1. Chapter 12 Designing the Document

2. 1. To make a good impression on readers Documents should reflect your own professional standards and those of your organization. 2. To help readers understand the structure and hierarchy of the information Reader should be able to navigate easily through the document. Reader should understand the hierarchy of information. 3. To help readers find the information they need Usually, readers do not read technical documents cover to cover. Design elements aid reader in finding information quickly and easily. page design typography 2Chapter 12. Designing the Document

3. 4. To help readers understand the information Effective document and page design can clarify information. A picture next to a description of an object helps the reader understand the details better. 5. To help readers remember the information Effective design helps readers create a visual image of the information. This makes it easier to remember. 3Chapter 12. Designing the Document

4. PROXIMITY: group related items together ALIGNMENT: consciously place related information REPETITION: consistent patterns CONTRAST: visually highlight important information BALANCE: achieve overall balanced look

5. Paper sizes Typeface preferences Color preferences Text direction 5Chapter 12. Designing the Document

6. Size of the document Page size Procedural or safety manuals Brochures, catalogs, flyers 8 ½ x 11, 4.5 x 6, 6 x 9, 8 ½ x 14 Page count Cost Psychological factor

7. Time. What is your schedule? Money. Can you afford professional designers and print shops? Equipment. Complex designs require graphics software and desktop-publishing programs. 7Chapter 12. Designing the Document

8. Paper—What type to use Made in different weights and colors Newsprint, paper stock, bond, book paper, text paper Coated or uncoated Printing professionals Bindings Paper clip, loose-leaf binder, ring or spiral binder, saddle binding, or perfect binding

9. Icons Color Dividers and tabs Cross-reference tables Headers and footers Page numbering 9Chapter 12. Designing the Document

10. Chunking People understand information best if it is delivered to them in chunks - small units - rather than all at once. Queuing Refers to creating visual distinctions to indicate levels of importance. Use emphatic elements—bigger type or bold More important elements to left margin and indent less important elements Filtering The use of visual patterns to distinguish between various types of information. Using icons, text boxes, definitions in the margin, etc. 10Chapter 12. Designing the Document

11. They limit the amount of information on the page, making it easier to read and use. They provide space for binding and allow readers to hold the page without covering up the text. They provide a neat frame around the type. They provide space for marginal glosses. 11Chapter 12. Designing the Document

12. Text is easier to read because the lines are shorter. Columns allow you to fit more information on the page. Columns let you use the principle of repetition to create a visual pattern. 12Chapter 12. Designing the Document

13. Typefaces Families Case Sizes Line spacing Line length Justification 13Chapter 12. Designing the Document

14. Serifs—These are often considered easier to read because the serifs—the short extensions on the letters—encourage the movement of the reader’s eyes along the line. (Times New Roman) Sans-Serifs—These are often harder on our eyes because the letters are less distinct from one another. However, easier to read on the screen.

15. N serif sans-serif 15Chapter 12. Designing the Document

16. Part of the Helvetica family of type: Helvetica Helvetica Bold Helvetica Bold Italic Helvetica Narrow Helvetica Narrow Bold Helvetica Narrow Bold Italic 16Chapter 12. Designing the Document

17. Lowercase letters are easier to read: Individual variations are greater in lowercase words THAN THEY ARE IN UPPERCASE WORDS. 17Chapter 12. Designing the Document

18. Footnotes 8- or 9-point type Body text 10-, 11-, or 12-point Headings 2 to 4 points larger than body text Indexes 2 points smaller than body text Titles 18 or 24 points Slides 24- to 36-point type 18Chapter 12. Designing the Document

19. 19 Summary In this example, the writer has skipped a line between the heading and the text that follows it. Summary In this example, the writer has not skipped a line. The heading stands out, but not as emphatically. Summary. This run-in style makes the heading stand out the least.