Visual FormsVisual Forms

Best practices for using Best practices for using visuals in technical writingvisuals in technical writing

Visual FormsVisual Forms

More specific than textMore specific than text

Processed more Processed more easily/quickly than texteasily/quickly than text

Help readers learnHelp readers learn

Visuals Improve Visuals Improve Reception/UnderstandingReception/Understanding

Presenter seems prepared, Presenter seems prepared, credible, persuasivecredible, persuasive

Increase reader interestIncrease reader interest Help condense informationHelp condense information Emphasize critical dataEmphasize critical data Simplify, improve readers efforts to Simplify, improve readers efforts to

understand documentunderstand document

EthicsEthics

Be careful not to unduly Be careful not to unduly influence reader’s reactioninfluence reader’s reaction

VERBAL/VISUAL VERBAL/VISUAL COMBINATIONSCOMBINATIONS

Know when Know when Each should make Each should make

sense on its own sense on its own but also to:but also to:• illustrateillustrate• explainexplain• demonstratedemonstrate• verifyverify• supportsupport

Use verbal andvisualcombinations

Verbal/Visual Combo for Verbal/Visual Combo for Technical ManualTechnical Manual

Use a verbal table to show Use a verbal table to show problems with analyses & problems with analyses & solutions forsolutions for

trouble-shooting section (trouble-shooting section (easier easier to understand than prose in to understand than prose in paragraphsparagraphs))

Use of VisualsUse of Visuals

Reader’s understanding of Reader’s understanding of technical content is limitedtechnical content is limited

Speed is criticalSpeed is critical

Process will be clearerProcess will be clearer

Visual FunctionsVisual Functions

Organize numeric or Organize numeric or verbal data (tables, verbal data (tables, diagrams)diagrams)

Show relationships among Show relationships among numeric or verbal data numeric or verbal data (tables, graphs, diagrams)(tables, graphs, diagrams)

Present chronology, Present chronology, sequence or process (line sequence or process (line graphs, flow charts, org. graphs, flow charts, org. charts)charts)

Define or explain concepts, Define or explain concepts, objects, and processes objects, and processes (drawings, photos, (drawings, photos, diagrams)diagrams)

Illustrate appearance or Illustrate appearance or structure; describe structure; describe objects/mechanisms objects/mechanisms (drawings, photos, maps)(drawings, photos, maps)

Identify facilities or Identify facilities or locations (maps, charts, locations (maps, charts, schematics, and blueprints)schematics, and blueprints)

Choose Visuals to Help Choose Visuals to Help ReadersReaders

Tables – display Tables – display

data, identify data, identify characteristics characteristics of ideas, objects of ideas, objects or a processor a process

Graphs – display Graphs – display relationships between relationships between 2 or more types of 2 or more types of datadata

Graph Types: Pie,Graph Types: Pie,

Line, Scatter, Bar Line, Scatter, Bar

Pictorial –be carefulPictorial –be careful

Charts – Charts – represent represent components, components, steps or steps or chronology of chronology of object, object, mechanism, mechanism, organism or orgorganism or org

Diagrams – Diagrams – illustrate illustrate complex physical complex physical components of components of object, object, mechanism or mechanism or organismorganism

Drawings – Drawings – depict actual depict actual appearance of appearance of object/org object/org (phantom, (phantom, cutaway, cutaway, exploded for exploded for assembly, assembly, repair)repair)

Maps – Maps – geographical geographical info, info, topographic, topographic, demographic, demographic, agricultural, agricultural, meteorological, meteorological, geological datageological data

Photos – depict Photos – depict actual actual appearance of appearance of object, mech or object, mech or org (cutouts, org (cutouts, small arrows small arrows superimposed to superimposed to show a subject in show a subject in natural setting)natural setting)

How will they be How will they be viewed?viewed?

Online?Online?

In bright room?In bright room?

B&W print?B&W print?

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1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

EastWestNorth

Multiple Bar Graph groups two or morebars to present related variables

M anual P ro ject Team

Jo hn Jon esT e ch n ica l E d ito r

M a ry R oeC o m pre h e ns ive E d ito r

D a ve H a rtT e x t E d ito r

Jo an S m ithP ro je ct M an a g er

Organizational Chart shows hierarchy of

project team

Verbal/Visual ChoicesVerbal/Visual Choices

All TextAll Text

Text with visual Text with visual supportsupport

Visual with Visual with supporting textsupporting text

All visualAll visual

How Many?How Many?What Tech LevelWhat Tech Level??

Make sure number is appropriate Make sure number is appropriate to audience need and subject to audience need and subject mattermatter

Adapt to Audience LevelAdapt to Audience Level • don’t dumb downdon’t dumb down

Conventions in Reference & Conventions in Reference & PlacementPlacement

Refer to in text - include figure number Refer to in text - include figure number and title (embedded or parenthetical)and title (embedded or parenthetical)

LabelingLabeling • IdentificationIdentification• TitleTitle• CaptionCaption

Conventions of LabelingConventions of Labeling

More than 5 independent from text? - More than 5 independent from text? - Use List of Figures/TablesUse List of Figures/Tables

Include dimensions of objects/scaleInclude dimensions of objects/scale Avoid abbreviations or use standard Avoid abbreviations or use standard

ones and include a keyones and include a key Identify source of data and graphic Identify source of data and graphic

designerdesigner

Placement of VisualsPlacement of Visuals

Place as close as possible following Place as close as possible following the text referencethe text reference

Surround with white space to Surround with white space to separate from text of documentseparate from text of document

If it covers entire page?If it covers entire page? • Both-sided doc - place full-page visual on Both-sided doc - place full-page visual on

facing page (to text & discussion)facing page (to text & discussion)• One-sided - place on page followingOne-sided - place on page following

Conventions of ColorConventions of Color

Avoid overuse of decorative colorAvoid overuse of decorative color Avoid too much colorAvoid too much color Pay attention to cultural expectationsPay attention to cultural expectations Recognize differences in paper color vs. Recognize differences in paper color vs.

screen colorscreen color Make sure it’s needed and is an integral Make sure it’s needed and is an integral

part of the info readers needpart of the info readers need

Use Standard ConventionsUse Standard Conventions

Place close to text Place close to text referencereference

Accurately label Accurately label each visualeach visual

Include complete Include complete dimensions of dimensions of objects in eachobjects in each

Use standard Use standard abbreviations and abbreviations and a keya key

Surround with Surround with white spacewhite space

Include a Include a complete textual complete textual referencereference

Include list of Include list of figures if more figures if more than fivethan five

Identify source of Identify source of data and graphic data and graphic designerdesigner

Specify focus or Specify focus or interpretation you interpretation you want readers to want readers to applyapply