This presentation outlines industry best practices for using visuals in technical writing. Appropriate visuals should be used only as needed to aid the user in understanding of the task at hand. Visuals are more specific, reduce processing time, and are more quickly understood than text. Visuals should make sense standing alone but also may be used to illustrate, explain, demonstrate, verify, and/or provide support. Use a verbal table to show problems with analyses and solutions for a trouble-shooting section. Visuals are easier to understand than prose in paragraphs. “A picture is worth a 1,000 words…” or at least a couple of hundred. Make sure the number of visuals is appropriate to the audience need and subject matter at hand. Adapt visuals to audience level without dumbing down the subject matter. If there are more than 5 independent visuals within the document, create a List of Figures/Tables. Place visuals as close as possible following (after) the text reference. Surround the visual with white space to separate from text of document. Avoid overuse of decorative color and too much color this only creates confusion for the user in meaning-making. A good example of the use of color are geographical maps and metropolitan train maps.

1. Visual FormsVisual Forms
Best practices for usingBest practices for using
visuals in technicalvisuals in technical
writingwriting

2. Visual FormsVisual Forms
More specific than textMore specific than text
Processed moreProcessed more
easily/quickly than texteasily/quickly than text
Help readers learnHelp readers learn

3. Visuals ImproveVisuals Improve
Reception/UnderstandingReception/Understanding
Presenter seems prepared,Presenter seems prepared,
credible, persuasivecredible, persuasive
Increase reader interestIncrease reader interest
Help condense informationHelp condense information
Emphasize critical dataEmphasize critical data
Simplify, improve readersSimplify, improve readers
efforts to understand documentefforts to understand document

4. EthicsEthics
Be careful not to undulyBe careful not to unduly
influence reader’s reactioninfluence reader’s reaction

5. VERBAL/VISUALVERBAL/VISUAL
COMBINATIONSCOMBINATIONS
Know whenKnow when
Each shouldEach should
make sense onmake sense on
its own but alsoits own but also
to:to:
• illustrateillustrate
• explainexplain
• demonstratedemonstrate
• verifyverify
• supportsupport
Use verbal
and
visual
combinations

6. Verbal/Visual Combo forVerbal/Visual Combo for
Technical ManualTechnical Manual
Use a verbal table to showUse a verbal table to show
problems with analyses &problems with analyses &
solutions forsolutions for
trouble-shooting sectiontrouble-shooting section
((easier to understand than proseeasier to understand than prose
in paragraphsin paragraphs))

7. Use of VisualsUse of Visuals
Reader’s understanding ofReader’s understanding of
technical content is limitedtechnical content is limited
Speed is criticalSpeed is critical
Process will be clearerProcess will be clearer

8. Visual FunctionsVisual Functions
Organize numeric orOrganize numeric or
verbal data (tables,verbal data (tables,
diagrams)diagrams)
Show relationshipsShow relationships
among numeric oramong numeric or
verbal data (tables,verbal data (tables,
graphs, diagrams)graphs, diagrams)
Present chronology,Present chronology,
sequence or processsequence or process
(line graphs, flow(line graphs, flow
charts, org. charts)charts, org. charts)
Define or explainDefine or explain
concepts, objects, andconcepts, objects, and
processes (drawings,processes (drawings,
photos, diagrams)photos, diagrams)
Illustrate appearance orIllustrate appearance or
structure; describestructure; describe
objects/mechanismsobjects/mechanisms
(drawings, photos, maps)(drawings, photos, maps)
Identify facilities orIdentify facilities or
locations (maps, charts,locations (maps, charts,
schematics, andschematics, and
blueprints)blueprints)

9. Choose Visuals to HelpChoose Visuals to Help
ReadersReaders
Tables –Tables –
displaydisplay
data, identifydata, identify
characteristicscharacteristics
of ideas,of ideas,
objects or aobjects or a
processprocess
Graphs – displayGraphs – display
relationshipsrelationships
between 2 or morebetween 2 or more
types of datatypes of data
Graph Types: Pie,Graph Types: Pie,
Line, Scatter, BarLine, Scatter, Bar
Pictorial –be carefulPictorial –be careful
Charts –Charts –
representrepresent
components,components,
steps orsteps or
chronology ofchronology of
object,object,
mechanism,mechanism,
organism or orgorganism or org
Diagrams –Diagrams –
illustrateillustrate
complexcomplex
physicalphysical
components ofcomponents of
object,object,
mechanism ormechanism or
organismorganism
Drawings –Drawings –
depict actualdepict actual
appearance ofappearance of
object/orgobject/org
(phantom,(phantom,
cutaway,cutaway,
exploded forexploded for
assembly,assembly,
repair)repair)
Maps –Maps –
geographicalgeographical
info,info,
topographic,topographic,
demographic,demographic,
agricultural,agricultural,
meteorological,meteorological,
geological datageological data
Photos – depictPhotos – depict
actualactual
appearance ofappearance of
object, mech orobject, mech or
org (cutouts,org (cutouts,
small arrowssmall arrows
superimposedsuperimposed
to show ato show a
subject insubject in
How will theyHow will they
be viewed?be viewed?
Online?Online?
In bright room?In bright room?
B&W print?B&W print?

10. 0
10
20
30
40
50
60
70
80
90
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
East
West
North
Multiple Bar Graph groups two or more
bars to present related variables

11. M a n u a l P ro je c t T e a m
J o h n J o n e s
T e c h n ic a l E d ito r
M a ry R o e
C o m p re h e n s iv e E d ito r
D a v e H a rt
T e x t E d ito r
J o a n S m ith
P ro je c t M a n a g e r
Organizational Chart
shows hierarchy of
project team

12. Verbal/Visual ChoicesVerbal/Visual Choices
All TextAll Text
Text with visualText with visual
supportsupport
Visual withVisual with
supporting textsupporting text
All visualAll visual

13. How Many?How Many?
What Tech LevelWhat Tech Level??
Make sure number isMake sure number is
appropriate to audience needappropriate to audience need
and subject matterand subject matter
Adapt to Audience LevelAdapt to Audience Level
• don’t dumb downdon’t dumb down

14. Conventions in ReferenceConventions in Reference
& Placement& Placement
Refer to in text - include figureRefer to in text - include figure
number and title (embedded ornumber and title (embedded or
parenthetical)parenthetical)
LabelingLabeling
• IdentificationIdentification
• TitleTitle
• CaptionCaption

15. Conventions of LabelingConventions of Labeling
More than 5 independent from text?More than 5 independent from text?
- Use List of Figures/Tables- Use List of Figures/Tables
Include dimensions of objects/scaleInclude dimensions of objects/scale
Avoid abbreviations or use standardAvoid abbreviations or use standard
ones and include a keyones and include a key
Identify source of data and graphicIdentify source of data and graphic
designerdesigner

16. Placement of VisualsPlacement of Visuals
Place as close as possiblePlace as close as possible
following the text referencefollowing the text reference
Surround with white space toSurround with white space to
separate from text of documentseparate from text of document
If it covers entire page?If it covers entire page?
• Both-sided doc - place full-page visual onBoth-sided doc - place full-page visual on
facing page (to text & discussion)facing page (to text & discussion)
• One-sided - place on page followingOne-sided - place on page following

17. Conventions of ColorConventions of Color
Avoid overuse of decorative colorAvoid overuse of decorative color
Avoid too much colorAvoid too much color
Pay attention to culturalPay attention to cultural
expectationsexpectations
Recognize differences in paper colorRecognize differences in paper color
vs. screen colorvs. screen color
Make sure it’s needed and is anMake sure it’s needed and is an
integral part of the info readers needintegral part of the info readers need

18. Use Standard ConventionsUse Standard Conventions
Place close toPlace close to
text referencetext reference
Accurately labelAccurately label
each visualeach visual
IncludeInclude
completecomplete
dimensions ofdimensions of
objects in eachobjects in each
Use standardUse standard
abbreviationsabbreviations
and a keyand a key
Surround withSurround with
white spacewhite space
Include aInclude a
complete textualcomplete textual
referencereference
Include list ofInclude list of
figures if morefigures if more
than fivethan five
Identify sourceIdentify source
of data andof data and
graphic designergraphic designer
Specify focus orSpecify focus or
interpretationinterpretation
you wantyou want
readers to applyreaders to apply