3.2 Using Visuals
Visuals can express ideas or convey information in ways that words sometime can’t. They help to make abstract concepts concrete for readers; therefore, as a technical communicator, it is vital to know how to use visuals to your advantage. Visuals can work to help readers see what something looks like without having to describe it in writing, such as photos, illustrations, and maps. Visuals can also be effective in representing data, such as quantities or financial information, by using visually-pleasing and easy-to-understand tables, charts, and graphs. Technical communicators also use visual tools, such as flowcharts, Gantt charts, diagrams, and infographics, to help readers understand processes or relationships.
The principles of good writing—clarity, conciseness, directness, etc.—are equally important to consider when using visuals. Much of what’s been discussed so far about assessing audience and understanding purpose in writing also applies to using visuals. Clear visuals with appropriate context, such as introducing and discussing the visual, can help readers focus on key elements of your document, presentation, or website. Visuals without appropriate context run the risk of being overlooked or possibly misunderstood; even the best-looking visual will not help if your reader doesn’t understand what it is or why it is there.
Watch the following video, “Using Graphics in Technical Documents” by Clinton Lanier, for more information on using visuals effectively:
Choosing Visuals
As previous sections have discussed, technical writers use different language depending on their purpose, audience, and situation. The same holds true for using visuals.
EXAMPLE: An automobile owner’s manual contains mostly simple language that most readers can understand; an automobile repair guide, on the other hand, has much more complex language aimed at an audience of specialists. You can think of using visuals in the same way: an automobile owner’s manual would stick to simple diagrams that most people can grasp, while an automobile repair guide would use much more complicated visuals, such as schematics, based on its purpose and an audience of specialists.
As you organize your research and draft your project, note areas where a visual representation might be beneficial to readers.
Integrating Visuals
Each style of visual has its own conventions that you will recognize after you have seen enough of them. In addition, different publications have different style guides that dictate the specific of how to format and integrate visual elements. In general, however, whenever you integrate any kind of visual, you should adhere to five key rules.
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- Give each visual a numbered caption and title
- Refer to the caption number within the body text and discuss its content
- Label all units (x and y axes, legends, column box heads, parts of diagrams, etc.)
- Provide the source of the data and/or visual image if you did not create it yourself
- Avoid distor