Page 14 - Mini-Module 11

4. Graphics
Graphics definitely help to break down the complexity of some items of
information. They may also help to reinforce key points. If they are out
of context however, they can make the meaning more difficult to
comprehend. Keep your graphics as simple as possible. The following
aids are usually appropriate for reports:
● Pie charts: Give a good picture of how the whole pie is broken up.
● Bar charts: Show relative sizes.
● Graphs: Show trends.
● Tables: Arrange statistical data.
● Organisation charts: Show intended relationships between
positions, groups or individuals.
There are many other forms of illustrating information, including
flow‐charts, maps and scattergrams, but whatever you choose to use,
ensure it enhances understanding of your message.

5. Spacing
It is best to use plenty of space, leaving adequate margins so that the
recipient can write notes. Use one‐and‐a‐half or double spacing as this
is far easier to read, and use only one side of the paper. Although it is
not absolutely necessary, it may be better to start main sections on a
new page.
We maintain that you can convey the same information on the second
page as the one on the left in Figure 2. You do not need any more
paper! In fact, reduce the amount of paper whenever you can. This can
be done by developing skills in writing concisely and deciding what is
important and what is not. This brings together several skills and one is
concerned with writing style and its clarity. We will look at this in the
next section.

Summary
Look at your report:

● Does it read like a story, with a middle and an end?

● Are the important parts near the front?
● Does the page layout look attractive and inviting?

● Are illustrations used appropriately?

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