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Transcript of 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?