1. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Chapter 4 Designing and Delivering Usable Information 1 Strategies for Technical Communication in the Workplace Laura J. Gurak John M. Lannon

2. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Usability A document ’ s usability is a measure of how well that document fulfills the information needs of its audience. The reader should be able to easily:  locate needed information  understand information immediately  use the information successfully 2

3. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Six Steps to Prepare a Usable Document 1. Analyze the document ’ s audience. 2. Determine the document ’ s purpose. 3. Create a task analysis for the document. 4. Consider the setting, potential problems, length, format, timing, budget. 5. Develop an information plan for the document. 6. Write, test, and revise the document. 3

4. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Analyze the Document ’ s Audience Who is the main audience for this document? Who else is likely to read it? What is your relationship with the audience? Is more than one type of relationship with the audience involved? How familiar might the audience be with technical details? What culture or cultures does your audience represent? 4

5. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Primary and Secondary Audiences Primary  People who requested the document  Often need more technical information Secondary  People who will carry out the project  May need less technical information 5

6. © 2010 Pearson Education, Inc., publishing as Longman Publishers. The Audience ’ s Technical Background 6 Experts Just the facts and figures Informed persons Facts and figures explained Laypersons Facts and figures explained in simplest terms Highly technical Semi- technical Non- technical      

7. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Consider Usability Factors  Setting  Potential Problems  Length  Format  Timing  Budget 7

8. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Develop an Information Plan for the Document Prepare a purpose statement. Gather information about:  audience  user tasks  setting  potential problems  length, format, timing, and budget 8

9. © 2010 Pearson Education, Inc., publishing as Longman Publishers. Write, Test, and Revise the Document Ask respondents to identify specific difficulties they encountered in regard to:  Content  Organization  Style  Layout and visuals  Ethical, legal, and cultural considerations 9

10. © 2010 Pearson Education, Inc., publishing as Longman Publishers. For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.pearsonhighered.com/gruak. Any Questions? 10