5/27: Charts and Graphs in Documents

Charts and Graphs tutorial...

Practicing Chart

Below is the data that we will use to familiarize ourselves with making charts and graphs. Though the process can be intimidating (at least it is to me, the professor!), and involves using both Word and Excel, once you get the hang of making the graphics, you'll find them not as hard to really make.


1) Having your data handy is the very important first step. You need:

• The numerical values (money spent, intervals)
  
• The items whose values you are comparing (on Excel they call these "categories")
  
• How many times you plan to compare the items (one year, two year, etc.)
  

Example: 2009 Budget for Nike-Apple Integration for Apple

1. Project Management combined salary (executive personnel): 200,000

2. Software Design Team combinedsalary: 450, 000

3. Chicago Technology Lab (new division/area): 1 million

4. Ground transportation of product: 300, 000

5. Air Transportation of product/ team members: 150, 000

Okay, above are example budget concerns that may show up in a proposal. All of this numerical data can be better displayed using graphics. Below are steps outlined for using Word 2003.


Microsoft 2003 steps for making a chart:

1) On the Insert menu, click Object, and then click the Create New tab.

2) In the Object type box, click Microsoft Graph Chart, and then click OK.

Microsoft Graph displays a chart and its associated sample data in a table called a datasheet.

3) To replace the sample data, click a cell (cell: A box formed by the intersection of a row and column in a worksheet or a table, in which you enter information.) on the datasheet, and then type the new text or numbers.


Note: If you close the datasheet you can reopen it by double-clicking the chart and then clicking Datasheet on the View menu.

In-Class Work, 5/20:

What economic factors play a role in determining a business' actions in dealing with another business? 

This important question will  drive your working on the economic proposal for BTS 3. In the economic proposal, you must outline both the direct economic considerations between two companies, but also outline the cultural-business impact through research and use of an economic research study. 

For in-class practice, let's read the following blog post from The Wall Street Journal and then answer the following (10-20 minutes):

"IBM wants to buy out Sun Microsystems because it believes the consumer market makes it a good move. First, why does IBM believe this?  Secondly, answer what some of the possible consumer factors IBM should research before going through with the deal."

BTS 3: Economic Proposal

Due: Friday, 5/29/2009 


Your task:

After sending the first memo recommending a business venture (BTS 2), your CEO asks to see a follow-up memo from you explaining how our company will integrate the product into its business. His/Her schedule is pretty busy so you need to be clear and concise, using graphics to help out. He/She wants to know a few basics on the suggested use of the other company’s product, including discussion of economic factors. The boss really wants to see some economic studies done within the area 

The basic questions that he’d like addressed in your proposal are (p. 413):

1) What personnel is necessary to go through with the projected integration? How many of the company’s own workers will need to be included in the integration? What kind of personnel? What is the role of the other company, the one whose product your company is going to use?

2) Whose facilities are going to be used – theirs or ours, or both, or someone else’s?

3) What kind of equipment is involved? Are we going to have to buy or subcontract new equipment?

All of these questions should be integrated in your proposal to the CEO. However, you will want to structure your proposal as follows (p. 414-419):

I. Introduction:

a. Explain the product again and how and why using the product will benefit company (What is the opportunity?)
b. Explain the basic structure of the integration/use of the product (What is the scope of the project?)
c. Who would be in charge? This goes along with b., but should be emphasized.

d. Introduction of economic viability (mention a relevant economic study done that you will then explain in the third section of proposal (see below).

II. Proposed Program:

a. Go into more detail about each of the basic questions asked above.
b. Use at least one chart or graph that clarifies your company's projected economic expenses or profits. Here are some options for this graphic:

- Profit of your company, profit of their company’s product, predicted potential profit increase
- Cost of integration versus potential profit increase
- Budget for product integration, which would include projection of how much money is put in manpower, facilities and equipment over next five years. This projection should be a visual representation of the information within the proposal.

III. Economic Research Study

- Section dealing with a current economic market trend relevant to your project 

- Use both writing and a graphic to support the recommendation for doing project.

IV. References or Experience:

- Choose one of these brief sections to end the proposal
o References: source material used for economic projections
o Experience: qualifications of those would will be in charge of overseeing the project

Format Requirements: TWO (2) pages; 10-12 pt font size; Times New Roman font

Developing your point throughout

The Business Memo is similar in structure to an essay, where you introduce your thesis/purpose, outline the highlights, and then go into depth on persuading the audience into buying your thesis. For a visual model, check out p. 353 in our text, and also work with the templates in Microsoft Word.


Thesis Statements and Topic Sentences


1) Put in your section headings (if not already done) to help guide reader

2) Each paragraph should have a focused individual purpose that develops out of the thesis/main purpose for writing the document.

In a blank Word Document, write out the four different topic sentences; one for each section:

• Purpose
• Summary
• Discussion
• Recommendation

Remember to use specific language in each section, and to repeat the subject of writing in each section.

3) AFTER providing topic sentences for each section, then go back and and work on each section as a smaller part of the larger memo.

Effective Sentences

Today, as we continue discussing Effective Language, we will focus on a few syntactical issues (sentence structure issues) we can work on polishing.

Let's go to the Owl Website, first to look at some of the suggestions and examples, and then to practice with the on-line worksheet.

Design Principles: outlined refreshment

Here are some key considerations for document design, outlined, that we will continue to emphasize with all documents (page 257):

1) To help readers understand the structure and hierarchy of information.

2) To help readers understand information.

3) To help readers remember the information.


Below is an outline of design principles. Along with the reiteration of our textbook, I have connected the three goals above to those design principles below. Your job is to take apply these goals and principles into the design of your documents.


Understanding Design Principles


Proximity - providing enough space between headers and text, between sections and sections. The human eye and mind need text broken up into related ideas, so you will want to make sure you give proper spacing between each of your three main parts of BTS 1.

- Consider the distance between each section, even when use use section headings.

- Consider the distance between a section heading and the text within that section.

- Related material should always be closer together, but still readable.


Alignment - use indention, columns, etc. to help also clarify #1, showing the different levels of importance of information. Section headings, headings, graphics, and the text itself; how do you structure so that the reader can understand?


Repetition - Your purpose is much clearer in your documents if there is some repetition in the specific content within each section. For example, instead of inventing and using different examples to clarify each part you look at one example in different ways in each section (as you were to do with BTS 1's example ethical dilemma!).


Contrast - bold, italics, COLOR, because using an appropriate amount of COLOR can really help your readers remember specific content.

Business Memo Link, 5/15

To help with writing our memos, click here, to get to another universities template and strategies for writing a memo. We will discuss and emphasize some of the same rhetorical considerations. 

Of course, our own memo has a different subject, audience, and purpose, but like with many technical documents, most memos have a standard flow and format.