Formatting Graphics

Graphics are used in technical writing to organize data visually. They can help readers understand data without having to read a wordy description of it. Graphics are divided into two categories: tables and figures. Tables contain data and are organized into rows and columns by category. Figures include graphs, charts, and illustrations.  When using tables and figures, you must:

• Label the graphic: Each table and figure must be assigned a numbered caption with a clear, descriptive title. The number assigned can be based either on order of appearance (e.g. “Table 1, Table 2, Figure 1, Figure 2”) or on order of appearance within a section (e.g. the first table in section 4 would be labeled “Table 4.1”). Labels appear above tables and below figures.

• Refer to the graphic by its label: Any time you refer to the graphic in the body of your report, refer to it by its given numerical label. Do not refer to it by its position on the page (e.g. “the table below”). 

• Cross-reference the graphic by label in the body of the document: Before the graphic appears on the page, introduce the graphic by label and explain what it shows.

• Explain what the graphic means for your work: Once you’ve given the figure, be sure to explain what your audience is meant to understand from it. If, for example, the data trends in a meaningful way, point that trend out and explain its implications for your work.  

All the above guidelines ensure a smooth integration of graphics into your report. Table 1 demonstrates these guidelines while providing an overview of types of figures and the kinds of data they can depict. 

As Table 1 indicates, different figures illustrate different concepts. Therefore, you should carefully consider which figure best depicts the idea you are trying to communicate. Choosing an inappropriate figure can result in a failure to communicate the idea. For example, Figure 1 is a photograph of a Hamilton Beach model 47550 single-serve coffee maker [1]. 

Figure 1 effectively shows the reader what the coffee maker looks like. For example, the reader can gather that the coffee maker is made of stainless steel. The reader could also begin to guess how the coffee maker is operated. There is a two-button control panel on the right side of the machine, which suggests ease of use. There is also a drip tray that indicates where the user should place their coffee mug as the machine dispenses coffee. 

If the reader needs only an idea of what their coffee maker looks like and a general sense of how it works, then a photograph such as Figure 1 would be sufficient. However, a photograph is limited in the information it can convey. Consider what the photograph cannot communicate: how to assemble the coffee maker upon unboxing, whether the coffee maker is a singular unit or made of multiple parts, and what each part is called. To depict such information, a diagram would be more appropriate. Consider Figure 2, an exploded-view diagram of the same coffee maker. 

In Figure 2, the arrows between each label and its component make the relationship between label and component clear. Additionally, the slight separation between components in the drawing allows the reader to see each component individually while still showing the relationship between the components. The overall effect is a diagram that shows both the parts of the machine and how they nest together when the coffee maker is assembled. 

In your technical writing, consider which figure best illustrates the data you are trying to communicate. Moreover, ensure a smooth integration of your graphics by labeling them, referring to them by that label, cross-referencing them, and explaining what they mean for your project.   

Reference:

[1] Hamilton Beach. n.d. “The Scoop ® Single-Serve Coffee Maker Stainless.” Accessed January 4th, 2024. https://hamiltonbeach.com/the-scoop-single-serve-coffee-maker-47550.