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Introduction to Document Design: Visual Organization

--(c)2002 by Linda Alexander

Good document design helps readers find and understand

information more quickly. It can help organizations and

company save time and money. Therefore, before you begin

writing, and again before writing your final draft,

consider these tips for making your document's design aid

in the clarity of your communication.

1. Before even processing the text, readers should get a

sense of the document's structure through visual

clues such as white space, headings, subheads, bold

face, different size fonts, numbered lists, charts,

etc.

2. Give them a sense of the organization quickly, and

make sure the text supports that organization and

comprehension will be helped before your audience

even begins to read your document.

3. Rather than trying to fit everything in by reducing

font size, good editing eliminates unnecessary words

and sentences. Is your message consistent? Is it

unique and appropriate for your audience? Does your

writing make it easy for readers to understand your

meaning?

4. Use templates (empty documents with preformatted

margins, colors, font faces and sizes) to increase

your efficiency and productivity.

5. Use selective emphasis: Headings, subheads, italics,

pull quotes, and different font sizes are all good

ways to organize sections, break up text and

emphasize important points. Be sure not to overdo it,

however, or your document will be *more* difficult to

read.

6. Keep paragraphs short - they should only contain one

main idea. If you are starting a new idea, begin a

new paragraph.

7. Use numbered, lettered, or bulleted lists to help

your reader follow your thinking.

8. Use spaces between paragraphs, rather than indenting.

It simply looks neater. Use single spacing for your

text and double spacing between paragraphs.

9. Number your pages. Even in early drafts, this will

keep you and your co-authors organized. When the

document is finalized, your readers will appreciate

being able to turn to a certain page number to find

what they are looking for.

Linda Elizabeth Alexander writes marketing copy for

nonprofits and other businesses. Contact her today to

discuss your next project and get your FREE quote!

mailto:lalexander@write2thepointcom.com

http://www.write2thepointcom.com