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Organizing a Document*

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

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Organizing a Document*

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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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