Form and document creation: Difference between revisions

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{{orphanessay-like|date=November 2014}}

'''Form and Document Creation''' is one of the things that [[Technical communication|technical communicators]] do as part of creating [[deliverable]]s for their companies or clients. Document design is: “the"the field of theory and practice aimed at creating comprehensible, persuasive and usable functional documents”documents".<ref>Jansen</ref> These forms and documents can have many different purposes such as collecting or providing information.

{{essaylike|date=November 2014}}

'''Form and Document Creation''' is one of the things that [[Technical communication|technical communicators]] do as part of creating [[deliverable]]s for their companies or clients. Document design is: “the field of theory and practice aimed at creating comprehensible, persuasive and usable functional documents”.<ref>Jansen</ref> These forms and documents can have many different purposes such as collecting or providing information.

==Visualization and Visual Communication==

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===Definition===

Technical communicators must take data and convert it into information; this process is known as [[Information Visualization|visualization]], or [[visual communication]].<ref name=blythe347>Blythe, 347.</ref> Because of the widespread use of [[digital media]], modern technical communicators must also now think about visualization as it relates to digital forms and documents. Stuart K. Card, Jock D. Mackinlay, and Ben Shneiderman, editors of the book ''Readings in Information Visualization: Using Vision to Think'', define visualization as the: "use of computer-supported, interactive, visual representations of data to amplify cognition".<ref name=blythe347/> Though many forms and documents will still have a paper copy for distribution, most forms and documents are now utilized online in some fashion; this is why there is such focus on the computer-supported representations for maximal cognition. Brumberger defines visual communication as: "designing print, Web, and multimedia documents…creating visual displays of information/data, generating other visual material…and any other communication tasks which rely on visual language”language".<ref>Brumberger, 373.</ref>

===Examples===

There are many areas where professional writers utilize visualization. It is most useful in the following areas: complex documents, statistical and [[categorical variable|categorical data]], personal services, and histories.<ref>Blythe, 348.</ref>

Visual communication responsibilities include: designing visual content, determining when to use visual material, modifying existing material, and applying templates that already exist to material.<ref name=brumberger387>Brumberger, 387.</ref>

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====Flush====

When typing a document, the technical communicator should make the text flush left because: "it’s the easiest to read because we read it most often".<ref>“Meet"Meet Your Type,”" 29.</ref> Keeping the text flush left instead of justifying it: "[gives] the text a more harmonious appearance and makes it easier to read, since all wordspaces have the same width".<ref name=erik6>“Erik"Erik Spiekermann’s Typo Tips”Tips", 6.</ref> The reason [[Justification (typesetting)|justified text]] should be avoided is because of the: "hideously [stretched] and [squished] words and spaces".<ref name=erik6/>

====Capital Letters====

Capital letters should not be used to accentuate words on a form or document; it is too distracting and disrupts the look of the form or document.<ref name=erik1>“Erik"Erik Spiekermann’s Typo Tips”Tips", 1.</ref> When capital letters are absolutely necessary, say in the case of an acronym or abbreviation, small caps should be used, with or without initial caps.<ref name=erik1/> When capital letters are not absolutely necessary, the technical communicator should evaluate the effectiveness of italicizing the word or phrase for emphasis.<ref name=erik1/>

====Bullets====

Some technical communicators use hyphens for listed items; however, a writer should use bullets or centered points instead.<ref>“Erik"Erik Spiekermann’s Typo Tips”Tips", 7.</ref>

===Standard Expository Model===

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Standard expository models are: "nonfiction print documents that (1) are primarily informational rather than expressive; (2) are intended to be read linearly (broadly speaking, from beginning to end); and (3) reveal structure explicitly with at least one heading level but very often more."<ref>Farkas, 12.</ref>

If a form being created fits within the SE model, there are three main strategies to be employed when creating it.

:#The first is to tuck introductions and conclusions.<ref>Farkas, 13.</ref> This means that there is no separate heading for the introduction and conclusion; instead, the introduction and conclusion aspects of the writing are within the first and last main points.<ref>Farkas, 13-14.</ref>

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===Language and Word Choice===

Gillian Harvey, a partner and senior designer at Plumbheavy Design Inc., a company that does graphic design and information design, has several recommendations for technical communicators regarding language and word choice.<ref>Harvey, 24.</ref>

:#The first is to use vocabulary that the reader will easily understand; this is vital when creating a form or document with instructions the reader is expected to follow.<ref>Harvey, 21.</ref>

:#Harvey also recommends the use of [[personal pronouns]], especially “you”"you" and “your"your,”" to give the reader a feeling of ownership when reading a form or document.<ref name=harvey22>Harvey, 22.</ref>

:#Finally, Harvey instructs technical communicators to use [[active voice|active phrases]] rather than [[passive voice|passive phrases]] because they are easier for a reader to comprehend.<ref name=harvey22/>

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As in every stage of form and document design, technical communicators must be constantly aware of the impressions of design decision on the reader. Pamela W. Henderson, Joan L. Giese, and Joseph A. Cote, faculty in the Department of Marketing at Washington State University, point out that: "it is important to determine the impact of the impressions created by typeface".<ref>Henderson et al., 60, 71.</ref> Their research also shows "that individual differences [in typeface] can affect attentiveness to aesthetics", or the pleasing effect of the form or document.<ref>Henderson et al., 71.</ref>

The ''Font Shop'' professionals also have a warning concerning typeface and its impression on readers. They recommend "[avoiding] the embarrassment of typographic rejection by first determining the likes and dislikes of your target audience".<ref>“Meet"Meet Your Type,”" 18.</ref>

Additionally, Jo Mackiewicz recommends technical communicators consider typefaces that are both legible and readable. Her research has shown that legible typefaces have "the quality of being decipherable and recognizable" and are important "in situations where people are scanning pages, reading signs, or skimming through catalogs or lists".<ref name=mackiewicz118/> One example of a legible typeface is [[Univers]], while an illegible typeface example would be Snap ITC.<ref name=mackiewicz119>Mackiewicz (2004), 119.</ref> On the other hand, typefaces that are readable have: "the quality of giving ‘visual comfort,’ which is especially important in long stretches of text".<ref name=mackiewicz118/> Mackiewicz uses [[Times New Roman]] as an example of an easily read typeface while [[Impact_Impact (typeface)|Impact]] typeface is less so.<ref name=mackiewicz119/> Legibility and readability are important aspects of typeface to consider if the reader is going to be required to read and comprehend a large amount of text.

===Serif vs. Sans Serif===

One aspect of typeface selection to consider is whether or not to use [[serif]] or [[Sans-serif|sans serif]] typefaces. Serif typefaces are "based on the carvings of the ancient Romans" and "feature small ‘feet’ at the end of the letterforms".<ref name=myt12>”Meet"Meet Your Type,”" 12.</ref> Jo Mackiewicz points out that: "traditionally, serif typefaces have been used for the body text of technical (as well as other) documents because they seem to be more readable than sans serif typefaces".<ref name=mackiewicz117>Mackiewicz (2004), 117.</ref> On the other hand, sans serif typefaces "were designed for the industrial age" and are "hard-working and modern, with no need for fancy serifs".<ref name=myt12/> Sans serif typefaces "are often used in ‘display’ elements like headings, diagrams, and tables".<ref name=mackiewicz117/> Based on this information, technical communicators are advised to "pair a serif and sans serif" in their forms or documents.<ref>”Meet"Meet Your Type,”" 23.</ref>

===Electronic Selection===

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===Potential Technical Problems===

In a study done by professionals from multiple companies and universities, family medical practices administered surveys on paper forms and electronically.<ref>Galliher et al., 154.</ref> However, the team could not accurately judge the advantage of the electronic form because of problems with the firewall and “institutional"institutional computer security issues".”<ref name=galliher158>Galliher et al., 158.</ref> The researchers report that: “there"there does not appear to be an easy solution to these technical issues, especially in instances where the practice is part of a larger organization (e.g., university, hospital) that has strict requirements and procedures in place to limit transmission of information between the institution and external Internet Web sites".”<ref name=galliher158/> This example shows where technology itself can interfere with the effectiveness of a form. Also, institutional requirements can limit the design being created by a technical writer.

===Tailoring Information to Federal Regulations===

Sometimes, there are external restrictions on a form or document that could affect the design process. Rita Tomlin, a freelance writer and instructor at San Diego State University, investigates the implications of the Food and Drug Administration (FDA) regulations on medical writing.<ref>Tomlin, 289, 310.</ref> Tomlin says, “An"An essential task for the medical writer is to tailor data presentation and document content to the FDA’s expectations.”"<ref name=tomlin292>Tomlin, 292.</ref> The medical writer is therefore restricted by FDA expectations and not just organizational or personal expectations. Medical writers are expected to come to “an"an understanding of the FDA’s complex expectations”expectations" by “careful"careful reading and interpretation of the FDA regulations and guidance documents.”"<ref name=tomlin292/> This is an example of the type of work a form or document designer may have to do. There could be external research needed before form or document design or redesign can occur.

== Notes ==

{{Reflist|530em}}

== References ==

*Blythe, Stuart. “Readings"Readings in Information Visualization.”" ''Technical Communication Quarterly'' 9, no. 3 (Summer 2000): 347-351.

*Brumberger, Eva. “Visual"Visual Communication in the Workplace: A Survey of Practice.”" ''Technical Communication Quarterly'' 16, no. 4 (2007): 369-395.

*Chaparro, Barbara S., A. Dawn Shaikh, Alex Chaparro, and Edgar C. Merkle. “Comparing"Comparing the Legibility of Six ClearType Typefaces to Verdana and Times New Roman.”" ''Information Design Journal'' 18, no. 2 (2010): 36-49.

*“Erik"Erik Spiekermann’s Typo Tips,”" ''Font Shop'', http://www.fontshop.com/education/pdf/typo_tips.pdf.

*Farkas, David K. “Explicit"Explicit Structure in Print and On-Screen Documents.”" ''Technical Communication Quarterly'' 14, no. 1 (2005): 9-30.

*Galliher, James M., Thomas V. Stewart, Paramod K. Pathak, James J. Werner, L. Miriam Dickinson, and John M. Hickner. “Data"Data Collection Outcomes Comparing Paper Forms with PDA Forms in an Office-Based Patient Survey.”" ''Annals of Family Medicine'' 6, no. 2 (March/April 2008): 154-160.

*Goldsborough, Reid. “Fun"Fun With Fonts: Selection of Typeface Can Get Message Across.”" ''Community College Week'', March 10, 2008.

*Harvey, Gillian. “Designing"Designing Procedural Instructions: 5 Key Components.”" ''Information Design Journal'' 16, no. 1 (2008): 19-24.

*Henderson, Pamela W., Joan L. Giese, and Joseph A. Cote. “Impression"Impression Management Using Typeface Design.”" ''Journal of Marketing'' 68 (October 2004): 60-72.

*Jansen, Carel. "Document Design." ''South African Journal of Linguistics'' 17, no. 4 (November 1999): 234-255.

*Lentz, Leo, and Henk Pander Maat. “Functional"Functional Analysis for Document Design.”" ''Technical Communication'' 51, no. 3 (August 2004): 387-398.

*Mackiewicz, Jo. “How"How to Use Five Letterforms to Gauge a Typeface’s Personality: A Research-Driven Method.”" ''Journal of Technical Writing and Communication'' 35, no. 3 (2005): 291-315.

*Mackiewicz, Jo. “What"What Technical Writing Students Should Know About Typeface Personality.”" ''Journal of Technical Writing and Communication'' 34, nos. 1 & 2 (2004): 113-131.

*“Meet"Meet Your Type: A Field Guide to Love & Typography,”" ''Font Shop'', http://www.fontshop.com/education/pdf/fsfinalbook_single.pdf.

*Power, Richard, Nadjet Bouayad-Agha, and Donia Scott. “Document"Document Structure.”" ''Computational Linguistics'' 29, no. 2 (June 2003): 211-260.

*Sless, David. “Measuring"Measuring Information Design.”" ''Information Design Journal'' 16, no. 3 (2008): 250-258.

*Tomlin, Rita C. “Online"Online FDA Regulations: Implications for Medical Writers.”" ''Technical Communication Quarterly'' 17, no. 3 (2008): 289-310.

*Turton, Michael. “Not"Not Another Problem With Forms.”" ''Information Design Journal'' 13, no. 3 (2005): 191-193.

*“The"The Typographer’s Glossary: Common Type Terminology,”" ''Font Shop'', http://www.fontshop.com/education/pdf/typographers_glossary.pdf.

*Wroblewski, Luke. “The"The Information Architecture Behind Good Web Forms.”" ''Bulletin of the American Society for Information Science & Technology'' 34, no. 6 (2008): 18-19.

[[Category:Technical communication]]