Writing for the Workplace: Business Communication for Professionals
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- Report Visuals
- Table 6.3 Visual types and purpose Type Purpose or use
| Back Matter Back matter is the section of a report that contains details referred to, but not fully included, in the body. Typical sections are the references and appendixes . References contain a list of the sources cited or consulted in the writing of the report, using a formal citation system. Appendixes are supplemental to the body of the report and are labeled A, B, C, and soon when more than one appendix is needed. Appendixes are reserved for lengthy or highly detailed portions of a report that readers may not want to read in detail. 76 WRITING FOR THE WORKPLACE Report Visuals Visuals in reports serve several functions. First, they draw readers attention. The old adage A picture is worth a thousand words is true. Whether a bar graph or pie chart, visuals turn numbers into pictures and help readers grasp points more readily. Second, they help breakup text and make along report more readable and visually attractive. Visuals should only be used when they highlight an important point, and choosing the correct visual to communicate an idea or fact is crucial to relaying meaning. Table 6.3 summarizes the uses of the most commonly used visuals. Table 6.3 Visual types and purpose Type Purpose or use Table Organize numerical data or information into rows and columns Bar or column chart Show data in vertical or horizontal columns for comparison Gantt chart Plan and track status of project with beginning and end dates Line chart Illustrate trends overtime compare data overtime map Show specific points within an area illustrate distances show geographic features Organizational chart depict hierarchies within an organization show how elements relate to one another Photographs Illustrate actual image record events Pie chart Show parts of a whole adding up to 100% Tables display information in rows and columns and can be comprised of text (such as Table 6.3) or numbers. Numerical tables are used to show large amounts of data and are easily created in spreadsheet or word processing software. Place tables with important information within the body of the narrative place other tables in the appendix. When making tables, organize data logically, name row and column headings clearly, and use white space, gradation of color, or lines to differentiate between rows and columns. Bar Charts are excellent ways to illustrate comparisons and are most useful to the reader when they communicate one simple message. REPORTS 77 0 ‘02 ‘03 ‘04 ‘05 ‘06 ‘07 ‘08 ‘09 ‘10 ‘11 ‘12 0.5 1.0 1.5 $2.0 trillion U.S. China Download 3.09 Mb. Share with your friends:
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