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Document Design Principles

Document Design Principles. Communication for Executives Niagara University. Guidelines for Document Design. Create clear hierarchies of information within a document. Create documents with a unified look and feel and where all parts form a coherent whole.

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Document Design Principles

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  1. Document Design Principles Communication for Executives Niagara University

  2. Guidelines for Document Design • Create clear hierarchies of information within a document. • Create documents with a unified look and feel and where all parts form a coherent whole. • Create a document where emphasis is given to important elements.

  3. Hierarchies of Information • In a hierarchy of information: • Clear distinctions are made between elements (headings and body text, text and images) • Contrasting visual cues (such as size, space, and color) signal the difference between elements • Related elements are grouped together; unrelated elements are placed farther away. • Design choices are repeated for a consistent look and feel.

  4. Using headings to create a hierarchy of information Create headings within larger documents • Use parallel structure for headings • Use a larger or different font for headings or put headings in bold. • Use different levels of headings to divide up longer and complex documents. • Put space between headings and body text.

  5. Using headings to create a hierarchy of information • Create headings within larger documents • Use parallel structure for headings • Use a larger or different font for headings or put headings in bold. • Use different levels of headings to divide up longer and complex documents. • Put space between headings and body text.

  6. Creating contrast Use space(lines of space or indentation) between elements to create contrast Use bullet points or numbers to distinguish items in a series Make headings and body text look different from each other.Provide contrast between the foreground and the background colors of a document.

  7. Creating contrast • Use space(lines of space or indentation) between elements to create contrast • Use bullet points or numbers to distinguish items in a series • Make headings and body text look different from each other. • Provide contrast between the foreground and the background colors of a document.

  8. Using Alignment • We read left to right • Right aligned text is harder to read • So is switching alignments • In the middle of a document • Left alignment works best 95% of the time.

  9. Grouping Related Elements • Place related information close together on a page, screen, or slide. • Place visuals near the text which they inform (unless you are required to place them in an appendix)

  10. Repeating Your Choices • Repeat font, spacing, color, and contrast choices consistently throughout a document. • Don’t change these choices without warning. • Consistency is the most important principle of document design.

  11. Creating a Coherent and Unified Look • Choose only one or two fonts for your document. • Choose a palette of no more than five contrasting colors for your document. • Repeat choices consistently.

  12. Guidelines for Print Documents • Place important information in the top third of a page. • Make sure that color choices reproduce acceptably in greyscale. • Make sure that margins are consistent across a document. • Avoid “widows and orphans.”

  13. Guidelines for PowerPoint Presentations • Follow the rule of seven: PowerPoint presentations should not present more than seven lines with seven words per line. • Graphical elements should not just be “filler.”

  14. Color Guidelines for PowerPoint • Use dark text on a light background for presentation in a bright room. • Use dark text on a light background for transparencies. • Use light text on a dark background for presentation in a darkened room.

  15. Font Guidelines for PowerPoint • Sans-serif fonts (such as Arial, Helvetica, or Verdana) are easier for audiences to read at large point sizes. • Use the same font on all of your slides. • Don’t use a font size under 20 points in a presentation.

  16. Animation Guidelines for PowerPoint • Avoid overusing animation. • Be consistent in your use of animation and transitions. • Limit your transition choices.

  17. Tests for Document Design • The “scan test” • Can someone scan your document and easily get an idea of its content? • Usability testing • Can people find specific information in your document easily and quickly?

  18. A Handy Acronym • For a quick way to remember these principles, think of them as: • Contrast • Repetition • Alignment • Proximity

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