Six important factors for good document design

Design Principles

 The principles of design are qualities important to any visual presentation regardless of topic or audience. Experienced designers use the principles of design to create the “look” they want for a document. The general Principles most designers consider in all documents are balance, proportion, sequence and consistency.

1. Balance

Page balance refers to having comparable visual “weight” on both sides of a page or on opposing pages in a longer document. A page in a manual filled with text and photographs followed by a page with only a single paragraph in the centre would probably jar the reader. If this unsettling effect is not your intent, avoid such imbalance in page design.

Remember these points about visual “weight”:

• ·      Big weighs more than small
• ·      Dark weighs more than light
• ·      Colour weighs more than light
• ·      Colour weighs more than black and white
• ·      Unusual shapes weigh more than simple circles or squares

2. Proportion

Proportion in page design refers to the size and placement of text, graphic aids and format elements on the page. Experienced designers rarely use an equal amount of space from text and graphics page after page.

Not only would this be monotonous for readers, it would interfere with the readers’ ability to use the document. Reserving the same amount of space for one heading called “Labor” and an another called “Budgetary Considerations” would result in the long heading looking cramped and the short heading looking lost in the space available.

Each design feature should be the size that is helpful to the readers and appropriate for the subject.

3. Sequence 

Sequence refers to the arrangement of the design features so that readers see them in the best order for their use of the document. Readers usually begin reading a page at the top left corner and end at the bottom right corner. In between these two points, readers tend to scan from left to right and up to down.

Readers also tend to notice the features with the most “weight” first. Effective design draws readers through the page from the important point to important point.

4. Consistency

Consistency refers to presenting similar features in a similar style. Keep these elements consistent throughout a document:

·      Margins - Keep uniform margins on all pages of a document.

·      Typeface – Use the same size and style of type for similar heading and similar kinds of information.

·      Indentations – Keep Uniform indentations for such items as paragraphs, quotations and lists.

Do not mistake consistent format for boring format. Consistency helps readers by emphasizing similar types of information and their similar importance. Consistency in design helps readers quickly find the answers to their questions.

5. Graphic Aids

Graphic aids, called figures and tables, are not merely decorative additions to documents or orla presentations. Graphic aids often are essential in helping readers understand and use the information in a document.

Instructions may be easier to use when they have graphics that illustrate some steps, such as directions for gripping a tennis racquet properly or for performing artificial respirations.

The purpose of graphic aids:

• ·      Often provide quick access to complicated information, especially numeric data.
• ·      Isolate the main topics in complex data
• ·      Help readers to see relationships among several sets of data.
• ·      Graphic aids, such as detailed statistical tables, can offer expert readers quick access to complicated data that would take pages to explain in written text.

6. Formatting

For many internal documents, such as reports, company procedures, and bulletins, the writer is responsible for determining the most effective format elements. Just as you use graphic aids to provide readers with easy access to complicated data, use format element to help readers move through the document, finding and retaining important information.

For printed documents, the writer often does not have the final words on which format elements to use. However, always consider these elements, and be prepared to consult with and often suggestions to the technical editor and art director about document design.

The four types of format elements include:

• ·      Written cues
• ·      White space
• ·      Colour
• ·      Typographic devices

You should do you best to try and apply all four of these formatting elements when designing a document, unless it is inappropriate for the criteria.

By making use of these six important elements of document design the readability of your document will improve substantially and will allow both you and your audience to absorb information faster, more efficiently and with much less effort than before these principles were applied to your document.

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Reference: Reep, Diana C, 2006, Technical Writing, Pearson/Longman