1. Document Design Customized & Workplace Training AAI/Portland Community College Facilitated by George Knox

2. Style: Business vs. Technical Business Writing :  Purposeful  Persuasive  Flexible  Economical  Reader-focused Technical Writing:  Purposeful  Informative  Structured  Economical  Product/process- focused

3. 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

4. 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

5. 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?

6. 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

7. 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

8. 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

9. Document Design: Focus “The Rule of Ones” –One idea per sentence –One topic sentence per paragraph –One thesis/main point per document

10. Document Design: Graphics  Integrate graphics into text –See Tips for Using VisualsTips 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

11. 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/caro ll/ http://metalab.unc.edu/wm/paint/auth/caro ll/

12. 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

13. 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

14. 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

15. 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.