Improve memory (use colour)
Increase the impact
Emphasize and summarize points
Depict relationships between points
Cut down number of words
Increase powers of persuasion.
Remember: a picture is worth a thousand words!..
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Let’sDiscuss
Which Graphic
Should You Use?
What is the best use of each of the following
types of graphics?
Flow charts
Maps
Drawings
Organization charts
Tables
Bar charts
Pie charts
Line charts
2
Select the Right Graphic for the Job
TABLES Present detailed, specific information
LINE/SURFACECHARTS
Indicate changes (trends) over time
BAR CHARTS Compare one item with another; show changes inone item over time
PIE CHARTS Show relative size of components of a whole
FLOW CHARTS Show series of steps from beginning to end
ORGANIZATIONCHARTS
Depict interrelationships among parts of anorganization
MAPS Represent statistics by geographic area
DRAWINGS,DIAGRAMS
Show how something looks and is used
PHOTOGRAPHS Show exact appearance and add visual appeal
Table
Feature Amazon.com Barnes & Noble
Number of stores 1 Web site 1,011
Titles per superstore 3.1 million 175,000
Book returns 2% 30%
Sales per employee
(annual)
$375,000 $100,000
Inventory turnovers per
year
24 3
Long-term capital
requirements
Low High
Cash flow High Low
Source: "Amazon.com the Wild World of E-Commerce," Business Week, 14 December
1998, 110.
Line Chart
Average Age of Passenger Cars and Trucks in Use
4
4.5
5
5.5
6
6.5
7
7.5
8
8.5
9
1970 75 80 82 84 86 88 90 92 94 96
Age
(in
year
s)
Cars Trucks
Surface Chart
The College Market of Tomorrow
0
4000
8000
12000
16000
1982 1987 1992 1997 2002 2007
Nu
mb
er o
f st
ud
ents
(th
ou
san
ds)
Full-time undergraduates Part-time undergraduatesFull-time graduates Part-time graduatesAll professional
3
Vertical Bar Chart
Where The College Students Are
48% 47%
10%
45%
81% 75%
0
20
40
60
80
100%
Used a
computer
Ate at a
fast-food
restaurant
Read a book
(not for
class)
Shopped at
a mall
Threw out
unopened
Practiced
meditation
Percent of undergraduates enrolled full-time in four-year colleges and
universities who did selected activities in the past week, 1997
Multiple Bar Chart
Eating Occasions
33%
25%
6%7%
17%
18%19%
5%6%
15%
24%26%
0
10
20
30
40%
3 meals 2 meals and
1-2 snacks
3 meals and
1-2 snacks
2 meals and
1-2 snacks
1 meal and
1-2 snacks
Other
1985
1996
Percent of adults aged 18 and older who say that selected patterns best
describe their usual eating habits
Stacked Bar Chart
Targeted Talk
0%
20%
40%
60%
80%
100%
Dr. Laura Schlessinger Rush Limbaugh Howard Stern
12-17 18-24 25-30 35-44 45-54 55 & older
Age distribution of listening audience for selected talk radio shows, 1997
Combination Bar and Line Charts
Commercial Superhighway
9.4%
6.3%
4.0%
2.1%
1.0%0.4%0.2%
0
200
400
600
800
1,000
1,200
$1,400
1997 1998 1999 2000 2001 2002 2003
Tot
al I
nter
net
sale
s (b
illi
ons
of d
olla
rs)
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
$16,000
Tot
al e
cono
my
(bi
llio
ns o
f do
llar
s)
Internet sales Total economy
4
Pictogram
What Makes Up the CPI?
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Housing/shelter
Food and beverages
Transportation
Medical care/insurance
Other
Apparel and upkeep
Entertainment
Gantt Chart
ID
1
2
3
4
6
11
Project Timeline for Product 1575
Design Phase
Design Project
Prototype Design
Test Prototype
Marketing Research Phase
Create Business Plan
Start Date
6/20/00
6/20/00
8/3/00
8/24/00
8/3/00
8/31/00
End Date
8/31/00
7/31/00
8/21/00
8/28/00
9/25/00
9/25/00
50d
30d
15d
5d
40d
20d
Duration
100.00%
100.00%
0.00%
25.00%
0.00%
5 Prototype Complete 8/31/00 8/31/00 0d 0.00%
90.00%
7 Preliminary Research 8/3/00 8/7/00 5d 100.00%
9 Interviews 8/12/00 8/14/00 3d 100.00%
8 Conduct Focus Groups 8/10/00 8/11/00 2d 100.00%
10 Secondary Research 8/17/00 8/28/00 10d 0.00%
June July August September
2000Percent
Complete
Pie Chart Flow Chart
Keyboard Input
Edit content,
organization,
and format
Add?
Style and
spellcheck
First
hard copy
Next
hard copy
Edit content,
organization,
format, style
and spelling
Keyboard
input/edit
Style and
spellcheck
OK?
Keyboard
input/edit
Submitreport
No
Yes
No
Yes
5
Organization Chart
Board of Trustees
President
Dean of
Administration
Dean of General
Education Division
Dean of Technical
Education Division
Dean of Continuing
Education Division
Technical
Division Faculty
General Education
Division Faculty
Continuing
Education Division
Faculty
Business
Manager
Personnel
Manager
Admissions
DirectorCounselor Registrar
Dean of the
College
Dean of
Students
Administration of Atlantic College
Effective visuals
Clear
Complete
Concise
Connected
Compelling
POOR VISUAL AIDS
• Too wordy—message not quickly clear
Too little time to read
Listener reading not listening
Too many slides used.
Remember: `what does the visual aid show?'
Not, `what does it say?'
CREATING AND
DELIVERING ORAL
PRESENTATION
MGT 269
6
Objectives
Describe how to organize presentations and speeches.
Explain the tasks involved in developing a speech.
Discuss using visuals in oral presentations.
Discuss what is involved in designing effective presentation visuals.
Explain ways to overcome anxiety.
VISUAL PRESENTATION
Consider the best media to get the message over:
Electronic presentation e.g. PowerPoint
Flipchart
White Board
Handouts (before, during or after)
Examples, samples.
Ensure the visual aid is relevant.
Stick to one visual aid medium.
WHAT MAKES A GOOD
PRESENTATION?
Remember your audience
Organize the information
Use visuals effectively
Communicate with body language
Deliver your message
Prepare thoroughly
Reasons for giving speech
To persuade To entertain
To inform To motivate
7
THE THREE-STEP PROCESS
COMPLETING
(Step 3)
PLANNING
(Step 1)
WRITING
(Step 2)
PLANNING PRESENTATIONS
ANALYZE
SITUATION
ORGANIZE
MESSAGE
SELECT
MEDIUM
PURPOSE
AUDIENCE
OUTLINE
ELECTRONIC
IN-PERSON
Planning Speaking
WRITING PRESENTATION
Clear, consistent structure
Your intro should : Welcome your audience
Arouse audience interest
Introduce your topic/subject
Your message : Limit main points
Connect ideas
Your conclusion : Summarize the main points
Thank the audience
Invite question
COMPLETING PRESENTATION
MASTER DELIVERY PREPARE TO SPEAK
OVERCOME ANXIETY
HANDLE QUESTIONS
Memorizing
Reading
Impromptu speaking
Speaking from notes
Location
Audience
Content
Focus on questioner
Maintain control
Respond appropriately
Prepare extra material
Take deep breaths
Don’t panic
Get comfortable
Seek friendly faces
Practice for success
Think positively
Focus on message
Conclude your speech positively and professionally
8
CREATING EFFECTIVE SLIDES
WRITING
CONTENT
MODIFYING
GRAPHICS
SELECTING
DESIGN
BEING
CONSISTENT
ADDING
ANIMATION
Color schemes
Background designs
Artwork and visuals
Fonts and types styles
Functional animation
Transitions and builds
Action button/hyperlinks
Multimedia elements
How to Build Effective Slide Shows
Limit each slide to one major point
Make sure slides are readable from a
distance
Use informative titles
Organize slides in logical sequence
Add special effects, but don’t overdo it
THE END
TIME FOR THE ACTIVITIES !!!!!!!!!!