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Document Layout and Graphic Design

Document Layout and Graphic Design Proposals can use graphics to be more efficient pictures, maps, diagrams, etc can communicate information very efficiently (can save words, saving time and effort) tables, charts, graphs, etc can communicate information very clearly (can save effort)

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Document Layout and Graphic Design

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  1. Document Layout and Graphic Design • Proposals can use graphics to be more efficient • pictures, maps, diagrams, etc can communicate information very efficiently (can save words, saving time and effort) • tables, charts, graphs, etc can communicate information very clearly (can save effort) • Graphics and useful design can show professionalism • documents with graphics often look more professional • useful layout & design helps quick scanning and evaluation • sophisticated design can show that lots of effort went into tailoring a proposal to a specific RFP • it CAN show that you think your client’s needs are important

  2. REMEMBER these guidelines: • Pictures are worth a thousand words IF: • every graphic has a precise goal • every graphic has a clear title and context • You need to OVERdefine EVERY picture and graphic ! • Formatting is effective IF: • each formatting choice is clearly useful for the audience • each formatting choice is well executed • Formatting inconsistencies ARE TYPOS !

  3. graphics must haveVERY PRECISE GOALS • EVERY graphic should communicate: • some very specific and very precise information • a very clear feeling or emotion • OR, a combination of BOTH these two things BRAINSTORM: What are some graphics that you could include in the “mowing proposal” document, and what would each accomplish?

  4. graphics must haveCLEAR TITLES and CONTEXTS • “Clear Context” means: • describe what the graphic will accomplish before it appears in the document (intro with a sentence) • make sure the specific graphic goal matches the general goals of the document (pictures of puppies and flowers belong in a proposal based on lowest bid price?) “Clear Title” means: • EVERY graphic has a descriptive title that is clear to the audience (in ADDITION to an intro sentence, etc) • EVERY title is consistent (numbering, wording, and formatting does not vary for no reason)

  5. formatting must be CLEARLY USEFUL FOR THE AUDIENCE • DO NOT make formatting choices based on what YOU think is neat-o. • The layout, design, fonts, margins, section and page breaks, etc should ALL have a clear purpose for the audience. • BRAINSTORM: • What are some formatting choices that could be useful for the “mowing proposal” audience (town gov’t officials)?

  6. formatting must beWELL EXECUTED & PRACTICAL • DO NOT use complicated formatting just because you can. • REALIZE that a $100 binding will only make a bunch of typos EVEN MORE noticeable. • REALIZE that technical documents ARE USED by the audience. This often includes: • photocopying • transcribing • lots of rough handling • distribution to many different people • Make SURE the document can be ripped apart easily (happens often in group evaluation situations) and can survive rough handling and copying.

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