Communication Skills

MODULE – 3

IT and Presenting
Information
MODULE

IT and Presenting Information

Module Description

Information technology plays an inevitable role in today’s business. Information

technology has even become the blood and backbone of every one in today’s
competitive world. It has become indispensable part of every other communication
that is taking place within the organisation and outside the organisation. Different
kinds of speeches like information, inspirational, persuasive, demonstrative
speeches, etc have been explained in detail. This module emphasises on the
information technology and presenting the information with the help of information
technology; different forms of presenting the data like charts – pie charts, diagrams
like bar diagrams, etc; also, methods of collecting data like questionnaire, interviews,
surveys, observation and the like.

Unit 3.1

IT and Presenting Information

Unit 3.2

Different Methods of Presenting Data

Unit 3.3

Methods of Data Collection

Unit Table of Contents
Unit 3.2 Different Methods of Presenting Data

Topics Page No.

Learning Objectives
Learning Outcome
3.2.1 The Definition of Data
3.2.2 The Types of Data
3.2.3 Bar Charts
3.2.4 Histograms
3.2.5 Pie Charts
3.2.6 Boxplots
3.2.7 Conclusion
Activity
Activity Answer Key
Summary
References
Different Methods of Presenting Data

Learning Objectives:

• Explain the concept of data and information

• Explain different types of data
• Discuss different methods of presenting data
• Define the various data presentation tools

Learning Outcome:

• Understand the meaning of data and information

• List out different types of data
• Elaborate various methods of presenting data
• Summarise various data presentation tools

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Different Methods of Presenting Data

Data is the life blood of any branch of work. Without data, it would be very much
difficult to make the right decisions. There are different types of data that are to be
collected, organised and processed in order to obtain the right information that will
be the base for making the right decisions. Data are of different types primary as
well as secondary data, qualitative data and quantitative data, discrete data,
continuous data, cross sectional data, temporal data and spatial data. This unit
discusses about the types of data and different ways of presenting data with the help
of pie charts, bar charts, histograms and the like.

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Different Methods of Presenting Data

3.2.1 The Definition of Data

Data is a collection of facts like numbers, words, observations, measurements or

descriptions of things. Data is defined as a collection of facts and figures or
information from which important conclusions may be drawn. Data can exist in
different forms like numbers or text on pieces of paper, bits and bytes that are stored
in the form of electronic memory, or as facts that are stored in an individual’s mind.
Data refers to the characteristics or information, usually numerical in nature that is
collected through the process of observation. Technically speaking, data is a set of
values of qualitative or quantitative variables about objects or persons while datum
is a singular form of data that is a single value of a single variable.

Fig 3.2.1: Data

That is, the term data is the plural form of the word datum so that it can be said that
the data are available because data is a collection of facts so that it can be said with
surety that the data is available. Data is the collective name for values of a variable
under study. It is the basic source for using descriptive or inferential statistics. The
relevance, timeliness and accuracy of data are the hallmarks of any kind of study.
The quality of information and conclusions derived from a data depends on these
characteristics. The absence of these is reflected in the popular phrase: “Garbage in,
Garbage out” abbreviated as GIGO, mostly used in the field of computer science.
However, it is equally true in the context of statistical data, and at most care is to be
taken while collecting the right data by the right process and from the right source.

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Different Methods of Presenting Data

Data is defined as a systematic record of a quantity which takes different values of

that quantity representing together in a set form. When the data are arranged in an
organised way, then it is called as information. There are various sources of data like
primary sources and secondary sources of data.

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Different Methods of Presenting Data

3.2.1.1 Characteristics of Data

When many firms boast of possessing good amount of data or improving the quality
of the data, the core challenge to be faced is to define the quality or value of the Data.
Some think a Data has a good quality but others may view it as poor. Assessing the
quality of data needs an examination of the characteristics and considering the
characteristics based on what is the most important to the firm and the applications
for which those are being used. There are certain characteristics that are to be
considered as important to assess the quality of the data.

• Data should be precise that means it should contain accurate information.

Precision leads to saving user’s time and money.
• Data should be relevant and should be according to the requirements of the
user. Data legitimacy should be checked before considering the data to be
used.
• Data should be reliable and consistent. Falsified data becomes worse and
even more than that when compared to the incompleteness of data or no data
at all.
• It is considered as important to note that the data is relevant. So that it will
be of good quality and useful.
• Uniqueness is another important aspect to be considered while thinking about
high quality of data. It should be easily accessible and can be processed with
ease.

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Different Methods of Presenting Data

The most important characteristics of data that define the quality of data are,
• Accuracy
• Precision
• Reliability
• Consistency
• Legitimacy
• Validity
• Timeliness
• Relevance
• Availability
• Accessibility
• Completeness
• Comprehensiveness
• Granularity
• Uniqueness
• Auditability

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Different Methods of Presenting Data

3.2.2 The Types of Data

The collected data should be processed and analysed in order to obtain useful
information. Such extracted information is used for making business decisions. The
information should be disseminated through the organisation for various purposes.
The data should be of different types. Types of data are an important aspect to be
considered that needs to be understood to apply statistical tools and techniques to
obtain information.

3.2.2.1 Types of Data

Data can be of different types. They are:
• Primary data
• Secondary data
• Qualitative data
• Quantitative data
• Discrete data
• Continuous data
• Numerical data
• Categorical data
• Nominal data
• Ordinal data
• Interval data
• Ratio data

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Let us discuss the above types of data in detail in the following section,
• Primary Data – These data are the data which are collected for the first time
afresh for a specific purpose by an investigator. The primary data are pure
that no statistical operations have carried out on them and they are original in
nature. An example of such primary data is the Census data of India.

• Secondary Data – These are the data which are secondary in nature. That is,
the data which have been already collected and processed for some other
purpose and is used for the current study. The published materials form the
basis for secondary data.

• Qualitative Data – These data represent some attributes or characteristics.

These data show descriptions that may be obtained but cannot be calculated.
For example, data on certain attributes like honesty, cleanliness, intelligence,
creativity, etc are classified as qualitative data. They are exploratory in
nature than conclusion. The qualitative data are descriptive information.
Examples:
o She is very beautiful.
o The city is very big.
o Her hair is curly and lengthy.
o He has lots and lots of energy.

Fig 3.2.2: Qualitative Data Vs. Quantitative Data

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Different Methods of Presenting Data

• Quantitative Data – These data can be measured and numerically

represented; then calculations can be carried out. For example, data on the
number of persons living in a city, how many sports persons are living in a
city, etc. Such information can be classified as quantitative and is numerical
in nature. The quantitative data is numerical information.
Examples,
o The weight of the person is 55kg.
o The height of the tree is 175.5cm.
o Number of customers visiting a mall
o Number of cars sold in a year
o Number of units sold in a month

• Discrete Data – Quantitative data can be of two types. They are: discrete
and continuous data. Discrete data are the data that can only take certain
values, that is, whole numbers. Discrete data are countable in nature.
Examples,
o A man has four legs and two eyes.
o She has two sisters and two brothers.
o The district consists of 15 blocks.

• Continuous Data – continuous data are the data that can take some values
within a range. These data are measured.
Examples,
o The weight of the person is 35.5 kg.
o The height of the person is 170.5cm.

• Numerical Data – such data are the data which are expressed in numbers.
Hence it is called as numerical data. Numerical data is the information that
is something that is naturally measurable in nature.
Examples,
o The number of students studying in a class is 60.
o The number of trees grown in the farm is 150.

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Different Methods of Presenting Data

• Categorical Data – categorical data gives a meaning to the numbers. Such

data is the statistical data that consists of categorical variables or of data that
are to be converted into that form, that is, grouped data. These data are
collected in groups or categories and collected in an either true or false, yes or
no, either or, and the like.

Fig 3.2.3: Flow of Qualitative and Quantitative Data

• Nominal Data – Nominal data represent discrete units and are used to label
the variables that are not quantitative in nature. Such data do not have any
kind of order. They are just categorising the respondents or subjects into
different groups.
Examples,
o Gender a) Male b) Female c) Others
o Are you married? a) Yes b) No
o What languages do you speak?
a) English b) Spanish
c) German d) French e) Others

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Different Methods of Presenting Data

• Ordinal Data – These data represent discrete as well as ordered units. It is

nearly the same as the nominal data except the ordering characteristics of the
ordinal data.
Example,
What is the educational background of yours?
a) Elementary level b) High School
c) Undergraduate d) Post Graduate
e) Others

Ordinal scaled data are used to measure non numeric features or

characteristics like happiness, employee morale, customer satisfaction, and
the like.

• Interval Data – interval data represent ordered units that have the same
difference. That is, a variable is said to be interval scaled dated when it
contains numeric values that are ordered and where one wants to know the
exact differences between the values. The best example that explains the
interval data is temperature of a given place.
Example,
What is the temperature of Texas?
a) -10
b) -5
c) 0
d) +5
e) +10
f) +15

The main feature of the interval data is that they do not have a “real or true
zero”. That is, there is no such thing of saying no temperature. The
arithmetic operations like addition and subtraction can be carried out with the
interval data. But multiplication or division or calculation of rations is not
possible with the interval data. As there is no true zero, it is not possible to
apply many descriptive as well as inferential statistics.

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• Ratio Data – ratio data are also a kind of ordered units that have the same
difference. The ratio scaled data are the same as interval values, with the
difference that they do possess an absolute or real zero. The best examples
are: height, weight, length, and so on.
Example,
The length of an object in inches:
a) 0
b) 5
c) 10
d) 15
e) 20

Data are an important aspect or concept to be considered everywhere as to

draw some inferences and conclusions in order to make important decisions
that affect the businesses.

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Different Methods of Presenting Data

3.2.3 Bar Charts

There are different kinds of charts and graphs available to represent the processed
data. It enhances the visual appeal of the readers / viewers. By looking into the
graphs or charts, one is able to grasp what it actually denotes. Whatever the data
that has been collected and analysed, the processed data has to be present in a nice
and capturing way to attract as well as inform the readers of the charts. Hence this
section deals with the bar charts in detail.

A bar chart is a graph with some rectangular bars. The graph generally compares
different categories. Though the graphs can be plotted vertically, that is, bars
standing up, or horizontally, that is, bars lying flat from left to right. The very
usual kind of bar graph is vertical in nature.

Bar charts are a type of graph that are generally used to display and compare the
facts in the form of numbers, frequency or other measure like mean, mode for
different discrete categories of data.

A bar chart is a way of summarising a set of categorical data, that is, continuous data
can be made categorical through auto-binning. A vertical bar chart is also called as
column chart.

The bar chart represents the data using a number of bars, each bar representing a
particular group or category. The height of each and every bar in the chart is
proportional to a specific aggregation. The categories can be something like age
group of subjects or a geographical location. It is also possible for people to colour
or split each bar into another categorical column in the data that enables one to see
the contribution from different categories to each bar or group of bars in the bar
chart. The horizontal (X) axis represents the categories. The vertical (Y) axis
represents a value for those categories.

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The following picture shows a bar chart.

Fig 3.2.4: Bar Chart

Bar graphs are also known as column graphs. The classic bar chart or graph uses
either vertical bars (column charts) or horizontal bars to show discrete, numerical
comparisons across categories. One axis of the chart shows the specific categories
being compared and the other axis represents a discrete value scale.

Another example of bar graph is as follows,

Fig 3.2.5: Bar Graph

There is a problem with using bar charts is that labelling becomes much more
problematic when there are a large number of bars.

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3.2.3.1 Different Types of Bar Charts

Bar charts are of different kinds. They are,
1. Horizontal bar charts
2. Grouped bar charts
3. Stacked bar charts
4. Segmented bar charts

Let us discuss the types one by one in this section.

1. Horizontal Bar Charts – bar charts are generally drawn so that the bars are
vertical that means that the taller the bar, the larger the category. It is also
possible to draw bar charts so that the bars are horizontal that means that the
longer the bar, the larger the category. This is an effective way of presenting
the data when different categories of data have lengthy titles that would be
difficult to include below a vertical bar or when there are a large number of
different categories and there is insufficient space to fit all the columns
required for a vertical bar chart across the page. The following chart is a
kind of horizontal chart.

Fig 3.2.6: Example of Horizontal Chart

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Different Methods of Presenting Data

2. Grouped Bar Charts – such grouped bar graphs are a way of presenting
information about different sub – groups of the main categories of data.

Fig 3.2.7: Example of Grouped Bar Charts

The grouped bar charts can be used to represent several sub – groups of each
category but much care has to be taken to make sure that the chart does not
contain information making it complicated to read and interpret. The
grouped bar charts can be drawn as horizontal as well as vertical charts based
on the nature of the data to be presented.

Fig 3.2.8: Horizontal Grouped Bar Chart

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Different Methods of Presenting Data

a. Stacked Bar Charts – these stacked bar charts look like grouped bar charts in
that they are used to display the information about the sub – groups that
make up the different categories. In the stacked bar charts, the bars showing
the sub – groups are placed on the top of each other to make a single column,
or side by side to make a single bar. The overall height or length of the bar
represents the total size of the category whereas different colours or shades
are used to show the relative contribution of the different sub – groups.

Example of a stacked bar chart is as follows,

Fig 3.2.9: Example 1 of Stacked Bar Chart

Stacked bar charts is also be used to show the percentage contribution

different sub – groups contribute to each separate category. In this, the bars
representing the individual categories are all of the same size. The
information can also be presented in a series of pie charts. The following is
another example of stacked bar chart.

Fig 3.2.10: Example 2 of Stacked Bar Chart

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Different Methods of Presenting Data

Another example of stacked bar chart is as follows,

Fig 3.2.11: Example 3 of Stacked Bar Chart

b. Segmented Bar Charts – It is a type of stacked bar chart where each bar
shows hundred percent of the discrete value. They should represent
hundred percent on each of the bars or else it is going to be an ordinary
stacked bar chart. Hence, the bar graphs or bar charts are very much useful in
presenting the data.

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Different Methods of Presenting Data

3.2.4 Histograms

A histogram is a graphical display of data using bars of different heights. In a

histogram, each bar groups numbers into ranges. Taller bars show that more data
falls in that range. A histogram displays the shape and spread of continuous
sample data.

A histogram is used to summarise discrete or continuous data. That is, it provides

a visual interpretation of numerical data by way of showing the number of data
points that fall within a specific range of values, called bins. It is like a vertical bar
chart. Unlike a vertical bar chart, a histogram shows no gaps between the bars.

A histogram is a diagram that consists of rectangles whose area is proportional to the

frequency of a variable and the width of which is equal to the class interval. A
histogram or histograph or frequency polygon is a graph formed by joining the
midpoints of histogram column tops. These histograms are used only when
depicting data from the continuous variables that are shown on a histogram.

A frequency distribution shows how often each different value in a set of data
occurs. A histogram is the most commonly used graph / chart to show the
frequency distributions. Histogram is the graphical representation of the frequency
distribution of the data.

Fig 3.2.12: Histogram

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3.2.4.1 Parts of a Histogram

A histogram consists of four parts. They are,
• The titles – the title describes the information presented in the histogram.
• X – axis – the X – axis are intervals that show the scale of values that the
measurements fall under.
• Y – axis – the Y – axis shows the number of times that the values occurred
within the intervals set by the X – axis.
• The bars – the height of the bar represents the number of times that the
values occurred within the interval that is covered. For a histogram with
equal bins, the width should be the same across all bars.

3.2.4.2 Importance of a Histogram

A histogram provides a visual representation of data distribution. A histogram
displays large amount of data and the frequency of the data values. The
distribution as well as the median of the data can be determined by a histogram. It
can also show outliers or gaps in the data.

The most important merits of using histogram are,

• It is possible to display large amount / quantity of data.
• Histogram can be used to show the relative frequency of the occurrences of
the data.
• Histogram can be used to show the future performance of a process.

Some of the demerits of using histogram are,

• It can be used along with the continuous data.
• It cannot be used for the comparison of two data sets.
• Exact values cannot be read because the data can be grouped into categories.

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3.2.5 Pie Charts

Pie charts, otherwise called as circle charts, are normally used to show the
percentage or proportional data / information and generally the percentage being
represented by each category is given next to the corresponding slice of the pie. Pie
charts are circular statistical graphs and these graphs are divided into slices in order
to illustrate numerical proportion. The arc length of each slice in a pie chart is
proportional to the quantity it actually represents. Pie charts or circular charts are
very good for displaying the data for around 6 categories or less than 6 categories of
data. Pie charts are widely used tool in the business and also in the mass media to
present their information.

From the earlier period to till date, pie charts or circle graphs or charts are used very
extensively in statistics. The viewers or readers of newspapers and magazines
could have come across such pie charts presenting some information. A pie chart
presents the relationship of the parts to the whole visually by comparing the sizes of
the slices or sections. Pie charts are constructed with the help of hundreds disk or a
circle. The hundreds disk is being built on the concept that the whole of anything is
100%, whereas the circle is built on the concept that 360 0 is the whole of anything.
These two methods of constructing a pie chart are acceptable one and these two will
yield the same result and present the same information. The sections / pies may
have different colours to enable a reader to clearly look for the differences in the
sizes of the sections.

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3.2.5.1 Kind of Data to be Presented using a Pie Chart

Pie charts or circular graphs are a visual way of showing the data that may
otherwise be shown in a table form.

These charts are useful to display the data that are categorised into nominal or
ordinal categories. The nominal data are grouped based on descriptive or
qualitative data like region of residence, type of house owned, brand of car owned
and so on. Ordinal data are very much similar to nominal but the different
categories are ranked in ordinal. For example, respondents may be asked to give
whether they opined something as excellent, very good, good, better, poor, very
poor and worst.

Pie charts are usually used to present percentage or proportional data and the
percentage represented by each group is given next to the corresponding slice of pie.
Pie charts are used to present up to 6 categories or less than 6 categories.

Fig 3.2.13: Pie Chart

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3.2.5.2 Construction of a Pie Chart

Pie chart is a special chart that uses “pie slices” to show relative sizes of data. The
graph is used to present data. In this,
• Different observations of the data are given by the sectors of the circle.
• The total angle at the centre is 360˚.
• The whole circle stands for the sum of the values of all the taken components.
• The angle at the mid or centre relating to the particular observed component
is given by the formula,

Value of the Component

× 360˚
Total Value

If the values of the components or observation are given in percentages, then the
centre or mid angle relating to a particular component or observation is given by the
formula,

Percentage Value of the Component

× 360˚
100

Now, let us see the steps involved in the construction of a pie chart.
Step 1: Finding out the central angle for each component / observation using the
formula given above.
Step 2: Drawing a circle of any radius.
Step 3: Drawing a horizontal radius.
Step 4: Start with the horizontal radius, draw radii, make central angles
corresponding to the values of respective observations / components.
Step 5: Repeat the process for all the components of the given data.
Step 6: These radii divide the whole circle into various pies / sectors.
Step 7: Shade the sectors with different colours to show various components.
Hence a pie chart has been obtained.

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3.2.6 Boxplots

Fig 3.2.14: Boxplot

A box plot or boxplot is a method to depict
groups of numerical data graphically through
their quartiles. The box plots have lines
extending from the boxes showing variability
outside the lower and upper quartiles. Hence
the terms to denote box plot are
box-and-whisker diagram and
box-and-whisker plot.

Box plots represent the five-number summary of a set of data that includes the
minimum score, first or lower quartile, median, third or upper quartile and
maximum score. That is, a box plot is the visual representation of the statistical five
number summary of a given set of data.

Fig 3.2.15: Examples of Boxplot

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3.2.7 Conclusion

This unit discusses in detail the concept of data; different types of data; different
ways and means used to present the data. The learners can easily understand the
concepts and can utilise in their workplace. Data is of different types like primary,
secondary, categorical, qualitative, quantitative and the like. The diagrams or charts
that are used to present the data are: pie charts, bar charts, histograms and box plots.
The learners may understand clearly the use of various visual aids to present the
data.

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Different Methods of Presenting Data

Summary

o Data is a collection of facts and figures from which very important

conclusions can be drawn to make business decisions.
o There are many characteristics of data. Data should be accurate,
precise, reliable, consistent, legitimate and so on.
o Data are of different types – primary, secondary, qualitative,
quantitative, categorical, nominal, ordinal, interval, ratio and the like.
o The data can be presented in various forms. But the pictorial
representation of the data is very much used to present the data.
o Some of the visual aids are: bar chart, pie chart, histogram, box plot.
o A bar graph is a chart with some rectangular bars.
o Pie charts, histograms and box plots are also explained clearly.

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Activity

1. The table given below shows the number of hours a child spent on different
kinds of events on a single working day.

Table 3.2.1: No. of Hours a Child Spent on Different Activities

Activity No. of Hours

School 6
Sleep 8
Playing 2
Study 4
T. V. 1
Others 3

Construct a pie chart.

2. The following table shows the favourite flavours of ice cream for the children
living in a locality are given in percentages.

Table 3.2.2: Percentage of Students Prefer the Flavours

Flavours % of Students Prefer the Flavours

Vanilla 25 %
Strawberry 15 %
Chocolate 10 %
Kesar-Pista 30 %
Mango Zap 20 %

Represent the above data in a pie chart.

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Activity Answer Key

1. The central angles for various observations are calculated as follows.

Table 3.2.3: Measure of Central Angle

Activity No. of Hours Measure of Central Angle

School 6 (6/24 × 360)° = 90°
Sleep 8 (8/24 × 360)° = 120°
Playing 2 (2/24 × 360)° = 30°
Study 4 (4/24 × 360)° = 60°
T. V. 1 (1/24 × 360)° = 15°
Others 3 (3/24 × 360)° = 45°

Now, the calculated central angles should be represented within the circle as
different sectors. Hence a pie chart is being constructed.

Fig 3.2.16: Pie Chart

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2. The central angles for various observations are calculated as follows.

Table 3.2.4: Measure of Central Angle

% of Students Prefer the Measure of

Flavours
Flavours Central Angles
Vanilla 25 % (25/100 × 360)° = 90°
Strawberry 15 % (15/100 × 360)° = 54°
Chocolate 10 % (10/100 × 360)° = 36°
Kesar-Pista 30 % (30/100 × 360)° = 108°

Mango Zap 20 % (20/100 × 360)° = 72°

Now, the calculated central angles should be represented within the circle as
different sectors. Hence a pie chart is being constructed.

Fig 3.2.17: Pie Chart

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Bibliography

E-References

1. R.H. Sheldon, Business Communication, Peter Andrew – ISBN094676505

2. Ludlow, R. and Patterson, F., The Essence of Effective Communication,
Prentice Hall

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rt.htm
• https://www2.le.ac.uk/offices/ld/all-resources/numerical-data/bar-charts
• https://brainly.in/question/9699569#readmore
• https://corporatefinanceinstitute.com/resources/excel/study/histogram/
• https://www.mathsisfun.com/data/pie-charts.html
• https://chartio.com/learn/charts/pie-chart-complete-guide/
• https://www.math-only-math.com/construction-of-pie-chart.html
• https://datavizcatalogue.com/methods/box_plot.html
• https://chartio.com/resources/tutorials/what-is-a-box-plot/
• https://www.ck12.org/section/pie-charts-bar-graphs-histograms-and-stem-an
d-leaf-plots/

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