Designing the Document

Format and Graphics

Graphics

Integral part of the text Augment and balance the text

Challenges of Technical Writing

Documents contain highly complex information

Single document intended for multiple audiences and for different purposes

Must facilitate quick transfer of information

Visual Design

Page design and illustrations Page design

The way words appear on the page As much graphic design as illustrations

Effective page design Guides reader’s eye to what is most important Cues as to the various paths through material

Graphic Illustrations

Transmit information all at once Show relationship of all parts simultaneously

Conventions of Visual Perception

Read from left to right Read from top to bottom Things in foreground more important than those in

background Large objects more important than small ones Thick lines more important than thin ones Areas featuring most activity contain the most

important information Related items grouped together Contrast makes things stand out

Strategies for visual communication

Decide on design compatible with work constraints

Create document design style sheet Gear graphics to level of audience Items should have visual connections if

related Provide visual road maps Make document pleasing Be consistent Take advantage of universal symbols

Document Style Sheet

Page layout grid Formatting

Type fonts, sizes, line spacing, use of bullets and icons

Placement, size and type of graphics Use of color

Create Visual Hierarchies

Most important material in prominent places Clearly designed levels Relationship of parts obvious at a glance “Levels effect” allows people to read more

quickly and process information more easily

Formatting Textual Elements

Choose 10 or 12 point type Serif and san-serif create different effects Be consistent in styles you choose Use boldface or italics to emphasize (use

sparingly) Do not use all caps Use ragged right margins List (use sparingly)

Use numbers when definite sequence, steps or fixed quantity

Bullets highlight information but not the order

Purpose of Graphics

Convey messages Reach intellect as well as emotion Color, design, size can be powerful

What issues or points in text might be enhanced by visual support

Purpose of Graphics

Clarify Simplify Emphasize Summarize Reinforce Attract Show Relationships Save Space (Do not overuse)

Balancing Graphics and Text

Be consistent with tone Graphics and text should complement and

not depend on each other Overuse can cause cartoon-effect Underuse can make text seem dense

Choosing Appropriate Graphics

Figures, tables, charts, graphs Represent data

Photographs Line Drawings

Use to show how something looks or works

Charts and Graphs

Bar chart Gantt chart Pie Chart Flow chart Decision Tree Organizational Chart Tree Diagram Line Graph

Tables

Information table Decision table

Ethics

Placing Graphics in Text

Introduce before it appears in the document Place as close as possible to its discussion in the

text. Present the graphics as professionally as the text Size should make it legible Level of detail consistent with importance of info Use color only to enhance message Use white space around and within graphic to

increase impact and readability Avoid clutter with unnecessary graphics