HOW TO PRESENT DATA IN TABLES AND GRAPHS (CORRECTLY)

Presenting data correctly is essential in research because it makes your findings clear, readable, and easy to interpret. Well-designed tables and graphs help examiners, supervisors, and readers instantly understand your results.

This guide covers:

How to design professional tables
How to design and label graphs
Common mistakes and how to avoid them
Examples of correctly presented tables and charts

1. GENERAL RULES FOR PRESENTING RESEARCH TABLES AND GRAPHS

Before going into details, ALWAYS follow these principles:

✔ Clarity

Readers should understand the table or graph without explanation.

✔ Simplicity

Avoid unnecessary lines, colors, or excessive numbers.

✔ Accuracy

Ensure numbers sum correctly and visuals reflect the data.

✔ Appropriate Labels

Every graph/table MUST have:

Title
Variables
Units (if applicable)
Source (if necessary)

✔ Interpretation

Tables and graphs must be followed by a brief narrative explanation.

2. HOW TO PRESENT DATA USING TABLES

Tables are best for showing exact values, comparisons, and when multiple pieces of information need to be displayed in one place.

A. ELEMENTS OF A GOOD TABLE

Every table must have:

Table Number
Example: Table 4.1
Table Title
Clear and descriptive.
Example: Table 4.1: Distribution of Respondents by Gender
Column Headings
Example: Gender, Frequency, Percentage
Body of the Table
Data neatly arranged in rows and columns.
Total Row (if necessary)
Source (optional)
Example: Source: Field Survey, 2025

B. EXAMPLE OF A WELL-FORMATTED TABLE

Table 4.1: Distribution of Respondents by Gender

Gender	Frequency	Percentage (%)
Male	52	43.3
Female	68	56.7
Total	120	100.0

Source: Field Survey (2025)

How to interpret it:

Table 4.1 shows that the majority of respondents were female (56.7%), while males constituted 43.3% of the sample.

3. HOW TO PRESENT DATA USING GRAPHS/CHARTS

Graphs help readers visualize patterns, especially when showing trends, comparisons, or proportions.

A. COMMON TYPES OF GRAPHS AND WHEN TO USE THEM

1. Bar Chart

Use for comparisons between groups.

Example: gender distribution, departmental responses

2. Pie Chart

Use to show proportions of a whole.

Example: percentage of respondents by age group

3. Histogram

Use to show distribution of continuous data.

Example: test scores, income levels

4. Line Graph

Use to show trends over time.

Example: unemployment rate from 1980–2024

5. Scatter Plot

Use to show relationships between two variables.

Example: hours studied vs. exam score

B. ESSENTIAL PARTS OF A GOOD GRAPH

Every graph MUST include:

✔ Graph number (e.g., Figure 4.1)
✔ Title
✔ Labelled X-axis
✔ Labelled Y-axis
✔ Units of measurement
✔ Legend (if multiple variables plotted)
✔ Clear scale intervals
✔ Source (optional)

C. EXAMPLE OF A CORRECTLY PRESENTED BAR CHART

Figure 4.1: Gender Distribution of Respondents

[Imagine a bar chart with two bars: Male = 52, Female = 68]

Interpretation:

Figure 4.1 indicates that females (68) were more than males (52) in the study population.

4. HOW TO DECIDE WHETHER TO USE A TABLE OR GRAPH

Use a TABLE when:

Exact numbers are important
You want to show multiple data categories at once
The data has many variables

Use a GRAPH when:

You want to highlight patterns or trends
Visual comparison matters
Showing proportional relationships

5. BEST PRACTICES FOR TABLE AND GRAPH PRESENTATION

✔ Avoid clutter

Only include necessary data.

✔ Avoid 3D charts

They distort perception and reduce clarity.

✔ Maintain consistency

Stick to one style across all figures.

✔ Use whole numbers

Round percentages to one decimal place.

✔ Place interpretation BELOW the table/figure

Never let the reader interpret independently.

6. COMMON MISTAKES TO AVOID

❌ Missing titles on tables or graphs
❌ No numbering (Table 1, Figure 1…)
❌ Using too many colors
❌ Inconsistent formatting
❌ Using mean for categorical variables
❌ Presenting graphs without interpretation
❌ Tables too large or cramped

7. SAMPLE PROJECT-LIKE PRESENTATION

Below is how tables and graphs should appear in Chapter Four:

Table 4.2: Respondents’ Level of Satisfaction with Service Delivery

Scale	Frequency	Percentage (%)
Very Satisfied	34	28.3
Satisfied	50	41.7
Neutral	18	15.0
Dissatisfied	12	10.0
Very Dissatisfied	6	5.0
Total	120	100.0

Interpretation:

Table 4.2 shows that a combined total of 70% (Very Satisfied + Satisfied) of respondents expressed satisfaction with service delivery.

Figure 4.2: Respondents’ Level of Satisfaction with Service Delivery

(Bar chart representation of the above)

Interpretation:

Figure 4.2 visually confirms that most respondents were satisfied with the quality of service delivery.

ENEMS PROJECT

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Sunday, 23 November 2025