In a word: always! According the three goals of technical communication we want to help our readers quickly find, understand and utilize information. Because of how our minds work, these goals are more easily achieved with graphics.

Visual cues help us quickly decipher complex information. Thus, we use images of objects in order to quickly explain what those object are. I could describe a large statue to you or simply show you a picture of the Statue of Liberty. I could describe what an erupting volcano looks like, or simply show you a picture of one.

Also, in each case, I could narrow down and specify what I’m trying to communicate by giving you a specific graphic of that object.

Visual cues help us break up and organize complex information. This is especially true when it comes to numerical or statistical data. Tables, graphs and charts organize this information in a logical way (if done right) so that we can easily associate specific data with its intended meaning.

Visual cues help us understand how things are related. In the case of demonstrating how something works or is constructed, we can more easily achieve these goals through graphics. Think of any set of instructions. How much more easily can you explain the process of tying your shoelaces with visuals when compared to text? If constructed correctly, you can successfully show someone the complete process without the use of any words at all.

Visual cues help us quickly find information. This is true of things like labels within images, but also true for other visual cues: such as page numbers or color coded elements. Things like section headings, chapter titles and even paragraphs and lists are visual elements in addition to being textual elements.

When we look at a page of text we don’t see the letters and words right away, instead we see the page as a visual element first. We see that paragraphs are divided by quickly seeing the spaces between them. We see the visual element of the page number before we understand what that page is. We see that a new section begins by seeing that the heading is a different size than the text. All of these things work together to help us locate and understand information.

Text and images work together. Images sometimes need anchoring to send the message you intend. What I mean can quickly be demonstrated with any work of art you can think of. For example, there is a Jackson Pollack painting called “Galaxy.” Without the textual cues of Jackson Pollack and Galaxy, it quite frankly looks like a bunch of dribbles and drips on canvas.

But with the text “Jackson Pollack, Galaxy” comes new and different understanding. Now the painting was intentional, and the drips and dribbles are stars and planets colliding in space.

In conclusion, try to find ways to use graphics as often as possible. But, do not use graphics for mere decoration: they should have a purpose that achieves one of our goals.

For technical, professional and business communication help in the Las Cruces, NM area, visit Lanier Infomedia. 

Last update: 27-03-2009 13:43