Writing for the Workplace: Business Communication for Professionals



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Writing for the workplace business communication for professionals ( PDFDrive )
email-phone-collocations
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

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