Managing Data and Using Graphics

Managing Data and Using Graphics Multiple Choice 1. Fractions, ratios, and percentages are examples of _____. a. common language b. data distortion c. diverse language d. qualitative interpretation ANSWER: a 2. Identify a true statement about communicating quantitative data. a. Proportions or ratios paint a confusing picture for readers. b.When tabulating research results of people's opinions and preferences, statistics should be rounded off to the most accurate decimal point. c. Common language reduces difficult figures to the common denominators of language and ideas. d.The breakdown of quantitative information reduces the effectiveness of the information. ANSWER: c 3. Identify a true statement about the use of graphics. a. Visual data cannot be distorted easily. b. A few pages of graphics can effectively convey several hundred pages of text. c. Use of graphics eliminates the need of reading the text. d. Extreme use of graphics does not reduce the impact of the material presented. ANSWER: b 4. One of the purposes of using graphics in a written discussion is to _____ data. a. eliminate b. reinforce c. understate d. decentraliz e ANSWER: b 5. Which of the following is a guideline you should follow to ensure the effective use of graphics? a. Save graphics for data that can be easily communicated in words. b. Incorporate a wide selection of typefaces and colors while using graphics. c. Use graphics to contribute to the overall understanding of the idea under discussion. d. Make sure the graphics used exceed the text significantly. ANSWER: c 6. Linda is preparing a report on the interest rates on loans charged by banks in the United States. In this case, which of the following is an effective talking title for her report? a. Interest Rates on Loans Charged by Banks in the United States b. U.S. Rates of Interest on Loans Charged by Banks from January–April c. U.S. Interest Rates Decreased on Loans Charged by Banks During January–April d. News on Interest Rates on Loans Charged by Banks ANSWER: c 7. Lumeria is a state in Karlinton. The Board of Education of Lumeria is compiling information on the number of high school graduates who attended the state's public universities the previous year. In this case, which of the following graphics will best represent the data? a. A flowchart b. A blueprint c. A table d. A line chart ANSWER: c 8. Which of the following is a guideline you should follow for preparing an effective table? a. Avoid using numbers to refer to the table. b. Use titles that compel readers to review the table. c. Indent the second line of a label for the rows two or three spaces. d. Avoid adding source notes and explanatory notes beneath the table. ANSWER: c 9. For preparing an effective table, you should: a. give the table a title that forces the reader to review the table. b. place a superscript symbol beside an entry that requires additional explanation. c. refer to the table as "the following table" or "the figure on the following page." d. document the source of the data presented by adding source notes above the table. ANSWER: b 10. Thomas is preparing a report on the cost of living in the seven most populous cities in the world. He decides to include a graphic that will help his readers compare the cost of living in all the seven cities. In this case, which of the following graphics will best represent the data? a. An organizational chart b. A flowchart c. A bar chart d. The Gantt chart ANSWER: c 11. A segmented bar chart is also called a_____. a. surface chart b. stacked bar chart c. clustered bar chart d. cumulative chart ANSWER: b 12. Logan is compiling data on the sales of video game consoles for four age categories over the last five years. He wants to use a graphic to depict how the four age categories contribute to the total sales every year. In this scenario, a _____ will best represent the data. a. segmented bar chart b. map c. line chart d. pictogram ANSWER: a 13. The term _____ is specific to interfaces on computers or other electronic devices. a. hologram b. barcode c. icon d. database ANSWER: c 14. Which of the following is a variation of the bar chart? a. An area chart b. The Gantt chart c. A flowchart d. A pie chart ANSWER: b 15. To avoid visual distortion in a bar chart, _____. a. keep the labeling elaborate b. begin the quantitative axis at one or more than one c. use bars of equal width d. divide the bars into increasing increments ANSWER: c 16. Which of the following is a suggestion that you should follow for constructing effective bar charts? a. Use gridlines to avoid visual distortion. b. Avoid fancy formatting such as 3D. c. Use elaborate labeling for better understanding. d. Avoid positioning the bars chronologically. ANSWER: b 17. The director of human resources at Perlis Inc., an automobile manufacturing company, wants to chart employee absenteeism over a two-year period. He wants to represent this data graphically. In this scenario, the data will be best represented by a _____. a. flowchart b. pie chart c. line chart d. map ANSWER: c 18. Which of the following statements is true of pie charts? a. They are ineffective in showing percentages. b. They make it easier to understand processes. c. They are ineffective in showing quantitative totals. d. They present data in columns and rows. ANSWER: c 19. Which of the following is a guideline you should follow when constructing pie charts? a. Position the smallest slice or the slice that needs less emphasis at the 12 o'clock position. b.Avoid labeling all the slices. c. While labeling the slices, exclude information about the quantitative size, such as percentage, dollars, of each slice. d.A legend should be used if it is not possible to place the appropriate labeling information beside each slice. ANSWER: d 20. Allen is an intern at Changing Lives, a child service organization. He is preparing a pie chart to show how the organization's administrative overhead expenditure is lower than the children's service expenditure. To make the chart easy to understand, Allen should: a. avoid using legends to identify the slices. b. explode the slices that need to be emphasized. c. label only those slices that reflect service programs. d. use 3D-type formatting. ANSWER: b 21. Identify a true statement about maps. a. They are less concise than written messages. b. They are less confusing than written messages. c. They are less interesting than written messages. d. They are less visual than written messages. ANSWER: b 22. Illumination Apparel is a fashion retailer chain. In 2001, it opened 126 outlets in different cities. Stacy, a sales manager at Illumination Apparel, has to present the data on the total revenue generated in these 126 outlets in the last 10 years. In this case, which of the following graphics is best suited for Stacy's presentation? a. A photograph b. A pictogram c. A map d. A flowchart ANSWER: c 23. Angela wants to teach her employees how to handle customer service complaints efficiently. She creates a procedure manual that includes a step-by-step diagram with written instructions. In this case, the graphic used in the procedure manual is a _____. a. bar chart b. flowchart c. pictogram d. pie chart ANSWER: b 24. Including a flowchart with written instructions: a. helps illustrate the trends in quantitative data. b. is effective for showing geographic relationships of the data presented. c. minimizes the chance of errors in work tasks. d. helps show quantitative totals or comparisons. ANSWER: c 25. Organizational charts are an example of _____. a. line charts b. flowcharts c. pie charts d. pictograms ANSWER: b 26. Which of the following statements is true of organization charts? a. They must be revised when businesses change. b. They are difficult to revise if they are prepared using word-processing software. c. They are a form of line charts. d. They make narrative discussions unwieldy. ANSWER: a 27. _____ are graphics that can be incorporated into reports. a. Cartoons b. Index cards c. References d. Addenda ANSWER: a 28. In a written report, if graphics appear before readers have been informed, _____. a. the graphics will reduce clutter and increase readability b. the readers will begin to study the graphics and draw their own inferences c. the readers will take less time to accurately interpret the data d. the graphics will lead to visual distortion ANSWER: b 29. When interpreting and analyzing a graphic, _____. a. avoid placing the graphic after its introduction b. ensure that the graphic follows a dual numbering system in the text c. avoid a mere restatement of what the graphic obviously shows d. use fancy formatting such as 3D ANSWER: c 30. Madison is preparing a report on war fatalities in three different war zones. She has designed a bar chart that compares the number of fatalities in each war zone and wants to include the bar chart in her report. In this scenario, which of the following guidelines should Madison follow? a. She should insert the bar chart in the report immediately after introducing it and then include an analysis after it. b.She should use more of color highlights and 3D formatting in the bar chart to reduce clutter and increase readability. c. She should place the interpretation and analysis of the bar chart before it appears in the report. d.She should place the analysis of the bar chart in the references section of the report. ANSWER: a 31. Which of the following numbering systems is recommended when incorporating graphs, pictures, and tables in a written report? a. Number the graphs as "Graph 1," and so on, the pictures as "Figure 1," and so on, and the tables as "Table 1," and so on. b.Number the graphs and the pictures as "Figure 1," and so on, and the tables as "Table 1," and so on. c. Number all the graphs, pictures, and tables in a single numbering system—that is, "Figure 1," "Figure 2," and so on. d.Use only Roman numerals while numbering the graphics. ANSWER: c 32. Which of the following should you do when interpreting and analyzing a graphic presented within text? a. Restate what the graphic shows. b. Emphasize the main point you are making. c. Include additional graphics to reiterate what the main graphic states. d. List all the statistics presented in the text to emphasize their importance. ANSWER: b True / False 33. As people tend to make comparisons during analysis, the totals are helpful in communicating quantitative information. a. True b. Fals e ANSWER: True 34. Common language does not involve the use of indicators or actual counts. a. True b. Fals e ANSWER: Fals e 35. When tabulating research results, exact statistics rather than rounded off fractions and percentages help paint a clear picture for readers. a. True b. Fals e ANSWER: Fals e 36. The use of graphics is generally avoided in reports because they are complicated and difficult to understand. a. True b. Fals e ANSWER: Fals e 37. Graphics must be saved for data that are difficult to communicate in words alone. a. True b. Fals e ANSWER: True 38. Extreme use of color, complicated symbols and art techniques, and unusual combinations of typefaces reduce the impact of the material presented. a. True b. Fals e ANSWER: True 39. Visual data can be distorted easily, leading the reader to form incorrect opinions about the data. a. True b. Fals e ANSWER: True 40. Electronic presentations, flip charts, whiteboards, and overhead transparencies are the visual means most often used to accompany presentations. a. True b. Fals e ANSWER: True 41. Selecting the graphic type that will depict data in the most effective manner is the first decision you must make when preparing presentations. a. True b. Fals e ANSWER: True 42. When preparing a table, if more than one source was used to prepare a visual, superscripts should not be used. a. True b. Fals e ANSWER: Fals e 43. When constructing bar charts, position the bars chronologically or in some other logical order. a. True b. Fals e ANSWER: True 44. A line chart is an effective graphic for comparing housing prices in a particular region with housing prices in another region. a. True b. Fals e ANSWER: Fals e 45. A line chart is similar to an area chart. a. True b. Fals e ANSWER: Fals e 46. When constructing line charts, the vertical or quantity increments must be the same as the horizontal or time increments so that the line or lines drawn will have reasonable slopes. a. True b. Fals e ANSWER: Fals e 47. A pie chart is the best type of graphic aid that can be used to show the percentage of total sales contributed by salesperson for an organization. a. True b. Fals e ANSWER: True 48. When constructing pie charts, label each slice and include information about the quantitative size, such as percentage, dollars, etc., of each slice. a. True b. Fals e ANSWER: True 49. When reorganization of units takes place in a business, the organization charts must be revised. a. True b. Fals e ANSWER: True 50. Revisions to organizational charts become complex when prepared using word-processing or graphics software. a. True b. Fals e ANSWER: Fals e 51. The use of photographs in annual reports makes it difficult for the general audience to understand complex concepts. a. True b. Fals e ANSWER: Fals e 52. An introduction and a brief explanation of a graphic in a report should appear after the graphic is shown. a. True b. Fals e ANSWER: Fals e 53. When an effective graphic is used in a report, there is no need for additional interpretation and analysis of the data. a. True b. Fals e ANSWER: Fals e 54. A graphic that will not fit on the page where it is introduced should be placed in the appendix. a. True b. Fals e ANSWER: Fals e Essay 55. Explain why quantitative data from a research study must be condensed into a manageable size before you can interpret it. ANSWERAnswers will vary. Before we can interpret quantitative data, the elements must be : classified, summarized, and condensed into a manageable size. This condensed information is meaningful and can be used to answer our research questions. A large accumulation of data is overwhelming until we tabulate the responses for each questionnaire item by manually inputting or compiling responses received through an online survey or optically scanning the responses into a computer. Then, we can apply appropriate statistical analysis techniques to the tabulated data. REJ: Please see the section "Communicating Quantitative Information" for more information. 56. What is common language? How does common language help professionals manage quantities of data efficiently? ANSWERAnswers will vary. Fractions, ratios, and percentages are examples of common language. In effect, common language reduces difficult figures to the "common : denominators" of language and ideas. Common language also involves the use of indicators other than actual count or quantity. The Dow Jones Industrial Average provides a measure of stock market performance and is certainly easier to understand than the complete New York Stock Exchange figures. Similarly, oil is counted in barrels rather than in the quart or gallon sizes purchased by consumers. Because of inflation, dollars are not accurate items to use as comparisons from one year to another in certain areas. For example, automobile manufacturers use "automobile units" to represent production changes in the industry. The important thing for the report writer to remember is that reports are communication media, and everything possible should be done to make sure communication occurs effectively. REJ: Please see the section "Communicating Quantitative Information" for more information. 57. Rancorps Inc. conducts a survey of its employees to determine their interest in learning about financial planning. The given table shows the data of the responses. The results of this survey will be reported to the director of human resources and will be used to develop a financial planning training seminar for the employees. Personal Development Need Number Percentage Retirement Annuity 128 32 Traditional and Roth IRA 104 26 Mutual Funds 80 20 52 13 36 9 400 100 Internet Stock Trading Effective Charitable Giving Total Write an analysis of this data, and explain the results of the survey. The analysis will be included in the written report that will be sent to the director of human resources. ANSWERAnswers will vary. The employees of the company were surveyed to determine their : interest in learning about financial planning. Respondents were asked to indicate their choice from one of the following five categories: retirement annuities, traditional and Roth IRA, mutual funds, Internet stock trading, and charitable giving. The number of respondents was More than half of the respondents indicated an interest in learning about retirement annuities and traditional and Roth IRAs. Interest in learning about mutual funds was ranked third. Respondents showed little interest in learning about Internet stock trading (13 percent) and charitable giving (9 percent). The results of this survey indicate that the employees have an interest in learning about financial planning. For these employees, financial training should focus on retirement annuities and IRAs. The training should also include information on mutual funds and should briefly discuss Internet stock trading and charitable giving. REJ: Please see the section "Communicating Quantitative Information" for more information. 58. Explain the term graphics. Discuss the purpose of using graphics with a written discussion. ANSWERAnswers will vary. The term graphics is used to refer to all types of illustrations used in written and spoken reports. The most commonly used graphics are tables, bar charts, : line charts, pie charts, pictograms, maps, flowcharts, diagrams, and photographs. To protect readers from being overwhelmed or simply bored with data, report writers can design visually appealing graphics that are appropriate for the data being presented. Data reported in a table, graph, or picture will make one's written analysis clearer to the reader. The use of graphics with a written discussion serves three purposes: to clarify, to simplify, or to reinforce data. REJ: Please see the section "Using Graphics" for more information. 59. Explain the difference between a talking title and a descriptive title. ANSWERAnswers will vary. While using a graphic element, write meaningful titles that reinforce the point you are making. For example, a receiver can interpret data faster when : graphics use a talking title; that is, a title that interprets the data. Consider the usefulness of the following graphic titles for a customer service manager browsing through survey results in preparation for a meeting with top management: Descriptive Title: White-Cell Counts During April Talking Title: White-Cell Count Has Fallen Throughout April The talking title saves a manager time in understanding the data and also ensures the accuracy of his interpretation, his recommendations, and the content of his presentation. Similarly, poor business decisions can be averted if graphic titles reveal key information. REJ: Please see the section "Using Graphics" for more information. 60. List seven graphic aids that can be used for data illustration and interpretation. ANSWER: Answers will vary. The following is a list of graphic aids along with their main purpose: a. Table: To show exact figures b. Bar chart: To compare one quantity with another, e.g., sales from year to year c. Line chart: To illustrate changes in quantities over time d. Area chart: To show how different factors contribute to a total e. Pie chart: To show how the parts of a whole are distributed f. Map: To show geographic relationships g. Flowchart: To illustrate a step-by-step diagram of a procedure REJ: Please see the section "Types of Graphic Aids" for more information. 61. List and discuss five suggestions related to constructing bar charts. ANSWERAnswers will vary. A bar chart is an effective graphic for comparing quantities. A few suggestions related to constructing bar charts are as follows: : a. Avoid visual distortion that could exaggerate the data. Begin the quantitative axis at zero, divide the bars into equal increments, and use bars of equal width. b. Position bars chronologically or in some other logical order. c. Use color to convey meaning. For example, use variations in color to distinguish among the bars when the bars represent different data. Avoid large surfaces of bright colors that may be tiring to the audience and detract from the data. d. Avoid fancy formatting such as 3D that makes values more difficult to distinguish. e. Keep the labeling simple to reduce clutter and increase readability. Exclude nonessential information such as data labels, gridlines, and explanatory notes if the meaning is understood. To determine labeling needs, consider the audience's use of the data. Omit actual amounts if a visual estimate is adequate for understanding the relationships presented in the chart. Include the data values above the bars or as a data table for an audience who expects specific data. REJ: Please see the section "Types of Graphic Aids" for more information. 62. List the general guidelines for constructing pie charts. ANSWERAnswers will vary. Pie charts, like segmented charts and area charts, show how the parts of a whole are distributed. Here are some general guidelines for constructing pie : charts: a. Position the largest slice or the slice to be emphasized at the 12 o'clock position. Working clockwise, place the other slices in descending order of size or some other logical order of presentation. b. Label each slice and include information about the quantitative size (percentage, dollars, etc.) of each slice. If you are unable to attractively place the appropriate labeling information beside each slice, use a legend to identify each slice. c. Draw attention to one or more slices for desired emphasis. Special effects include exploding the slice(s) to be emphasized (i.e., removing it from immediate contact with the pie) or displaying or printing only the slice(s) to be emphasized. d. Avoid using 3D-type formatting that makes values more difficult to distinguish. REJ: Please see the section "Types of Graphic Aids" for more information. 63. Susan, an accounts manager at Westbrin Inc., has been asked to give a presentation on budgeting to help the employees of the company understand where and how they should spend their money. From the data gathered from her research, she has discovered that typical households spend their income in the following areas: 35% Housing 20% Transportation 20% Food 10% Health care and health insurance 5% Clothing 5% Credit card debt and interest 5% Entertainment Select an appropriate visual that can help Susan represent this information in her presentation, and explain why the visual will be appropriate for the presentation. ANSWERAnswers will vary. The given data contain a list of percentages. Susan can use a pie : chart to represent this data. Pie charts, like segmented charts and area charts, show how the parts of a whole are distributed. Pie charts are effective for showing parts of a whole, or in other words, percentages. In this case, Susan can enter each percentage in the pie chart. REJ: Please see the section "Types of Graphic Aids" for more information. 64. Explain organization charts. ANSWERAnswers will vary. Organization charts are widely used to provide a picture of the : authority structure and relationships within an organization. They provide employees with an idea of what their organization looks like in terms of the flow of authority and responsibility. When businesses change (because of new employees or reorganization of units and responsibilities), organization charts must be revised. Revisions to organizational charts are simple when prepared using word-processing or graphics software. REJ: Please see the section "Types of Graphic Aids" for more information. 65. Explain the pattern for including graphics in text. ANSWERAnswers will vary. Always introduce a graphic in text immediately before the graphic : appears. If graphics appear before readers have been informed, they will begin to study the graphics and draw their own inferences and conclusions. A graphic that follows an introduction and brief explanation will supplement what has been said in the report. Additional interpretation and needed analysis should follow the graphic. A graphic that will not fit on the page where it is introduced should appear at the top of the following page. REJ: Please see the section "Including Graphics in Text" for more information. 66. Discuss the guidelines for interpreting and analyzing a graphic. ANSWERAnswers will vary. When interpreting and analyzing a graphic, avoid a mere : restatement of what the graphic obviously shows. Instead, emphasize the main point you are making. Your analysis may include summary statements about the data, compare information in the figure to information obtained from other sources, or extend the shown data into reasonably supported speculative outcomes. Strive to transition naturally from the discussion of the graphic into the next point you wish to make. REJ: Please see the section "Including Graphics in Text" for more information. 67. The following are poor examples of introductions of graphics. Rewrite each of these sentences to effectively introduce the graphic in the text. Provide any additional information that may be needed. a. Figure 1 shows preferences for shopping locations. b. Figure 1 shows enrollment for software training programs. c. Figure 1 shows the response of managers about working hours. d. Figure 1 shows the breakdown of cell phone users. ANSWERAnswers will vary. : a. Poor: Figure 1 shows preferences for shopping locations. This is a poor introduction because it tells the reader nothing more than the title of the figure. Improved: About two-thirds of the consumers preferred to shop in suburban areas rather than in the city, as shown in Figure This introduction is a better choice for introducing the figure because it talks about the graphic and also includes introductory phrasing, but only after stressing the main point. b. Poor: Figure 1 shows enrollment for software training programs. This is a poor introduction because it is vague. Improved: Figure 1 shows that training needs are shifting from word processing applications toward graphics software. This introduction is better because it talks about the graphic and stresses the main point. c. Poor: Figure 1 shows the response of managers about working hours. This is a poor introduction because it is vague. Improved: Three percent of managers complained of long working hours, as shown in Figure 1. This introduction is better because it talks about the graphic and stresses the main point. d. Poor: Figure 1 shows the breakdown of cell phone users. This is a poor introduction because it is vague. Improved: Figure 1 shows that more than 80 percent of cell phone users are under the age of 50. This introduction is better because it talks about the graphic and stresses the main point. REJ: Please see the section "Including Graphics in Text" for more information.