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Effective Document Usability Strategies

Learn how to design and deliver usable information in technical communication with step-by-step guidance on analyzing audience, creating information plans, and testing document usability.

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Effective Document Usability Strategies

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  1. Chapter 4 Designing and Delivering Usable Information Strategies for Technical Communication in the Workplace Laura J. Gurak John M. Lannon

  2. Usability A document’s usability is a measure of how well that document fulfills the information needs of its audience. The reader should be able to easily: • locate needed information • understand information immediately • use the information successfully

  3. Six Steps to Prepare a Usable Document • Analyze the document’s audience. • Determine the document’s purpose. • Create a task analysis for the document. • Consider the setting, potential problems, length, format, timing, budget. • Develop an information plan for the document. • Write, test, and revise the document.

  4. Analyze the Document’s Audience • Who is the main audience for this document? • Who else is likely to read it? • What is your relationship with the audience? Is more than one type of relationship with the audience involved? • How familiar might the audience be with technical details? • What culture or cultures does your audience represent?

  5. Primary and Secondary Audiences Primary • People who requested the document • Often need more technical information Secondary • People who will carry out the project • May need less technical information

  6. The Audience’s Technical Background Experts Just the facts and figures Highly technical è è Informed persons Facts and figures explained Semi-technical è è Laypersons Facts and figures explained in simplest terms Non-technical è è

  7. Consider Usability Factors • Setting • Potential Problems • Length • Format • Timing • Budget

  8. Develop an Information Plan for the Document • Prepare a purpose statement. • Gather information about: • audience • user tasks • setting • potential problems • length, format, timing, and budget

  9. Write, Test, and Revise the Document Ask respondents to identify specific difficulties they encountered in regard to: • Content • Organization • Style • Layout and visuals • Ethical, legal, and cultural considerations

  10. For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.pearsonhighered.com/gruak. Any Questions?

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