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.