2. Using Graphics and Visuals
Avoiding Information Stampedes …

3. The CAA Approach to Graphics and Visuals
C LEAR
A PPROPRIATE
A DEQUATE

4. The Benefits of Graphics and Visuals
Appeal to the eye
Save space and words
Make information
easier to understand and
easier to remember
Help to interpret and emphasize ideas

5. The Purpose of Visuals Speed up a reader’s comprehension
Add credibility to the document
Serve as a method of quick reference
Reveal differences at a glance
Provide more detail than is actually discussed
Allows for a fuller examination of the background
Add to the attractiveness of the document

6. General Conventions 2. Incorporation 3. Placement 4. Titles
1. Design
2. Incorporation
3. Placement
4. Titles
5. Numbering
6. Continuations
7. Number Sequence
8. Periods and Capitals
9. Spacing
10. Referencing
11. Comment Line

7. Design Plan ahead Think graphics and visuals through
Do not try to put too much information into one graphic
Make sure all the necessary information is included
Use straight edges and appropriate tools to create hand-drawn graphics

8. Incorporation Print graphics in the final draft
Use a computer or a photocopier, tape, and glue to place the graphic in the document

9. Placement
Graphics and visuals should immediately follow their initial reference
Traditionally, graphics and visuals are presented in portrait
avoid placing them sideways
Use a computer or photocopier to resize graphics

10. Titles Use precise noun phrase and number to title a graphic
Ex.: Product Sales for First Quarter (1999)
Anticipate the possibility that the graphic will be taken out of the report and distributed

11. Numbering Formal graphics also require a number
The number and title for a formal table always go above the data
Capitalize the word TABLE
All other graphics are FIGUREs and the number and title are placed beneath the graphic
Numbers and titles can be either centred or placed flush left: Be Consistent

12. Continuations
If the table requires more than one full page, begin the second page with the word TABLE, the table number, and the word Continued
e.g. TABLE 1.1 (Continued)

13. Number Sequence
Number FIGUREs and TABLEs in order of appearance throughout the material
e.g. FIGURE 2 follows FIGURE 1
Number TABLEs and FIGUREs separately
e.g. The first table after FIGURE 3 is TABLE 1
Use Arabic numbers, not Roman numbers
i.e. Use 1, 2, 3… and not “I, II, III…”, nor “i, ii, iii…”
If a report contains chapters, then use a decimal number system that indicates both chapter and table or figure, or begin again in sequential order
e.g. The first figure in Chapter 2 is either FIGURE 2.1 or FIGURE 1

14. Periods and Capitals A variety of uses are acceptable BE CONSISTENT
Periods at the end of each title
Periods after the figure number or table number
Each word in the title capitalized
The first word of the title capitalized
BE CONSISTENT

15. Spacing Single space titles that require more than one line
Align consecutive lines under the first word of the noun phrase, not under the word TABLE or FIGURE
e.g. FIGURE 1: Product Sales for First Quarter (1999)

16. Referencing
Introduce the graphic by number, and explain the purpose of the graphic
If the graphic immediately follows its sentence reference, then a colon could be used at the end on the sentence
e.g. Evidence of the astounding rise in sales can be seen in FIGURE 1:
Parenthetical notation can also be used to refer to graphics
e.g. (See Table 1.) or (see Table 1)

17. Comment Line
Try to follow a graphic with a sentence or two of comment or interpretation
Ex. As FIGURE 1 demonstrates, there has been a dramatic rise in sales, but we have yet to determine the cause of the increase.

18. Types of Visuals TABLE FIGURE Informal Random Table Bar Charts
Informal Continuation Table
Formal Table
FIGURE
Bar Charts
Line Graphs
Pie Charts
Flow Chart
Organization Charts
Drawings
Other Possibilities

19. Informal Random Table Conventions
Use random tables only for brief data
Introduce each with an explanatory sentence
Indent the data 5-10 spaces from the left- and right-hand margins of the page
Include column headings, numbered data, or bullets
Do not include a table designation number or title

20. Informal Random Table: Example
Regardless of the information being used, the template for an informal random table is always the same. In fact, these five points should always be kept in mind:
-- Use random tables only for brief data
-- Introduce each with an explanatory sentence
-- Indent the data 5-10 spaces from the left- and right-hand
margins of the page
-- Include column headings, numbered data, or bullets
-- Do not include a table designation number or title
Given the consistency with which these points are used, it makes sense to prepare an informal random table model that could be inserted, when needed, into a document. Of course, if one is extremely adept with word processing applications, one could create a macro to do all the work.

21. Informal Continuation Table Conventions
Use a continuation table to present an alignment of figures, dates, or other data
Introduce each with a sentence followed by a colon if the last introductory word is not a verb
Indent the tabular data 5-10 spaces from the left and right margins
Punctuate the data with standard commas, semicolons, and periods as if the material were presented in paragraph form

22. Informal Continuation Table: Example
A student’s final grade in ENL 1813T (Section 511) will be based on a final total of 100%. This total includes
5% for Step #1 of the Progressive Assignment,
10% for Step #2 of the Progressive Assignment,
15% for the Final Product of the Progressive
Assignment,
15% for the Summary Assignment,
25% for In-Class Assignments,
20% for three (3) Oral Presentations (not lasting
longer than 5 minutes each), and
10% for one (1) Oral Presentation (lasting no less
than 7 minutes, and no longer than 10 minutes).

23. Formal Table Conventions
For formal tables use horizontal lines from margin to margin above the title
Use a box head of vertical column headings and symbols in parentheses. Do not use periods in the abbreviations
Do not close the sides of formal tables
Always use vertical columns
Do not use leaders

24. Formal Table: Example

25. Bar Chart Conventions
If possible box in all of the bars, headings, legends, and other notation
Use bars of equal width and design within one chart
Use partial cutoff lines to separate headings from grid or tick notations
Use vertical grid lines or tick marks for horizontal bar charts and horizontal grids or tick marks for vertical bar charts; never use both in a single chart

26. Bar Chart Conventions (cont’d.)
Include a heading to indicate what the grids or tick marks show, for example hours, number of sales, amounts, or activities
Centre grid notations on the grid lines, not just above or just below
Centre bar notations on the bars
When displaying multiple bars with various colors or texture, use legend boxes to distinguish the differences

27. Bar Chart: Good Example
FIGURE 1: US per capita consumption of sucrose, dextrose, and corn syrup.
(SOURCE: US Department of Agriculture)

28. Bar Chart: Bad Example
FIGURE 1: US per capita consumption of sucrose, dextrose, and corn syrup.

29. Line Graph Conventions
Always plot your curves from left to right
Indicate the grids with tick marks; do not include grid lines because they become confused with the curves themselves
Capitalize major headings; capitalize only the initial letters of subheadings and tick mark notations
Use tick marks (not grid lines) on each line to indicate how many points have been used to plot the graph

30. Line Graph: Good Example
FIGURE 2: Value of Rickey Henderson Baseball Cards.
(SOURCE: Beckett Baseball Monthly, Nov. 1993)

31. Line Graph: Bad Example
FIGURE 2: Value of Rickey Henderson Baseball Cards.

32. Pie Chart Conventions
Normally, do not present a pie larger than 3 inches in diameter on an 81/2" x 11" page
Place the largest segment in the upper right-hand quadrant with the segments in decreasing size clockwise
Write headings along with the percentages outside of each wedge to avoid crowding
Centre each label on the radius of each wedge or use a tag line to aid the eye
Type labels on a horizontal plane
Contain all labels within the left- and right-hand margins

33. Pie Chart: Good Example
FIGURE 3: Sources of Sugar in the Diet.
(SOURCE: Center for Science in the Public Interest, Washington D.C.)

34. Pie Chart: Bad Example
FIGURE 3: Sources of Sugar in the Diet.

35. Flow Chart Conventions
Employ squares, boxes, triangles, circles, diamonds, and other shapes to enclose each step
Lay out your flow chart in a horizontal, vertical, circular, or combination of directions
Name major activities within the shapes
Use lines or arrows of various dimension to connect the shapes and to indicate the flow

36. Flow Chart: Example

37. Organization Charts
Used to show the relationship of an organization’s staff positions, units or functions to one another
Staff Organization Chart
Shows the chain of command of the staff positions
Unit Organization Chart
Depicts the relationship among such units as Public Relations Department or Research Division
Function Chart
Shows the span of control of such functions as Planning and Engineering

38. Function Chart: Example

39. Drawing Conventions
If you do not use a computer drawing program, use grid paper and a ruler for careful drawings
Keep your drawings uncluttered, properly ruled, and carefully labeled
Type, do not hand letter, all labels and symbols

40. Other Possibilities Maps Photographs and Line Art Text Art Clip Art
Icons

41. Maps Large scale vs. small scale Legend required
Horizontal labels or tag lines

42. Graphics& Visuals Graphics & Visuals Graphics& Visuals
Text Art
Graphics& Visuals
Graphics
&
Visuals
Legibility
Graphics& Visuals
Graphics& Visuals

43. Clip Art
Use sparingly

44. Icons Ensure that they are universal Help Biohazard Recycle Corrosive
Flammable
Recycle
Corrosive
Poisonous

45. The End
Questions?