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Thursday, January 28, 2010
Wednesday, January 27, 2010
Document Design Instructions for Administrative Assistants
Document Design
· Cosmetic and Functional
· Visually Accessible
· Representation and first impression of company/institution
· Elicits emotional response from receiver
1) Organization
Organization is clearly important. The text should be presented in small, easily accessible chunks. To do this you should use headings (which are typically summaries in one to three words), white space, rules (horizontal lines that separate), and section dividers for long documents.
2) Order
Generally, documents are set up in order of importance or chronologically. The relationship of ideas is shown to readers by the headings and visual clues that we most typically associate with outlining. To achieve order, take into consideration the use of typefaces (fonts): serif typefaces are best used in text because they are easier to read, while sans serif typefaces are better for headings. Also consider type size, using smaller sizes as sub-points in descending order, density (the use of bolding or italics), spacing (the amount of space left around headings), as well as the positioning of headings for effectiveness (whether centered, left-margined, indented, or outdented).
3) Accessibility
A third major aspect is the document's ability to allow readers to access information rapidly. You will want to use eye-catching techniques, but be cautious not to overwhelm the reader's eyes with too much razzle-dazzle. To achieve this, you might consider using vertical white space, which will break up the density of the text; bullets, maintaining parallel structure; numbering; a limited use of all capital letters; a limited use of italics; windowing, placing information in boxes; fills, the amount of shading or patterning you might want to include in windows; including color, making sure the colors are appropriate to the message's purpose; and using inverse type and headers/footers.
4) Variety
This might include considering other possible print production options available, such as varying paper size, paper stock weight, printing the document in landscape format instead of portrait format, using columns, varying gutter width (white space between columns), using ragged right margins, and, of course, inserting graphics to add clarity and accommodate some readers' learning style differences.
Document Design
· Cosmetic and Functional
· Visually Accessible
· Representation and first impression of company/institution
· Elicits emotional response from receiver
1) Organization
Organization is clearly important. The text should be presented in small, easily accessible chunks. To do this you should use headings (which are typically summaries in one to three words), white space, rules (horizontal lines that separate), and section dividers for long documents.
2) Order
Generally, documents are set up in order of importance or chronologically. The relationship of ideas is shown to readers by the headings and visual clues that we most typically associate with outlining. To achieve order, take into consideration the use of typefaces (fonts): serif typefaces are best used in text because they are easier to read, while sans serif typefaces are better for headings. Also consider type size, using smaller sizes as sub-points in descending order, density (the use of bolding or italics), spacing (the amount of space left around headings), as well as the positioning of headings for effectiveness (whether centered, left-margined, indented, or outdented).
3) Accessibility
A third major aspect is the document's ability to allow readers to access information rapidly. You will want to use eye-catching techniques, but be cautious not to overwhelm the reader's eyes with too much razzle-dazzle. To achieve this, you might consider using vertical white space, which will break up the density of the text; bullets, maintaining parallel structure; numbering; a limited use of all capital letters; a limited use of italics; windowing, placing information in boxes; fills, the amount of shading or patterning you might want to include in windows; including color, making sure the colors are appropriate to the message's purpose; and using inverse type and headers/footers.
4) Variety
This might include considering other possible print production options available, such as varying paper size, paper stock weight, printing the document in landscape format instead of portrait format, using columns, varying gutter width (white space between columns), using ragged right margins, and, of course, inserting graphics to add clarity and accommodate some readers' learning style differences.
Question from 1/21
Page 63
9) An advertisement for peanut butter
1) who is my audience?
People who consume and could potentially buy peanut butter.
2) What is my audience's general attitude toward my subject?
Good, non threatening
3) What does my audience need to know?
What is good about the product, the price and location of it being sold
11) A cover letter sent along with your resume to a potential employer
1) who is my audience?
the potenial employer
2) What is my audience's general attitude toward my subject?
good, critical of my skills, experience
3) What does my audience need to know?
My work experience, qualities, traits, abilites, education level.
9) An advertisement for peanut butter
1) who is my audience?
People who consume and could potentially buy peanut butter.
2) What is my audience's general attitude toward my subject?
Good, non threatening
3) What does my audience need to know?
What is good about the product, the price and location of it being sold
11) A cover letter sent along with your resume to a potential employer
1) who is my audience?
the potenial employer
2) What is my audience's general attitude toward my subject?
good, critical of my skills, experience
3) What does my audience need to know?
My work experience, qualities, traits, abilites, education level.
Tuesday, January 26, 2010
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