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Effective Document Organization Techniques for Technical Writing

Organizing your document is crucial for effective technical writing. Start by understanding your audience and tailoring different sections accordingly. Utilize the ABC format: Abstract (introduction), Body (background, methods, data), and Conclusion (results, actions). Enhance readability with frequent headings, active voice, lists, and graphics. Prioritize layout through white space and clear headings. Graphics should clarify and reinforce ideas. Use appropriate typefaces to maintain viewer engagement. Following these guidelines will create clear, organized, and visually appealing documents that effectively communicate your message.

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Effective Document Organization Techniques for Technical Writing

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  1. Organizing a Document* • Write for the audience, not for yourself • Use the ABC format • Abstract (introduction, beginning) – purpose, scope, and contents • Body – background, methods, and data • Conclusion – results, action, emphasis, or personal note * Based on information from William S. Pfeiffer, Pocket Guide to Technical Writing, Second Edition, Columbus, Ohio: Prentice Hall, 2001.

  2. Organizing a Document (2) • Write different sections of the document for different readers • Use common threads of organization, theme, and style to link different sections of the document together • Begin each section with a purpose statement • Use frequent headings • Use active voice verbs • Use lead-ins at the beginning of sections • Include lists • Use graphics • Separate facts from opinions

  3. Organizing a Document (3) • Emphasize beginnings and endings by placing important information at the beginning and end of the document • Repeat key points in different sections of the document

  4. Formatting Techniques • White space • Headings • Lists • Typefaces

  5. White Space • Use 1” to 1½” margins • Consider using double columns • Skip lines between paragraphs in single-spaced text • Use slightly more space above headings than below them

  6. Headings and Subheadings • Create headings and subheadings from the outline • Avoid using a single subheading • Maintain parallel grammatical form in headings of equal importance • Try to have at least one heading on each page of text • Use headings that reflect the content of the section • Establish a visual ranking of headings

  7. Lists • Use lists frequently • Keep lists short • Five-9 items = the maximum number • Three items = the minimum number • Use bullets or numbers • Punctuate, space, and capitalize consistently • Use proper lead-ins and parallel structure

  8. Typefaces • Serif type is generally used for text where visual variety improves reader attention • Times New Roman is a serif type • Sans serif type is generally used for headings where the uncluttered look attracts reader attention • Arial is a sans serif type

  9. Why Use Graphics? • To simplify ideas • To reinforce ideas • To create interest • To capitalize on universal symbols

  10. Fundamentals of Graphic Use • Introduce all graphics (include the graphic number) • Locate a graphic immediately following the text in which it is first mentioned Exceptions (place the graphic in an appendix): • When numerous references are made in the text to the same graphic • If the graphic contains nonessential material • Position graphics (in documents) vertically if possible; otherwise, the top is on the left page margin • Keep graphics simple – avoid clutter and use ample white space • Provide titles, notes, keys, and source data for all graphics

  11. Guidelines for Using Pie Charts • Use 10 or less divisions • Move clockwise from 12:00 • Use pie charts for percentages and money • Emphasize one piece of the pie by • Shading a wedge • Removing a wedge from the main pie • Placing related pie charts in a 3-dimensional drawing • Draw and label the chart correctly

  12. Using Pie Charts Effectively

  13. Using Pie Charts Effectively (2)

  14. Guidelines for Using Bar Graphs • Use a limited number of bars • Show comparisons clearly • Maintain equal bar widths • Adjust space as needed • No space for close comparisons or for many bars • Equal space for significantly different bar heights • Variable space for gaps in data • Arrange the order of the bars with care • Sequential - to show a trend • Ascending or descending order – to make a point

  15. Using Bar Graphs Effectively

  16. Using Bar Graphs Effectively (2)

  17. Using Bar Graphs Effectively (3)

  18. Guidelines for Using Line Charts Effectively • Use line charts for trends • Strive for accuracy and clarity • Start all scales from zero • Choose a visually pleasing vertical-to-horizontal ratio for axis lengths • Make chart lines as thick as (or thicker than) the axis lines • Place numbers outside the line chart itself • Use no more than 5 (preferably no more than 4) lines on a given chart

  19. Using Line Charts Effectively (2)

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