There is a saying that pictures are worth more than a thousand words. Visuals are an essential element in writing that helps bolster a point or add additional information to a text.
Tech writing requires many visuals as it helps convey information that cannot be thoroughly explained with just text. However, it is crucial to know how to use visuals, when to use them, and which type is suitable for which project.
If you don’t know how to use visuals in your technical writing effectively or when you should, pay special attention to this article.
How to Incorporate Visuals in Technical Writing
You can learn to incorporate visuals in technical writing using these principles:
1. Plan your content
The first thing to do to have a perfect and wholesome technical piece is to plan your content. You can never go wrong with a good outline, as it helps you find strategic places where your text may need a visual.
2. Identify places for visuals
After planning your content, you will find the parts that require visuals the most. Identify the parts where visuals will increase your communication with readers. It is advisable to place visuals close to the accompanying text, but make sure they do not alter the flow of your text.
3. Include title placements for visuals
If you are using a table, it is good practice to place the title above the table since we read from top to bottom. Figure titles should be below the figure since we see the statistics before the text.
4. Number visuals
Numbering titles shows a clear relationship between a visual and the text the visual represents. When assigning figures, it is best to use regular numbers in sequence rather than Roman numerals—for example, Table 1 or Figure 1.
5. Cite and refer to visuals
If you use visuals from another website or source, it is essential to include a footnote at the title. You can also mention the source as part of the title. However, it would be best if you had footnotes. When you use a graph or chart, ensure to refer to it in the text by number or name and not its location in the text.
6. Explain visuals in-text
The text is the primary explanatory guide and offers more information drawn from the visuals. The visuals only provide shorter information and the text should give the most information.
Types of Visuals Used in Technical Writing
There are many visuals used in technical writing to give it more life. Visuals are to the reader’s comprehension. Let’s consider a few types of visuals used in technical writing:
1. Screenshots
Screenshots are a good way to complement instructions in a text. They provide readers with better instructions that maximize their success rates in completing certain tasks. Some of such tasks that may require screenshots include setting up a wallet and making withdrawals or deposits.
It is advisable to strike a balance between text and screenshots in user manuals as too many screenshots can be overwhelming. Take for example this roundup article on customer engagement tools. It has screenshots to give readers an idea of what the tools look like, aiding the readers’ knowledge.
2. Diagrams
Diagrams are essential in explaining complex concepts such as organizational structures and processes. They help simplify concepts that may be too much to be written out in words. Diagrams such as flowcharts are excellent examples to use to describe adequately the flow of processes in an organization. They can also be useful in depicting the flow of communication within a working system as seen in this Cognism sales acceleration article
You can use applications such as Lucidchart or draw.io to create vector diagrams that can be easily embedded into your documentation. They can also serve as a communication tool for organizations
3. Lists
Lists are an effective way of adding visuals as they help to lay emphasis on a point. Numbered lists as used in this article work best when creating simple instructions for a how-to technical piece. However, bulleted lists are best for isolating key points.
4. GIFs
GIFs are interesting visuals that combine pictures and videos to make a point. They are useful when there is no time to create a video. Because of the combination of static imagery and video, GIFs are more illustrative. However, they cannot be used as a replacement for videos.
5. Videos
Videos are helpful in supplementing written instructions but they can replace the text altogether. They may prove to be more cost-intensive than other visual types. They also require the most time and resources to make.
A user may not be able to watch a full video to get instructions, but they can simply read thoroughly written content on the subject. This is why there is no one type of visual to use in content. Using each of them appropriately is the best way to achieve the best results.
When to Use Visuals in Your Technical Writing
Visuals are an excellent way to convey information when words are simply not enough. Visuals are meant to be an addition to a text and not the entirety of the content. Here are the most important times when visuals are absolutely necessary in your technical writing process:
1. Maximize chances of user success
When considering instructional materials like how-tos and tutorials, it is best to use a visual such as a screenshot. Consider Loom’s documentation. It uses list-type visuals, which provide easy-to-follow instructions for readers.
Bullet lists are especially effective for emphasizing key points. This particular visual type helps readers pay attention to what you want them to note.
2. Explain complex concepts
Visuals are also important to help explain complex concepts. In Solace’s documentation, there is a clear path from producer to consumer. The flowchart helps simplify the explanation by trying to convey the information in words.
Here, the flowchart shows information patterns from producer to consumer in a simple and straightforward manner.
Wrapping Up
Visuals are very important in technical writing as they help give readers more context and explain complicated concepts akin to technical documentation. You should pay attention to the type of visuals you use in the different types of technical pieces.
They play a special role in adding clarity to each point you make and provide support to the text already written.
