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Page 1: 2 Using Graphics and Visuals Avoiding Information Stampedes …
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Using Graphics and VisualsUsing Graphics and Visuals

Avoiding Information Stampedes …

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The CAA Approach to Graphics and VisualsThe CAA Approach to Graphics and Visuals

C LEAR

A PPROPRIATE

A DEQUATE

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The Benefits of Graphics and Visuals

The Benefits of Graphics and Visuals

Appeal to the eyeSave space and wordsMake information

easier to understand and easier to remember

Help to interpret and emphasize ideas

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The Purpose of VisualsThe Purpose of Visuals

Speed up a reader’s comprehensionAdd credibility to the documentServe as a method of quick referenceReveal differences at a glanceProvide more detail than is actually discussed

Allows for a fuller examination of the backgroundAdd to the attractiveness of the document

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General ConventionsGeneral Conventions

1. Design 2. Incorporation 3. Placement 4. Titles 5. Numbering 6. Continuations

7. Number Sequence 8. Periods and Capitals 9. Spacing10. Referencing11. Comment Line

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DesignDesign

Plan aheadThink graphics and visuals throughDo not try to put too much information into one

graphicMake sure all the necessary information is

includedUse straight edges and appropriate tools to

create hand-drawn graphics

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IncorporationIncorporation

Print graphics in the final draft

Use a computer or a photocopier, tape, and glue to place the graphic in the document

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PlacementPlacement

Graphics and visuals should immediately follow their initial reference

Traditionally, graphics and visuals are presented in portrait

avoid placing them sidewaysUse a computer or photocopier to resize

graphics

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TitlesTitles

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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NumberingNumbering

Formal graphics also require a numberThe number and title for a formal table always go

above the dataCapitalize 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

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ContinuationsContinuations

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 SequenceNumber SequenceNumber FIGUREs and TABLEs in order of appearance

throughout the materiale.g. FIGURE 2 follows FIGURE 1

Number TABLEs and FIGUREs separatelye.g. The first table after FIGURE 3 is TABLE 1

Use Arabic numbers, not Roman numbersi.e. 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 CapitalsPeriods and Capitals

A variety of uses are acceptablePeriods at the end of each titlePeriods after the figure number or table numberEach word in the title capitalizedThe first word of the title capitalized

BE CONSISTENT

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SpacingSpacing

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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ReferencingReferencing

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 LineComment 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 VisualsTypes of Visuals

TABLEInformal Random TableInformal Continuation

TableFormal Table

FIGUREBar ChartsLine GraphsPie ChartsFlow ChartOrganization ChartsDrawingsOther Possibilities

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Informal Random Table Conventions

Informal Random Table Conventions

Use random tables only for brief dataIntroduce each with an explanatory sentenceIndent the data 5-10 spaces from the left- and

right-hand margins of the pageInclude column headings, numbered data, or

bulletsDo not include a table designation number or title

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Informal Random Table: Example

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

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

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 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 tablesAlways use vertical columnsDo not use leaders

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Formal Table: ExampleFormal Table: ExampleThe 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 Respondents 1, 4

Respondent 2

Respondent 5

Respondents 3, 6-9

6 Custom GIS interest yes no no no

3 GIS importance 5 (very

important) 4 3 (important)

1 (not important)

5a Transportation 0-5% 5-20% 0-5% 0-5% 5b Shipping/ Delivery 0-5% 5-20% 0-5% 0-5%

5c Construction 0-5% over 50% 0-5% 0-5% 5d Social services 0-5% 0-5% over 50% 0-5% 5e Environmental/ resource management

0-5%

0-5%

0-5%

0-5%

5f Telecom. 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 ConventionsBar 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.)

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 barsWhen displaying multiple bars with various

colors or texture, use legend boxes to distinguish the differences

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Bar Chart: Good ExampleBar Chart: Good Example

2330 35

5365

8194

121

105112 109

120 122 123

0

20

40

60

80

100

120

140

1850 1860 1870 1890 1900 1910 1920 1930 1940 1950 1960 1970 1980 1983

Year

Dry

Wei

gh

t (lb

s.)

FIGURE 1: US per capita consumption of sucrose, dextrose, and corn syrup. (SOURCE: US Department of Agriculture)

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185018601870

18901900

19101920

19301940

19501960

197019801983

0 20 40 60 80 100 120 140

18501860187018901900191019201930194019501960197019801983

Bar Chart: Bad ExampleBar Chart: Bad Example

FIGURE 1: US per capita consumption of sucrose, dextrose, and corn syrup.

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Line Graph ConventionsLine Graph Conventions

Always plot your curves from left to rightIndicate 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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Line Graph: Good ExampleLine Graph: Good Example

01234567

1982 1983 1984 1985 1986 1987 1988 1989 1990

Year

In A

mer

ican

Dol

lars

(x0.

01)

Topps Donruss Fleer Score Upper Deck

FIGURE 2: Value of Rickey Henderson Baseball Cards. (SOURCE: Beckett Baseball Monthly, Nov. 1993)

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Line Graph: Bad ExampleLine Graph: Bad Example

32.5

1.5

0.40.40.10.080.070.05 2

1.5

6

1.751

0.30.070.070.05

2

1.5

0.07

1.75

1

0.6

0.20.080.050.080.070.05

0.350.12

0

1

2

3

4

5

6

7

8

198219831984198519861987198819891990

$

Topps Donruss Fleer Score Upper Deck

FIGURE 2: Value of Rickey Henderson Baseball Cards.

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Pie Chart ConventionsPie Chart ConventionsNormally, do not present a pie larger than 3 inches in

diameter on an 81/2" x 11" pagePlace the largest segment in the upper right-hand

quadrant with the segments in decreasing size clockwiseWrite headings along with the percentages outside of

each wedge to avoid crowdingCentre each label on the radius of each wedge or use a

tag line to aid the eyeType labels on a horizontal planeContain all labels within the left- and right-hand margins

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Pie Chart: Good ExamplePie Chart: Good Example

25%

21%

18%

13%

10%

6%5% 2%Soft Drinks

Other

Table Sweetners

Cakes, Cookies, etc

Ice Cream & other dairyproducts

Bread, Etc

Ready to eat BreakfastCereal

Candy

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 ExamplePie Chart: Bad Example

0.25

0.21

0.18 0.130.1

0.060.050.02

Soft Drinks

Other

Table Sweetners

Cakes, Cookies, etc

Ice Cream & other dairyproducts

Bread, Etc

Ready to eat BreakfastCereal

Candy

FIGURE 3: Sources of Sugar in the Diet.

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Flow Chart ConventionsFlow 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 shapesUse lines or arrows of various dimension to

connect the shapes and to indicate the flow

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Flow Chart: ExampleFlow Chart: Example

User begins day User typespassword for

network

Usercompletes

a task

No

CORRECT

PASSWORD?

Yes

Yes

DAY’S WORK

FINISHED ?

No

Userends day

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.

Userlogsout

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Organization ChartsOrganization ChartsUsed to show the relationship of an

organization’s staff positions, units or functions to one another

Staff Organization ChartShows the chain of command of the staff positions

Unit Organization ChartDepicts the relationship among such units as Public

Relations Department or Research DivisionFunction Chart

Shows the span of control of such functions as Planning and Engineering

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Function Chart: ExampleFunction Chart: Example

Fig. 1: Collaborative Conference Model – Conference Team Project Relationships

Project CConference liaison

Project DMandatory

program-relatedwriting project

Project BConferenceworkshops

Project AExternal

project clients

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Drawing ConventionsDrawing ConventionsIf you do not use a computer drawing program,

use grid paper and a ruler for careful drawingsKeep your drawings uncluttered, properly ruled,

and carefully labeledType, do not hand letter, all labels and symbols

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Other PossibilitiesOther Possibilities

MapsPhotographs and Line ArtText ArtClip ArtIcons

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MapsMaps

Large scale vs. small scaleLegend requiredHorizontal labels or tag lines

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Text ArtText Art

Legibility

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Clip ArtClip Art

Use sparingly

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IconsIconsEnsure that they are universal

Recycle

Help

Corrosive

Flammable Biohazard

Poisonous

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The EndThe End

Questions?