Designing the Document
A cluttered document with poorly designed elements can...
... confuse and overwhelm your reader, and they may be discouraged if they cannot find the information they need quickly and easily .
Since readers vary in their ability to understand graphics, ask these questions when deciding which graphic your audience will best understand:
How much do readers already know about the subject?
How interested are readers in the subject?
Do readers need or expect technical information and figures, or will these technical details confuse them?
Does their reading level tend to be higher (10th grade or above) or lower (9th grade or lower)?
To help readers interpret graphics quickly and easily:
keep graphics neat and simple
integrate graphics with text
give credit for borrowed graphics
use color effectively
Types of tables include:
Informal table -uses rows and columns without lines or column headings. The explanation of the graphic is a brief summary of the information presented in the graphic.
Formal table -arranges information in rows and columns using lines. Because it uses lots of numerical data, lines and column headings make the numbers easier to understand.
Verbal table -also called a chart. It uses columns and lines just like a formal table, but it uses words instead of numbers.
Elements to consider when designing a document are:
- White space
- Text
- Headings
- Graphics
- Mediums
To choose graphics that relay your meaning and purpose most effectively, ask yourself:
What is the purpose of the writing?
How can graphics help achieve that purpose?
Graphics add...
.. critical information to your text and become a part of the overall appearance.
The four types of graphs are:
Bar graphs/multiple bar graphs -uses rectangular bars to present data. Single bar graphs use one bar per measurement, and multiple bar graphs use more than one bar per measurement.
Line graphs/multiple line graphs -uses lines that show trends. Single line graphs use one line to show data, and multiple line graphs use more than one line to compare data.
Pictorgraphs-a bar graph that uses pictures to represent data. Pictures in pictographs must be easily recognized and distinguishable from one another in order for it to be clear.
Pie graphs -a circular graphic that shows how parts relate to the whole. The whole is 100% and the pieces move clockwise from largest to smallest.
White Space...
White space separates chunks of information and makes a document look inviting.
Writers can create white space in margins, between paragraphs, and columns, around graphics, and before itemized lists.
Graphics can...
... clarify information quickly , and most complex technical material can be simplified with a graphic.
Good writers create...
... a flow between words and graphics that unifies a document, allowing readers to move along without interruption.
Examples of charts include:
Flowchart -a chart that uses lines and arrows to show a process or series of steps.
Decision flowchart -a special flowchart that uses symbols to indicate critical parts of making a decision.
Organizational chart -a drawing with boxes, words, and lines to show how an organization is structured.
Gantt chart -a bar graph used to schedule the major tasks of a complex project. It uses bars to show the length of time needed to complete each task.
Type fonts are divided into serif and sans serif...
Serif refers to letters with distinguishing lines or “tails,” which make it easy to distinguish between one letter and another.
Sans Serif refers to letters with few distinguishing lines and no “tails,” which is appropriate for something short like a title or heading.
Technical readers often...
... rely on words and graphics to convey meaning because at one glance, readers perceive more information with graphics than with words alone.
Color often draws a reader’s attention before the reader pays attention to the words. It can be used to:
indicate a document’s organization
Emphasize or clarify an important point
Support your text’s meaning
make your document attractive
Tables are used to present...
... words or numbers that can be organized into categories of columns and rows. They are one of the most popular graphic aids.
Mediums include...
Choices include paper media or electronic media.
Examples of paper media include heavy stock, 8 ½” x 11 paper, or a trifold brochure.
Examples of electronic media include email, CD-ROM, or a web page.
Technical subjects such as engineering, marketing, and medicine heavily rely on...
... data that is presented visually, so their readers expect to see graphics in their reading.
Provide a specific title for graphics except for...
... informal tables.