Document Design and Presentation
Dr. David Blakesley, Professor of English, Purdue University
Brought to you in cooperation with the Purdue Online Writing Lab
Using Visuals to Inform
and Persuade
Effective technical communication integrates
textual and visual elements:
Topics:
•Document format and layout: Communicates
document genre – a report, a letter, etc.
•Document headings: Helps aid document navigation
and introduce and describe ideas in document sections
•Information graphics: Communicates technical
information visually, ex. line graphs, bar graphs, pie
charts, tables, flowcharts, diagrams, maps, etc.
Using Visuals to Inform
and Persuade
Effective technical communication
integrates textual and visual elements:
Topics, cont.:
•Typography: Fonts, typefaces, and point size help
enhance readability
•Research posters: Good posters catch reader’s
attention and make key information understandable
Using Visuals to Inform &
Persuade: Format & Layout
Format and layout choices communicate
information about the document’s genre
•Different genres have different purposes and
different reader expectations
•Your format and layout choices begin
communicating this message
Compare the following documents and think about how
the format and layout affects the message being sent.
Using Visuals to Inform &
Persuade: Format & Layout
Sample 1
What kind of document is this?
Why do you think the author
wrote this document?
What kind of information is
communicated in a document
like this?
How do you think format and
layout affects a reader’s
Expectations and needs?
Using Visuals to Inform &
Persuade: Format & Layout
Sample 2
What kind of document is this?
Why do you think the author
wrote this document?
What kind of information is
communicated in a document
like this?
How do you think format and
layout affects a reader’s
Expectations and needs?
Using Visuals to Inform
& Persuade: Headings
Headings help document navigation and
introduce and describe the ideas contained in
each section.
• Headings should work with the table of
contents to help readers find information
quickly and easily
• Headings should be descriptive
Using Visuals to Inform
& Persuade: Headings
From The Thomson Handbook by David Blakesley and Jeffrey Hoogeveen.
Boston: Cengage/Wadsworth, 2008.
Using Visuals to Inform &
Persuade: Information Graphics
Information graphics work with text to
communicate technical information
Visual content correlates to the text but
serves different functions
Using Visuals to Inform &
Persuade: Information Graphics
From The Thomson Handbook
Using Visuals to Inform &
Persuade: Information Graphics
From The Thomson Handbook
Using Visuals to Inform &
Persuade: Information Graphics
Line graphs show relationships between and among
types of data
• Data in line graphs are divided into logical units
plotted along the vertical and horizontal axes
100
80
60
Asphalt
40
Concrete
20
0
Jul. 07 Dec. 07 Feb. 08 Apr. 08
Example: The change in quantity (e.g. revenue) over time
Using Visuals to Inform &
Persuade: Information Graphics
Bar graphs show comparative relationships across a
data set, correlated with a common reference point
Apr. 08
Feb. 08
Concrete
Asphalt
Dec. 07
Jul. 07
0
50
100
Using Visuals to Inform &
Persuade: Information Graphics
Pie charts show the relative quantities of the
components of something
• Slices in any pie chart must add up to 100%
10%
20%
Federal
Indiana
Purdue
70%
Using Visuals to Inform &
Persuade: Information Graphics
Flowcharts include visual illustrations and arrows
to show how a process unfolds over time or how
one idea or action leads to another.
Process
Data
Decision
Manual
Operation
Document
Terminator
Using Visuals to Inform &
Persuade: Information Graphics
Tables are visual displays of data and enable readers to
compare information and quickly view findings.
Using Visuals to Inform &
Persuade: Information Graphics
Diagrams are illustrations of something that consists of
parts (such as an engine)
• These illustrations provide viewers with an idea of
orientation and perspective.
Using Visuals to Inform &
Persuade: Information Graphics
Venn diagrams use circles or arcs to show how one
thing intersects or overlaps with something else
From Learn NC: http://www.learnnc.org/reference/Venn+diagram
Using Visuals to Inform &
Persuade: Information Graphics
Maps are visual illustrations of a
physical space (such as a state,
city, or mall) and/or are used to
associate a region or idea with an
event, action, or other
phenomenon.
Using Visuals to Inform
& Persuade: Tips
How you use visuals is just as important as the
textual content of a document:
1. Every image should serve specific function
• Either as an illustration or as content for analysis
2. Always introduce and explain visuals
• Images and infographics should be placed after
they are first mentioned and as near as possible to
the point of reference (exceptions for Transportation Research
Board submission guides)
Using Visuals to Inform
& Persuade: Tips
Using Visuals, Tips (cont.):
1.Caption every photograph and illustration (exceptions for specific
style guides and citation methods, ex. APA, MLA, etc.)
•
Captions for charts, graphs, and tables should
summarize the content of the visual (follow Transportation
Research Board submission guides)
2.Copyright and Permission information should accompany
all images and be properly cited in the caption
3.Proofread all infographics to make sure the information they
convey is correct and makes sense
4.Leave enough padding (white space) around the image so
that the text doesn’t run up against it
Using Visuals to Inform
& Persuade: Tips
Basic Principles of Graphic Design
• Proximity - a way to convey meaningful relationships
between elements.
• Try to put closely related images and text close to
each other on the page
• Alignment - the spatial layout of elements on a page;
a discernible, visual pattern.
• Try to align every object on a page with the edges
of other elements to establish a pattern and
relationship (unless your goal is to show discord).
Using Visuals to Inform
& Persuade: Tips
Basics of Graphic Design (cont).:
• Repetition - a way to show meaningful connections
among types of content, pages, or regions of a page.
• Try to keep design elements (page numbers, colors)
consistent to help readers navigate documents
• Contrast - the sharp differences in color, typography, or
other design elements used to highlight or prioritize
information.
• Try to use contrast (black font against white paper)
to help convey a clear message and/or to establish
close relationships between important elements
Using Visuals to Inform &
Persuade: Typography
Fonts, typefaces, and point size enhance
readability
Typeface: fonts are classified as serif and sans serif
•
Serif fonts have small strokes at the ends of some
lines: ex. Times New Roman
•
•
Works well as a body font
Sans serif fonts do not have these additional strokes:
ex. Arial
•
Works well as a heading font
• Normal typeface is best for body text while special
typefaces (ex. bold, italics, etc.) should be reserved
for headings, titles, and other special elements
Using Visuals to Inform &
Persuade: Typography
Point size:
• For the body text in paper documents use 10-, 11-,
or 12-point fonts
• For headings vary the point size modestly
• For posters and other display documents choose
point sizes that will make information stand out
Using Visuals to Inform &
Persuade: Research Posters
Research posters should catch a reader’s
attention & make key information understandable.
Good posters:
• Display important information at conferences
• Summarize key findings of a research or lab
project (etc.)
• Tell the story of the project and provide a
snapshot of its key points or features
Using Visuals to Inform &
Persuade: Research Posters
From The Thomson
Handbook
Using Visuals to Inform
& Persuade: Poster Tips
Poster Tips:
1. Do your research - make sure all information is
accurate
2. Storyboard - create a mock-up of your poster
3. Grab attention - be assertive with design by using
striking (but relevant) visual elements
4. Hold attention - provide useful, precise information
that is legible from a short distance
5. Use graphical design principles:
•
•
•
•
•
Contrast
Repetition
Alignment
Proximity
Establish a color scheme that complements content
Using Visuals to Inform
& Persuade: Poster Tips
Poster Tips (cont.):
6. Revise and edit – ask at least one other person to
read your poster
7. Using durable materials – materials should be able
to survive ordinary “bumps and bruises”
a. You may want to consider printing at home and
assembling on site
b. If you can, scout out print shops near the location
of your presentation – just in case!
Using Visuals to Inform &
Persuade: Poster Practice
Cut out and use these textual and graphical elements to
create your own mock up on the “trifold” slide
Title: Lorem Ipsum Dolor Sit Amet Praesent
Imperdiet Egestas Purus
Introduction
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit.
Method
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Nam
turpis nunc, rutrum eget, mattis ac,
aliquet vitae, est. Quisque et
neque.
Results
Conclusions
- Vestibulum tincidunt eros.
- Donec ut orci.
- Vivamus ut erat non tellus.
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit.
- Vestibulum tincidunt eros.
- Donec ut orci.
- Vivamus ut erat non tellus.
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit.
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Nam
turpis nunc, rutrum eget, mattis ac,
aliquet vitae, est. Quisque et
neque.
Poster Practice (cont.)
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit.
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit.
Apr. 08
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Nam
turpis nunc, rutrum eget, mattis ac,
aliquet vitae, est. Quisque et
neque.
Lorem ipsum dolor sit amet,
consectetuer adipiscing elit. Nam
turpis nunc, rutrum eget, mattis ac,
aliquet vitae, est. Quisque et
neque.
- Vestibulum tincidunt eros.
- Donec ut orci.
- Vivamus ut erat non tellus.
- Vestibulum tincidunt eros.
- Donec ut orci.
- Vivamus ut erat non tellus.
Feb. 08
Concrete
Asphalt
Dec. 07
Jul. 07
0
50
100
100
INDOT Budget
80
10%
Federal
20%
Indiana
70%
Purdue
60
Asphalt
40
Concrete
20
0
Jul. 07 Dec. 07 Feb. 08 Apr. 08
Use this blank page as
your trifold
Here’s what I did. How
did you do?
Where to Go to Get
More Help
Purdue University Writing Lab
Heavilon 226
Web: http://owl.english.purdue.edu/
Phone: (765) 494-3723
Email: owl@owl.english.purdue.edu
The End
DOCUMENT DESIGN AND PRESENTATION
Adapted by Allen Brizee & Dr. David Blakesley from The
Thomson Handbook by Dr. David Blakesley & Dr. Jeffrey L.
Hoogeveen
Brought to you in cooperation with the Purdue Online Writing Lab