76 WRITING FOR THE WORKPLACE
Report VisualsVisuals 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 purposeTypePurpose or useTable
Organize numerical data or information
into rows and columnsBar or column chart
Show data in vertical or horizontal columns for comparison
Gantt chart
Plan and track status of project
with beginning and end datesLine 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 anotherPhotographs
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 Chartsare excellent ways to illustrate comparisons and are most useful to the reader when they communicate one simple message.