General guidelines for adding visuals to your text

1. Determine the purpose of the visual

2. Evaluate the accuracy and validity of the data
3. Visuals should be accompanied by clear references within your text
4. Visuals should be placed on the same page as the text reference. Complex visual should be
placed on the page opposite the text reference.
5. Preferably, position the visual vertically
6. Make your visual as simple and self-explanatory as possible by adding data labels.
7. If the visuals are colored, go for basic contrasting colors which are easy on the eyes; as much as
possible avoid adding patterns and texture, as well as neon colors.

CHARTS

A charts is a graphical representation of data using symbols that are usually boxes, lines, and
arrows. Its general purpose is to show rank, levels, procedures, and classification.

An organizational chart present rankings, classification, and levels of ideas.

STRATEGIES IN PREPARING AN ORGANIZATIONAL CHART

1. Use varied shape carefully. Rectangles are usually used for all positions.
2. Connect the boxes with solid lines to show direct reporting relationships and dotted lines to
show indirect or staff relationship.
3. You may design the chart creatively but avoid making it too distracting or complicated.

A flow chart illustrate the process or direction of steps.

STRATEGIES IN PREPARING A FLOW CHART

1. Present only the capsule version of the whole process.

2. Limit the number of shapes to avoid confusion. Note that each shape has a corresponding
meaning. Some of the basic shape include:
 Rectangle which is used to refer to an event which is part of the process; it is usually
used for steps or action taken.
 Diamond which is used to show a decision point in the process; generally, the text inside
the diamond requires a yes or no response.
 Rounded box which is used to represent an event which occurs automatically; it is
usually used to denote the start and the end of the whole process.
3. Provide a legend when necessary.
4. Sequence the data from left to right or top to bottom.
5. You can be creative in designing the flowchart but do not make it too complicated and
distracting.
TABLES

A table is useful in displaying numbers in column. It condenses and classifies information to

make comparison between and among data and helps the readers grasp relationships that might be
invisible in prose.

It contains at least two column with headings on the sides and at the top of the columns to
indicate what the table represents. The heading on the top is called a boxhead while the heading on the
far left column is called a stub.

STRATEGIES IN READING A TABLE

1. Read the title of the table

2. Check whether the information is updated or obsolete.
3. Check the source of the information.
4. Study the headings and their relationships.
5. Read the details with the heading in mind.
6. Compare and contrast the different columns.

STRATEGIES IN PREPARING A TABLE

1. Informal or simple tables need not have table numbers and titles since they function as an
extension of the text. They should not be included also in the list of illustrations. However, they
require column heading.
2. Formal tables, which contain complex data, should contain titles, table numbers, and detailed
headings. They are separated from the text and are included in the list of illustrations.
3. Use plenty of white space within and around the text.
4. Use concise and clear headings for all columns and rows.
5. Assign a title and number to each formal tables.
6. Use abbreviation and symbols when necessary. However, special symbols and abbreviations
must be clarified in a legend or footnote.
7. Write the source of the table when necessary.
8. Use uppercase and lowercase instead of full caps.

GRAPHS

A graphs is a graphical representation of data using bars or bar graphs, lines for line graphs,
circle for pie graphs, and picture for pictographs. Each type of graph has a specific function and purpose.

A bar graph uses vertical and horizontal bars that compare amounts and quantities.

STRATEGIES IN READING A BAR GRAPH

1. Read the title, caption, and source note.

2. Determine the purpose of the graph.
 3. Look at the dates mentioned, if there are any.
4. Identify what is being compared. Is it an amount or quantity?
5. If the data changes over time, determine the time span and the amount of change.
6. If products, services, and other items are being compared look carefully on their names.

STATEGIES IN PREPARING BAR GRAPHS

1. Limit the number of bars. Too many bars may create confusion and complicate the data.
2. Show the comparison clearly.
3. Keep the bar widths consistent.
4. It is ideal to use spaces between bars. However, if comparison are too close or too many spaces
between bars may be deleted.
5. Arrange the bars based on sequence (by year to show trends) or by ascending/descending order
(to show direct comparison).
6. Use legend as much as possible.

A Line graph shows trends and changes in data. Usually, the bottom scales represents time.

STRATEGIES IN READING A LINE GRAPH

1. Read the title, caption, and source note.

2. Determine the purpose of the graph
3. Read the horizontal axis.
4. Determine the kind of time intervals.
5. Read the vertical axis and identify what is being measured.
6. Trace the jagged line that connects each point and determine the changes over time.

STRATEGIES IN PREPARING A LINE GRAPH

1. Plot the data very carefully.

2. Use different line colors for line graphs using multiple lines.
3. Make the chart lines thicker than the axis lines.
4. Do not put the numbers on the line graph itself.

A circle graph (or pie graph), which uses pie shaped sections, shows the relationship of the parts to the
whole in percentages and proportions.

STRATEGIES IN READING A CIRCLE GRAPH

1. Read the title and the captions carefully.

2. Note the number and labels of pie sections of the graph.
3. Check if there in any legend section and study it.
4. Identify the shares, quantity, and percentage of each section. Identify which sections have the
smallest and largest percentages.

STRATEGIES IN PREPARING A CIRCLE GRAPH

1. Use no more than seven division

2. Move clockwise from 12:00. Start with the largest wedge going to the smallest. However,
“others” miscellaneous items must be placed last no matter how large they cover.
3. Use circle graph for percentages and money especially when the items they represent are
divisible by 100.
4. Make the circle graph as simple as possible.
5. Labe each component.
6. If you want to show a subdivision of a particular wedge in a circle graph, use a “pie within a pie”
technique.