Information Design

Information Design

While writing grammatically correct information and addressing the audience is important, providing the right information at the right time is critical for achieving good documentation.

This article focuses on designing information so that it can be effectively used.

Scope

1. Definition & Purpose

2. Rules

3. Headings

4. Structuring Content

5. Terminology

1. Definition & Purpose

What is Information Design?

Information design is structuring information so that it can be used effectively.

Why design information?

Information is designed so that it can be:

1. Logically understood

2. Correctly referenced

3. Quickly and easily retrieved

4. Helpful to the reader when required

5. Addressed to the correct audience

2. Rules

The basic rules of designing information include:

1. Answering the "What, Who, Why, When" of the context/subject

2. Describing "How" the procedure will be carried out

Example

Subject: "Silent Mode" feature of a mobile phone

1. Define what this means

2. Indicate who can use this feature

3. Indicate why this feature is used

4. Describe a scenario when this feature will be used

5. Describe the steps on how to use this feature

3. Headings

You need headings:

1. To help the reader to navigate within the document

2. To help organize information

3. To signify the shift to a new topic

4. To focus on an organized style of writing

5. To mark the boundaries of major sections in a document

Guidelines

1. Headings should be self explanatory

2. Headings should be specific and concise

3. Headings should indicate the scope of the section (i.e. range of topic covered)

4. Avoid stacked headings

5. Avoid general words in headings

6. Avoid articles where possible

7. Avoid widowed headings

8. Use gerunds where appropriate

9. Use second level headings for short documents

4. Structuring Content

You structure content based on:

1. Concepts then details

2. User Roles/Tasks/Work-flows

3. Direct relation to the product/Interface

4. Logical order

Note: First define the audience before structuring content

4.1 Concepts then details

Here are the key points to note when writing about concepts and then describing details:

1. Introduce the concept

2. Provide a scenario that describes the concept

3. Provide details about the concept: Options, preferences, application of the concept/functions

4.2 User Roles/Tasks/Work-flows

Here are the key points to note when writing about user roles/ tasks and work-flows.

1. Define and confirm the work-flow

2. Identify the prerequisites for the user roles

3. Identify the titles of the user roles in the work-flow

4. Define and describe the user roles

5. Provide a diagrammatic representation of a work-flow

6. Support the work-flow with description and appropriate examples

4.3 Direct relation to the application

Sometimes technical writers must write documentation with a direct relation to the product. For example, if the product displays all possible menu options in the opening screen, then the documentation follows the same structure.

In such a case, here is how you could approach this kind of documentation:

1. Introduce the product

2. Install the product

3. Sign on to the application

4. Configure or set up

5. Tasks in the application

4.4 Logical order

1. Understand the purpose of the content

2. Understand how the content will be used

3. Group information to scan

4. Provide just the kind of detail

5. Terminology

Terminology, in its general sense simply refers to the usage and study of terms - words and compound words generally used in specific contexts.

Source: Wikipedia

Why is terminology important?

Terminology is a very important aspect when writing documentation. Technical writers must be aware of terms introduced in the documentation that they write.

Here are a few key reasons why:

1. Users read terms on the screen to understand data that must be entered.

2. Users look for the same terms in the documentation to read about descriptions of such terms - consistency with the application.

3. The user interface and documentation is translated to a number of languages.

5.1 Working with terms

As mentioned earlier, terminology is vital when writing documentation. So, when do technical writers actually work with new terms or understand existing terms?

Technical writes work with terms during the following stages in the Documentation Life Cycle:

1. When gathering information from required sources - this is when they are introduced to new terms or have to change old terms

2. When using the application to understand how features work

3. Defining terms before using them in written content

4. Creating a Glossary in the manual

Tip: Writers must refer to a suitable dictionary when working with terms.

Sources for checking terminology

There are a number of sources where terminology can be checked. Here are a few:

1. Useful dictionaries for general and technical terms

2. Product Managers or Subject Matter Experts

3. The actual users (Customers - when rolling in requirements)

4. Developers

Tip: If writing documentation for a customer belonging to a specific industry, then ask the customer for a Glossary.

Sailesh student at IQTI

Sailesh is currently pursuing Technical Writing at IQTI

Article Source: http://EzineArticles.com/expert/Sailesh_S/800186

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_(By Sailesh S).