Document Design

Page Design in Workplace Writing

• Technical documents are designed differently from most other forms of writing

• Designed to be scanned rather than read as a whole
• Technical documents rarely get users' undivided attention
• People read work-related documents only because they have to
• As computers generate more and more written messages, both electronic and hard copy, any document competes for audience attention

Desktop Publishing

• Text can be typed or copied into the program and then edited

• Page highlights and orienting devices can be added
• Images can be drawn or imported
• At any point in the process, entire pages can be viewed and evaluated for visual appeal, accessibility, or emphasis and then revised
• All work at all stages can be stored in the computer for later use, updating

Some Principles of Usable Design (though organizations may prescribe specific design rules)

• Shaping the page
  • Consider look, feel, and overall layout
  • Use the right paper and ink
  • Use high-quality type or print
  • Use consistent page numbers, headers, and footers
  • Use a grid
  • Use adequate white space
  • Provide ample and appropriate margins
  • Keep line length reasonable
  • Keep line spacing consistent
  • Tailor each paragraph to its purpose
  • Make lists for easy reading
  • Styling the words and letters
  • Use standard type sizes
  • Select appropriate fonts
  • Avoid sentences in full caps
  • Highlight for emphasis
  • Using headings for access and orientation
    • Decide how to phrase your headings
      • topic headings
      • statement headings
      • question headings
    • Make headings specific as well as comprehensive
    • Make headings grammatically consistent
    • Make headings visually consistent
    • Lay out headings by level
    • Guidelines for Headings
      • Ordinarily, use no more than four levels of heading
      • To divide logically, be sure each higher-level heading yields at least two lower-level headings
      • Insert one additional line of space above each heading
      • Never begin the sentence right after the heading with "this," "it," or some other pronoun referring to the heading
      • Never leave a heading floating as the final line of a page
      • Use different type sizes to reflect levels of headings
  • Use running heads or feet in long documents

Audience Considerations in Page Design

• If people will use your document for reference only, use plenty of headings

• If users will follow a sequence of steps, show that sequence in a numbered list
• If users will need to evaluate something, provide a checklist of criteria
• If users needs a warning, highlight the warning so that it cannot possibly be overlooked
• If users have asked for a one-page report or résumé, save space by using 10-point type
• If users will be facing complex information or difficult steps, widen the margins, increase all white space, and shorten paragraphs

Designing On-Screen Pages

• Sentences and paragraphs are shorter and more concise than in hard copy

• Sans serif type is preferred for on-screen readability
• The margin point usually appears closer to the top of each screen
• Each "page" often stands alone as a discrete "module," or unit of meaning
• Links, navigation bars, hot buttons, and help options are displayed on each page