GraphicsGraphics and visual information and visual information

English 314English 314

Technical communicationTechnical communication

Note: To hide or reveal these lecture notes, go to VIEW and click COMMENTS.

This lecture is on graphics and visual information. Studies have shown that by presenting information in a variety of formats, a designer can boost his or her readers’ attention and comprehension. They make memorable impressions.

Note: To hide or reveal these lecture notes, go to VIEW and click COMMENTS.

This lecture is on graphics and visual information. Studies have shown that by presenting information in a variety of formats, a designer can boost his or her readers’ attention and comprehension. They make memorable impressions.

Backing up…Backing up…

Q: What is technical Q: What is technical communication about?communication about?

A: “To provide information A: “To provide information a specific audience can a specific audience can use.”use.”

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Introduction / ReviewFirst, let’s review some fundamentals. What are we trying to do with technical communication? Our goal is is to provide information a specific audience can use.

First, let’s review some fundamentals. What are we trying to do with technical communication? Our goal is is to provide information a specific audience can use.

Components of technical communicationComponents of technical communication

Graphic from Technical Communication by Jones and Lane, Page 4

You remember this from our text by Jones and Lane. You need to be aware of your audience, you need to make decisions about use of a specialized vocabulary. In a previous class we talked about useful design principles: CARP -- contrast, alignment, repetition, proximity.

You remember this from our text by Jones and Lane. You need to be aware of your audience, you need to make decisions about use of a specialized vocabulary. In a previous class we talked about useful design principles: CARP -- contrast, alignment, repetition, proximity.

Credit where credit is due …Credit where credit is due …

Eric K. MeyerEric K. Meyer EdwardEdward TufteTufte

Two writers I have found very useful regarding this topic are Eric Meyer and Edward Tufte. In addition to our textbook, I draw from their books throughout this lecture.

Two writers I have found very useful regarding this topic are Eric Meyer and Edward Tufte. In addition to our textbook, I draw from their books throughout this lecture.

Chapter 9 …Chapter 9 …

TablesTables

GraphsGraphs

ChartsCharts

DiagramsDiagrams

MapsMaps

In your text, Chapter 9 is a great place to review some of the ideas I will be discussing. You may want to use some of these common types of graphics in your final report.

In your text, Chapter 9 is a great place to review some of the ideas I will be discussing. You may want to use some of these common types of graphics in your final report.

Part 1Part 1

When to use visualsWhen to use visuals

When do we use visuals? There are several tip-offs that you have an opportunity to use a visual.When do we use visuals? There are several tip-offs that you have an opportunity to use a visual.

Graphics opportunitiesGraphics opportunities

WhoWho

WhatWhat

WhenWhen

WhereWhere

WhyWhy

How (and how How (and how much!)much!)

What’s nextWhat’s next

WhenWhen

WhereWhere

How (and how much!)How (and how much!)

Report’s key questions

Remember these key questions for developing a report? When you hit the questions WHEN, Where, and HOW, I would start thinking about visuals.

Remember these key questions for developing a report? When you hit the questions WHEN, Where, and HOW, I would start thinking about visuals.

Addressing ‘when’ …Addressing ‘when’ … Gantt chartsGantt charts

Identify major steps in Identify major steps in a project. a project.

Tell when steps will Tell when steps will be performed.be performed.

TimelinesTimelines

Provide Provide history/contexthistory/context

Provide reference Provide reference pointspoints

Can look forwardCan look forward

If you are discussing a project schedule, perhaps in a proposal for a project that will take months, a Gantt chart is a great way to show you have thought through the work schedule. A timeline is another great tool. Say you are trying to provide background on a problem, or the chain of events. A timeline can help your audience see the context of your report.

If you are discussing a project schedule, perhaps in a proposal for a project that will take months, a Gantt chart is a great way to show you have thought through the work schedule. A timeline is another great tool. Say you are trying to provide background on a problem, or the chain of events. A timeline can help your audience see the context of your report.

Addressing ‘where’ …Addressing ‘where’ …

MapsMaps

Display physical Display physical layouts. layouts.

Can show quantitative Can show quantitative information.information.

DiagramsDiagrams

Can show Can show relationships.relationships.

Images: Technical Communication, seventh edition, by Mike Markel.

When the topic of “where” comes up, a map is a great information tool.

Sometimes the “where” question is more about relationships: Where do things fit in relation to each other? How do things work with each other? A diagram is a great visual device for this.

When the topic of “where” comes up, a map is a great information tool.

Sometimes the “where” question is more about relationships: Where do things fit in relation to each other? How do things work with each other? A diagram is a great visual device for this.

Addressing ‘how’ …Addressing ‘how’ …

Bar or line graphsBar or line graphs

Show how quantities Show how quantities change over time.change over time.

Pie chartsPie charts

Clearly depict Clearly depict proportions. proportions.

When you start discussing how things are changing, or how things relate proportionally, a bar graph, line graph, or pie chart can be useful.

When you start discussing how things are changing, or how things relate proportionally, a bar graph, line graph, or pie chart can be useful.

Using tables …Using tables …

Tables can compare several factors at Tables can compare several factors at once.once.

They can be divided into formal and They can be divided into formal and informal formats. informal formats.

In the sample informal report in our text, Page 610, the only visual presentation in the report is a table.

In the sample informal report in our text, Page 610, the only visual presentation in the report is a table.

Formal tables …Formal tables …

Most common format Most common format in reports.in reports.

Elements include a Elements include a number, title, and number, title, and source note. source note.

The sample is a formal table. The main elements are a number, a title, and sources. The sample is a formal table. The main elements are a number, a title, and sources.

Informal tables …Informal tables …

Appropriate for small Appropriate for small amounts of amounts of information.information.

Can break out Can break out supporting supporting information, making information, making report more usable to report more usable to a wider audience. a wider audience.

I think an informal table would work better for background information Here is a sample that is used to clarify some specialized vocabulary. Note: These are for small amounts of information!

I think an informal table would work better for background information Here is a sample that is used to clarify some specialized vocabulary. Note: These are for small amounts of information!

Part 2Part 2

How to use visualsHow to use visuals

Okay, we’ve looked at when to use visuals. Now, how do we use them? Okay, we’ve looked at when to use visuals. Now, how do we use them?

Tufte’s main ideaTufte’s main idea … …““Data graphics should Data graphics should draw the viewer’s draw the viewer’s attention to the sense attention to the sense and substance of the and substance of the data, and not data, and not something else.”something else.”

Image: www.edwardtufte.com

This is where Edward Tufte, a statistician at Yale (I think) comes in. His point was: Keep the main thing the main thing. And the main thing for charts is to move information.

This is where Edward Tufte, a statistician at Yale (I think) comes in. His point was: Keep the main thing the main thing. And the main thing for charts is to move information.

Key concepts …Key concepts …

““ChartjunkChartjunk”:”: Decorative elements Decorative elements that embellish a visual that embellish a visual but convey little but convey little information, or even information, or even distract from the distract from the information provided. information provided.

Source: Designing Infographics by Eric K. Meyer

One of his big concerns was chartjunk, or decorations that don’t really move information. One of his big concerns was chartjunk, or decorations that don’t really move information.

Key concepts …Key concepts …

Data-ink ratioData-ink ratio

The amount of ink that The amount of ink that is representing data is representing data versus the total ink versus the total ink used to draw a used to draw a graphic.graphic.

A ‘highly inked’ A ‘highly inked’ graphic has a low graphic has a low data-ink ratio.data-ink ratio.

High data-ink ratio

Low data-ink ratio

Images: Edward R. Tufte, The Visual Display of Quantitative Information

Another of Tufte’s key ideas was data-ink ratio. Tufte compares the total amount of ink on a graphic to the amount that actually makes information clear. How much ink could be erased and the graphic still do its job?

Another of Tufte’s key ideas was data-ink ratio. Tufte compares the total amount of ink on a graphic to the amount that actually makes information clear. How much ink could be erased and the graphic still do its job?

Later research by Mario Garcia…Later research by Mario Garcia…

Visual elements produce more memorable Visual elements produce more memorable impressions than words alone. impressions than words alone.

Visual elements command attention.Visual elements command attention.

Color, compelling design attract readers. Color, compelling design attract readers.

Decorative, non-informative icons confuse Decorative, non-informative icons confuse readers, hurt comprehension.readers, hurt comprehension.

But there is a flip side. Graphics can capture attention, provide variety, and improve retention. Dr. Mario Garcia, one of today’s leading authorities on publication design, has done much research along this line. So there is a balancing act here. This is how I have struck the balance: Logos can be handy identifiers. Color can be handy for categorizing information. Clipart is usually chartjunk. These are judgment calls. My test is to ask, “What is the job of each element?” If an element is not providing a useful service, I remove it.

But there is a flip side. Graphics can capture attention, provide variety, and improve retention. Dr. Mario Garcia, one of today’s leading authorities on publication design, has done much research along this line. So there is a balancing act here. This is how I have struck the balance: Logos can be handy identifiers. Color can be handy for categorizing information. Clipart is usually chartjunk. These are judgment calls. My test is to ask, “What is the job of each element?” If an element is not providing a useful service, I remove it.

Part 3Part 3

Why to use visualsWhy to use visuals

We’ve looked at when and how to use visuals. Now, why use them?We’ve looked at when and how to use visuals. Now, why use them?

From From Technical Communication Technical Communication by Jones and Lane…by Jones and Lane…

““People who must communicate People who must communicate technical information are challenged technical information are challenged to make the information they portray to make the information they portray as as clearclear and and conciseconcise as possible.” as possible.”

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To answer this, I go back to the fundamentals. What are you trying to do with your document? Move information efficiently. Graphics can help hold attention by offering an alternative means of understanding and refresh attention by breaking the reading routine.

To answer this, I go back to the fundamentals. What are you trying to do with your document? Move information efficiently. Graphics can help hold attention by offering an alternative means of understanding and refresh attention by breaking the reading routine.

Goals for visuals …Goals for visuals …

Provide additional detail, not repetitive Provide additional detail, not repetitive detail.detail.

Make images work, not decorate.Make images work, not decorate.

Don’t be afraid of color or images if they Don’t be afraid of color or images if they command attention without interfering with command attention without interfering with message.message.

So this is what I suggest: Give graphics a job of their own. Don’t just repeat visually what you spelled out in the report. Instead, let them embellish, or add deeper detail, to a general point you have made with words. This makes them key ingredients, not throwaways.

So this is what I suggest: Give graphics a job of their own. Don’t just repeat visually what you spelled out in the report. Instead, let them embellish, or add deeper detail, to a general point you have made with words. This makes them key ingredients, not throwaways.

The endThe end