University:
Kentucky State University
Course:
ENG 216 | Technical Writing
Academic year:

2021
Views:

397

Pages:

45
Author:

Nicole Wang

Lecture 3 Data Presentation Good judgment should be used in selecting both the data to be presented and the method of presentation. Data Methods of data presentation Data: Before beginning to write the report, carefully select the data to include. Most carefully prepared programs yield data that are needed to support the conclusions. Present the data as simply and straightforwardly as possible so that your readers can easily grasp the significant points. Data: Including all your data in the report is unnecessary. Use only data that are directly pertinent to your conclusions. Do not try to impress readers with how much data you have collected. “Quantity is no substitute for quality in presenting technical results”. Methods of data presentation 1. 2. 3. Text Figures Tables Methods of data presentation Because most technical reports rely on figures and tables for the presentation of data, the form and quality of the figures and tables are important in establishing the style and readability of the report. Methods of data presentation Use only figures and tables that add to the value of your report. Once you have selected the data to be included in your report, decide how they can be best presented. Should they be tabulated or plotted? Methods of data presentation To answer this question, consider your readers need. Do they need to know exact values? If so, tabulate your results. If relative trends are more important, use graphs. Both the figures and tables should be as selfexplanatory as possible and arranged logically to tell the main points of your story without reference to the text. Methods of presenting data: Figures Purpose of using Figures:  Help readers understand what you have written.  Used to present data that is complex and not clear when presented in a table. Methods of presenting data: Figures Figures Title  Your figures must be titled as “Figure” . Figures are numbered with Arabic numerals in the order of their mention. ( Figure 1, Figure 2,…) after that there should be a short and concise title.  Titles appear below the figure itself. Methods of presenting data: Figures Figures location  Figures are inserted either in the text near (follow) their first mention or grouped together at the back.  Whenever you use a figure , you must refer to it in the text. Methods of presenting data: Figures Example :Refer to the figure in the text as follows:  “ The rates for different conditions are presented in figure 1”. Or  “rates varied by condition (see figure 1).” Methods of presenting data: Figures Figures legends  All figures must have legends, if a figure has parts ((a),(b),(c),…) it must have corresponding sub legends.  Use similar wording in legends of related figures. Methods of presenting data: Figures Types of Figures 1- Graphs 2- Diagrams 3- Drawings 4- Photographs Methods of presenting data: Figures 1- Graphs:     Should be clear and simple with as few data curves as possible. Avoid interlaced or unrelated curves. Must be clearly labeled Two pieces of information be labeled within a graph: a) axes b) data series. Methods of presenting data: Figures Colors and Patterns  if you have to use colors to make a graph clear then you are probably including too much information all graphs should be in grayscale; i.e. black, gray, and white.  You can use patterns to help distinguish different columns or different markers (such as circles, squares) when presenting line graphs. Methods of presenting data: Figures Graph Formats  Don’t be tempted to put too much information in a single graph. You can always use more than one.  There are many types of graph formats such as : bar ,line, and pie charts. Select the format that best makes the point you are trying to make. Graphs: example Methods of presenting data: Figures 2- Diagrams: can be very useful for explaining models and theories but they are not replacement for explaining and discussing those models/ theories in English.  If you use a diagram that you have obtained from someone then you must indicate the source. Example: Figure 4: The BSL sign Number (From Brein,1992)  Diagram-Example Methods of presenting data: Figures 3- Drawings :  use simple drawings to illustrate equipments.  Include the equipment features that are essential to the readers understanding.  Avoid unnecessary details. Drawing-Example Drawing-Example Methods of presenting data: Figures 4. Photographs:  Don’t include a photograph of equipment which can be described in a sentence.  Label the most important features.  Include scale in the photograph to help readers judge the size of objects shown. Photographs: Example Photographs: Example Errors in Presenting Data  Using ‘chart junk’  No relative basis In comparing data Batches  Compressing the Vertical axis  No zero point on the Vertical axis ‘Chart Junk’ Bad Presentation Minimum Wage 1960: $1.00 1970: $1.60  4 Good Presentation Minimum Wage $ 2 1980: $3.10 0 1990: $3.80 1960 1970 1980 1990 No Relative Basis Bad Presentation 250 200 150 217 146 177 114 100 50 0 A B C D  35% 30% 25% 20% 15% 10% 5% 0% Good Presentation 33% 27% 22% 17% A B C D Compressing Vertical Axis Bad Presentation $ Quarterly Income Presentation Good Quarterly Income 200 50 100 25 0 $ 0 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 No Zero Point on Vertical Axis Bad Presentation Monthly Expenses 45 $ 42  45 42 Good Presentation $ Monthly Expenses 39 39 36 36 J F M A M J 0 Graphing the first six months of sales. J F M A M J No Zero Point on Vertical Axis Bad Presentation 45 $ Monthly Expenses  Good Presentation 60 42 40 39 20 36 0 J F M A M J $ J F Monthly Expenses M A M J Graphing the first six months of sales. Methods of presenting data: Tables   Tables are often included in technical reports to present data in an exact, highly concentrated form. But because tabulated data are so concentrated, many readers have difficulty grasping their significance. Tables are therefore the least preferred method of transmitting results to readers and should be used only when absolutely necessary. Methods of presenting data: Tables   When you use tables, make them as brief and simple as possible. Otherwise you readers may not bother studying the detailed columns , and you will have wasted your time in presenting the data. “Whenever a table, or columns within a table, can readily be put into words, do it”. Table : example Sometimes a paragraph is better than using a table Storage Media Volatile(v)/nonvolatile( NV) CD-ROM NV RAM V ROM NV DVD NV Floppy Disks NV It is better to write: CD-ROM , ROM ,DVD and Floppy Disks are a nonvolatile storage media ,on the other hand RAM is a Volatile one . Methods of presenting data: Tables    Tables are numbered in the order of their mention, in Roman numerals except when a report contains 20 or more tables. Then Arabic numerals are used. Similar data at different conditions are organized into parts ((a), (b), (c), etc.) of the same table with subtitle. Numbered tables must have titles. Methods of presenting data: Tables       Every table must have some reference in the text. Titles of tables are above the table itself. Tables should be clear, concise and easy to read. Don’t use blanks in a table. The reader may think that data have been left out so use a dash. Column titles are initial cap. Units are placed under the column title or beside the row title and enclosed in parentheses. Methods of presenting data Notes:  Titles of tables and graphs should be brief and descriptive  Tables and Figures directly supporting text descriptions should be placed in the body of the report near the text material referring to them . Placement should adhere to the following priorities:  on the same page, following the first reference.  on the same page, visible from reference.  on the top of the following page .  in an appendix. Methods of presenting data     You should always present your data in a summarized form that helps readers to understand your findings. You may need one or more tables. Tables are not a replacement for text. Figures should be used in addition to tables if they help highlight some aspects of your data Table: example Table: example Table: example Example : Table For many customers ,the size, weight ,and other physical aspects of a printer are important in their purchasing decision . The physical dimensions of the three printers are shown in table 1 . Example : Table For many customers ,the size, weight ,and other physical aspects of a printer are important in their purchasing decision . The physical dimensions of the three printers are shown in table 1 .

Lecture 3 Data Presentation

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