Document Design

Purpose:

To discuss what is a good document. For instance, how we can improve on the writing and layout of a presentation slide. We can use visual to make the reader understand our points clearly and efficiently. The target audience are mostly students and anyone who are interested to read my blog.

Document design:

A good document requires the written text and its presentation to be functioning well and together. Hence, the readers will be provided with the information they needed. Document design refers to the physical manifestation of a document. It is important to think about the design during the preparation stage as it will enhance the worthiness and usefulness of a document. According to Reep (2006) design features usually guide readers through the text, increase reader interest in the document and reflect the image that the readers wish to have.

Source: Husna 2009

There are several changes that can be considered in order to improve the writing and layout of the presentation slide above so that it can develops into a good document. Firstly, we can make full use of visual or images so that the readers can understand or appreciate the document. Furthermore, readers usually keen on a visual presentation rather than text. Reep (2006) argues that readers do not read only the printed words on a page; they also read the visual presentation of the text. As suggested by Kress and van Leeuwen (2006) that there are two kinds of visual literacy which is visual communication and language.

The slide should also use format elements that can assist the readers to go through the document smoothly, discover and retain vital information. We should apply written cues such as headings, headers and footers, icons and logos. Reep (2006) suggested that written cues help readers find specific information quicker. In addition, the document must have credibility and meet reader’s requirements as they rarely read word by word. This is clarified by Jakob Nielsen (1997) who identifies that readers always search for highlighted keywords, meaningful sub-headings, bulleted lists and one idea per paragraph.

According to Putnis and Petelin (1996) the specific strategies for a good document design are to make sure that there is a recognisable pattern of information, balance the visuals and text within the page in an orderly fashion as well as do not use more than two typefaces. It is important to have these features in order to produce a good document design. However, the slide does not contain any of these features.

Source: Husna 2009

The slide will not leave any impact on the reader’s mind because it has no reliability and is regard as a poor writing. Hence, the writer must come out with a better wording or phrases to help the readers to remember and understand those explanations easily. This has been emphasised by Putnis and Petelin (1996) that those writers who do deliberately break or manipulate conventions to achieve a particular impact are writers who thoroughly understand how documents create and maintain credibility. However, there is no such thing as right or wrong writing because it is depending on the writer.

Excellent document designs consist of good scientific and technical writing. A good scientific and technical writing usually depends on particular information either directly or literally. Thus, there should be no figurative interpretations in it. This is because the direction and précised purpose must remain unchanged and the information was conveyed without any loss regardless of its viewers. Rothman (2005) demonstrates that the purpose of a technical document is to describe the physical state of an object or set of objects and events that affect them in their real world context. Technical writing should be exact and comprise of all significant details. Good scientific writing is an impressive analysis of argument by exploiting its rational reason to provide a better understanding.

Reference List:

1. Reep, Diana C 2006, Technical writing: Document design, Pearson/Longman, New York.
2. Putnis, P & Petelin, R 1996, Professional communication: principles and applications, Prentice Hall, Sydney.
3. Kress, G & van Leeuwen, T 2006, Reading images Chapter 1: The semiotic landscape: language and visual communication.
4. Jakob N 1997, How users read on the web, viewed 3 September 2009, <www.useit.com/alertbox/9710a.htm>.
5. Rothman S 2005, What makes good scientific and technical writing, viewed 3 September 2009, <http://www.associatedcontent.com/article/9447/error>.