By Dana P Skopal, PhD

Many people read information online and write technical information that goes online, as technology has given us this medium. Technology has also allowed us to present the information in different layouts, which often have graphics. As a reader, we decide where our eyes go and we make many decisions, based on the layout and headings, on what section we may read next. However, as a writer or producer of that information, how can we plan for a diverse range of readers?

One approach is to think of planning (drafting) a text as planning the ‘design’ of that information. Information design broadly refers to the intricate blending of:

• content structure (order of information and where you place your main points)
• appropriate wording (use shorter words and clear sentences)
• visual formatting (good layout or document design).

This combination of information ‘steps’ – structure, wording and layout – used by readers were observable in our research findings (Skopal, 2017).

If your reader can locate your key message easily and the language and design assist them to understand all the detail, you have produced a good document. Once you have all your information ready for your text, plan your text around structuring the key points early in your document, using clear wording and applying layout.

Information or document design is important when writing one page or fifty pages. Just as our taste-buds vary, readers’ preferences for the layout of a document also differ. This is where usability testing can help. Perhaps see how a group of colleagues understand your document and its layout before releasing the final version.

For effective written communication, a writer needs to consider both the logical ordering of information as well as what layout options, including the use of bold and amount of white space, can assist a reader to locate all the necessary information.  It is a balancing act, but a good communicator (often with the help of their editing team) can structure and visually present their message so a reader can effectively use the written information.

Reference:

Skopal, D. P. (2017). Public information documents: understanding readers’ perspectives. In Alison Black, Paul Luna, Ole Lund, & Sue Walker (eds.), Information Design: Research and Practice, 463–476. London: Routledge.