Integrating Graphics: How to Visually Enhance your Documents

This entry was posted Wednesday, 8 June, 2011 at 3:47 pm

It’s common knowledge that people respond or remember information far better when they view it in image rather than word form. We tend to glaze over when we have to look at a lot of text, so it makes sense to use reader access techniques to help the audience focus on your main ideas: using any eye-catching, visually relevant representation of information can help you quickly get your point across. However, this doesn’t mean you just shove a picture or a graph somewhere for fun; you need to think carefully about what type of image will work to enhance the information, as well as how to integrate it correctly into the text.

What kind of graphic should you choose?

There are so many different ways to illustrate information, but making careful choices around what kind of graphic you use ensures the audience will understand and retain your message.

Here are some tips and ideas to help you decide:

1. Complex data is best represented in a table, particularly when you are representing numbers or trying to make a clear comparison.

2. Photos and web page screen shots are best for literal representation of information and ideas. Photos can be used really effectively to shock, motivate, or challenge the audience.

3. Graphs and charts  come in multiple shapes and forms: bar graphs, line graphs, Gantt Charts, pie charts… Look at what type of information you want to represent and choose your image based on that information. Gantt Charts show project progress on a timeline, pie charts very easily show how chunks of a whole relate to each other, line graphs are great for illustrating progress and movement etc. Don’t forget a key for more complex graphics and keep text on a horizontal plane wherever possible.

How do you work images into your text?

It’s really important to refer to an image to enhance the text in your document and to allow the audience to understand the information quickly and easily. It is also vital to label and title the image correctly.

Here are nine guidelines to help you integrate graphics effectively:

1. Number tables and figures* separately.

2. Use clear, specific, descriptive titles for each – the audience shouldn’t have to refer to the text to understand the image.

3. Integrate graphics into the document by referring to them before they appear.

4. Place graphics at the end of the first paragraph they are referred to in.

5. For larger graphics (i.e. full page images), place the graphic on a separate page after the page it is mentioned on. Raw data or large schematics should rather appear as an appendix to the document.

6. Refer to the graphic  in one of two ways in your text:

e.g. 1. Foreign sales account for 85 percent of the firm’s revenue (Figure 3).

e.g. 2. As Figure 3 shows, foreign sales account for 85 percent of the firm’s revenue.

7. Place the caption or title of a table above the table, and the caption or title for a figure underneath the figure.

8. Precede each graphic’s title with“Figure” or “Fig.” or “Table”  followed by its number and then a period.

9. Always include a source below the graphic if you use data or reproduce a graphic from another source.

Selecting the right type of graphic for your purposes is not difficult, but it is something often overlooked or done sloppily. Help your audience focus on only the most relevant information through using effective, well chosen graphics. By integrating those graphics into your text, you can ensure that your message is clear, concise, and audience-focused, making sure it is understood and remembered.




*Every graphic that is NOT a table is referred to as a figure.

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