gerson: technical communication, 6e© 2009 pearson education, upper saddle river, nj 07458. all...
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Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
1
Technical Communication: Process and Product
6th Edition
Steven M. Gerson
Sharon J. Gerson
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
2
Graphics
This chapter discusses the following:
• Objectives• Color• Three-Dimensional
Graphics• Criteria for Effective
Graphics• Types of Graphics
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
3
Objectives
Wall-to-wall text is neither clear nor concise. Effective technical communication includes graphics, which provide the following benefits:
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
4
Objectives (cont.)
• Conciseness—visual aids can convey large amounts of information in less space.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
5
Objectives (cont.)
• Clarity—visual aids can clarify complex information by showing
– Trends
– Comparisons
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Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
6
Objectives (cont.)
• Clarity—visual aids can clarify complex information by showing
– Percentages
– Facts and figures
13%
17%
57%
13%1st Qtr2nd Qtr3rd Qtr4th Qtr
1st Q 2nd Q 3rd Q
1600 1360 2145
2311 6743 2456
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
7
Objectives (cont.)
• Cosmetic Appeal—visual aids add interest to documentation.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
8
Color
Color adds interest to visual aids. However, use color with caution. Color can cause problems:
• Harsh colors can be distracting.
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Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
9
Color (cont.)
• Colors can go out of style.
• Color can increase production cost.
• Color consumes disk space.
• Color can cause problems for people with visual impairments.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
10
Three-dimensional Graphics
Three-dimensional graphics add interest to visual aids. However, use 3-D with caution. 3-D can cause problems:
• Unclear data
0102030405060708090
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Exact plot points
Inexact plot points
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
11
Criteria for Effective Graphics
Effective graphics are:
• Integrated with the text
• Appropriately located
• Add to the text
• Communicate important information
• Do not detract
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
12
Criteria for Effective Graphics (cont.)
• Are sized effectively
• Are readable
• Are correctly labeled
• Are consistent in style with other graphics
• Are well conceived and executed
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
13
Types of Graphics
Graphics include:
• Tables
• Figures
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
14
Tables
Tables have these benefits:
• Conciseness—avoid needless repetition of words
• Clarity—provide easy-to-see comparisons/contrasts
• Easy reference
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
15
Tables (cont.)—Criteria
To create effective tables: • Number them in order of presentation
(Table 1, Table 2, etc.).• Title all table (Table 1: Comparison of
Annual Wages).• Place tables soon after mention in text.• Do not insert table before mention in
text.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
16
Tables (cont.)—Criteria
• Use introductory lead-ins to tables.
• Provide follow-up explanations to tables, explaining the significance.
• Provide headings for all columns.
• Abbreviate terms to size columns appropriately.
• Do not crowd tables on a page.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
17
Tables (cont.)—Criteria
• Separate columns with ample white space for easy readability.
• Show omissions with ellipses ( . . .) or hyphens/dashes ( - - - )
• Use numbers consistently (either ½ or .5)
• Write “cont.” if a table spans more than one page.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
18
Tables (cont.)—Criteria
Table 9.1 Student Headcount, 2008
Age Group New Students Continuing Students
18-20 1.400 900
21-23 330 602
24-26 263 496
Total 3,393 1,998
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
19
Figures
• Bar charts• Pie charts• Line charts• Combination charts• Flowcharts• Organizational charts• Schematics
• Geologic maps• Line drawings• Renderings• CAD drawings• Photographs• Icons• Downloadable clip art
There are many different types of figures:
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
20
Figures (cont.)—Criteria
To create effective figures, • Number the figures in order of presentation
(Fig. 1, Fig. 2, etc.).• Title each figure (Fig. 1: Percentages of
Work Performed).• Preface each figure with an introductory lead-
in.• Do not use a figure until mentioned in the
text.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
21
Figures (cont.)—Criteria
• Present the figure soon as mentioning.
• Explain the figure’s importance.
• Label the figure’s components (x- and y-axes, for example).
• Provide a legend when necessary.
• Define any abbreviations.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
22
Figures (cont.)—Criteria
• Cite sources of information as needed.
• Do not crowd figures on a page.
• Size the figures appropriately for readability.
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
23
Types of Figures
• Bar charts
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Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
24
Types of Figures (cont.)
• Pie Charts
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
25
Types of Figures (cont.)
• Line Charts
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1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
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EastWestNorth
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
26
Types of Figures (cont.)
• Combination Charts
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EastWestNorth
East 20.4 27.4 90 20.4
West 30.6 38.6 34.6 31.6
North 45.9 46.9 45 43.9
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
27
Types of Figures (cont.)
• Flowcharts
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
28
Types of Figures (cont.)
• Organizational Charts
President
CFO FFO CEO
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
29
Types of Figures (cont.)
• Schematics• Geologic maps• Line drawings• Renderings• CAD drawings• Virtual Reality
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
30
Types of Figures (cont.)
• Line Drawings
Air Bag
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
31
Types of Figures (cont.)
• Photographs
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
32
Types of Figures (cont.)
• Icons
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
33
Types of Figures (cont.)
• Internet Downloadable Clip Art– The Internet (sites like “Google”) offer
millions of downloadable clip art.
NOTE:Be careful when using downloadable clip art.Abide by copyright laws.
Modify the graphics Give credit to the artists (source citations) Get permission before use
NOTE:Be careful when using downloadable clip art.Abide by copyright laws.
Modify the graphics Give credit to the artists (source citations) Get permission before use
Gerson: Technical Communication, 6e
© 2009 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
34
Practice
• Use the end-of-chapter activities to practice graphics.