Quick Tips for Using Report Graphics

• Graphics are an invaluable tool that can make any report better—
regardless of its size, scope or complexity.

• Problem is, most of us aren't trained graphics designers. This may make
the process seem a bit overwhelming.

• Fortunately, there are software like MS powerpoint and Smart Draw that
take the design and drawing problems out of the equation for you, letting
you focus on the message you wish to convey.

• Here are a few quick tips for creating graphics that will enhance any report
and can actually save both you and your reader time and effort.
 When should you use graphics in a report?
• Here are a few of those occasions:
– You are presenting numerical data to show trends,
distributions, or comparisons.
– You are giving instructions or explaining a process that
requires too many words and could easily be
misinterpreted or misunderstood.
– You are presenting information for choices or
decisions that need to be made.
A few ways to use graphics effectively in a report

• Data.
Instead of showing a data table, show the data
graphically.
A line chart, bar chart, pie chart, or other diagram is
a much more interesting and effective way to show
numbers.
A few ways to use graphics effectively in a report
• Instructions.
– Trying to explain instructions orally or in writing
can be difficult.
– Trying to follow someone else's instructions can
often be confusing, too.
– A more practical method of presenting a process
is with a flowchart.
• MS Powerpoint and Smart Draw
are useful to create flowcharts.
• The software generally does all
the spacing and adds connecting
lines for you.
• When you add, delete or move
an element, everything adjusts
and realigns, saving you
considerable time and effort.
A few ways to use graphics effectively in a report
• Choices or decisions.
– Depending upon the type of information you wish to present, a
decision tree or a cause-and-effect diagram can be very useful.
– MS Powerpoint or SmartDraw also offer the same smart
formatting for these types of diagrams that you enjoy when
making flowcharts.
– If the choice being discussed involves tangible items, consider
adding photographs of them. It's easy to insert picture files
(.jpg, .png. .bmp and other formats) into your diagram.
– Don't overlook the value of pictures to help further clarify
process or decision diagrams.
A final tip when using graphics in a report.
• Generally speaking, it's best to not use too much time
in creating report graphics.
• Get your point across, but don't use fancy colors,
backgrounds, or formatting. They just waste your time
unnecessarily and can confuse your reader or
audience.
• Software generally give you a number of choices of
pre-designed themes that you can apply with just a
click.
Remember, your goal is to
provide clarity and save
everyone (including you)
time.