By Dana P Skopal, PhD

Our previous blog covered writing and checklists. Let’s now look at a ‘big picture’ review of writing and editing. Remember, the first key rule is to ‘write for your reader’. Then check structure, wording and formatting; make this your mental checklist.

One broad approach is to think of writing a relevant and usable message as planning the ‘information design’ around your key message – a tool evident through our research. You are writing for a range of readers who can use different strategies to locate information on a screen or in a printed document – so design and place your information so that it is effective. Do not bury your key message in the middle of detailed evidence /facts.

When writing, information design is taken in its broadest context, and refers to blending three elements:

1. content structure (order of information and where you place your main points)
2. appropriate wording (use shorter words and clear sentences)
3. visual formatting (good layout, eg bold for headings, and images).

If your reader can locate your key message easily and the language and design assist them to understand all the detail, you have produced a good document.

When planning your message /text, check first that you are structuring your key points early in your document. Next check you are using clear wording appropriate for your audience (plain English). Finally, apply layout such as bold headings to guide your reader. This is your broad 3-step practical review.

References

Plain Language Action and Information Network. (2011). Federal Plain Language Guidelines. http://www.plainlanguage.gov/howto/guidelines/FederalPLGuidelines/FederalPLGuidelines.pdf

Skopal, D. P. (2017). Public information documents: understanding readers’ perspectives. In Alison Black, Paul Luna, Ole Lund, & Sue Walker (eds.), Information Design: Research and Practice, 463–476. Routledge.

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