Graphics in business writing show what words alone struggle to say: they make abstract ideas concrete, show a process step by step, and put numbers in context. Use them together with clear text, refer to each one, and keep them simple.
As a business professional, you write reports and other documents as part of the job. Writing a document that informs and persuades is hard work, and there are times when words alone cannot carry the message. That is when good graphics help.
Used well, graphics in business writing help visual learners, explain ideas, and give meaning to data.
Graphics help visual learners
"A picture is worth a thousand words." It is a cliché, but it is true nonetheless.
Pictures, colors, and maps help many readers grasp a concept. This matters most when you prepare a document that explains a new method, concept, process, or procedure. Many people take in a diagram faster than a paragraph that describes the same thing, so adding visual aids to your business writing is just common sense.
Graphics explain ideas
Graphics make abstract concepts concrete. They also show numbers and logical relationships better than text does. When you describe a step-by-step process, for example, a flowchart is far more effective than a wall of text. Readers follow the flow and the details more easily, and they understand the whole process in less time.
Graphics give data a context
Say you work for a telecommunications company that wants to expand into new markets. You are preparing a report on potential markets, based on the share of each country's population that uses the internet.
Your research shows that the company will do best in countries where 20 to 29 percent of the population is online. What kind of graphic should you use?
A map is a good choice. Color each country by its share of internet users and show the 20 to 29 percent band in a strong color. The reader sees at a glance which markets to aim for and which ones are off limits.
Text still matters
All that said, do not set the text aside. Useful graphics together with clear, descriptive writing make your business writing more effective. And make sure your text is free from spelling and grammar mistakes: the Spell Checker helps with that.
Refer to each graphic in the text and make its meaning clear to your audience. However, a graphic should not repeat information that is already in the text. Redundancy does not help your reader.
Choose the right graphic
Think of your audience. What kind of graphic will help them understand the document better? Will it make your ideas and the layout of your information clearer?
Also, keep things simple. You can choose from drawings, diagrams, charts, tables, and graphs, so pick the type that suits your information best.
Say you need to show the company's quarterly revenue for the past year. A simple column chart is an excellent choice for this: people can see how well the company did at a glance. Nothing fancy is needed.
Graphics are a big help in business writing, but don't overdo them.