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How to Design an Effective Document at Work

Document Design

When you write a document at work it is important to present information in a clear, concise and easy to follow format. Your ability to capture and maintain the readers attention will depend on the document's visual appeal and design.

The design of the document can help project a positive, professional image of you, your product and your company which can lead to increased credibility.

Visual cues are design elements which bring attention to  important information. Bolding, chunking, italics, lists, and the use of white space and headers help direct reader's attention to the main points of the document.

Design Elements:

• Chunking and headings help break up the monotony of text and allow a reader to anticipate visual stopping points before a new idea is introduced.

• Chunking: The use of smaller paragraphs opposed to large blocks of text.
• For the reader, looking at a block of text is like running down a perfectly straight, flat road. The  distance ahead is apparent and daunting when no rest stops or stopping points can be seen.
• Use the design elements listed below to create mental stopping points to give readers a rest and help maintain their interest.
• Headings: The best way to organize ideas. Headings are brief descriptive words that introduce a new concept or summarize the paragraph below.
  
• Make sure your headings are either bolded or a larger font than the rest of the document and be sure each heading matches. Headings can ask a questions, make a statement or offer keywords to help the reader quickly get an idea of the information.
• Lists: Help divide, rank and organize information to emphasize important points. Lists can be numbered, bulleted or lettered.
• Typeface: Choose a legible, attractive, functional font that matches the message. Do not switch fonts throughout the document, this will make the information seem disorganized and unprofessional.
• Use bold and italics only when attracting attention to the information that is very important.
• White Space:  The key to page layout is to visually organize information by finding a balance between text, illustrations and white space. White space is the areas on the page free from text and graphics.
  

      Do not be afraid of white space.

• Often times it is better to use addtional pages with carefully organized information as opposed to cramming all the information on as few pages as possible.