A continuation of the research paper I am writing on the topic of visuals in technical writing.
Abstract
In the engineering and technological sciences researchers use the written word to communicate processes and ideas to their peers and validate their findings. Central to that communication is the use of diagrams, drawings, and other visual aids. Visuals not only communicate the data found in the process of research, but they can also show relationships,trends, the experimental process itself, and details of the machines and instrumentation used. Although visual communication in the technological sciences extends beyond pure research, this paper will focus mostly on the addition of visuals to research paper. This paper aims to foremost teach how to appropriately use visuals, and secondarily convince the reader of the centrality of visuals to the technical communicator.
Index Terms: Data Communication, Image Communication, Writing,
INTRODUCTION
This work is organized around the assumption that professionally trained people have non-verbalized thoughts worth publishing." [3] In recent years visual aids have more often accompanied the written word in writing. This is especially true of scientific, engineer, and other technical writers. These types of writers make use of visuals because they work in visual fields, and many of the ideas that they have to communicate are best 'seen' and not 'read'. "Graphics of various kinds play a major role in technical writing, often presenting data and ideas more efficiently and precisely than words." [1] Visuals are central to a research report not only because it uses less space to draw in say a shear diagram, than it does to write out all of the information communicated in that diagram, but also because the shear diagram communicates the ideas so much more effectively. When a reader glances at an effective shear diagram not only do they immediately see the diagram but they can also easily picture the forces acting on the member, as well as the bending moments the shear forces would cause. All of this information that is easily assimilated in a glance at a diagram would be difficult to understand if the writer attempted to present it simply as text. Visuals are used to relate not only data but also objects and processes. Indeed most technical information is best presented using a model so that a more general audience, not just the purists, can understand what the writer has to communicate. [2] However, simply including visuals is not always enough for the writer to effectively communicate their point. All illustrations should be carefully considered for efficiency and optimization. [5] The proper visual with the necessary amount of accompanying text allows the reader to flow from text to visual with each element contributing to the understanding of the reader. Thus it is important for the technical writer to be familiar with various types of visuals, what types of information are best communicated in a given type, and how best to present that visual in the research paper format.
VISUAL EXAMPLES
In the sciences there are a variety of different types of visuals in use. Each has unique characteristics that lend it to conveying one type of information or another best. In general graphs and tables should remain clear, uncluttered and efficient. [1] The accompanying text should be near the figure and it should be properly referenced within the text. [1] Most importantly there should be sufficient text in the body of the work or on the visual itself to accurately and honestly interpret the data and understand the point it is trying to make. [1] Don't forget to let the visual also speak for itself, and let the reader see the conclusions you have drawn from it. That is after all the point of the visual.
Charts
Charts come in a variety of formats including two-dimensional area charts, scatter charts, pie charts. Two-dimensional area charts are best for showing trends and changes for either discrete or continuous type data. [2] Scatter charts best display relationships and patterns between two different types of data. [2] They often include a 'best fit' curve to show a general trend and outliers in the data. Pie charts best show a data set with a variety of component parts. Particularly these are useful for showing relationships among the components. [1]
Drawings
While few research reports make use of drawings within the text of the report, it is important to note their existence because they sometimes accompany other types of technical reports. Additionally, they too need to be formatted correctly so that a reader will understand the information to be conveyed. To accurately portray an object in a drawing be sure to follow all drawing standards for the given field. To convey accurate technical information drawings are essential.[2] Technical drawings usually make use of orthographic projection, and accompanying section views to accurately describe an object. [2] Some drawings also consist of isometric projections. [2] Isometric projections have several disadvantages including distortion, poor scaling, and a lack of ability to see "hidden" details. [2] However, they do have the advantage of showing the 'whole' object in one view. Isometric views can be exploded so that component parts are seen. A few technical fields sometimes make use of perspective drawings, but these show little true detail and significant distortion. [2] Perspective drawings are most often found when the design of buildings or other objects in a large space."Drawings have the advantage of control." [1] By using a drawing the author can control exactly what information is in the drawing and therefore passed to the reader. Often drawings are used to emphasize a point, and remove extraneous detail that would accompany a photo. It is recommended that a computer is used to make all drawings. [5]
Diagrams
Many scientific disciplines have images and illustrations that are more specific in their discipline. These include mechanics diagrams, processes charts, and even photographs."Photographs have the advantage of realism." [1] Frequently these are high-speed photographs used to show processes that pass quickly in real time. It is recommended that photographs have callouts and captions to clarify detail. [5]Process charts, or flow charts, are especially effective at showing processes. These use photos or drawings to show a process at step, or time, intervals in the process. A process can also be descibed simply with text and accompanying drawings for added detail or clarification. [1]
Graphs
Graphs are most useful when the writer wants to show relationships between numbers, equalities and inequalities, trends, correlations between sets of information, time-series data (how things change as time progresses) [2] Box Graphs Box, or bar, graphs are particularly suitable for data related to production of components and products, time-series data. Note that it is better to use horizontal graphs when there are a lot of data categories, or the categories have long names. [2] These graphs are also particularly well suited to showing relationships among the data represented.[1]
Line graphs
Line graphs are best for multiple data fields (several lines), showing absolute values/trends (time-series), showing design and performance data for engineering components. [2] Line graphs can be scaled so that they are appropriate for logarithmic data. Sometimes field ranges are added to better convey information ranges, especially in electronics, chemistry, and materials science. [2] Line graphs can also be used in conjunction with multiple axes when it is necessary to display more than one type of information, in a single presentation. [2]This type of display most frequently occurs in the materials science and is usually related to performance. Line graphs are superior to bar graphs in that they show the shape of the data better. [1]
Tables
Tables are useful when data values are widely spread, it is only necessary to compare like with like, or the amount of data is small (about 25 entries). [2] As the amount of data one wishes to present increases more formal tables are needed, that have carefully divided sections so that the information is clear and easy to interpret. [1] Tables frequently make use of a significant amount of written text to accompany and explain the data contained within. [1]
Conclusion
Despite the variety and variation found in the different types of visuals the best presentation for all of them has a similar format.
To be effective illustrations must [5]:
1)Contribute useful content.
If a visual simply repeats information found in the text without helping the reader to better understand or interpret the significance and meaning of the data, process, or object it is probably not useful.
2)Be properly integrated with the text.
Simply sticking a visual into a report does not guarantee that it will be useful to the reader. Most importantly the figure should be referenced with in the text itself. [1]
3)Be located at the point of greatest convenience for the reader.
Illustrations necessary to the understanding of basic concepts in a report should be placed near the text referring to the visual. [5] Other illustrations that only provide supplementary details should be referenced within the text and then placed in the appendix.[5] All illustrations should include captions and subtitles for greatest clarification.
4)Be clear and self-explanatory.
Although text should accompany all illustrations, the visual itself should be clear enough that the reader can understand and reference it without having to constantly refer to the text.
5)Be accurate and not distort the facts.
Charts and graphs are in particular easy to manipulate to distort the nature of the data, and lead the reader to inaccurate conclusions. All writers should seek honesty in their work, so that the entire community gains from the research.
6)Be as simple as possible, but convey all of the necessary information.
Frequently when illustrations,particularly pictures, are placed with in a report the figure contains more information than is necessary for the report. Visuals should be trimmed or reproduced in a simpler format so that the reader can easily read the information found in the visual.
7)Be designed so that content and relationships are easily grasped and understood.
Following similar reasoning for simplicity in format, illustrations, particularly charts and graphs, should not contain irrelevant data. This does not necessarily mean all outliers, because occasionally a general trend is being analyzed in which case the outliers hold great significance to the researcher and their conclusions.
However the reader should be able to glance at the visual and quickly grasp the relevant information.
Centrality of Illustrations
When done right, such as following the above guidelines, illustrations not only accompany text in research report, but add a central element as they communicate more than the words themselves.
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