A guide on how to prepare a usable document : Steps and tips

Steps to prepare a usable document

• Analyze the documents audience

• Determine the documents purpose

• Create a task analysis of the document

• Develop an information plan for the document

• Write, test and revise the document

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Whatever the specific goals or concerns of the audience in using the document, readers must be able to;

• Locate the information they need quickly

• Understand the information immediately

• Use the information simply and successfully

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When you don’t know who exactly will read your document, picture your general reader and anticipate questions that may arise. You need to picture your readers and recognize that audiences are not merely passive recipients of information.

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Structure your information in a way readers can easily grasp. To follow your thinking, readers need a clear path from point A to B. This path needs to be obvious as readers scan through your document looking for its overall structure. Information presentation rarely occurs in predictable sequences. As you look over your collected information, you need to think about how you re-structure it to your readers.

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While doing this, you might face this questions;

• What should I emphasize?

• In which sequence will users affect this material?

• What belongs where?

• What do I say first and why?

• What comes next, how do I end?

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The introduction attracts the reader’s attention, announces the writer’s viewpoint & previews what will follow.

Body explains and supports the writer’s viewpoint achieving meaning by carrying out a line of thought from sentence to sentence in a logical order.

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Conclusion may emphasize key points, predict outcome or suggest further study. Good conclusions give a reader a clear understanding.

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Readable style

No matter how technical your document, your audience won’t understand the content unless your sentences are easy to understand and the words are chosen precisely.

Your style should have the following;

• Way in which you construct each sentence.

• Length of your sentences.

• Way in which you connect sentences.

• The words and phrases you choose and the tone you convey.

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A readable style requires correct grammar usage, spelling but correctness is not a guarantee of readability.

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Strategies for Writing an Efficient style

• Write clearly. Enables each reader to read the sentence only once in order to group its meaning.

• Avoid ambiguous modifiers & pronoun references, using active voice whenever possible and passive voice selectively. Also avoid unnecessary jargon. 

• Writing fluently. You will hold the readers interest and reduce monotony by making clear connections.

• Writing personably to connect with your readers.

• Adjusting the tone. Distance you hold between yourself and reader will determine attitude you show towards your subject.

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Strategies for Non-sexist

• Use gender mutual expressions.

• Don’t mention gender if not relevant.

• Avoid sexist pronouns.

• Be specific when referring to someone’s culture.

• Avoid potentially judgmental expressions.

• Never use demeaning expressions.

• Use age appropriate designations. i.e. talk about this is an elderly person