Tabulation Rules

It is difficult to lay down any hard & fast rules for  tabulating a data as much depends upon the given data and requirement of the survey. In fact making a good table is an art and therefore practical experience is of immense help. The following general considerations may be kept in view while tabulating a data.

The table must suit the size of the paper usually with more rouse than columns in making a suitable layout it may be necessary to alter the original design. The alteration often consists in changing the rows to columns or the other way round. For the same reason it is desirable to make a rough draft of the table before the figures are entered in it. The space must be allowed for reference or any other matter which is to be included in the table.

In all tables the captions and stubs must be arranged in some systematic order. It would make the table easier to read and allow more important items to be emphasized. The arrangement of items mainly depends upon the type of data. However the principal bases of arranging items are as follows:

(a) Alphabetical arrangement according to the alphabets: The type of arrangement is very common in general purpose for the reference tables.

(b) Chronological arrangement according to the time: This type of arrangement is of particular value in presenting historical data.

(c) Geographical arrangement of data in certain territorial units like cities, districts, countries etc.

(d) Conventional arrangement in a customary order like children, men, and women and or Hindus, Sikhs, Muslims and Christians.

(e) An Items may be arranged according to size: the numerical importance of the items is the largest items being given first and at the smallest in the last.  If necessary this arrangement may be reversed.

The point of measurement must be clearly defined and given in the table like weight in pounds, income in rupees or etc.

The Figures must be rounded off to avoid unnecessary details in the table and footnote to this effect must be given, for e.g. the paisa may be taken to the nearest rupee and paisa be removed.

If certain figures are to be emphasized they must be in distinctive type or in a bozo or circle or between thick lines.

The table must not be overloaded with details if many characteristics are to be shown it is not necessary to load them all in one table instead of  number of tables must be prepared each table complete in itself and serving a particular purpose.

A column entitled miscellaneous must be added for a data which do not fit in the re-classification made.

The arrangement of the table must be logical and items related to each other should be placed near about and if possible in the same group derivative figures such as totals averages and percentages should be placed near the original figures columns and rows should be numbered for identification since reference is more easily given by quoting numbers than the title of the column.

The Percentage and ratios must be computed and shown if necessary frequently figures in table become more meaningful if expressed as percentages or (less often) as ratios in constructing a table, therefore it is very important to decide whether or not it can be improved in this way that an additional column should be inserted in the table and the percentages (or ratios) computed and entered. Such percentages & ratios are most commonly termed as derived statistics.

Where standard classification have been prepared it is usually desirable to employ them as they are superior to hastily constructed individual classification.

Point out a zero quantity by a zero. And do not use zero to point information which is not available if it is not available. Represent this by the letter N.A or dash.

The Abbreviations must be avoided especially from the titles and headings for e.g. yr. should not be used for year.

Be explicit the expression etc, is bad form in a table as the reader may not readily discover what it refers to in fact clarity is the most important feature of tabular presentation of any type of statistical data.

Do not use ditto marks if a figure is repeated, show it each time a ditto mark may be mistaken for the figure.

In a particular case all these guidelines may be difficult to follow, . But their aim should be kept in mind J.C cap has beautifully summarized this discussion in these words in the final analysis there are only two rules in tabular presentation that should be applied rigidly, first the use of common sense when planning a table and second the viewing of the proposed table from the standpoint of the user. The details of mechanical arrangement must be governed by a single objective that is to make the statistical table as ways to read and to understand as the nature of the material will allow.

Review of the table

Before a table is released it must be reviewed for form content validity and clerical accuracy. It is difficult for the person preparing the eatable to make a thoroughly satisfactory check on all of the four aspects he has prepared the table and has done his best he can hardly review it objectively. Now he must if possible have his work reviewed by someone with experience.