Document Design

Customized & Workplace TrainingAAI/Portland Community College

Facilitated by George Knox

Style: Business vs. Technical

Business Writing: Purposeful Persuasive Flexible Economical Reader-focused

Technical Writing: Purposeful Informative Structured Economical Product/process-

focused

Style: Business Writing

Strategies: Gain attention early Clarify benefits to

readers Frontload a positive

message Backload a negative

message Always include a

“request for action”

Use keywords Explain technical or

unfamiliar terms Prepare for multiple

audiences Avoid conversational

and narrative styles Consider multiple

modes of delivery

Style: Technical Writing

Strategies: Design document to be

“used” rather than “read”

Provide for document navigation

Frontload most technical documents

Use appropriate technical & industry terms including acronyms

Create distinct document sections based on use

Provide necessary caution and warning messages

Prepare document for use within technical setting

Consider multiple modes of delivery

Use technical graphics whenever possible

Style: Proper Citation

Use the correct style– (Academic/industry standard, in-house guide,

editor/reader preference)

Document your sources in progress– Take notes with source info– Place citations/short-cuts in drafts

Proofread for citations– Citations matched with sources?– Correct style and punctuation?

Combining Technical & Business Styles

Use correct style for document sections– Function (Purpose of each section)– Audience expectations

Separate sections written in different styles– Differentiate between sections– Headings, titles, text, graphics, etc.

Consider linking separate documents

Document Design: Format

Informative

Introduction of problem

Main point Details Summary

Persuasive

•Introduction of problem•Main point (or after supports)•Supports•Summary•Request for action

Instructional

•Introduction of problem•Steps in sequential order•Additional resources

Document Design: Flow Front load vs. back load Roadmap

– Statement of purpose– Overview of content

Signposts (Visual)– Visual elements guiding reader– Headings, highlighted text, dividers, white

space Cues (Text)

– Transitional phrases and words Chunking (Grouping related elements) Linking (Transitioning between elements) Parallel form

Document Design: Focus

“The Rule of Ones”

– One idea per sentence– One topic sentence per paragraph– One thesis/main point per document

Document Design: Graphics Integrate graphics into text

– See Tips for Using Visuals Maintain a graphic theme Generally do not use clip art or extraneous

graphics for formal documents Follow corporate/publication guidelines Adhere to copyright law

Remember: Graphics are included to communicate

Tips for Using Visuals Only use visuals when

useful/necessary Refer to visuals in the text

(see Figure 1) Place visuals near and

after references Label figures and tables

with a number and caption Label the important parts

of visuals Cite your sources when

necessary Use white space to

improve impact and readability

Figure 1 Advice

Source: Webmuseum,http://metalab.unc.edu/wm/paint/auth/caroll/

Document Design: Other Issues

Headings, spacing, pagination, type Titles, length, submission Documentation of sources Electronic format Preparation for delivery

All of these are dependent upon the publisher and style guide

Formatting Text

Common format:

10-12 point type (body text) Serif vs. San Serif Consistent type styles (“Magic 3”) Bold/italics to emphasize Avoid all capitals and underlining Ragged right – justified left margins Text boxes, large size, color for emphasis

Mini-Documents

Supplemental documents that summarize or overview a full document– Executive Summaries, abstracts, chapter

summaries, detailed contents, etc.– Used by audiences to preview longer

documents– Helpful tool to target multiple audiences– May be used separately from full document

Business Writing Activity #2

Continue a document analysis by identifying proper technique for the three documents you considered in activity #1. Use the activity sheet on page 17 of the workbook.