Visual Aids: When To Use Them

The previous page of this module introduced you to the variety of visual aids you might include in your document, but that leaves unanswered an important question: When do you use them? A lot depends on the document in which you are placing them.

User Documents

User documents, for example, need visual aids to help a reader understand the parts of an object or the different steps in a  process. While bulleted and numbered lists, as well as headings and white space, serve as visual aids in the most essential sense, some types of user documents -- such as instructions -- require more specific illustrations.

For example, a user manual for a Technivorm Moccamaster would likely include a diagram of the coffeemaker (Figure 1) so the user would understand how the product works [1].

Diagram that breaks down the various parts of a fancy coffeemaker

Figure 1: Diagram of a Moccamaster coffeemaker

Similarly, a web site or set of instructions for tying a tie would need to include a visual for each command or step, as shown in Figure 2 [2].

Visual instructions that depict how to tie a simple knot in a tie.

Figure 2: Step-by-step visual for tying a basic knot in a tie.

 

Reports & Other Documents

In reports and other documents, such as research and real-world proposals, research is used to prove points or assertions about a subject. That research constitutes evidence in support of or against a particular position on a subject. In the same way, illustrations in such documents serve as visual evidence of points and data. In a proposal or report, they can be used in both problem and solution sections.

For example, while Randolph Hall is slated for demolition in a few years, in the meantime it is still being used on a regular basis for many classes beyond those of engineering. Yet, many of the rooms are in a state of disrepair. In a report advocating the need for repairs to some rooms in Randolph, you could visually prove that need by including photographs of some rooms. Figure 3 illustrates a ceiling collapse that occurred in Randolph 221 due to excessive snow and rain during the beginning days of the Spring 2022 semester.

Photograph of a collapsed ceiling in Randolph Hall

Figure 3: Photo of a ceiling collapse in a Randolph Hall classroom.

While data is needed to convince readers of the validity of a claim, a piece of visual evidence really adds to the assertion and lasts longer in the reader's mind.

Another example of how a visual element can illustrate a claim is evident in the VTx article "An Update from President Sands on Tuition and Fees" [3]. In this letter to students and their families, President Sands writes that "On March 26, the Virginia Tech Board of Visitors approved a base tuition and fee rate increase of 2.9%, contingent on the Commonwealth of Virginia approving a budget that includes funding for the university that is aligned with our projections. If the 2.9% increase holds, it will be the third year in a row of the smallest increases this century."

Immediately after that paragraph, a graph plots tuition across several years (Figure 4).

Graph depicting the range of tuition from 2002 to 2018.

Figure 4: Graph showing the range of tuition at VT from 2002-2018

The purpose of the graph -- as with all visuals that serve as evidence -- is not to replace the written word but to enhance it. Without the visual representation, the facts will remain the same; with it, however, they will stick longer with the reader.

The bottom line is this: Whenever you need to show something or explain something or assert a claim, consider how a visual could build on the written word and help the reader truly visualize the information.

[1] Gordon, Samantha. “Our favorite drip coffee maker is at a rare low price right now.” USA Today. 23 August 2017. Available: https://www.usatoday.com/story/tech/reviewedcom/2017/08/23/our-favorite-drip-coffee-maker-is-at-a-rare-low-price-right-now/104880894/ Links to an external site.

[2] “How to Tie the Simple Knot (Oriental Knot).” Ties.com. Available: https://www.ties.com/how-to-tie-a-tie/simple Links to an external site.

[3] Wemhoener, Jane. Original Photograph. January 2022.

[4] Vosburgh, Tracy.  "An update from President Sands on tuition and fees." VTx  10 April 2018. Available: https://vtx.vt.edu/articles/2018/04/letter-tuition-april2018.html