Graphics such as charts, tables, and lists can significantly enhance a report, drawing attention to key information. However, overuse can diminish their effectiveness. When used appropriately, these elements provide an alternative way to present data.

When to Use Graphics

  • Incorporate graphics in your report under the following circumstances:
  • When the data is complex, and a table or chart will aid in understanding.
  • When summarizing data in a visual format saves the reader time.
  • When a list, chart, or table compiles information the reader may wish to reference later.
  • Position graphics close to the relevant text. If you mention a table or chart, ensure it is located near the discussion point it illustrates. Aim for each graphic to convey a single idea, and guide the reader by highlighting key trends, relationships, or totals.

Key Considerations for Graphics

  • If the text is clear without a graphic, consider whether it is truly necessary. Sometimes, it’s easy to become attached to our work, but it’s essential to evaluate the need for each element.
  • If the text is unclear without a graphic, it may indicate that the visual is being relied upon too heavily. Remember, the graphic should support your argument, not replace it.

Introducing Graphics

  • Always introduce any list, chart, or table in your text. An explanation should accompany the graphic to clarify its purpose and relevance to the reader.

Additional Tips

  • Place lengthy or complex graphics in the appendix, while keeping main report visuals manageable.
  • Strive for brevity in tables and charts.
  • Clearly signal to the reader when a graphic is being presented.
  • Label all graphics in a clear and specific manner.
  • Number tables and charts sequentially throughout the report, avoiding mixing formats.
  • Use graphics only when they genuinely aid understanding.
  • Introduce graphics rather than interrupting the text with them.
  • Highlight the significance of each graphic to the reader.
  • Keep graphics simple and visually appealing by utilizing white space and clear labels.
  • Consider including tables and charts in the appendix to present significant data conveniently.

Typically, both the title and caption of a graphic should be centered above it, and whatever format you choose, maintain consistency throughout.

PreviousNext