Tutorial:Publication guidelines

This tutorial provides common editorial guidelines on presenting data and drafting text for both paper/PDF and online Eurostat publications. The tutorial links to more detailed guidelines and tasks whenever appropriate, and at the end lists these other relevant tutorials and additional information sources in the 'See also' and 'External links' sections, respectively.

General recommendation for cross-cutting publications

The structure of publications covering several statistical domains should be close to the users' perception (general public). It should provide a natural transition from one chapter to another. When the publication covers most of the statistical domains, chapters could be brought together into three main blocks, i.e. society, economy and environment (and the labour market chapter, for instance, could be used as a transition between society and economy).

Text writing

When presenting results, begin with main trends/developments observed and continue with the more detailed information.
In the main statistical findings, explore the possibility to include journalistic sub-headlines (under the section titles which should be short in Statistics Explained) to break up lengthy sections of text, drawing attention to the main findings.
Basic concepts should be explained: 1) for online publication in Statistics Explained, basic concepts can be explained in the text itself (only for short explanation) or in the Statistics Explained glossary; 2) for PDF/printed publications, basic concepts can be explained in the text itself (only for short explanation), in footnotes, in boxes (for more consistent explanation) or in a glossary at the end of the publication or at the end of the chapter.
Keep as general rule: spell out the abbreviations (at least the first time they are mentioned), use ordinary language as far as possible, present/explain the results in a simple way.
In case of outliers: move focus away from outliers and concentrate on either the general patterns observed or on the observations that follow in the ranking below these outliers.
When analysis is done at the regional level, concentrate only on top 5 or 10 rather than having long list of individually named regions.
Cross-check the values in the text against the values in tables and figures.
Check that there are neither political statements nor value judgements.
Check for repetition.
EN text should be re-read/revised by a native speaker.

Data, tables, graphs and maps

Data extraction and reference period

Ideally use same reference year(s) in all tables, graphs and maps throughout the chapters.
Present economic information only when the latest available data are in line with the current situation.
Present trends which are meaningful in terms of number of years for users. Longer time period should be used for structural changes than for shorter changes. Good practices are 5-10 years evolution for structural changes and two consecutive time periods for shorter changes.
When presenting trends, do not describe them only in text, but show them also through graphical presentation (to allow users to visualise the changes across time).
Check whether the data are on Eurobase; if not, what is the justification for not placing it there?

Missing data

For graphs and maps, agree on a rule for filling up missing data for each indicator; determine how far back in time should the data extraction be made to fill gaps when preparing data. Good practice is maximum two years back. For example, if 2018 data are shown and if data for 2018 are not available for some Member States, then data for years 2017 and 2016 should only be used to fill the gaps, data for years before 2016 should not be used.

Rounding of numbers

For more details see the tutorial on rounding of numbers.

The same precision as in the dissemination database (Eurobase) should in principle be used.
Numbers should not be rounded in the Excel files used as a basis for the tables, figures and maps.
When analysis is done at the regional level, value in Eurobase with the same number of decimals should be used for the intervals (for maps) in order to avoid misclassification of NUTS regions.
Rounding should only be done when numbers are mentioned in the text or tables/graphs in order to improve readability.
Use in the analysis only the decimals which are needed, and which make sense (on the basis of the feedback from production units). Apart from a few exceptions, one decimal is in general sufficient.

Tables and graphs

All graphs should preferably be ranked by values (using data from most recent year) in order to emphasise statistical patterns. Protocol order should only be used when no ranking is possible. When ranked, check that data for non-member countries (such as acceding, candidate and EFTA countries) have been ranked separately from EU Member States.
Maintain a consistent sort order across the whole publication (for example, female then male for any graphs that are broken down by sex).
Include diverse tables and graphs in the chapters. Different visualisations /presentations of the data make the publication more varied, and this is an area where we can be a bit more creative, while keeping in mind that new data presentations should stay easily understandable for users.
Find the best indicator choice and alternative visualisation format (e.g. scatter plots, distribution plots, etc.); this can be done in an easy way by testing in “flexible dashboards”.
Follow the latest guidelines for formatting tables and graphs and maps, using the excel add-in.
Follow the latest guidelines for writing titles and short descriptions as well as for the standard items used in titles.

Maps

Avoid the inclusion of maps with relatively poor data coverage.
Statistical maps should preferably show indicators being proportions instead of totals (i.e. total numbers should be divided by another indicator, like population total or area).
The syntax used for map legends should be easily understandable; especially the syntax used for class intervals should make the ranges clear for readers and should result in non-overlapping classes. One example with four classes is:

[ < 50 ], [ 50 – < 75 ], [ 75 – < 100 ], [ 100 – < 125 ], [ ≥ 125 ].

EU and EA aggregates

Add information about European Union (EU) and euro area aggregates in the text and in the tables (at the top of the table) and figures.
Refer (when possible) to the latest aggregates, i.e. EU-27 and EA-19.

External links

Eurostat style guide for graphics in Eurostat publications, providing detailed and sophisticated layout rules for publications requiring a professional layout, in particular flagship publications, pocketbooks and statistical books
Excel add-in to support the Eurostat layout - manual for the specially created Excel add-ins simplifying the creation of tables and graphs in the Eurostat graphic style
Interinstitutional style guide providing harmonised style rules and conventions at European Commission level
UNECE guidelines for statistical writing