Enhancing Table Presentation for Improved Readability and Clarity
Demonstrating the steps to improve the presentation of a civil service table by adjusting the layout, using commas for thousands separation, and ensuring grade titles are clear and readable. Learn when to use reference tables versus demonstration tables for effective data communication.
Uploaded on Sep 20, 2024 | 0 Views
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
Module 11: Tables Types of table When to use a table or a chart Tables: an example Publishing tables in HTML Publishing tables in documents Exercise 7
Types of table Demonstration tables are used to reinforce a point made in the text of a publication. They are smaller and less detailed than reference tables. Reference tables are used to supply data in a way that can be reused. They are often published in a spreadsheet format. Advice on creating and publishing reference tables is in our Releasing statistics in spreadsheets guidance. This e-learning focuses on demonstration tables.
When to use tables or charts Use charts when you want to show patterns, trends and relationships. Use reference tables when you want to supply large amounts of data for further analysis. Use demonstration tables when you want: users to compare values to include values and measures such as percentages to include summary statistics such as averages to show values of very different sizes, for example values in the tens and values in the millions to show something difficult to present in a chart
Example: presenting tables You might start with something like this: Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer 63214 Senior Civil Service 1632 Senior Executive Officer 42147 Total Headcount 18745 132541 115423 12541 29462 415705 Percentage 4.509% 31.9% 27.766% 3.0% 7.1% 15.21% .393% 10.1% This example will show you the steps to improve this table presentation
Step 1 Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.509% 31.9% 27.766% 3.0% 7.1% 15.21% .393% 10.1% This makes sure the grade titles are not squashed and are Step 1: Swap columns and rows easier to read.
Step 2 Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.509% 31.9% 27.766% 3.0% 7.1% 15.21% .393% 10.1% Step 2: Use commas to separate the thousands
Step 3 Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.509% 31.9% 27.766% 3.0% 7.1% 15.21% 0.393% 10.1% Step 3: Start numbers less than one with a zero, not a decimal point
Step 4 Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.5% 31.9% 27.8% 3.0% 7.1% 15.2% 0.4% 10.1% Step 4: Use a consistent level of precision here we ve rounded this column to one decimal place
Step 5: Right align numbers and headings in data columns Step 5 This ensures units are presented in a sensible way units over units, tens over tens, hundreds over hundreds and so on. Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.5% 31.9% 27.8% 3.0% 7.1% 15.2% 0.4% 10.1%
Step 6 Step 6: Remove unnecessary gridlines Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 1,632 42,147 415,705 Percentage 4.5% 31.9% 27.8% 3.0% 7.1% 15.2% 0.4% 10.1%
Step 7 Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18,745 132,541 115,423 12,541 29,462 63,214 Percentage 4.5% 31.9% 27.8% 3.0% 7.1% 15.2% 0.4% 10.1% Step 7: Format text appropriately Do not overuse bold, but headings and summary columns are OK in bold. 1,632 42,147 415,705
Step 8 Civil service by grade Grade Senior Civil Service Grade 6 Grade 7 Senior Executive Officer Higher Executive Officer Executive Officer Administrative Officer Administrative Assistant Total Headcount Percentage 1,632 12,541 29,462 42,147 63,214 115,423 132,541 18,745 415,705 0.3% 3.0% 7.1% 10.1% 15.2% 27.8% 31.9% 4.5% Step 8: Order categories appropriately Before, the grades were ordered alphabetically, but it makes more sense to order them by seniority.
Step 9 Civil Service by grade Grade Senior Civil Service Headcount Percentage 1,632 0.3% Grade 6 Grade 7 12,541 29,462 3.0% 7.1% Senior Executive Officer Higher Executive Officer Executive Officer 42,147 63,214 115,423 10.1% 15.2% 27.8% Administrative Officer Administrative Assistant Total 132,541 18,745 415,705 31.9% 4.5% Step 9: Use white space to create appropriate gaps
Step 10: Improve title and headings Step 10 This includes marking up the header row. To do this in Microsoft programs you select the table, go to the table design ribbon and tick the header row checkbox. People employed at each Civil Service grade, UK, 2018 Percentage of headcount Grade Headcount Senior Civil Service 1,632 0.3% Grade 6 Grade 7 12,541 29,462 3.0% 7.1% Senior Executive Officer Higher Executive Officer Executive Officer 42,147 63,214 115,423 10.1% 15.2% 27.8% Administrative Officer Administrative Assistant Total 132,541 18,745 415,705 31.9% 4.5%
How it started: Civil service by grade Grade Administrative Assistant Administrative Officer Executive Officer Grade 6 Grade 7 Higher Executive Officer Senior Civil Service Senior Executive Officer Total Headcount 18745 132541 115423 12541 29462 63214 1632 42147 415705 Percentage 4.509% 31.9% 27.766% 3.0% 7.1% 15.21% .393% 10.1%
Step 10: Improve title and headings The process: Step 6: Remove unnecessary gridlines Step 5: Right align numbers and headings in data columns People employed at each Civil Service grade, UK, 2018 Percentage of headcount Grade Headcount Senior Civil Service 1,632 0.3% Step 4: Use a consistent level of precision here we ve rounded this column to one decimal place Step 7: Format text appropriately Grade 6 Grade 7 12,541 29,462 3.0% 7.1% Senior Executive Officer Higher Executive Officer Executive Officer 42,147 63,214 115,423 10.1% 15.2% 27.8% Step 8: Order categories appropriately Step 3: Start numbers less than one with a zero, not a decimal point Administrative Officer Administrative Assistant Total 132,541 18,745 415,705 31.9% 4.5% Step 9: Use white space to create appropriate gaps Step 1: Swap columns and rows Step 2: Use commas to separate the thousands
How it looks now: People employed at each Civil Service grade, UK, 2018 Percentage of headcount Grade Headcount Senior Civil Service 1,632 0.3% Grade 6 Grade 7 12,541 29,462 3.0% 7.1% Senior Executive Officer Higher Executive Officer Executive Officer 42,147 63,214 115,423 10.1% 15.2% 27.8% Administrative Officer Administrative Assistant Total 132,541 18,745 415,705 31.9% 4.5%
Publishing your tables You should never publish an image of a table. Images of text should be avoided whenever possible as the text content within images cannot be read out by screen reader software. The text may also become very small when it is within an image and is unlikely to adapt correctly to mobile displays.
Publishing tables in HTML When publishing in HTML your tables should be marked-up appropriately. This means they should have the appropriate HTML code attached to them. This code allows screen reader software to understand the layout of the table and ensures the table presents correctly on different devices. Be aware - you may not be able to make all the tweaks we have talked about to your HTML tables. Do what you can with the code that is available to you.
Publishing tables in documents If you publish in document format you will have more control over the presentation. Your table will still need to be marked-up appropriately so that screen reader software can understand the layout. Saving documents with tables Be aware - a text document with tables is best saved in a Word document format (.doc) In general we advise for text documents to be saved in Open Document Text (ODT) format. But this format does not keep the table mark-up. If you must save as PDF then the table mark up in Word should carry over to the PDF format. More detailed guidance on tables, including how to mark them up.
Exercise: editing a table Have a go at editing this table into a demonstration table to place within a report Table 2.1: 2018 the percent of responde nts who strongly agree or agree to question Work & Pensions DWP Work & Pensions HSE Health & Social Care DHSC Health & Social Care MHPRA Health & Social Care PHE DFE DFE DExEU DfID DExEU DfID Section B My work B My work Code Question I am interested in my work I am sufficiently challenged by my work I feel involved in the decisions that affect my work I have a choice in deciding how I do my work B01 88.3% 89.2% 89.3% 91.0% 94.6% 88.9% 90.1% 92.9% B02 81.8% 83.4% 82.5% 81.4% 83.8% 81.8% 80.4% 80.1% B My work B04 55.2% 52.1% 63.9% 58.0% 64.1% 60.9% 59.0% 62.4% B My work B05 64.3% 75.1% 82.1% 77.6% 79.0% 79.0% 79.0% 77.6% You can use this slide or copy the data into an excel spreadsheet to make your edits.
Solution Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 I am I feel I have a choice in deciding how I do my work I am sufficiently challenged by my work involved in the decisions that affect my work interested in my work Department Department for Education 89% 83% 64% 82% Department for Exiting the EU 91% 81% 58% 78% Department for International Development 95% 84% 64% 79% Department for Work and Pensions 88% 82% 55% 64% Health and Safety Executive 89% 83% 52% 75% Department for Health and Social Care Medicines and Healthcare Products Regulatory Agency 89% 82% 61% 79% 90% 80% 59% 79% Public Health England 93% 80% 62% 78% Source: Cabinet Office - Civil Service People Survey, 2018
Steps to get to this solution
Exercise: Step 1 Table 2.1: 2018 the percent of respondents who strongly agree or agree to question B My work B My work B My work B My work Section B04 B05 Code B01 B02 Question I am interested in my work I am sufficiently challenged by my work I feel involved in the decisions that affect my work I have a choice in deciding how I do my work DFE DFE 89.3% 82.5% 63.9% 82.1% DExEU DExEU 91.0% 81.4% 58.0% 77.6% DfID DfID 94.6% 83.8% 64.1% 79.0% Work & Pensions DWP 88.3% 81.8% 55.2% 64.3% Work & Pensions HSE 89.2% 83.4% 52.1% 75.1% Health & Social Care DHSC 88.9% 81.8% 60.9% 79.0% Health & Social Care MHPRA 90.1% 80.4% 59.0% 79.0% Health & Social Care PHE 92.9% 80.1% 62.4% 77.6% Step 1: Swapped columns and rows.
Exercise: Step 2 Table 2.1: 2018 the percent of respondents who strongly agree or agree to question Question I am interested in my work I am sufficiently challenged by my work I feel involved in the decisions that affect my work I have a choice in deciding how I do my work DFE 89.3% 82.5% 63.9% 82.1% DExEU 91.0% 81.4% 58.0% 77.6% DfID 94.6% 83.8% 64.1% 79.0% DWP 88.3% 81.8% 55.2% 64.3% Step 2: Removed rows with codes. HSE 89.2% 83.4% 52.1% 75.1% DHSC 88.9% 81.8% 60.9% 79.0% MHPRA 90.1% 80.4% 59.0% 79.0% PHE 92.9% 80.1% 62.4% 77.6%
Exercise: Step 3 Table 2.1: 2018 the percent of respondents who strongly agree or agree to question I am sufficiently challenged by my I feel involved in the decisions that affect I have a choice in deciding how I do my I am interested in my Question work work my work work DFE 89.3% 82.5% 63.9% 82.1% DExEU 91.0% 81.4% 58.0% 77.6% DfID 94.6% 83.8% 64.1% 79.0% DWP 88.3% 81.8% 55.2% 64.3% HSE 89.2% 83.4% 52.1% 75.1% DHSC 88.9% 81.8% 60.9% 79.0% MHPRA 90.1% 80.4% 59.0% 79.0% PHE 92.9% 80.1% 62.4% 77.6% Step 3: Right aligned headings and numbers in data columns, left aligned row labels.
Exercise: Step 4 Table 2.1: 2018 the percent of respondents who strongly agree or agree to question Step 4: Expanded all acronyms. I am sufficiently challenged by my I feel involved in the decisions that affect I have a choice in deciding how I do my I am interested in my Department work work my work work Department for Education 89.3% 82.5% 63.9% 82.1% Department for Exiting the EU 91.0% 81.4% 58.0% 77.6% Department for International Development 94.6% 83.8% 64.1% 79.0% Department for Work and Pensions 88.3% 81.8% 55.2% 64.3% Health and Safety Executive 89.2% 83.4% 52.1% 75.1% Department for Health and Social Care 88.9% 81.8% 60.9% 79.0% Medicines and Healthcare Products Regulatory Agency 90.1% 80.4% 59.0% 79.0% Public Health England 92.9% 80.1% 62.4% 77.6%
Exercise: Step 5 Table 2.1: 2018 the percent of respondents who strongly agree or agree to question I am sufficiently challenged by my I feel involved in the decisions that affect I have a choice in deciding how I do I am interested in my work Step 5: Edited cell borders and added some bold text. Department work my work my work Department for Education 89.3% 82.5% 63.9% 82.1% Department for Exiting the EU 91.0% 81.4% 58.0% 77.6% Department for International Development 94.6% 83.8% 64.1% 79.0% Department for Work and Pensions 88.3% 81.8% 55.2% 64.3% Health and Safety Executive 89.2% 83.4% 52.1% 75.1% Department for Health and Social Care 88.9% 81.8% 60.9% 79.0% Medicines and Healthcare Products Regulatory Agency 90.1% 80.4% 59.0% 79.0% Public Health England 92.9% 80.1% 62.4% 77.6%
Step 6: Took the title outside the table and reworded it. Exercise: Step 6 Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 I am sufficiently challenged by my I feel involved in the decisions that affect I have a choice in deciding how I do I am interested in my work Department work my work my work Department for Education 89.3% 82.5% 63.9% 82.1% Department for Exiting the EU 91.0% 81.4% 58.0% 77.6% Department for International Development 94.6% 83.8% 64.1% 79.0% Department for Work and Pensions 88.3% 81.8% 55.2% 64.3% Health and Safety Executive 89.2% 83.4% 52.1% 75.1% Department for Health and Social Care 88.9% 81.8% 60.9% 79.0% Medicines and Healthcare Products Regulatory Agency 90.1% 80.4% 59.0% 79.0% Public Health England 92.9% 80.1% 62.4% 77.6%
Exercise: Step 7 Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 Step 7: Added in white space by adjusting row height and column width. I am sufficiently challenged by my I feel involved in the decisions that affect my work I have a choice in deciding how I do I am interested in my work Department work my work Department for Education 89.3% 82.5% 63.9% 82.1% Department for Exiting the EU 91.0% 81.4% 58.0% 77.6% Department for International Development 94.6% 83.8% 64.1% 79.0% Department for Work and Pensions 88.3% 81.8% 55.2% 64.3% Health and Safety Executive 89.2% 83.4% 52.1% 75.1% Department for Health and Social Care 88.9% 81.8% 60.9% 79.0% Medicines and Healthcare Products Regulatory Agency 90.1% 80.4% 59.0% 79.0% Public Health England 92.9% 80.1% 62.4% 77.6%
Exercise: Step 8 Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 I am I feel involved I have a choice in sufficiently challenged by my work in the I am interested in my work decisions that affect my work deciding how I do my work Department Step 8: Changed all text in the table to a minimum size 12 Department for Education 89.3% 82.5% 63.9% 82.1% 91.0% 81.4% 58.0% 77.6% Department for Exiting the EU Department for International Development 94.6% 83.8% 64.1% 79.0% Department for Work and Pensions 88.3% 81.8% 55.2% 64.3% 89.2% 83.4% 52.1% 75.1% Health and Safety Executive Department for Health and Social Care 88.9% 81.8% 60.9% 79.0% Medicines and Healthcare Products Regulatory Agency 90.1% 80.4% 59.0% 79.0% Public Health England 92.9% 80.1% 62.4% 77.6%
Step 9: Made sure table has a marked up header row Exercise: Step 9 Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 I am I feel I have a choice in deciding how I do my work I am sufficiently challenged by my work involved in the decisions that affect my work interested in my work Department Department for Education 89% 83% 64% 82% Department for Exiting the EU 91% 81% 58% 78% Department for International Development 95% 84% 64% 79% Department for Work and Pensions 88% 82% 55% 64% Health and Safety Executive 89% 83% 52% 75% Department for Health and Social Care Medicines and Healthcare Products Regulatory Agency 89% 82% 61% 79% 90% 80% 59% 79% Public Health England 93% 80% 62% 78%
Exercise: Step 10 Percentage of civil servants who strongly agree or agree to statements related to their work, selected departments, 2018 I am I feel I have a choice in deciding how I do my work I am sufficiently challenged by my work involved in the decisions that affect my work interested in my work Department Department for Education 89% 83% 64% 82% Department for Exiting the EU 91% 81% 58% 78% Department for International Development 95% 84% 64% 79% Department for Work and Pensions 88% 82% 55% 64% Health and Safety Executive 89% 83% 52% 75% Department for Health and Social Care Medicines and Healthcare Products Regulatory Agency 89% 82% 61% 79% 90% 80% 59% 79% Public Health England 93% 80% 62% 78% Step 10: Added in a source. Source: Cabinet Office - Civil Service People Survey, 2018
