Dominik Biebighauser Ryan Eichman Dr.

Kohn

Layout Design
Technical writing focuses on communicating with an audience. When the audience changes, a technical writer must have the ability to communicate information in an effective way. One way to convey points more effectively is the use of layout design. This document will display 4 separate areas of layout design that are commonly used in technical writing:

Gridding a Page ------------- page 2

Using Borders ---------------- page 3 White Space ------------------ page 4 Tables and Graphs ------- page 5

Why do technical writers use these 4 techniques?

Gridding a page categorizes the information, which allows for simple scanning. Page gridding is used mostly in documents that contain numbers and text to provide balance for the reader. Using borders eliminates confusion by containing all information neatly. Borders are found in documents that need to eliminate passive white space. White space is utilized for effective breaks on the page providing a neat document. White space is common for all documents. Tables and graphs are used to visualize information to increase efficiency in a document. Tables and graphs are used best for visual presentations.
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Dominik Biebighauser Ryan Eichman Dr. Kohn

Gridding a Page

Gridding a page presents information in an efficient and effective way. Gridding will categorize the page presenting the audience with a guiding display. Guiding the eyes of the reader is used to direct the audience towards important information on the page.

Example
Effective use of gridding can be found in many different gridding layouts.

http://www.markboulton.co.uk/journal/five-simple-steps-to-designing-gridsystems-part-1

Above and below, the one-third/two third grid is common and effective layout to use. Clear distinct breaks, use of white space, and organized.

Choosing an effective grid pattern is the first step to portray a documents full potential. Use a larger grid for images as the left example displays, or a small grid style for text based document.

Primary Results from Gridding a Page

Organization:
Provides predictability for an audience. Well-used organization uses reading cues, boundaries and white space.

Consistency:
Provides stability for the layout to increases the ability to comprehend information.

Appeals to the Audience:

Creates an attractive visual to keep the audience intrigued and interested.

Dominik Biebighauser Ryan Eichman Dr. Kohn

Using Borders
The image to the right is an example of a common program for using borders. Various settings and options allow the user to be specific and creative. Technical writers must be comfortable with computer use.

Using borders on a page eliminates clumsy layouts. A border presents the page in a clear, and wellorganized way. The audience can now read and retain information without the chance of confusion.

http://wordribbon.tips.net/T009723_Changing_Paragraph_Borders.html

Choosing an effective border is important. When choosing a border, choose one that is functional.

Functional Borders Consist:

Appropriate Margins
Appropriate margins keep a consistent layout to a document.

Appealing Appearance
Along with adding effective predictability to a document, a border adds aesthetic aspects.

Accurate Alignments
The example above represents the use of effective borders. This example uses all 4 characteristics that are explained in the right hand column. Borders keep a document focused and coordinated. This keeps an audiences focus.

Effective Style
Choosing a style that stays consistent with the rest of the document will eliminate confusion.

Dominik Biebighauser Ryan Eichman Dr. Kohn Readability and design can be argued to be as

Active and Passive White Space

important as the information found within a technical document. The reader may feel lost or confused reading a document if no sense of direction is present. A crucial portion of the design process is the use of white space. White space is found on the document where there is not ink, and can either be active of passive.

Passive White Space

Unintentionally placed on the page. Space on the page where no ink managed to fall. An example of passive white space is the space at the end of a line. The space is there because the next word was unable to fit on the same line. Another example of passive white space is the white space in between letters and words.

Active White Space

Placed on the page intentionally. Increases the readability and scan-ability of a document. Defines the shape, organization, and progression of the text. An example of active white space can be found in between each of the above paragraphs. The empty space is there on purpose, giving the reader the impression that a new idea is starting. Active white space is also used to frame a graphic or figure, which allows the reader to follow the document as intended. 4

Dominik Biebighauser Ryan Eichman Dr. Kohn

Tables & Graphs

Large amounts of numerical data can make a document confusing and cluttered. A way to bypass the clutter is to use tables and graphs. These two types of graphics allow for data to be presented in an understandable manner.

Tables
Tables are a useful technique used to organize large amounts of numerical data. Often times, tables are the only way to effectively present a large number of variables. A table typically does not possess the visual appeal that other graphics do.

Graphs
Comparing the populations of duck species.

Another useful technique for organizing numerical data is placing the data in graphs. Several different types of graphs exist, and each is best used in certain situations.

Bar Graph
Bar graphs do an excellent job of displaying values of two or more objects side by side. The objects being compared are found on the X (horizontal) axis. The Y (vertical) axis holds a numerical value for the objects being compared.
Comparing the number of male and female hunters across the U.S.

Line Graph
Line graphs are typically the best choice of graph to use when the goal is to show changes in quantity over an extended period of time. Time can be found on the X axis, while the value is found on the Y axis. A line graph allows variations in a value (# of mallards) to be compared year to year, showing the

Displaying the number of Mallard ducks found in North Carolina.

trend from one year to the next.