Graphics like charts, tables, and lists command attention; unless, of course, you have overused them. Correctly used, they give the report a different way of seeing information.

Use graphics in your report:

• If your data is complex and using a table or chart will help the reader understand your point.
• If compiling the data in a table or chart will save the reader time.
• If a list, chart, or table will conveniently collect information the reader may want to refer to later.

Put illustrations near the appropriate text. If you talk about a table or chart, make sure the reader can find it by placing it near the discussion of the point it is to illustrate. (In some instances, you may wish to number and add a caption to the chart, or figure. In this case, identify the chart or figure number in the body of the report.) To ensure your graphics help the reader, let each chart illustrate only one point. Also, since the reader shouldn't be expected to interpret the data for himself, make sure you point out what the table shows—call attention to trends, relationships, totals, increases, and so on.