Using Visual Rhetoric in Report Writing Professor Stevens Amidon Department of English and Linguistics, IPFW

Why Use Visuals? Draw attention to important information. Reduce and break up monotony of text. Clarify ideas.

Principles of Visual Rhetoric(1) Relevance: every visual element should fulfill a specific function. Your design choices carry a message!

Principles of Visual Rhetoric(2) Proportion: the size of a visual element should be determined by its importance. Big headlines signify important stories. Little headlines, not so iimportant. message!

Principles of Visual Rhetoric(3) Direction: visual elements should guide your reader through a text. Columns in newspapers, buttons on web pages, both direct your reader through the text.

Principles of Visual Rhetoric(4) Consistency: visual elements should work together to create an integrated style. Notice how the template in these slides give them a common design. Things like consistent fonts, margins, matter!

Categories of Visuals Tables Graphs Charts Illustrations

Principles of Visual Rhetoric(5) Contrast: visual elements are in tension with textual elements. Use this tension! Dark areas should be offset by lighter areas. A large font in a header is in tension with the smaller text in a paragraph.

Principles of Visual Rhetoric(6) Restraint: strive for design simplicity. Texts can be too busy. For example, don’t create Power Point slides with “all the features!”

Principles of Visual Rhetoric(7) The Total Picture Remember, your design choices carry a message! Think of your visual elements and your textual elements as pieces in a jigsaw puzzle.

Examples of Visuals Tables Line graphs Bar graphs Flow charts Organizational charts Circle charts Photographs Drawings Diagrams

Tables Purpose: To portray statistical and other information for easy comparison Characteristics: horizontal and vertical “rules” Boxhead (horizontal labels) and stub (vertical labels)

Table 1: Comparison of Copier Models 13B and 145-C Automatic Sorting ColorAutomatic Feed Extended Warranty 13B X X X 145-C X X X

Graphs Purpose: display statistical trends, changes, and comparisons Types: Bar Graph Line Graph

Bar Graph Purpose: Compare data Characteristics: Horizontal or vertical bars May contain more than one bar for enhanced comparison.

Example of a Bar Graph

Line Graph Purpose: Portrays change over time Characteristics: Plotted and joined points along horizontal (fixed, independent) and vertical (dependent) axes. May include more than one line for enhanced comparison.

Example of a Line Graph

Charts Purpose: Portray quantitative, cause- effect, and other relationships among component parts of a whole Types Flow Charts Organizational Charts Pie Charts

Flow Charts—p. 135 Purpose: Portray steps through which work (or a process) must “flow” in order to reach completion. Characteristics: Clear labels for steps Arrows and shapes Left to right or top to bottom movement

Organizational Charts Purpose: Portray chains of command and functional relationships Characteristics: Labeled boxes, linked by lines or arrows Top to bottom movement for descending hierarchy Horizontal alignment for equal authority

Circle Chart (Pie Chart) Purpose: Depict relationships among parts within statistical wholes. Characteristics: “Slices” representing percentages Biggest slice begins at 12:00, clockwise to smallest Darkest at 12:00, clockwise to lightest At least 3 slices, no more than 7 Percentages must add up to 100%

Example: Pie Chart

Photographs Purpose: To provide exact representation Characteristics Though exact, can become quickly dated

Drawings Purpose: Create clear, realistic depictions of objects under discussion Characteristics: Hand-drawn or computer generated Info can be omitted or distorted to portray most relevant or enlarge key aspects

Diagrams Purpose: Communicate what something looks like or how it works Characteristics: Simplified for clarity Generally intended for technicians

Principles for Effective Use of Visuals Number and title every visual in your document sequentially. Discuss visuals first in the text of your document. Present all visuals in an appealing manner. Clearly label all elements and provide a key when necessary.

Remember Use the reader’s point of view for visuals that accompany instructions. Never omit or manipulate information. Avoid mechanical errors. Avoid cluttering the document with unnecessary graphics.