6.2.1 The Selection of the appropriate tools + techniques to present information

How processed data will be presented will depend on:

  • What information to be presented.
  • How it is to be presented
  • The objectives defined during the initiation phase of the project life cycle.

Information can be presented using

  • A word Processor
  • A spreadsheet
  • A database
  • Desktop Publishing Software (DTP)
  • Presentation software

Word Processor

Purpose

  • To produce,edit + format mainly text based

Advantages


  • Easy to correct mistakes.
  • Documents can be saved + retrieved later.
  • Different versions of the same document can be saved.
  • Spelling + grammar check can be used.
    - Document guides are available.
  • Data can be imported from other files.
  • Mail merge can be used.

Disadvantages


  • Files become corrupted.
  • There may be a limited choice of symbols.
  • A device with word processing software need to be installed to create documents.

Spreadsheets

Purpose


  • Store + process numerical data.

Advantages


  • Can store + process numbers.
  • Can store text.
  • numbers can be formatted to meet defined objectives.
  • Complex calculations can be carried out .
  • What - If analysis can be carried out.
  • Graphs + charts to be produced.
  • Includes in - built functions.

Disadvantages

  • Inexperienced users can input incorrect formulas.
  • Incorrect formulas produce incorrect results.
  • Not able to produce text- based inputs.

Database

Purpose

  • Store data + records in an organised way.

Advantages


  • Reports can be created to present results of queries.
  • Queries + reports automatically update when data is added.
  • Can store data in different tables + reduce duplications.
  • Easier to search large quantities of data than in a spreadsheet.

Disadvantages


  • Can become complex if several tables used.
  • Difficult to set up if the user is inexperienced.
  • Incorrect query produce incorrect results.
  • Must be kept up to date if the results of the queries are to be relied on.

Desktop Publishing (DTP) software

Purpose

  • Arrange text + images into publications

Advantages


- Frames can be used to position text + images.

  • Drag-and-Drop can be used to place components.
  • Text + graphics can be imported from different sources.
  • Software includes a range of templates.
  • uses WYSIWYG

Disadvantages


  • Different types of DTP software can have compatibility issues.
  • Difficult to create precise layouts unless the user is experienced.

Presentation Software

Purpose
Create a slideshow to present to the audiences.

Advantages


  • Slide show includes range of different components.
  • Template can be used for consistency.
  • Slideshows can have links to other resources or files.
  • Can be presented by a speaker / automatically with no human involvement.
  • Can deliver message to large audience in one go without printing.
  • automatic timing can be set for each slide.
  • A speaker can chose which slide to move depending on the audience involvement.

Disadvantages


  • too much info on the slide can make it difficult to read.
  • Effects: animations/transitions may become too distracting.
  • If too many effects + features are used the presentation may become unprofessional.