Document Design Justine Nielsen April 28, 2003 San Luis Obispo Society for Technical Communication April 28, 2003

Document Design Analyze your audience Determine appropriate information architecture and medium Design for use Select effective design tools

Analyze Your Audience Consider… Who they are What their goal is How you can advocate on their behalf

Information Architecture and Medium Which medium is most appropriate? Online Layer information hierarchically Begin with simple, brief explanations – best for novices Add additional levels of detail for more experienced users with complex questions or problems Effectiveness comes from the information content and design structure Test with various stages of technologies, not just current versions

Information Architecture and Medium Which medium is most appropriate? Print Consider physical working conditions when choosing page size, substrate, page layout, fonts, colors Index specific, rather than general, terms Combination Use single-source content databases to quickly create multiple versions in different media with varied content for different users

Write for Use Make information easy to find… …and easy to understand Just “Chunk” It! Keep it short Use long paragraphs only for explanation, not for instruction Use jargon appropriately Repeat information rather than cross-reference …and easy to understand Use a direct writing style Begin each step with an action (including a verb) and identify the expected response Use examples, scenarios, and analogies to clarify content

Information Architecture and Medium Document Design creates relationships: distinguishing things that are different, connecting things that are related.

Select Effective Design Tools Use text organizers Headlines, kickers, subheads Headers and footers Pull-quotes and sidebars Bulleted and numbered lists Design for visual effectiveness Combine words, images and shapes to create a “visual language” Use visual elements (fonts, paragraph spacing, colors, graphics) consistently

Select Effective Design Tools Include accurate and relevant technical illustrations Don’t overwhelm with too much information Create simple tables and diagrams Remove distracting “chart junk”

Select Effective Design Tools Include accurate and relevant technical illustrations Provide ongoing motivation for readers: design for interest, access, and impact – make it memorable Avoid distortion, deception, and misrepresentation

The Bottom Line Why do I need to know this stuff? Provide the “total package” Technical communicator vs. writer How can I market my design skills? Audience analysis Investigative skills Computer programming User interface design Visual interactive design… Task analysis Verbal communication Graphic design Interpersonal skills

What’s the best way to exhibit these skills to a prospective employer? The Bottom Line What’s the best way to exhibit these skills to a prospective employer? A Digital Portfolio!