Tabular Presentation of Data: Meaning, Objectives, Features and Merits

What is Tabulation?

The systematic presentation of numerical data in rows and columns is known as Tabulation. It is designed to make presentation simpler and analysis easier. This type of presentation facilitates comparison by putting relevant information close to one another, and it helps in further statistical analysis and interpretation. One of the most important devices for presenting the data in a condensed and readily comprehensible form is tabulation. It aims to provide as much information as possible in the minimum possible space while maintaining the quality and usefulness of the data.

“Tabulation involves the orderly and systematic presentation of numerical data in a form designed to elucidate the problem under consideration.”

– L.R. Connor

Objectives of Tabulation

The aim of tabulation is to summarise a large amount of numerical information into the simplest form. The following are the main objectives of tabulation:

• To make complex data simpler: The main aim of tabulation is to present the classified data in a systematic way. The purpose is to condense the bulk of information (data) under investigation into a simple and meaningful form.
• To save space: Tabulation tries to save space by condensing data in a meaningful form while maintaining the quality and quantity of the data.
• To facilitate comparison: It also aims to facilitate quick comparison of various observations by providing the data in a tabular form.
• To facilitate statistical analysis: Tabulation aims to facilitate statistical analysis because it is the stage between data classification and data presentation. Various statistical measures, including averages, dispersion, correlation, and others, are easily calculated from data that has been systematically tabulated.
• To provide a reference: Since data may be easily identifiable and used when organised in tables with titles and table numbers, tabulation aims to provide a reference for future studies.

Features of a Good Table

Tabulation is a very specialised job. It requires a thorough knowledge of statistical methods, as well as abilities, experience, and common sense. A good table must have the following characteristics:

1. Title: The top of the table must have a title and it needs to be very appealing and attractive.
2. Manageable Size: The table shouldn’t be too big or too small. The size of the table should be in accordance with its objectives and the characteristics of the data. It should completely cover all significant characteristics of data.
3. Attractive: A table should have an appealing appearance that appeals to both the sight and the mind so that the reader can grasp it easily without any strain.
4. Special Emphasis: The data to be compared should be placed in the left-hand corner of columns, with their titles in bold letters.
5. Fit with the Objective: The table should reflect the objective of the statistical investigation.
6. Simplicity: To make the table easily understandable, it should be simple and compact.
7. Data Comparison: The data to be compared must be placed closely in the columns.
8. Numbered Columns and Rows: When there are several rows and columns in a table, they must be numbered for reference.
9. Clarity: A table should be prepared so that even a layman may make conclusions from it. The table should contain all necessary information and it must be self-explanatory.
10. Units: The unit designations should be written on the top of the table, below the title. For example, Height in cm, Weight in kg, Price in ₹, etc. However, if different items have different units, then they should be mentioned in the respective rows and columns.
11. Suitably Approximated: If the figures are large, then they should be rounded or approximated.
12. Scientifically Prepared: The preparation of the table should be done in a systematic and logical manner and should be free from any kind of ambiguity and overlapping. 

Components of a Table

A table’s preparation is an art that requires skilled data handling. It’s crucial to understand the components of a good statistical table before constructing one. A table is created when all of these components are put together in a systematic order. In simple terms, a good table should include the following components:

1. Table Number:

Each table needs to have a number so it may be quickly identified and used as a reference.

• If there are many tables, they should be numbered in a logical order.
• The table number can be given at the top of the table or the beginning of the table title.
• The table is also identified by its location using subscripted numbers like 1.2, 2.1, etc. For instance, Table Number 3.1 should be seen as the first table of the third chapter.

2. Title:

Each table should have a suitable title. A table’s contents are briefly described in the title.

• The title should be simple, self-explanatory, and free from ambiguity.
• A title should be brief and presented clearly, usually below the table number.
• In certain cases, a long title is preferable for clarification. In these cases, a ‘Catch Title’ may be placed above the ‘Main Title’. For instance, the table’s contents might come after the firm’s name, which appears as a catch title.
• Contents of Title: The title should include the following information: 
  (i) Nature of data, or classification criteria
  (ii) Subject-matter
  (iii) Place to which the data relates 
  (iv) Time to which the data relates 
  (v) Source to which the data belongs 
  (vi) Reference to the data, if available.

3. Captions or Column Headings:

A column designation is given to explain the figures in the column at the top of each column in a table. This is referred to as a “Column heading” or “Caption”.

• Captions are used to describe the names or heads of vertical columns.
• To save space, captions are generally placed in small letters in the middle of the columns.

4. Stubs or Row Headings:

Each row of the table needs to have a heading, similar to a caption or column heading. The headers of horizontal rows are referred to as stubs. A brief description of the row headers may also be provided at the table’s left-hand top.

5. Body of Table:

The table’s most crucial component is its body, which contains data (numerical information).

• The location of any one figure or data in the table is fixed and determined by the row and column of the table.
• The columns and rows in the main body’s arrangement of numerical data are arranged from top to bottom.
• The size and shape of the main body should be planned in accordance with the nature of the figures and the purpose of the study.
• As the body of the table summarises the facts and conclusions of the statistical investigation, it must be ensured that the table does not have irrelevant information.

6. Unit of Measurement:

If the unit of measurement of the figures in the table (real data) does not change throughout the table, it should always be provided along with the title.

• However, these units must be mentioned together with stubs or captions if rows or columns have different units.
• If there are large figures, they should be rounded up and the rounding method should be stated.

7. Head Notes:

If the main title does not convey enough information, a head note is included in small brackets in prominent words right below the main title.

• A head-note is included to convey any relevant information.
• For instance, the table frequently uses the units of measurement “in million rupees,” “in tonnes,” “in kilometres,” etc. Head notes are also known as Prefatory Notes.

8. Source Note:

A source note refers to the place where information was obtained.

• In the case of secondary data, a source note is provided.
• Name of the book, page number, table number, etc., from which the data were collected should all be included in the source. If there are multiple sources, each one must be listed in the source note.
• If a reader wants to refer to the original data, the source note enables him to locate the data. Usually, the source note appears at the bottom of the table. For example, the source note may be: ‘Census of India, 2011’.
• Importance: A source note is useful for three reasons:
  -> It provides credit to the source (person or group), who collected the data;
  -> It provides a reference to source material that may be more complete;
  -> It offers some insight into the reliability of the information and its source.

9. Footnotes:

The footnote is the last part of the table. The unique characteristic of the data content of the table that is not self-explanatory and has not previously been explained is mentioned in the footnote.

• Footnotes are used to provide additional information that is not provided by the heading, title, stubs, caption, etc.
• When there are many footnotes, they are numbered in order.
• Footnotes are identified by the symbols *, @, £, etc.
• In general, footnotes are used for the following reasons:
  (i) To highlight any exceptions to the data
  (ii)Any special circumstances affecting the data; and
  (iii)To clarify any information in the data.

Merits of Tabular Presentation of Data

The following are the merits of tabular presentation of data:

1. Brief and Simple Presentation: Tabular presentation is possibly the simplest method of data presentation. As a result, information is simple to understand. A significant amount of statistical data is also presented in a very brief manner.
2. Facilitates Comparison: By grouping the data into different classes, tabulation facilitates data comparison.
3. Simple Analysis: Analysing data from tables is quite simple. One can determine the data’s central tendency, dispersion, and correlation by organising the data as a table.
4. Highlights Characteristics of the Data: Tabulation highlights characteristics of the data. As a result of this, it is simple to remember the statistical facts.
5. Cost-effective: Tabular presentation is a very cost-effective way to convey data. It saves time and space.
6. Provides Reference: As the data provided in a tabular presentation can be used for other studies and research, it acts as a source of reference.