Business Textbooks Boundless Business Business Writing Creating High-Value Communications
Business Textbooks Boundless Business Business Writing
Business Textbooks Boundless Business
Business Textbooks
Business
Concept Version 12
Created by Boundless

Using Formatting for Visual Flow

In business writing, the formatting of a document should add to the reader's ease of understanding.

Learning Objective

  • Summarize the benefits of formatting visuals in business communications

Key Points

    • Common formatting guidelines for business writing include using clear headers, including charts and graphs, and using color to emphasize important information.
    • Visuals are commonly used in business settings; they aid in running effective meetings and communicating complex information.
    • When using presentation software to create visual presentations, keeping text minimal and visuals clear is particularly important.
    • Use color for clarity and emphasis, not for decoration.
    • Use bullet points or create lists to organize material. Make sure this is "nice" to look at (easy to read).
    • Keep paragraphs short and to the point, ensuring that sentences contain complete thoughts.

Terms

  • visual

    All the visual elements of a multi-media presentation or entertainment, usually in contrast with normal text or audio.

  • PowerPoint

    An electronic slide presentation.

Example

    • A slide showing revenue trends over the past three years could, for example, include a bar graph of revenue per year on the left of the slide with two to three bullet points to the right of the graph listing major factors influencing the revenue values.

Full Text

In business writing, how the message is presented is just as important as the message itself. The goal is to produce a well-formatted document that presents all the information in a concise and easy to read manner. The formatting of a document should never make a document more confusing, but rather add to the reader's ease of understanding.

General guidelines for formatting documents

Labeling

  • Use headlines and sub-headlines in large font
  • Bold, italicize, or CAPITALIZE important information
  • Use bullet points or create lists to organize material; make sure this is "nice" to look at (easy to read)

Charts and Graphs

  • Make sure there is clear information presented and that it supports your point; color coordinate charts/graphs if necessary.
  • Use text to support/explain charts and graphs (be brief but cover the high points)
  • Avoid charts and graphs that can be misleading to your readers

Wording and Lettering

  • Limit number of fonts to one or two
  • Think about the age of your audience when setting font size and type

Color

  • Use color for clarity and emphasis, not for decoration
  • Keep a similar color scheme throughout the entire document
  • Consider using contrasting colors to highlight main points

Formatting visuals

Visual documents are commonly used in business settings. A study done by the Wharton School of Business showed that the use of visuals reduced meeting times by 28 percent. Another study found that audiences believe presenters who use visuals are more professional and credible than presenters who merely speak. And still other research indicates that meetings and presentations reinforced with visuals help participants reach decisions and consensus in less time. A presentation program such as Microsoft PowerPoint, Apple Keynote, OpenOffice.org Impress or Prezi, is often used to generate the presentation content. Modern internet based presentation software, such as the presentation application in Google Docs and SlideRocket also allow presentations to be developed collaboratively by geographically separate collaborators.

The following are formatting guidelines specific to using PowerPoint or similar presentation software:

  • Do not write out the entire presentation on your PowerPoint; instead, create bullet points and headings no longer than three to five words that give the main points
  • Include no more than five to seven lines per slide; better to split information onto two slides than it is to cram too much information onto one
  • Be consistent with your "theme" (do not use a different theme for each slide)
  • Do not overuse flashy transitions; they are meant to enhance your presentation, not take over
  • Be careful with your color scheme; again, this is meant to enhance your presentation
  • Make sure that the text is big enough for the audience to read
  • Do not use complicated or unreadable font
  • Use a font color that stands out against the background

Visual Flow

Clear formatting can help make a business document easy to read

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