DESIGNING DOCUMENTS

And page layout

What is document design?

Refers to page layout, that is, where the visuals and information are placed on a page and the visual relationships established between these elements on the page (or between these elements and those on other pages in a multi-page document)

An effective layout can help users of technical communication

Poor layout can hinder users

What are the elements of document design?

Typefaces and fonts

White space Layout Boxes Lines

Illustrations Icons Lists, bullets,

numbers Arrows

Typefaces and fonts

Choose typefaces that are easy to read Use serif type for body text and sans

serif type for titles and headings Above all, match the typeface to the

needs of users/readers Easy-to-read vs. what does it say?

White space

Area on the page that has no text or graphic

White space is the background on the page

Gestalt theory explains how users distinguish text on a page as geometric shapes

Formatting, such as bold headings, separate sections of the page

Should margins be justified or ragged? Ragged right is easiest to read. Why?

Preserves the normal spacing between letters

Can add the visually unexpected Ragged borders can be used to attach

captions to photos

Capitals or lower case?

All caps call attention to a point But they are difficult to read Mixed upper and lower case define word

shape, which we use to distinguish one word from another

When to use all capitals? Seldom, only when you really must In small amounts, restricted to a few words To startle or grab attention To simulate screen shots

In-Class Exercise 5.1 (1 of 2)Examine the page layout

of each of your sample technical documents and compare how the information is presented.

Typefaces Headings Paragraph length Number of paragraphs

Type, location, and function of visuals

Labelling of figures or tables

Format and presentation of instructions

Format of notes, cautions, warnings

Additional design choices

In-Class Exercise 5.1 (2 of 2)Use these questions to help you analyse the

quality of design in your sample documents: Which layout is more attractive? Easier to follow? What relationship is there between the layout’s

appearance and its ease of use? Are sections out of order? Which documents have the most logical presentation

of information? If it has illustrations, are they appropriate? Should the

document have more or other illustrations? What kinds of visuals would be best?

How easy is it to locate section headings? How easy is it to see how one section relates to

another?

Four design principles

Proximity Alignment Repetition Contrast

Proximity

Refers to visual groupings of related items

Grouped items imply some relationship Separate items imply lack of relation Create proximity through grouping

related items on a page Aim for 3 to 5 items per page

What to avoid with proximity Putting too many separate elements on

a page Putting items in the centre and corners

of the page Using equal white space between

unrelated items Grouping unrelated items together to

imply a relationship

Alignment

Refers to lining up elements on a page Helps you avoid arbitrary placement of

elements on a page Helps you create visual connections on a

page Choose from

Left alignment Right alignment Centre alignment

Effective use of alignment

Choose one alignment and use it throughout your document

Left alignment doesn’t meant everything lined up along the left-hand margin, but everything lined towards the left on the page (rather than centred or right-aligned)

Centring creates a traditional look: it can be boring

Right alignment can add drama

Strategies to create alignment Make conscious choices about where you

place items on the page Find something else on the page to align an

element with Use alignment to

Organize the page and unify the items Create an artistic impression for your document

Avoid Using more than one alignment on the page (for

example, centred title, left-aligned headings)

Repetition

Consists of taking some aspect of the design and incorporating it consciously throughout the document

Choose typefaces, lines, bullets, or design elements (symbols, images, etc.) to repeat

Use repetition to Unify the page Add visual interest Increase the likelihood the pages will be read

Strategies for effective repetition Take elements of design and use them

consciously Turn some elements of the document

into conscious parts of the design Add elements expressly to create

repetition and design Avoid

Repetition to the point it becomes irritating

Contrast

Make two items exactly the same or make them very different

Use contrast to Make clear the purpose and organization of

the document To create visual interest on the page

Sources of contrast

Size (of font or graphic, for example) Typefaces Lines Colours Textures Horizontal and vertical design of text

strings

Main source of problems with contrast Come from not making items different

enough For example, are these lines different or

the same?

In fact, the first is a 1 pt. and the second a ¼ pt. line, but they don’t look that different, do they?

Lab Assignment 5.1: What changes would you make to improve the overall design of this telephone book ad?

RHG Medical Labs

X-RAY SPECIALISTSBLOOD TECHNICIANS

DIAGNOSTIC & EXPLORATORYMAMMOGRAPHY

ULTRASOUND MRI CAT SCANBLOOD ANALYSIS URINANALYSIS COLONOSCOPY SIGMOIDOSCOPY

BY APPOINTMENTDOCTOR’S REFERRAL REQUIRED

BRING REFERRAL TO APPOINTMENT

1257 KING ST. WLEEDS, MB

205-123-4567

SCHEDULING@ RHGLABS.COM