Business Writing: Tips For Using Graphical Information

"Beware Of Graphics Overload"

The adage that a picture is worth a thousand words is true enough, but in Business Writing a picture is only as valuable as its accompanying text.

Business Communicators commonly use graphics to break up text blocs, add interest, and present data. But although Business Writing and graphics generally go hand-in-hand, too many graphical representations in one document are apt to confuse rather than inform the reader. And when readers get lost, you can bet the message gets lost as well.

Make no mistake, it is always a good thing for Business Writers to draw on their creativity to enhance the interest and impact of their writing. (And let's face it, many Business Communications, even ones that are well-written, could use help in this regard). Fortunately, with a good Graphics Package, a writer can easily add impact with a full array of colors, fonts, charts, and tables.

But for all the good things graphics can do to enhance communications, writers must be sensitive to "graphics overload".

It goes to reason that Technical and Financial Communications will contain more facts and figures than general Business Communications; however, even non-technical communications will often display a chart or table.

That said, is there an ideal balance between text and graphical information in a Business Communication?

Experience has shown that an 80-20 ratio (i.e. 80% text to 20% graphics) to be a good rule of thumb. Of course, writers can and will go above this split on occasion, but when this ratio is significantly exceeded, you can bet readers' eyes will start glazing over.

In attempting to prevent this, here are a few pointers to consider when including graphics in a Business Communication:

* Graphics are more effective when used sparingly and judiciously.
* Include graphical data only if it is germane and relevant.
* Never use graphical information as "filler" or boilerplate.
* Simplify charts and tables. Detail can be included in attachments.
* Be mindful that the message is what is important, and not the "bells and whistles".

As an aside tip, Business Communications that are to be summarized and presented verbally will often require additional graphics to be used as part of a Power Point or Overhead Presentation. If such cases, treat these additional graphics as attachments to the communication as opposed to integrating them into the body of the original written communication.

In the end it should be noted that Business Communicators who are analytically-oriented or who work in a technical environment will often write in a style that may be too technical or esoteric for some intended readers. But the most effective communicators aim to appeal to the broadest audience. Do you?

Jack