Make Any Business Document More
Effective – and Usable – with Structured
Writing Techniques
By Dave Baldwin
|
Approach
Structured writing is an approach to organizing and
presenting information focused on making subject matter
easy to read and understand.
Once a writer understands some of the basic principles
involved, structured writing techniques can be applied across
a range of document types, including websites.
Visual Presentation
A characteristic of structured writing is its emphasis on
making information presentation more visual. Text is
chunked into reusable blocks. In addition to text blocks,
documents may include a variety of visual elements like bullet
lists, tables, various kinds of diagrams, and infographics.
Using this approach, readers can more easily scan
documents for the specific information they need.
Minimalism
Structured writing is directly related to creating minimalist
documents. This means documents are designed to include
“just right” information -- only the information a reader
needs, and no more.
Minimalism in business document design addresses typical
audience aversion to reading long, complicated documents. It
focuses on action. It helps the reader find exactly the
information needed to complete specific activities or tasks.
Using a minimalist approach and structured writing
techniques provides the means for creating a document that
serves the needs of the audience while staying focused on its
specific purpose.
Purpose and Audience
Before any document is developed, the writer should be able
to state its purpose and its audience. The content of the
document needs to stay on target, fulfilling its purpose for
the intended audience. This means the document must serve
an explicit goal.
Identifying a specific audience is important. To say the
document will serve multiple audiences immediately
undermines the focus the document must have to be
successful. Identify the multiple audiences and develop a
separate document for each of them.
These are the constraints that, when observed, give the
document the necessary impact to justify creating it in the
first place.
Planning
Before writing begins on the document, the writer should
plan its complete content in detail. Create a traditional outline
or a mind map of the content. Ensure each chunk of
information to be included supports the stated goal of the
document in a way that is suitable for its targeted audience.
The completed outline or mind map provides a complete
picture of the structure of the document.
Writing
Once the document structure is clear, develop text chunks to
explain each section of the document. Be sure the
information provided is specifically relevant to the purpose of
the document, and include no additional information.
Think about how the information included in each information
chunk can be presented visually. Sometimes this means
writing the information first, then converting it to a form of
visual information. Remember that the reader wants to scan,
not read, the information.
Use bullet lists, tables, diagrams, infographics, and other
visual devices to concisely depict information. Where text
chunks are best retained, make sure each chunk is
appropriately labeled.
Summary
Choosing how information is presented in the document is a
judgment call. It is based on the stated purpose of the
document and what you know about the audience.
Audience analysis is a complex subject in itself, but knowing
your audiences helps you understand how they might prefer
to receive new information.
Creating a document using structured writing techniques
involves making a series of carefully considered choices.
Using a review and revision process that works for your
environment can validate these choices and result in an
effective document.
Every organization uses business documents as a primary
means of sharing information. The more effective these
documents can be in meeting their goals, the more
successful the organization will be in communicating
important information
|
|
