Dissemination / Distribution

The correct choice of format can help the end user understand the information more readily. The actual format needed will, of course, depend on the amount of detail required, the nature of the information to be communicated and the intended audience. Formats that are available are:

Tables The data is set out in columns which are usually headed. If figures are involved then there may be sub-totals. This method allows the end user to see the information in detail. It is useful when particular items may need to be extracted from the list. Often the list will be ordered i.e. sorted according to some key. The table can be made easier to use by the use of horizontal and vertical lines. A price list is an example of this sort of layout.

Bullets Bulleting text particularly when there are clauses can be very helpful.

Pie Chart Pie Charts are excellent in showing the relative proportions of quantities. They can be enhanced by the use of 3-D effects and by extracting a particular slice to emphasise it.

Bar Graphs Bar graphs can be used to demonstrate the relative values of quantities. A bar graph could be used where there were too many values to show on a pie chart. It can be made more interesting by using pictures to represent values when it is called a pictogram.

Line Graphs This type of graph should be used to demonstrate a trend or where the values vary continuously.

Text Information can be presented as text. This may be useful in some situations but normally a more immediately accessible format will be preferred.

Sound The inclusion of sound cards and speakers as part of a standard PC allow the full use of this medium to present information. Music can enhance a visual presentation or speech can be used to present the actual information.

Video Video provides a powerful way of presenting certain types of information. It does however make great demands on a computer system, requiring a fast processor, a graphics adapter card and a large amount of memory.

Information is often best provided in a variety of formats to maintain interest.

Whichever format is used it will be important to keep in mind that the purpose it communicate information. This means that sufficient detail must be shown for the required purpose but that the detail must not go beyond the user's requirements otherwise there is a risk that the meaning will be hidden by an unnecessarily complicated layout.

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