By Dana P Skopal, PhD
When given a government or business information document, a reader needs to be able to read, comprehend, and apply that relevant information. Documents and websites that explain regulations or processes need to be read, and a reader has to be able to understand and use that information. Two key words: read and use, which link to the information design – that is, where you place key information and images. Recently, we had a meeting about a new document design. Surprisingly, the four managers viewed the page layout differently, with one manager finding the design confusing. It is important to step back and understand your reader or audience.
In the past, readability was linked to the wording in the document. Readability formulas became prominent in the educational field when testing the suitability of textbooks. For each school level the text needed to be clear for the students to use the material and learn. Thus the purpose of the readability formulas was to gauge if the content could be read and understood. These formulas are usually based on sentence length and number of syllables, and not the meaning or placement of the information.
In the community and in the workplace, a reader not only needs to understand the content but often they need to act on that information. The reader needs to use the information, and if they cannot follow the content or steps, the writer has arguably failed in making the document fit for purpose. Hence document testing can assist writers in understanding how different readers may use the text, especially if they are writing for a broad audience such as the public.
Document readability testing can investigate if a reader can find all the information they need to act on and whether document design, including the order of information, assists or hinders them. A writer is usually familiar with the content and may make assumptions about how a reader should digest the information. These assumptions can make the document difficult for a reader to follow, and any problems can surface during testing. Testing even with six to ten readers can give a writer valuable information about the clarity and usability of the message.
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