12 Campbell: We're Thinking About Going On-Line
Team 2: Ender, Warren
What it means to go on-line
Going on-line is not a magic cure that will fix policy and procedure problems. It does not guarantee instant understanding or proper application. On-line documentations is just a different method of communicating information. In the past, users were bound by verbal or written information. Now there is also the option of sending information electronically.
Three methods of communicating with users
1. Verbal
2. Written
3. Electronic
What does not change
The content of your policies and procedures does not change. Neither does your writing, editing, or revision processes. All the challenges of good writing still exist.
What does change
The method by which the final policy or procedure is communicated to the user does change. Printing and copying is no longer necessary. Messages are sent on-line, rather than on paper.
Advantages of going on-line
• Logistical
⁃ lower maintenance costs
⁃ faster
⁃ more efficient
⁃ instant distribution of originals and revisions
⁃ space saving
⁃ easier access for disabled users
• Informational
⁃ can link related facts or documents together in a way that gives users faster access
⁃ can jump quickly from one document to another
• Motivational
⁃ less intimidating to users who are familiar with computers
⁃ easier and faster than picking up a 300 page manual
Disadvantages of going on-line
• Logistical
⁃ need for training
⁃ requires major organizational commitment of time, money, and resources
⁃ small screen size
⁃ higher initial costs for design and development
⁃ format limitations
⁃ lower readability
• Informational
⁃ fast access or ability to compare data can be hindered by inadequate software or hardware
⁃ format limitations tend to lend themselves to short documents
⁃ can encourage readers to skim or skip long documents
⁃ some users may not have access to a terminal
⁃ if the system crashes or is down for maintenance information is unavailable
• Motivational
⁃ peering at a screen is difficult and tedious
⁃ users may be intimidated by the system or by the computer
⁃ some users may prefer a hard copy
✓ Page 376: Questions to ask when going in-line externally
On-line design considerations
• Visual ease
⁃ use small blocks of text
⁃ limit the number of colors on the page to two
⁃ limit highlighting and other visual cues for emphasis
⁃ use simple graphics
⁃ use lots of white space
• Ease of use
⁃ use hypertext or searches
• Clear operating instructions
⁃ indicate page, document, or file size on the screen
⁃ differentiate between "page" and "screen"
⁃ use a "continued" notation at the bottom of text
⁃ create screen headers and footers, and be sure to keep them simple
⁃ if not using hypertext, include information on how to find related information
Designing an on-line system
Because of the limited readability of a computer screen, certain design considerations exist. Formats of an on-paper design would most likely be different than from an on-line design. Keep in mind that a computer screen is harder to see and concentrate on than a piece of paper. Try do eliminate visual clutter and keep the reader's attention.
Four design factors to keep in mind:
1. Visual simplicity
2. Ease of use
3. Clear operating instructions
4. Adequate conversion of elements
Thursday, April 3, 2008
Monday, March 31, 2008
Chapter 11 Barker: Laying Out Pages and Screens
By Mary Dobbins
Guidelines for Designing Pages and Screens
1. Review the user analysis. Use typesize, fonts, etc. and design according to user types and experience, and users’ problem-solving techniques. Page and screen layout should support task orientation and lead users to the right kinds of information. Screens and icons should help the user make the connection between pages of the program.
2. Create the page grids. The grid is the framework onto which you put the text and graphics and contains: grid lines, margins, columns, gutters, white space, and baseline.
3. Define the page grid using styles. The grid provides the roadmap for your pages; then you have to identify the styles. Ideally, you should include all components listed in Table 11.1, Page 355.
4. Draw thumbnail sketches. Use sketches as part of your planning. Find an existing page that you like and then use it to follow the exercise on Page 356.
Tips: 1) Make sketches accurate, 2) Keep page items in proportion, 3) Keep shading and spaciousness close to the original.
5. Set up pages and styles in your word processor. This can be time-consuming but is important to ensure consistency in your document.
6. Determine the layout of help documents. Layout of pages and screens can differ which creates limitations. Table 11.2 on Page 360 compares data elements between pages and screens.
Designing Communication Spaces
Two important things need to be decided:
1. Degree of Modularity – breaking information into chunks of text and graphics. The modular format follows the one-task-per-page idea. Some helpful tips include:
- Repeat background information when necessary
- Repeat screens when necessary
- Include information about a related task
- Keep relevant steps together
- Minimize cross-references
2. Degree of Structure – placing information on the page according to patterns. Chunking is a technique that helps the user find information on the page. Structure includes:
- Rules – using different lengths and thicknesses to identify headings
- White space – helps to focus on graphics and creates balance
- Bullets – identifies organization of information easily
- Chunks – identifies related information
How to Look at Pages and Screens
Compare manuals for page density, balance (white vs. text space), and legibility (font and style). Common page designs include two-column format (graphics column and a text column) and a one-column format (graphics and text in the middle of the page). The two-column format works best for guidance-level documentation such as procedures or step-by-step instructions while the one-column format works best for procedures and reference manuals.
Contributing greatly to usability, the elements of page design include: the left margin, columns, headers and footers, icons and diagrams, screenshots, rules (border or artwork), and pagination.
Some tips when designing a screen include: forget line length since users can change the screen border and shape, avoid lots of scrolling because it’s disorienting, indicate another screen by using a “More” button or “1 of 3” indicator.
Multiple Windows Management
Be careful not to cover an entire screen when calling up an additional screen. Avoid using too many windows (window clutter). Make sure screens can be closed by the user.
Other helpful hints include using color to cue important elements, keep graphics simple, use screen grids (as described above), and in general, single spacing is best.
Helping People Recognize Words
People prefer visuals. Manuals that use visuals consistently test higher in usability. Be mindful of using words that could be confused with a look-a-like (disk vs. desk). Using a serif font works well for scanning because it helps the eye move quickly across the page. San serif works for large font size. Simplicity is best. More design advice:
- Choose a recognizable font
- Use a font that clearly shows the tails of the letters
- Choose a recognizable style
- Avoid long passages in italics or all caps
- Keep headings short
- Use serif for body text, sans serif for headings
Distinguish style of text for “hints, notes, or cautions” so that they are set apart of regular body text. Also, distinguish input or output messages (e.g., error messages) – courier new is often used.
Tables and Lists
Emphasize the headings so they are easy to recognize. The substance of the table or list should use the same style and font as the body text.
By Mary Dobbins
Guidelines for Designing Pages and Screens
1. Review the user analysis. Use typesize, fonts, etc. and design according to user types and experience, and users’ problem-solving techniques. Page and screen layout should support task orientation and lead users to the right kinds of information. Screens and icons should help the user make the connection between pages of the program.
2. Create the page grids. The grid is the framework onto which you put the text and graphics and contains: grid lines, margins, columns, gutters, white space, and baseline.
3. Define the page grid using styles. The grid provides the roadmap for your pages; then you have to identify the styles. Ideally, you should include all components listed in Table 11.1, Page 355.
4. Draw thumbnail sketches. Use sketches as part of your planning. Find an existing page that you like and then use it to follow the exercise on Page 356.
Tips: 1) Make sketches accurate, 2) Keep page items in proportion, 3) Keep shading and spaciousness close to the original.
5. Set up pages and styles in your word processor. This can be time-consuming but is important to ensure consistency in your document.
6. Determine the layout of help documents. Layout of pages and screens can differ which creates limitations. Table 11.2 on Page 360 compares data elements between pages and screens.
Designing Communication Spaces
Two important things need to be decided:
1. Degree of Modularity – breaking information into chunks of text and graphics. The modular format follows the one-task-per-page idea. Some helpful tips include:
- Repeat background information when necessary
- Repeat screens when necessary
- Include information about a related task
- Keep relevant steps together
- Minimize cross-references
2. Degree of Structure – placing information on the page according to patterns. Chunking is a technique that helps the user find information on the page. Structure includes:
- Rules – using different lengths and thicknesses to identify headings
- White space – helps to focus on graphics and creates balance
- Bullets – identifies organization of information easily
- Chunks – identifies related information
How to Look at Pages and Screens
Compare manuals for page density, balance (white vs. text space), and legibility (font and style). Common page designs include two-column format (graphics column and a text column) and a one-column format (graphics and text in the middle of the page). The two-column format works best for guidance-level documentation such as procedures or step-by-step instructions while the one-column format works best for procedures and reference manuals.
Contributing greatly to usability, the elements of page design include: the left margin, columns, headers and footers, icons and diagrams, screenshots, rules (border or artwork), and pagination.
Some tips when designing a screen include: forget line length since users can change the screen border and shape, avoid lots of scrolling because it’s disorienting, indicate another screen by using a “More” button or “1 of 3” indicator.
Multiple Windows Management
Be careful not to cover an entire screen when calling up an additional screen. Avoid using too many windows (window clutter). Make sure screens can be closed by the user.
Other helpful hints include using color to cue important elements, keep graphics simple, use screen grids (as described above), and in general, single spacing is best.
Helping People Recognize Words
People prefer visuals. Manuals that use visuals consistently test higher in usability. Be mindful of using words that could be confused with a look-a-like (disk vs. desk). Using a serif font works well for scanning because it helps the eye move quickly across the page. San serif works for large font size. Simplicity is best. More design advice:
- Choose a recognizable font
- Use a font that clearly shows the tails of the letters
- Choose a recognizable style
- Avoid long passages in italics or all caps
- Keep headings short
- Use serif for body text, sans serif for headings
Distinguish style of text for “hints, notes, or cautions” so that they are set apart of regular body text. Also, distinguish input or output messages (e.g., error messages) – courier new is often used.
Tables and Lists
Emphasize the headings so they are easy to recognize. The substance of the table or list should use the same style and font as the body text.
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