Hope it's ok to blog for this chapter without an initial posting...
The audience/user needs are so important and this chapter provides a good list of tips for analysis such as worker's motivations, level of computer use, knowledge of program's subject matter, learning preferences, and usage pattern to list some of them. I especially agreed with the idea of including those who have a personal stake in the outcome with the planning, implementing and revising of any new program. This approach changes the procedure writer from an overseer position to a collaborative position. I've found this approach definitely makes the users feel their ideas and suggestions are important and this provides an atmosphere of teamwork. I've been a usability testor for various new web page applications at work and when the administrators of a new program encourage my feedback, I feel open to express more than I normally would about the process. This also increased my motive to learn a new program. Barker wrote about the role that attitude plays in introducing a new program so when I write my usability testing document, I will remember to include the benefits for the users prior to testing. I also need to take into account users' prior knowledge, learning methods and experience in order to hit my target audience.
Saturday, February 16, 2008
Wednesday, February 13, 2008
Campbell: Chapter 5 Is There a Certain Format I Should Use?
Chapter 5 Is There a Certain Format I Should Use?
Team 2 Ender/Warren
Format and Audience
The format is determined by your audience and what information you are presenting. Some formats work better with certain audiences. For example, flowcharts work great for engineers and other types that have a technical background. At the same time, the visual elements of a flowchart may be overwhelming to a person in a technical field. People react better to formats they are familiar with. Many times, new formats are confusing and can take adjustment.
Format and Material
The content that you are sharing in the document narrows the format options that you should use, for example: Safety documents need absolute clarity, easy comprehension and immediacy. In this type of situation, an outline format or flowchart that contains arrows would offer more clarity and ease access for the user.
For Procedures that are very detailed and precise – flowcharts work great. As the writer, you need to analyze the content and decide which type of format works best.
Narrative formats usually work better for policy statements and general information.
Format and Management
You need management on board with your choice of format – explain why this will work best for your document. Always keep the reader in mind.
Deciding on Page Layout
Whatever format you choose, certain elements must be consistent in the page layout. The user must be able to find the title, document number, effective date, and revision, all found in the header/footer depending on your company’s document style.
Purpose, scope, background, or required equipment, are part of the page layout as well – this information is usually found at the top of the document preceding the actual procedure itself. These sections are usually written in narrative paragraph format.
Most companies standardize other information on each of their documents, this facilitates a consistent document and the user will find all information with ease. The main objective is to keep the document simple so reader can find the information they need.
Choosing Among Format Options
Once the page layout has been decided, then you can choose the format for the main text. The important thing is to be consistent; clarity helps the user so that they are not confused.
There are several Primary formats to choose from:
• Narrative – standard sentence paragraph
• Outline – separated into sections and subsections
• Playscript – formatted by actions and responsibilities
• Flowchart – a diagram or process
These formats can be used alone or in conjunction with other formats and they are the basis of the document.
There are several Secondary formats to choose from:
• Questions and Answers – narrative or table format
• Troubleshooting – help sections/reference sections
• Matrix table – variable placed in the header/one variable placed in the stub (to the left)
• Lists – short lines, the eye loves these shorter line lengths
Combining Formats
Minimize the confusion in documents and only combine formats that are necessary in a policy and procedure. If used correctly, certain combinations of format can be very effective.
Experiments and Hybrids
These formats should not be considered sacrosanct, any and all of these formats can be changed to fit your needs. Experiment with them to see which ones work best for your audience’s needs.
Team 2 Ender/Warren
Format and Audience
The format is determined by your audience and what information you are presenting. Some formats work better with certain audiences. For example, flowcharts work great for engineers and other types that have a technical background. At the same time, the visual elements of a flowchart may be overwhelming to a person in a technical field. People react better to formats they are familiar with. Many times, new formats are confusing and can take adjustment.
Format and Material
The content that you are sharing in the document narrows the format options that you should use, for example: Safety documents need absolute clarity, easy comprehension and immediacy. In this type of situation, an outline format or flowchart that contains arrows would offer more clarity and ease access for the user.
For Procedures that are very detailed and precise – flowcharts work great. As the writer, you need to analyze the content and decide which type of format works best.
Narrative formats usually work better for policy statements and general information.
Format and Management
You need management on board with your choice of format – explain why this will work best for your document. Always keep the reader in mind.
Deciding on Page Layout
Whatever format you choose, certain elements must be consistent in the page layout. The user must be able to find the title, document number, effective date, and revision, all found in the header/footer depending on your company’s document style.
Purpose, scope, background, or required equipment, are part of the page layout as well – this information is usually found at the top of the document preceding the actual procedure itself. These sections are usually written in narrative paragraph format.
Most companies standardize other information on each of their documents, this facilitates a consistent document and the user will find all information with ease. The main objective is to keep the document simple so reader can find the information they need.
Choosing Among Format Options
Once the page layout has been decided, then you can choose the format for the main text. The important thing is to be consistent; clarity helps the user so that they are not confused.
There are several Primary formats to choose from:
• Narrative – standard sentence paragraph
• Outline – separated into sections and subsections
• Playscript – formatted by actions and responsibilities
• Flowchart – a diagram or process
These formats can be used alone or in conjunction with other formats and they are the basis of the document.
There are several Secondary formats to choose from:
• Questions and Answers – narrative or table format
• Troubleshooting – help sections/reference sections
• Matrix table – variable placed in the header/one variable placed in the stub (to the left)
• Lists – short lines, the eye loves these shorter line lengths
Combining Formats
Minimize the confusion in documents and only combine formats that are necessary in a policy and procedure. If used correctly, certain combinations of format can be very effective.
Experiments and Hybrids
These formats should not be considered sacrosanct, any and all of these formats can be changed to fit your needs. Experiment with them to see which ones work best for your audience’s needs.
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