1. Center for Professional Communication
Schematic Reports
Center for Professional Communication

2. 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

3. Designing & Creating the Schematic Report

4. 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.
Schematic, presentation-style reports are a genre with a distinctive style:
Focus on graphical elements:
Tables
Charts
Images
Strong graphical design
But, do not ignore text altogether
Remember: The report is intended to be read, not listened to
You will not be present to explain what a slide means
Thus, the report must be more explicit than slides accompanying an oral presentation

5. 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

6. Style Rule of Thumb Each slide should have: 25% white space (margins)
25 to 50% text
25 to 50% graphics
around 25%. Each slide should have 25 to 50% text. This leaves 25 to 50% space for graphics

7. Format & Layout Create a design template 4 rules for design
Organization Elements
Navigation
Headings
Portrait versus landscape?

8. 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
The template manages the reader’s expectations
Many companies have a house style for reports and presentations

9. 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

10. 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

11. Unify l Connect and Interrelate l Organize
Alignment
Unify l Connect and Interrelate l Organize
Nothing should be placed on the page arbitrarily
Every element should have some visual connection with another element on the page
The narrative block should still be left justified text.
Avoid
Using too many different alignments on a page
The center alignment habit

12. 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
Conscious of placements
Proximity
Organize
Count visual units: 3-5

13. What design principles do you see?
Conscious of placements
Proximity
Organize
Count visual units: 3-5

17. 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

18. 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

19. 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

20. Navigation Bar Heading 1 Heading 2 Heading 3
Schematic Style Professional Reports © Robert Heckman

21. Navigation Bar
Heading 1
Heading 2

22. 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

23. Schematic Style Professional Reports © Robert Heckman

25. Schematic Style Professional Reports © Robert Heckman

26. 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)

27. Schematic Style Professional Reports © Robert Heckman
What design principles do you see?
Schematic Style Professional Reports © Robert Heckman

29. 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!