Using Visuals Effectively¶

A well-chosen visual can communicate in seconds what paragraphs of text struggle to explain. Visuals clarify complex relationships, show spatial arrangements, and guide users through interfaces. But visuals used poorly create clutter, confusion, and maintenance burden.

This guide covers when to use visuals, which types work best for different purposes, and how to create effective visual documentation.

When to Use Visuals¶

Visuals are not decoration. They should solve specific communication problems.

Visuals Help When Showing:¶

Spatial relationships

A network architecture diagram shows how components connect better than text descriptions.

Sequential processes

A flowchart shows decision points and branching paths more clearly than nested bullet points.

User interfaces

A screenshot shows where to click more precisely than "the button in the upper right corner."

Complex structures

An entity relationship diagram shows database schema more effectively than textual descriptions.

Comparisons

A table or chart compares options more clearly than paragraphs describing each.

Visuals May Not Help When:¶

• Text alone is clear and concise
• The visual would duplicate text without adding value
• Content changes frequently (maintenance burden)
• Users primarily search text content
• The visual would be purely decorative

Ask: "Does this visual help users understand or accomplish something?" If not, reconsider.

Types of Visuals¶

Different visual types serve different purposes.

Screenshots¶

Screenshots show actual interfaces.

Best for:

• Showing where to find UI elements
• Confirming users are in the right place
• Documenting specific interface states

Best practices:

• Capture only the relevant portion of the screen
• Use consistent image dimensions
• Add annotations (callouts, arrows) sparingly
• Keep screenshots current with the product
• Use meaningful file names for accessibility

Avoid:

• Full-screen captures when a cropped view suffices
• Screenshots for text-heavy interfaces (use text instead)
• Over-annotation that clutters the image

Diagrams¶

Diagrams show relationships and structures.

Architecture diagrams show system components and connections:

┌──────────┐     ┌──────────┐     ┌──────────┐
│  Client  │────▶│   API    │────▶│ Database │
└──────────┘     └──────────┘     └──────────┘

Sequence diagrams show interactions over time:

Client          Server          Database
  │                │                │
  │───Request────▶│                │
  │               │───Query──────▶│
  │               │◀──Result───────│
  │◀──Response────│                │

Entity relationship diagrams show data structures:

┌─────────┐       ┌─────────┐
│  User   │──────▶│  Order  │
└─────────┘       └─────────┘
     │                 │
     ▼                 ▼
┌─────────┐       ┌─────────┐
│ Profile │       │  Item   │
└─────────┘       └─────────┘

Flowcharts¶

Flowcharts show processes and decisions.

Best for:

• Decision trees
• Troubleshooting paths
• Process workflows
• Conditional logic

Standard shapes:

• Rectangles: Process steps
• Diamonds: Decisions (yes/no, conditions)
• Ovals: Start/end points
• Arrows: Flow direction

Tables¶

Tables organize structured data for comparison.

Tables work when data has consistent attributes across items.

Code Samples¶

Code samples are visual elements that show exact syntax:

# Install dependencies
npm install

# Start the development server
npm run dev

Syntax highlighting makes code scannable and identifies language constructs.

Infographics and Icons¶

Icons can label or identify elements:

• ⚠️ Warning indicators
• ✓ Success states
• ℹ️ Information notes

Use standard, recognizable icons consistently.

Creating Effective Visuals¶

Clarity Over Aesthetics¶

Effective visuals prioritize clarity.

Avoid:

• Decorative elements that do not aid understanding
• 3D effects that distort relationships
• Color schemes that reduce readability
• Excessive detail that obscures main points

Prefer:

• Clean lines and simple shapes
• High contrast for readability
• Consistent styling throughout documentation
• Just enough detail to communicate the concept

Annotation Guidelines¶

Annotations add information to visuals.

Effective annotations:

• Point to specific elements clearly
• Use brief, informative labels
• Maintain consistent style
• Do not obscure important content

Avoid:

• Arrows pointing in multiple directions
• Long text blocks on images
• Annotations that could be in body text
• Inconsistent annotation styles

Accessibility Requirements¶

Visuals must be accessible to all users.

Alt text: Every image needs descriptive alt text:

<img src="architecture.png"
     alt="System architecture showing client, API server, and database connections">

Color independence: Do not rely on color alone to convey meaning. Use shapes, labels, or patterns as well.

Text in images: Avoid embedding text in images. Screen readers cannot read image text. If text must appear in images, include it in alt text or captions.

Sufficient contrast: Ensure visual elements have adequate contrast ratios.

File Format Selection¶

Choose formats based on content type:

Image Optimization¶

Large images slow page loads.

Optimization practices:

• Compress images without visible quality loss
• Size images appropriately (do not embed 4000px images displayed at 400px)
• Use responsive images when platforms support them
• Consider lazy loading for pages with many images

Maintaining Visuals¶

Visuals create maintenance burden. Plan for it.

Version Control¶

Track visual source files:

• Store diagram source files (not just exports)
• Use version control for visual assets
• Document which tools created which visuals

Update Triggers¶

Define when visuals need updates:

• UI changes require screenshot updates
• Architecture changes require diagram updates
• Process changes require flowchart updates

Build visual updates into release processes.

Reducing Maintenance¶

Strategies to minimize visual maintenance:

• Focus screenshots on stable UI elements
• Use generic examples where possible
• Create modular diagram components
• Consider automated screenshot tools
• Document less with visuals, more with text when change is frequent

Common Mistakes¶

Screenshot Overload¶

Not every click needs a screenshot. Too many screenshots:

• Slow page loads
• Create maintenance burden
• Make pages hard to scan
• May insult user intelligence

Use screenshots where they add value. Trust users to find obvious interface elements.

Outdated Visuals¶

Visuals that do not match current product state confuse and frustrate users. Old screenshots showing deprecated interfaces undermine trust.

Audit visuals during release cycles. Remove or update outdated visuals promptly.

Poor Quality Images¶

Low-resolution, blurry, or poorly cropped images look unprofessional and fail to communicate clearly.

• Capture at appropriate resolution
• Crop to focus on relevant content
• Ensure text in images is readable

Missing Context¶

Visuals without context confuse users.

Problematic:

[Screenshot showing a dialog box with no introduction or caption]

Better:

To configure notifications, open Settings > Notifications:

[Screenshot of Notifications settings panel]

Select the notification types you want to receive.

Introduce visuals with context. Follow with explanation if needed.

Inaccessible Visuals¶

Visuals without alt text exclude users who rely on screen readers. Missing text alternatives also affect users with slow connections or broken image links.

Every visual needs accessible alternative content.

Tools for Creating Visuals¶

Various tools serve different visual creation needs.

Diagramming¶

• Draw.io / diagrams.net: Free, browser-based, exports to various formats
• Mermaid: Text-based diagrams that render in Markdown
• PlantUML: Text-based UML diagrams
• Lucidchart: Collaborative diagramming (paid)
• Excalidraw: Hand-drawn style diagrams

Screenshots¶

• Built-in OS tools: macOS Screenshot, Windows Snipping Tool
• Snagit: Feature-rich screenshot tool
• CleanShot: macOS screenshot tool
• Browser extensions: For web-based capture

Image Editing¶

• GIMP: Free, full-featured editor
• Photoshop: Professional image editing
• Preview (macOS): Basic annotation
• Markup tools: Built into many screenshot tools

Optimization¶

• TinyPNG: PNG and JPEG compression
• SVGO: SVG optimization
• ImageOptim: macOS optimization tool

Summary¶

Visuals communicate effectively when used appropriately:

• Use visuals to show spatial relationships, processes, interfaces, and complex structures
• Choose the right visual type for the content
• Prioritize clarity over aesthetics
• Make all visuals accessible with alt text
• Plan for maintenance from the start
• Optimize files for performance

Well-chosen visuals enhance documentation. Poorly used visuals create clutter and maintenance burden. Use visuals deliberately to solve communication problems.

Next: Writing for Accessibility covers creating documentation that works for all users.