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Following are things to consider when creating effective content for and designing the layout of a manual. Part 1 of 3: Creating Appropriate Documentation: Define who your users are. To write a successful manual, you need to develop a profile of your users, either formally, by creating a written profile, or informally, by taking the time to make reasonable assumptions about your user's characteristics. Such a profile is useful when you're part of a team writing the user documentation and can also be helpful in taking the product itself from concept to final form. Things to think about when forming a profile include: Where users will use the manual, such as at home, in the office, at a remote job site, or in the car. This may determine not only the content, but the style the manual takes; How users will use the manual. If the manual is one they will consult only infrequently or to look up information, it should primarily take the form of a reference document. If it is something users will consult frequently in the beginning, the reference section should be accompanied by a "Getting Started" section and instructions on the most common tasks the product will be used for; How much experience users have with the product or others like it. If your product is new or significantly different from similar products, you'll need to include an explanation of how it differs from other products as well as instructions on how to get started. If the product deals with something users often have trouble with, such as many computer applications, you'll need to provide appropriate information and detail in an understandable fashion. Write to your user's needs in a way the users can understand. Unless the users have a technical background, it is probably best to avoid highly technical language in favor of clear, simple explanations. The text should also be organized in a way that mimics the way users think; listing product features grouped by function often makes more sense than simply those used most often. Sometimes there is no getting around using technical terms, such as for a graph-creating software application that includes Fibonacci charts along with more common pie and bar graphs. In such a case, it is helpful to define the term and provide some background, such as an explanation of what Fibonacci charts are and their use in financial analysis. Explain the problem the users are trying to solve, then present the solution to it. Offering a feature as the solution to a general problem works fine when marketing the product, but once the users have the product, he or she needs to figure out how to put it to use. Identify specific problems the users will face, state them in the manual, and then follow with instructions to solve them. If the problem is a complex one, break it down into smaller parts. List each part with the instructions on how to solve or cope with it, and then follow with each subsequent part in succession. Breaking information down this way is called "chunking." Part 2 of 3: Manual Components: Include the appropriate cover and title pages. You'll need a front cover for any manual that's more than a reference card and a title page for any manual that covers more than a folded sheet of paper (4 or more pages in length). If the manual is copyrighted, a copyright notice goes on both the front cover and title page. If there are terms and conditions for using the manual and product associated with it, place them on the inside front cover. Put references to related documents in the preface. If the documentation is more than 1 manual, make reference to the other documents, with the correct version numbers, here. The preface is also where to put a "How to Use This Guide" section if there is one. Include a table of contents if required. Put instructions/procedures and reference materials in the body of the manual. In most cases, procedures and reference materials should each have their own sections, although you can tell the users to refer to specific content in one section from the other. This way, the users can find the information he or she is looking for faster. Procedures should be written in a consistent structure throughout the instruction section of the manual. Begin with an overview of the task, then describe what the users have to do and what result he or she should see. Steps can be numbered and begin with action verbs, as the steps in each section of this article are written. Reference materials can include lists of options, troubleshooting tips, and frequently asked questions. Glossaries and indexes can be added near the end of the manual, although a list of frequently used terms can appear at the front. The index can be omitted if the manual runs less than 20 pages. Use graphic images as needed to support the text. Graphic images, or screenshots, can illustrate certain points in the manual better than text, particularly in complex procedures where users need to have visual confirmation that they're performing the steps correctly. Graphic images can be produced using computer-aided drafting (CAD) or graphic editing software, digital cameras and photo-editing software, or in the case of screenshots, either your computer's built-in screen capture ability or a graphics program with screen capture capability. Once you create a graphic image, save it in as compressed a format as your word processing or desktop publishing program will allow you to use. You'll also want to reduce the physical size of your image to something that will fit more easily on the page while still providing sufficient detail for the users. (If necessary, you may need to cut the original image into parts and show the relevant parts along with the supporting text.) If you're using multiple graphic images in procedures, make them a consistent size, either in the same dimensions of length and width or in the same proportional reduction from their original size. This will make the images more attractive to the users. Likewise, when creating screenshots from a computer, make sure the computer is displaying a standard color scheme when capturing images if the manual will display the screenshots in color. Although graphic editing programs such as Photoshop and Paint Shop Pro offer decent screen capture capabilities, dedicated screen capture programs such as SnagIt also feature the ability to easily modify, catalog, and annotate screen captures. Part 3 of 3: Designing a Readable Manual: Choose a few readable fonts. Although computers can support a number of different fonts, the goal of a manual is to be an easily readable. Choosing only a small number of fonts that look good together is the best way to achieve this goal. Fonts can be broken down into 2 types: serif and sans serif fonts. Serif fonts feature small embellishment lines at the ends of the main strokes that form the letter. Serif fonts include such fonts as Times New Roman, Baskerville, and Book Antiqua. Serif fonts work best for large chunks of text displayed in 10 to 12 point size in the main body of a printed manual. Sans serif fonts display only the strokes that form the letters without embellishment. Sans serif fonts include such fonts as Arial, Calibri, and Century Gothic. Sans serif fonts can be used for large chunks of text in sizes from 8 to 10 point in a PDF or Web-based manual, although the lack of serifs makes sentences displayed in sizes 12 point or larger harder to read. They can, however, be used effectively in larger sizes to display titles and headings, and they're also great in the smaller sizes for footnotes and numbers in columns and tables. You should generally choose plain fonts such as Arial or Times New Roman for your manual, although you may want to use a decorative font for pull quotes or for titles if you're writing a manual for a video game with a fantasy or science fiction setting. (In the case of pull quotes, you can often get by with one of the plain fonts and display the pull quote in italics.) Do note that we mostly use Times New Roman font. Once you have decided on the fonts you want to use, create a sample page to verify that your fonts go together well on paper. Give some thought to the layout. Once you've chosen your manual's fonts, you need to decide where everything goes on the pages. Generally, you'll want to put the manual's title or the chapter title in the header or footer, possibly using the manual title on the left-hand page and the chapter title on the right-hand page. You'll want to have the page numbers in the header or footer as well, either to the outside (header or footer) or in the center (footer only). You may want to have the first page of each section or chapter differ from the other pages by placing its page number in the center of the footer and subsequent pages in the outside corner of the header. You may want to have callout text in colored or shaded boxes to separate it from the rest of the text. Be sure to choose a color or level of shading that doesn't overwhelm the text. Allow reasonably ample margins on all sides, with extra space on the edges that will be bound together. Consider the type of binding for the manual. If your manual runs more than 4 pages, the pages will need to be bound together in some way.
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