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SCHEMATIC REPORTS
Center for Professional Communication
Schematic Reports
Present arguments in a visual and creative way
The pages have a presentation-like style rather than a pure narrative style Mix of narrative and visuals This style emphasizes pictures, tables,
charts, and images rather than relying on words alone
The pages are produced using presentation software such as PowerPoint
Designing & Creating the Schematic Report
Style
Focus on graphical elements: Tables Charts Images Strong graphical design But, do not ignore text altogether
Every page should contain at least 25-50% text
Narrative text font size 11 or 12 pt.
Style
Remember: The report is intended to be read, not listened to
You will not be present to explain what a graph or table means
Thus, the report must be more explicit than slides accompanying an oral presentation
Style Rule of Thumb
Each slide should have:
25% white space (margins)
25 to 50% text
25 to 50% graphics
Format & Layout
Create a design template4 rules for designOrganization Elements
Navigation Headings
Portrait versus landscape?
Create the Design Template
Use the 4 Rules of Design Make a few basic decisions and stick to them You may use company colors and logo Use PowerPoint to create your report
Use one of the templates Office Button New Presentations Business
Pitchbook
OR create your own using slide master Design View Slide Master
Contrast
The basic rule:If two items are not exactly the same, then make them really different
Adds visual interest Aids in organization of
information
Repetition
Unify Add visual interest Help readers understand
information more efficiently The key is consistency
Design templates in reports and presentations are examples of the repetition principle
Alignment
Unify l Connect and Interrelate l Organize
Avoid Using too many
different alignments on a page
The center alignment habit
Nothing should be placed on the page arbitrarily
Every element should have some visual connection with another element on the page
Proximity
Organize When several items are in
close proximity to one another, they become one visual unit
Items relating to each other should be grouped
Avoid too many separate elements on a page
Count visual units: 3-5
Organizational Elements
An important aspect of the design template is an area (or areas) designed to help the reader: Assess current location Easily find other locations Organize the sections
Page numbers are the simplest example Section numbers, headings, headers and footers
are other examples Navigation bar Fly Pages
Navigation tools
Help the reader navigate through the report Where you are Where you have been Where you are going
Makes the structure clear on every page
Navigation bar should include all level one headings
Rules for Headings
Headings are NOT part of the text Headings must never be complete
sentences Headings must be self-explanatory Headings must be both precise and
concise Headings should not be overly fussy or
cute Headings often benefit from a different
font Headings should have parallel structure
Schematic Style Professional Reports © Robert Heckman
Navigation BarHeading 1
Heading 2
Heading 3
Navigation BarHeading 1
Heading 2
Fly Out Pages: Transitions
Fly pages create a clear break between main sections of the report
Provide a transition between sections
Provide overview of the proceeding section
Use title slides to create fly pages Same style as title page
Schematic Style Professional Reports © Robert Heckman
Schematic Style Professional Reports © Robert Heckman
Portrait or Landscape
More familiar reading style
Easier to present textual blocks
Better for double duty (stand-up presentations)
Can be better for graphical elements (complex graphics are often horizontal)
Portrait Landscape
Schematic Style Professional Reports © Robert Heckman
Final Thoughts
Think through your design Think through your structure Be consistent Be professional Schematic reports are meant to be read:
explain the take away from your graphs Use the template as a guide EDIT, EDIT, EDIT!
