Comprehensive Guide to
Describing Graphs and
Processes in Writing
Lecturer: Hülya Belketin-Dikme
How to Incorporate Data Effectively
in Writing
Additional Tips for Incorporating Data:
1.Vary Your Sentence Structure: Avoid repeating the same
patterns in every sentence. Alternate between using brackets and
relative clauses to keep the text engaging.
2.Use Precise Verbs: Choose verbs like "represents," "accounts
for," or "comprises" to describe data accurately.
1.Example: Blue accounts for 20% of the total, while white represents 55%.
3.Provide Context: Make sure the data is meaningful by
connecting it to the larger narrative or analysis.
1.Example: The data shows that white (55%) is the dominant color choice,
indicating a clear preference among participants.
4.Include Comparisons: Use comparisons to highlight contrasts or
relationships between data points.
1.Example: Red (28%) is almost twice as popular as blue (13.8%), while
other colors account for just 8%.
How to Incorporate Data Effectively
in Writing
Additional Tips for Incorporating Data:
1.Vary Your Sentence Structure: Avoid repeating the same
patterns in every sentence. Alternate between using brackets and
relative clauses to keep the text engaging.
2.Use Precise Verbs: Choose verbs like "represents," "accounts
for," or "comprises" to describe data accurately.
1.Example: Blue accounts for 20% of the total, while white represents 55%.
3.Provide Context: Make sure the data is meaningful by
connecting it to the larger narrative or analysis.
1.Example: The data shows that white (55%) is the dominant color choice,
indicating a clear preference among participants.
4.Include Comparisons: Use comparisons to highlight contrasts or
relationships between data points.
1.Example: Red (28%) is almost twice as popular as blue (13.8%), while
other colors account for just 8%.
Organizing Information Logically
• When presenting data, it is essential to group information in
a clear and logical way to ensure it is easy to follow and
understand.
• For pie charts or similar visual representations, the most
effective approach is often to compare categories across the
charts.
• Focus on identifying and highlighting key similarities and
differences between the categories rather than describing
each chart in isolation. This method allows the reader to
grasp the relationships and trends more efficiently.
Organizing Information Logically
• If you write about each chart separately, the reader
may find it challenging to compare the data as they will
need to repeatedly reference multiple paragraphs to
identify differences between categories.
• A comparative approach simplifies this process and
enhances the overall readability of your writing.
Organizing Information Logically
Tips for Grouping Information:
1.Identify Common Themes or Patterns: Group categories
with similar trends or values to streamline your explanation.
1.Example: "The majority of the spending in both charts is allocated to
food and transportation, each accounting for over 40%."
2.Contrast Key Differences: Highlight areas where the
categories differ significantly to add depth to your analysis.
1.Example: "While spending on education is significantly higher in Chart A
at 30%, it only accounts for 10% in Chart B."
3.Use Clear Transitions: Use comparative language such as
"similarly," "in contrast," or "on the other hand" to guide the
reader smoothly between points.
Language of Comparison
Comparative Forms for Two Things
The following phrases and structures are commonly used when comparing
two things, especially numbers or amounts:
• Than
• In comparison with
• As compared to
These phrases are interchangeable in many contexts and are used to
emphasize differences between two subjects.
Examples:
• This year’s profits are much higher as compared to (than) (in comparison
with) last year’s.
• Mortality rates are lower for women as compared with (than) men.
Language of Comparison
"As Against" / "As Opposed To"
• These conjunctions are used to compare two figures or
pieces of information, focusing on their differences. They
are particularly useful when contrasting data points in
formal contexts.
Examples:
• The company achieved sales of $404 million, as against
$310 million in the previous year.
• One study predicted that 42% of female university
graduates would remain single the rest of their lives, as
opposed to just 5% of male graduates.
Language of Comparison
Additional Comparison Phrases
• To enrich your language and avoid repetition, you can use these
alternative comparison phrases:
Compared with/to
• Sales figures this quarter, compared with last quarter, show a significant
increase.
By comparison
• By comparison, the smaller firm showed a modest 10% growth.
Relative to
• This year’s growth, relative to previous years, is exceptionally strong.
While/Whereas
• Men are more likely to use public transport, whereas women tend to drive
cars.
Language of Comparison
Comparative Adjectives
• When comparing two things, remember to use
comparative forms of adjectives:
• Add -er to short adjectives (e.g., taller, smaller, faster).
• Use more or less with longer adjectives (e.g., more
effective, less interesting).
Examples:
• This car is faster than the previous model.
• The new policy is more efficient than the old one.
Language of Comparison
Superlatives for More Than Two
• When comparing more than two things, use superlatives to
highlight the highest or lowest degree:
• Add -est to short adjectives (e.g., tallest, smallest, fastest).
• Use most or least with longer adjectives (e.g., most
effective, least interesting).
Examples:
• Among the three options, this is the most cost-effective
solution.
• This year’s profits are the highest the company has ever
recorded.
Language of Comparison
Comparative Structures with Data
• When presenting numerical data, it's helpful to use
precise phrases that highlight differences or trends:
Examples:
• The population of City A grew by 20%, as opposed to
just 5% in City B.
• Spending on healthcare increased to $500 million,
compared to $400 million in the previous year.
• Women accounted for 60% of the workforce in 2020, as
against 40% in 2010.
Language of Comparison
Tips for Effective Comparisons
1.Be Precise: Always specify what you are comparing to
avoid ambiguity.
1.Instead of: Profits were higher.
2.Use: Profits were higher than last year’s by 20%.
2.Use Contextual Comparisons: Frame comparisons
within a clear context to give them more meaning.
1.Example: The company’s revenue grew by 25% in 2022,
compared to a 10% growth in 2021.
3.Vary Your Vocabulary: Alternate between different
comparison phrases to avoid redundancy.
Mastering
Process
Vocabulary
• When writing about a
process diagram, it’s
essential to clearly
and logically
describe each step
while ensuring your
vocabulary is varied
and precise.
Mastering Process Vocabulary
Understanding the Process
• The first step in writing about a process diagram is to identify
where the process starts and ends. This information is crucial
as it will guide the structure of your writing and ensure that your
description follows a logical sequence.
• Start with the Beginning: Begin by describing the initial stage
of the process.
• Move Sequentially: Proceed step by step, following the order
presented in the diagram. Avoid skipping steps or describing
stages out of order.
• End with the Conclusion: Conclude with the final stage, clearly
stating what the process produces or results in.
Mastering Process Vocabulary
The Importance of Sequencing Language
• To describe a process effectively, you need the language of sequencing—words and
phrases that indicate the order in which things happen. This ensures that your writing flows
smoothly and is easy to follow. However, repetition (e.g., “and then”) can make your
description monotonous. To avoid this, use a variety of sequencing phrases.
Useful Vocabulary for Sequencing:
• To Start the Process:
• The first step involves…
• The process begins with…
• Initially…
• To Indicate Progression:
• The second step involves…
• Next…
• After this…
• Once this step is complete…
• Following this…
• Subsequently…
• At the next stage…
• A further step involves…
Mastering Process Vocabulary
The Importance of Sequencing Language
• To describe a process effectively, you need the language of
sequencing—words and phrases that indicate the order in which things
happen. This ensures that your writing flows smoothly and is easy to
follow. However, repetition (e.g., “and then”) can make your description
monotonous. To avoid this, use a variety of sequencing phrases.
Useful Vocabulary for Sequencing:
• To Show Simultaneity:
• At the same time…
• Meanwhile…
• To Conclude:
• Finally…
• The last stage is…
• Ultimately…
Mastering Process Vocabulary
Describing Actions and Processes
• In addition to sequencing, it’s important to use appropriate action verbs and descriptive phrases to
explain each stage clearly. The vocabulary you use should match the type of process being described,
whether it’s a mechanical process, a natural cycle, or a manufacturing process.
Common Verbs for Describing Processes:
• Is carried out…
• Is produced…
• Is transported…
• Is collected…
• Is assembled…
• Is heated…
• Is cooled…
• Is filtered…
• Is mixed…
• Flows into…
• Passes through…
Examples:
• The raw materials are collected and transported to the factory.
• Once the mixture is heated, it is allowed to cool before being packaged.
• The water flows into the reservoir, where it is filtered and stored.
Mastering Process Vocabulary
Adding Details to Your Description
• Adding detail to each stage of the process helps create a more
comprehensive response. Focus on answering questions such as:
• What happens at this stage?
• What tools or equipment are involved?
• Where does the material go next?
• What is the result of this step?
Examples with Detail:
• In the first stage, raw materials such as sand and clay are mixed
together using a large industrial mixer.
• Next, the mixture is heated at a temperature of 1000°C to remove
impurities.
• Subsequently, the purified product is packaged into containers and
distributed to retailers.
Mastering Process Vocabulary
Additional Tips:
1.Be Precise: Use technical terms or process-specific
vocabulary when appropriate.
2.Use Passive Voice When Necessary: Many process
descriptions use the passive voice to emphasize the actions
rather than the people performing them.
1.Example: The dough is kneaded, shaped, and baked to form the final
product.
3.Avoid Overcomplicating: While detail is important, keep
sentences clear and concise to avoid confusion.
Mastering Process Vocabulary
Example of Process Description
A manufacturing process as an example:
• The process begins with the collection of raw materials such
as sand, limestone, and clay. These materials are then
crushed into a fine powder using an industrial crusher. Once
this stage is complete, the mixture is heated in a rotary kiln at
extremely high temperatures, resulting in a molten substance.
Following this, the molten material is cooled rapidly and
ground into a fine powder, producing cement. Finally, the
cement is packaged into bags and distributed to retailers.
Using the Passive Voice in Process Descriptions
• When describing a process, the focus should be on the
actions taking place rather than the person or entity
performing them. In such cases, we use the passive
voice instead of the active voice to emphasize the
process itself rather than the subject carrying it out.
Using the Passive Voice in Process Descriptions
Understanding the Passive Voice
• In standard sentences, the structure follows:
Subject + Verb + Object
Example (Active Voice):
(S) Reeta (V) makes (O) tea.
• However, when we use the passive voice, the object (tea) becomes the new subject,
and the original subject (Reeta) is either omitted or placed at the end of the sentence
after "by." Additionally, we use the verb "to be" in the appropriate tense, followed by the
past participle (Verb 3).
Example (Passive Voice):
(O) Tea (be + V3) is made (S) by Reeta.
• In many process descriptions, the person performing the action is either unknown or
irrelevant. Therefore, the phrase "by [subject]" is usually omitted, keeping the focus on
the action itself.
Example (Without Subject):
Tea is made.
Using the Passive Voice in Process Descriptions
Applying the Passive Voice in Process Descriptions
• When describing a process, most sentences should be
structured in the passive voice to emphasize the steps
rather than the people involved. Below are some key
examples:
Using the Passive Voice in Process Descriptions
Key Structure of the Passive Voice in Different
Tenses
• The passive voice can be used in various tenses,
depending on the context of the process. Below is a
quick guide on how to structure it in different tenses:
Using the Passive Voice in Process Descriptions
Common Passive Verbs Used in Process Descriptions
• When describing processes, certain verbs are commonly used in the
passive voice:
• is produced
• is collected
• is transported
• is mixed
• is heated
• is filtered
• is packed
• is delivered
Using the Passive Voice in Process Descriptions
Example of a Process Description Using the Passive Voice
First, coffee beans are harvested from plantations. After
that, they are dried under the sun before being
transported to a factory, where they are roasted at high
temperatures. Once roasted, they are ground into a fine
powder. Then, the coffee powder is packaged into bags
and is distributed to retailers.
Using the Passive Voice in Process Descriptions
Final Tips for Using the Passive Voice in Process
Descriptions
• Omit the Subject When Unnecessary: If the doer of the
action is not important, do not include "by [subject]."
• Example: The mixture is heated to 200°C (instead of "The mixture
is heated by workers").
• Be Consistent: Stick to the same tense throughout your
description unless the process naturally involves a shift in
time.
• Use Passive Verbs Effectively: Learn and practice common
passive verbs that frequently appear in process descriptions.
Sources
Bailey, S. (2018). Academic Writing: A Handbook for International
Students (5th ed.). Routledge.
Ellis, R. (2015). The Study of Second Language Acquisition (2nd
ed.). Oxford University Press.
Hamp-Lyons, L., & Heasley, B. (2006). Study Writing: A Course in
Writing Skills for Academic Purposes (2nd ed.). Cambridge
University Press.
Hyland, K. (2004). Genre and Second Language Writing. University
of Michigan Press.
Swales, J. M., & Feak, C. B. (2004). Academic Writing for Graduate
Students: Essential Tasks and Skills (2nd ed.). University of
Michigan Press.
