Designing Graphics

Strategic Planning for Visual Information in your Formal Report

Preplanning Your Graphics

Choose the type of graphic and know why that type was chosen

Know how it will benefit your document (be as specific as possible)

Know how it will be helpful to readers Describe the data it will present

Know how you plan to prepare it or otherwise obtain it

Common Misuses of Graphics

Distorting charts by varying the grid scale or skipping intervalsMisusing statistics by using inappropriate ones or too small a data baseOmitting relevant dataUsing them to pad a skimpy report

Major Types of Graphics

Tables Line Graphs Bar Graphs Pie Charts DiagramsPhotos or Drawings

Tables

display numbers or words arranged in a grid. They are good for situations where exact numbers need to be presented. Some examples are

Describing the components of a program's implementation.  Displaying attrition.  Displaying pre- and post-test results.  Presenting correlations or comparisons. 

Sample TableTable 1. Penalties for Select Driving Offenses in New York State

Violation Mandatory

Fine Maximum Jail Term

Mandatory Action Against License

$350-$500

1 year

Revoked at least 6 months

DRIVING WHILE INTOXICATED First violation 2 or more violations in 10 years

$500-$5,000

4 years

Revoked at least 1 year

$250

15 days

Suspended 90 days

$350-$500

30 days

Revoked at least 6 months

DRIVING WHILE ABILITY IMPAIRED First violation 2 violations in 5 years 3 violations in 10 years

$500-$1,500 90 days

Revoked at least 6 months if current violation occurred within 5 years of previous violation

Source: NY State Department of Motor Vehicles, Motor Vehicles Code 2001, p. 303.

Line Graphs

Line graphs show sets of data points plotted over a time period and connected by straight lines. Line graphs are useful for displaying

Any set of figures that needs to be shown over time. Results from two or more groups compared over time. Data trends over time.

Sample Line Chart

0102030405060708090

100

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

EastWestNorth

Bar Graphs

Bar graphs show quantities represented by horizontal or vertical bars and are useful for displaying

The activity of one thing through time. Several categories of results at once. Data sets with few observations.

Sample Vertical Bar Chart

0

10

20

30

40

50

60

70

80

90

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

EastWestNorth

Sample Horizontal Bar Chart

0 20 40 60 80 100

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

NorthWestEast

Pictorial Bar Chart (difficult!)

Pie Charts

Pie charts show proportions in relation to a whole, with each wedge representing a percentage of the total. Pie charts are useful for displaying

The component parts of a whole in percentages. Budget, geographic or population analysis.

Sample Pie Chart

1st Qtr2nd Qtr3rd Qtr4th Qtr

Exploded Pie Chart

1st Qtr2nd Qtr3rd Qtr4th Qtr

Diagrams

Diagrams show complex processes and projects; relative positions, roles and responsibilities within organizations; historical perspectives; future plans; and parts and details that are usually hidden. In general, diagrams are used for

Ideas, facts, priorities and processes. Where things are located or how they work. Relationships when quantitative information is not the primary focus.

Sample Diagram

                                                            

Diagram Example(Not actual data)

 

Sample Organizational Chart

                                                                                   

            

Photographs or Drawings

Photographs or drawings can enhance a report by making concrete the images and facts conveyed in your words. Photos emphasize accuracy; drawings suggest possibilities. They can

Document exact conditionsHighlight relevant information while excluding the irrelevant

Sample Use of Photo

                 

   

Sample Use of Drawing

Checklist for Effective Graphics-1

Have you noted in your document outline the approximate location of your graphics? Does the text preceding a table or figure make clear why the visual is there and what it shows?Is the language in the text describing the graphic consistent with the language in the graphic? Do all graphics have clear, concise captions?

Checklist (cont.)

Is the graphic located as close as possible to the text describing it?Does the text following the graphic analyze and use its contents to further your argument?Have you allowed adequate white space around and within the graphics in your documents? Do the layout and design of your finished document highlight the organization and hierarchy of your information?

Making Graphics Readable—Not this….

But this

Remember

Graphics are part of your persuasive strategy. They should be used for a specific argumentative reason.A bad graphic is worse than no graphic at all.Not everybody loves USA Today.

Sources

http://www.ces.ncsu.edu/depts/fcs/beyonddata/index.htmwww.bobvila.comwww.diynet.comMarkel, Writing in the Workplace (1997)