Transcript Document
Using Graphics and Visuals
Avoiding Information Stampedes …
2
The CAA Approach to Graphics and
Visuals
C LEAR
A PPROPRIATE
A DEQUATE
3
The Benefits of Graphics and Visuals
Appeal
to the eye
Save space and words
Make information
easier to understand and
easier to remember
Help
to interpret and emphasize ideas
4
The Purpose of Visuals
Speed
up a reader’s comprehension
Add credibility to the document
Serve as a method of quick reference
Reveal differences at a glance
Provide more detail than is actually discussed
Allows
Add
for a fuller examination of the background
to the attractiveness of the document
5
General Conventions
1. Design
2. Incorporation
3. Placement
4. Titles
5. Numbering
6. Continuations
7. Number Sequence
8. Periods and Capitals
9. Spacing
10. Referencing
11. Comment Line
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Design
Plan
ahead
Think graphics and visuals through
Do not try to put too much information into one
graphic
Make sure all the necessary information is
included
Use straight edges and appropriate tools to
create hand-drawn graphics
7
Incorporation
Print graphics in
the
final draft
Use a computer or a
photocopier, tape, and
glue to place the
graphic in the
document
8
Placement
Graphics and
visuals should immediately follow
their initial reference
Traditionally, graphics and visuals are presented
in portrait
avoid
Use
placing them sideways
a computer or photocopier to resize graphics
9
Titles
Use
precise noun phrase and number to title a
graphic
Ex.:
Product Sales for First Quarter (1999)
Anticipate the possibility that the graphic
will be
taken out of the report and distributed
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Numbering
Formal
graphics also require a number
The number and title for a formal table always go
above the data
Capitalize
the word TABLE
All
other graphics are FIGUREs and the number
and title are placed beneath the graphic
Numbers and titles can be either centred or
placed flush left: Be Consistent
11
Continuations
If the
table requires more
than one full page, begin the
second page with the word
TABLE, the table number,
and the word Continued
e.g.
TABLE 1.1 (Continued)
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Number Sequence
Number
FIGUREs and TABLEs in order of appearance
throughout the material
e.g.
FIGURE 2 follows FIGURE 1
Number TABLEs
e.g.
The first table after FIGURE 3 is TABLE 1
Use Arabic
i.e.
and FIGUREs separately
numbers, not Roman numbers
Use 1, 2, 3… and not “I, II, III…”, nor “i, ii, iii…”
If
a report contains chapters, then use a decimal number
system that indicates both chapter and table or figure, or
begin again in sequential order
e.g. The first figure in Chapter 2 is either FIGURE 2.1 or
FIGURE 1
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Periods and Capitals
A variety of
uses are acceptable
Periods
at the end of each title
Periods after the figure number or table number
Each word in the title capitalized
The first word of the title capitalized
BE
CONSISTENT
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Spacing
Single
space titles that require more than one line
Align consecutive lines under the first word of the
noun phrase, not under the word TABLE or
FIGURE
e.g.
FIGURE 1: Product Sales for First Quarter
(1999)
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Referencing
Introduce
the graphic by number, and explain the
purpose of the graphic
If the graphic immediately follows its sentence reference,
then a colon could be used at the end on the sentence
e.g.
Evidence of the astounding rise in sales can be
seen in FIGURE 1:
Parenthetical
notation can also be used to refer to
graphics
e.g.
(See Table 1.) or (see Table 1)
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Comment Line
Try to
follow a graphic with a sentence or two of
comment or interpretation
Ex.
As FIGURE 1 demonstrates, there has been
a dramatic rise in sales, but we have yet to
determine the cause of the increase.
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Types of Visuals
TABLE
FIGURE
Informal
Bar
Random Table
Informal Continuation
Table
Formal Table
Charts
Line Graphs
Pie Charts
Flow Chart
Organization Charts
Drawings
Other Possibilities
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Informal Random Table Conventions
Use
random tables only for brief data
Introduce each with an explanatory sentence
Indent the data 5-10 spaces from the left- and
right-hand margins of the page
Include column headings, numbered data, or
bullets
Do not include a table designation number or title
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Informal Random Table: Example
Regardless of the information being used, the template for an informal
random table is always the same. In fact, these five points should
always be kept in mind:
-- Use random tables only for brief data
-- Introduce each with an explanatory sentence
-- Indent the data 5-10 spaces from the left- and right-hand
margins of the page
-- Include column headings, numbered data, or bullets
-- Do not include a table designation number or title
Given the consistency with which these points are used, it makes
sense to prepare an informal random table model that could be
inserted, when needed, into a document. Of course, if one is
extremely adept with word processing applications, one could create a
macro to do all the work.
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Informal Continuation Table
Conventions
Use
a continuation table to present an alignment
of figures, dates, or other data
Introduce each with a sentence followed by a
colon if the last introductory word is not a verb
Indent the tabular data 5-10 spaces from the left
and right margins
Punctuate the data with standard commas,
semicolons, and periods as if the material were
presented in paragraph form
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Informal Continuation Table: Example
A student’s final grade in ENL 1813T (Section 511) will be based on a
final total of 100%. This total includes
5% for Step #1 of the Progressive Assignment,
10% for Step #2 of the Progressive Assignment,
15% for the Final Product of the Progressive
Assignment,
15% for the Summary Assignment,
25% for In-Class Assignments,
20% for three (3) Oral Presentations (not lasting
longer than 5 minutes each), and
10% for one (1) Oral Presentation (lasting no less
than 7 minutes, and no longer than 10 minutes).
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Formal Table Conventions
For
formal tables use horizontal lines from margin
to margin above the title
Use a box head of vertical column headings and
symbols in parentheses. Do not use periods in
the abbreviations
Do not close the sides of formal tables
Always use vertical columns
Do not use leaders
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Formal Table: Example
The most interesting correlation in the survey data is best seen in the comparison
below of GIS interest and use between respondents (see Table 1):
TABLE 1: Comparison of GIS interest and use among custom GIS survey
respondents
Question
6 Custom GIS
interest
3 GIS importance
5a Transportation
5b Shipping/
Delivery
5c Construction
5d Social services
5e Environmental/
resource
management
5f Telecom.
Respondents
1, 4
Respondent
2
Respondent
5
Respondents
3, 6-9
yes
no
no
no
5 (very
important)
0-5%
4
3 (important)
5-20%
0-5%
1 (not
important)
0-5%
0-5%
5-20%
0-5%
0-5%
0-5%
0-5%
over 50%
0-5%
0-5%
over 50%
0-5%
0-5%
0-5%
0-5%
0-5%
0-5%
0-5%
0-5%
0-5%
0-5%
Questions 5a-5f asked the respondents to indicate the approximate percentage of
their organisations’ operations in the indicated fields. A striking similarity may be
noted between the results for the respondents who expressed interest in custom GIS
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Bar Chart Conventions
If possible box in
all of the bars, headings,
legends, and other notation
Use bars of equal width and design within one
chart
Use partial cutoff lines to separate headings from
grid or tick notations
Use vertical grid lines or tick marks for horizontal
bar charts and horizontal grids or tick marks for
vertical bar charts; never use both in a single
chart
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Bar Chart Conventions (cont’d.)
Include a
heading to indicate what the grids or
tick marks show, for example hours, number of
sales, amounts, or activities
Centre grid notations on the grid lines, not just
above or just below
Centre bar notations on the bars
When displaying multiple bars with various colors
or texture, use legend boxes to distinguish the
differences
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Bar Chart: Good Example
140
121
Dry Weight (lbs.)
120
105
94
100
81
80
65
53
60
40
112 109
120 122 123
23
30
35
20
0
1850 1860 1870 1890 1900 1910 1920 1930 1940 1950 1960 1970 1980 1983
Year
FIGURE 1:
US per capita consumption of sucrose, dextrose, and corn syrup.
(SOURCE: US Department of Agriculture)
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Bar Chart: Bad Example
1983
1980
1970
1960
1950
1940
1930
1920
1910
1900
1890
1870
1860
1850
1983
1980
1970
1910
1920
1960
1950
1940
1930
1900
1870
1860
1850
0
20
40
1890
60
80
100
120
140
FIGURE 1: US per capita consumption of sucrose, dextrose,
and corn syrup.
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Line Graph Conventions
Always
plot your curves from left to right
Indicate the grids with tick marks; do not include grid
lines because they become confused with the curves
themselves
Capitalize major headings; capitalize only the initial
letters of subheadings and tick mark notations
Use tick marks (not grid lines) on each line to indicate
how many points have been used to plot the graph
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In American Dollars (x0.01)
Line Graph: Good Example
7
6
5
4
3
2
1
0
1982 1983 1984 1985 1986 1987 1988 1989 1990
Year
Topps
FIGURE 2:
Donruss
Fleer
Score
Upper Deck
Value of Rickey Henderson Baseball Cards.
(SOURCE: Beckett Baseball Monthly, Nov. 1993)
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Line Graph: Bad Example
0 0.05
0.12
0.07
0.08
0.07
0.35
0.07
0.2
0.08
0.3
0.6
1
1
2
1
1.75
$
3
1.75
4 0.05
0.07
0.08
0.1
0.4
1.5
2
0.4
6
1.5
5
1.5
2.5
3
2
6
7
0.07
8
1990
1989
1988
Topps
FIGURE 2:
1987
Donruss
1986
Fleer
1985
Score
1984
1983
1982
Upper Deck
Value of Rickey Henderson Baseball Cards.
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Pie Chart Conventions
Normally,
do not present a pie larger than 3 inches in
diameter on an 81/2" x 11" page
Place the largest segment in the upper right-hand
quadrant with the segments in decreasing size clockwise
Write headings along with the percentages outside of
each wedge to avoid crowding
Centre each label on the radius of each wedge or use a
tag line to aid the eye
Type labels on a horizontal plane
Contain all labels within the left- and right-hand margins
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Pie Chart: Good Example
Soft Drinks
6%
Other
Table Sweetners
5% 2%
25%
10%
Cakes, Cookies, etc
Ice Cream & other dairy
products
Bread, Etc
13%
Ready to eat Breakfast
Cereal
Candy
21%
18%
FIGURE 3:
Sources of Sugar in the Diet.
(SOURCE: Center for Science in the Public Interest, Washington D.C.)
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Pie Chart: Bad Example
Soft Drinks
Other
0.18
Table Sweetners
0.13
0.1
Cakes, Cookies, etc
Ice Cream & other dairy
products
Bread, Etc
0.21
Ready to eat Breakfast
Cereal
Candy
FIGURE 3:
0.25
0.06
0.05
0.02
Sources of Sugar in the Diet.
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Flow Chart Conventions
Employ
squares, boxes, triangles, circles,
diamonds, and other shapes to enclose each
step
Lay out your flow chart in a horizontal, vertical,
circular, or combination of directions
Name major activities within the shapes
Use lines or arrows of various dimension to
connect the shapes and to indicate the flow
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Flow Chart: Example
User begins day
User types
password for
network
No
CORRECT
PASSWORD
?
Yes
User
ends day
User
logs
out
Yes
DAY’S WORK
FINISHED ?
No
User
completes
a task
Fig. 2: User-Level Security Flowchart [A1]
User-level security simplifies the work system while it discourages unwanted access. This, however, is
only possible if the user can log onto the entire network for the work day, and therefore only possible
in a network such as a client-server network in which the server controls network access.
36
Organization Charts
Used
to show the relationship of an
organization’s staff positions, units or functions to
one another
Staff
Organization Chart
Shows
Unit
the chain of command of the staff positions
Organization Chart
Depicts
the relationship among such units as Public
Relations Department or Research Division
Function
Chart
Shows
the span of control of such functions as Planning
and Engineering
37
Function Chart: Example
Project D
Mandatory
program-related
writing project
Project A
External
project clients
Project C
Conference liaison
Project B
Conference
workshops
Fig. 1: Collaborative Conference Model – Conference
Team Project Relationships
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Drawing Conventions
If you
do not use a computer drawing program,
use grid paper and a ruler for careful drawings
Keep your drawings uncluttered, properly ruled,
and carefully labeled
Type, do not hand letter, all labels and symbols
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Other Possibilities
Maps
Photographs and
Line Art
Text Art
Clip Art
Icons
40
Maps
Large
scale vs. small scale
Legend required
Horizontal labels or tag lines
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Text Art
Legibility
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Clip Art
Use
sparingly
43
Icons
Ensure that
Help
Recycle
they are universal
Flammable
Biohazard
Corrosive
Poisonous
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The End
Questions?
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