Integrating Graphics, Charts, Tables Into your technical writing documents

General Guidelines for Graphics Determine the purpose of the graphic Evaluate the accuracy and validity of the data Refer to ALL graphics in the text –(with the exception of cover illustrations and informal tables) –Incorporate the reference smoothly Avoid clutter –Omit information that is not relevant to your purpose –Use enough white space Position graphics vertically when possible –Else, the page must be turned CLOCKWISE to be viewed

Guidelines for Graphics (cont’d) Think about where to put the graphics (where readers need them, rather than a remote location) –Same page as text reference –Page opposite text reference –Page following first text reference –Attachments or appendices Provide titles, notes, keys and source data –Follow the graphic number with a short, precise title –Place a note directly underneath the title or at the bottom of the graphic –Keys or legends may be necessary –Cite your sources as “Source: …” or “Adapted from …”

Integrating Graphics On-Line Speed of display: –format of illustration –size Storage requirements –fewer illustrations –shrink illustrations –fewer colors –compress graphics Display graphics with text Consider providing a thumbprint view and let users zoom in

For example… Our project will involve engineers, technicians, and salespeople from three other offices, in these numbers: San Francisco45 St. Louis34 London 6 Total85 Merge with text Are not included in List of Illustrations at beginning of document Have no table number or title Do not have headings for rows or columns Informal Tables

Formal Tables Use for complex data separated from text May appear on the same page as text referring to it, or in an appendix, or attachment Consider how English readers, read left-to-right and subordinate data accordingly Avoid excessive use of heavy horizontal and vertical crosses lines that create a “grid” look –Instead use light grey or eliminate some of the lines Use plenty of white space

Formal Tables (cont’d) Be sure table is clear and self-contained Give each table a title and number Create clear and concise headings for all columns and rows Use abbreviations or symbols that the reader would know, else spell out Round off number when possible for ease of reading Align numbers on the RIGHT Place necessary explanatory notes either between the title and table or at the bottom of the table Place footnotes below the table Place any source references below the footnotes

Tables and Charts With all charts, also include the data somewhere for reader (or make it available) Proper syntax to refer to charts & tables –In your text: See Table 1. –With table: Table 1: name –In your text: See Figure 2. –With chart:Figure 2: name

Graphics/Illustrations Data from a table –Can be formatted in many ways –Careful with misuse or misrepresentation of data –Not every chunk of data can be represented with a bar or pie chart Choose chart type based on data and what you want to show (purpose) Use graphics to show rather than tell Make pictures easy to recognize Eliminate unnecessary information

Pie Charts

Guidelines for Pie Charts Use no more than 6-7 divisions Move clockwise from 12:00 from largest to smallest wedge –Exceptions to this rule should only be for a very good reason Useful for (when divisible by 100 or add up to 100) –Percentages –Money Draw and label each wedge carefully Misuse: –When the pie wedge that’s large (largest) isn’t what you want to highlight –Too many wedges – no relationship –Wedge sizes that don’t correspond to 100 –Wedges too small to accommodate information (labeling)

Bar Charts

Column Charts

Bar & Column Charts Used for –Comparison among individual items –Relationship of individual to whole –Changes over time Use a limited number of bars –Can have more than a pie chart Be sure to show comparisons clearly Keep bar widths equal and adjust space between bars carefully –Option A: use no space between bars –Option B: use equal space, but less than the bar width –Option C: use variable space when gaps needed to reflect gaps in data Misuse: –Avoid bars that are too close in length (lacks visual impact) –Avoid showing data that are much different in magnitude

Cone, Cylinder, Pyramid Charts

Line Charts Use for trends Misuse: Don’t place numbers on chart (too much detail); have numbers in a table

Schedule Charts Guidelines –Make chart lines thick as or thicker than axis lines –Use shading under the line if it makes it more readable Misuse: –Start all scales from 0 or 1 –Too busy: readers can only focus on main activities –List activities in sequence from the top to the bottom of the vertical axis Project Phases Select team Hold meetings Select software Design system Test system Week

Flow Charts Tell a story about a process Usually hard to read –so present only overviews –or use multi-page mechanism Limit the number of shapes –Provide a legend if necessary Run sequence from –top to bottom –left to right survey site complete field work complete lab testing write report do lit review do industry survey complete independent lab tests

Organization Charts Emphasize high-level positions Connect boxes to show reporting relationships

Doughnut Charts

Area Charts Used for –Relationship of individual to whole –Changes over time Commonly seen in geology: layers of earth

xy (Scatter) Charts

Bubble Charts

Radar Charts

Surface Charts