UNIT-I
Here are some detailed notes on Information Design and Development covering the key
topics:
Information Design and Development
1. Different Kinds of Technical Documents
Technical documents serve to convey complex information in a clear and structured way.
Some common types include:
a) User Documentation
• User Manuals
• Installation Guides
• FAQs
• Quick Start Guides
b) Product Documentation
• Product Specifications
• Data Sheets
• Engineering Drawings
c) Process Documentation
• Standard Operating Procedures (SOPs)
• Policies and Guidelines
• Training Materials
d) Software Documentation
• API Documentation
• Release Notes
• Software Requirements Specifications (SRS)
e) Reports and Proposals
• Technical Reports
• Research Papers
• Business Proposals
2. Information Development Life Cycle (IDLC)
The Information Development Life Cycle follows structured steps to ensure high-quality
documentation.
Stages of IDLC
1. Planning
o Identify audience needs
o Define scope and objectives
o Select tools and formats
2. Design
o Choose structure and navigation flow
o Develop content templates
3. Development (Writing and Editing)
o Write clear, concise content
o Apply technical writing best practices
4. Review and Testing
o Proofreading and peer reviews
o Usability testing for clarity
5. Publishing and Distribution
o Choose print or digital media
o Ensure accessibility
6. Maintenance and Updates
o Regular revisions based on feedback
o Update content with new information
3. Organization Structures in Documentation
Different organizational strategies help in structuring information effectively.
a) Sequential Organization
• Step-by-step instructions (e.g., user manuals)
b) Hierarchical Organization
• Uses headings and subheadings for categorization (e.g., knowledge bases)
c) Modular Organization
• Information broken into reusable chunks (e.g., online help guides)
d) Problem-Solution Organization
• Presents problems followed by solutions (e.g., troubleshooting guides)
4. Factors Affecting Information and Document Design
Several factors impact how information should be designed:
• Audience: Technical expertise, cultural differences, language preferences
• Purpose: Instructional, reference, marketing
• Medium: Print, web, mobile, interactive
• Accessibility: Compliance with guidelines (WCAG, ADA)
• Usability: Readability, navigation, visual appeal
• Technical Constraints: File size, compatibility, formats
5. Strategies for Organization
Effective organization strategies ensure better comprehension and usability.
• Chunking: Breaking information into small, digestible sections
• Consistency: Maintaining uniform fonts, colors, and structure
• Indexing and Cross-referencing: Making information easy to find
• Navigation Aids: Using TOC, breadcrumbs, hyperlinks
• Layering Information: Presenting basic details first, then deeper details
6. Information Design and Writing for Print and Online Media
a) Writing for Print
• Fixed layouts and physical constraints
• Traditional formatting (columns, pagination)
• Higher emphasis on typography and design
• Static content with limited interactivity
b) Writing for Online Media
• Dynamic and responsive design
• Use of hyperlinks and multimedia
• Searchability and interactivity (tooltips, collapsible sections)
• Focus on scannability (bullet points, headings)
c) Differences Between Print and Online Documentation
Aspect Print Documentation Online Documentation
Layout Fixed Responsive
Navigation Page numbers, TOC Hyperlinks, menus
Updates Static (reprints needed) Easily updated
Interactivity None High (multimedia, links)
These notes provide a structured overview of Information Design and Development,
focusing on technical documentation, lifecycle, organization, and design strategies.
UNIT-II
Notes on Technical Writing, Grammar, and Editing
Notes on Technical Communication
1. Definition and Importance
- Technical Communication: The process of conveying technical information to a specific
audience in a clear, concise, and effective manner.
- Importance:
- Facilitates understanding of complex information.
- Enhances decision-making and problem-solving.
- Ensures safety and compliance in technical fields.
- Supports collaboration and innovation.
2. Key Principles
- Clarity: Use simple language and avoid jargon.
- Conciseness: Be brief and to the point.
- Accuracy: Ensure information is correct and reliable.
- Audience Awareness: Tailor content to the knowledge level and needs of the audience.
- Organization: Structure information logically.
- Visual Aids: Use diagrams, charts, and tables to enhance understanding.
3. Types of Technical Documents
- Reports: Detailed documents presenting research, analysis, and findings.
- Manuals: Instructions and guidelines for using products or systems.
- Proposals: Documents suggesting a plan or project for approval.
- Specifications: Detailed descriptions of requirements and standards.
- Memos and Emails: Brief communications within organizations.
- Presentations: Visual and verbal communication of information.
4. Writing Process
- Planning: Define purpose, audience, and scope.
- Research: Gather and analyze relevant information.
- Drafting: Write the initial version of the document.
- Revising: Review and improve content for clarity and accuracy.
- Editing: Correct grammar, punctuation, and style.
- Proofreading: Final check for errors before publication.
5. Design and Layout
- Consistency: Use uniform fonts, headings, and formatting.
- Readability: Ensure text is easy to read with appropriate spacing and alignment.
- Visual Hierarchy: Use headings, bullet points, and numbering to organize information.
- Graphics: Incorporate relevant images, charts, and diagrams to support text.
6. Ethical Considerations
- Honesty: Present information truthfully without distortion.
- Confidentiality: Protect sensitive information.
- Plagiarism: Avoid using others' work without proper attribution.
- Bias: Ensure content is free from personal or cultural biases.
7. Tools and Technologies
- Word Processors: Microsoft Word, Google Docs.
- Graphic Design Tools: Adobe Illustrator, Canva.
- Project Management Software: Trello, Asana.
- Collaboration Tools: Slack, Microsoft Teams.
- Version Control: Git, SVN.
8. Common Challenges
- Complexity: Simplifying technical information for non-expert audiences.
- Cultural Differences: Adapting content for global audiences.
- Keeping Up-to-Date: Staying current with technological advancements.
- Feedback: Incorporating constructive criticism effectively.
9. Best Practices
- Know Your Audience: Understand their background and needs.
- Use Active Voice: Makes writing more direct and dynamic.
- Be Precise: Avoid vague language and generalizations.
- Test Your Document: Ensure it meets the intended purpose and is user-friendly.
- Seek Feedback: Get input from peers and stakeholders.
10. Future Trends
- AI and Automation: Use of AI for content generation and translation.
- Interactive Content: Development of dynamic and engaging documents.
- Remote Collaboration: Increased use of digital tools for teamwork.
- Sustainability: Focus on creating eco-friendly and sustainable documents.
Technical Writing
1. Definition and Purpose
- Technical Writing: A form of communication that conveys technical information to a
specific audience in a clear, concise, and structured manner.
- Purpose:
- To inform, instruct, or persuade.
- To document processes, procedures, and specifications.
- To support decision-making and problem-solving.
2. Key Characteristics
- Clarity: Use simple and precise language.
- Accuracy: Ensure information is correct and reliable.
- Conciseness: Be brief and to the point.
- Audience Awareness: Tailor content to the knowledge level and needs of the audience.
- Organization: Structure information logically.
- Visual Aids: Use diagrams, charts, and tables to enhance understanding.
3. Types of Technical Documents
- Manuals: User guides, instruction manuals.
- Reports: Research reports, feasibility studies, lab reports.
- Proposals: Project proposals, grant proposals.
- Specifications: Technical specifications, product specifications.
- Memos and Emails: Internal communications.
- White Papers: In-depth reports on a specific topic.
- Case Studies: Detailed analysis of a particular case or project.
4. Writing Process
- Planning: Define purpose, audience, and scope.
- Research: Gather and analyze relevant information.
- Drafting: Write the initial version of the document.
- Revising: Review and improve content for clarity and accuracy.
- Editing: Correct grammar, punctuation, and style.
- Proofreading: Final check for errors before publication.
5. Design and Layout
- Consistency: Use uniform fonts, headings, and formatting.
- Readability: Ensure text is easy to read with appropriate spacing and alignment.
- Visual Hierarchy: Use headings, bullet points, and numbering to organize information.
- Graphics: Incorporate relevant images, charts, and diagrams to support text.
6. Ethical Considerations
- Honesty: Present information truthfully without distortion.
- Confidentiality: Protect sensitive information.
- Plagiarism: Avoid using others' work without proper attribution.
- Bias: Ensure content is free from personal or cultural biases.
7. Tools and Technologies
- Word Processors: Microsoft Word, Google Docs.
- Graphic Design Tools: Adobe Illustrator, Canva.
- Project Management Software: Trello, Asana.
- Collaboration Tools: Slack, Microsoft Teams.
- Version Control: Git, SVN.
8. Common Challenges
- Complexity: Simplifying technical information for non-expert audiences.
- Cultural Differences: Adapting content for global audiences.
- Keeping Up-to-Date: Staying current with technological advancements.
- Feedback: Incorporating constructive criticism effectively.
9. Best Practices
- Know Your Audience: Understand their background and needs.
- Use Active Voice: Makes writing more direct and dynamic.
- Be Precise: Avoid vague language and generalizations.
- Test Your Document: Ensure it meets the intended purpose and is user-friendly.
- Seek Feedback: Get input from peers and stakeholders.
10. Future Trends
- AI and Automation: Use of AI for content generation and translation.
- Interactive Content: Development of dynamic and engaging documents.
- Remote Collaboration: Increased use of digital tools for teamwork.
- Sustainability: Focus on creating eco-friendly and sustainable documents.
1. Technical Writing Process
- Purpose: To convey complex information clearly, concisely, and accurately to a specific
audience.
- Steps:
1. Planning: Define the purpose, audience, and scope of the document.
2. Research: Gather relevant information from credible sources.
3. Organizing: Structure the content logically (e.g., introduction, body, conclusion).
4. Writing: Draft the document using clear and precise language.
5. Revising: Review and refine the content for clarity, coherence, and accuracy.
6. Editing: Check for grammar, style, and formatting consistency.
7. Publishing: Finalize and distribute the document.
2. Forms of Discourse
- Description: Explains what something is or how it works (e.g., product specifications).
- Narration: Tells a story or explains a process (e.g., case studies, incident reports).
- Exposition: Provides information or explains concepts (e.g., whitepapers, manuals).
- Argumentation: Persuades or justifies a position (e.g., proposals, reports).
3. Writing Drafts and Revising
- Drafting:
- Focus on getting ideas down without worrying about perfection.
- Use headings, bullet points, and visuals to organize content.
- Revising:
- Improve clarity, coherence, and flow.
- Ensure the document meets the needs of the audience.
- Remove redundancies and simplify complex ideas.
4. Collaborative Writing
- Teamwork: Multiple authors contribute to a single document.
- Tools: Use collaborative tools like Google Docs, Microsoft Teams, or version control
systems.
- Challenges: Managing conflicting opinions, ensuring consistency, and meeting deadlines.
- Best Practices:
- Assign roles (e.g., writer, editor, reviewer).
- Establish clear guidelines for style and formatting.
- Use track changes and comments for feedback.
5. Creating Indexes
- Purpose: Helps readers locate specific information quickly.
- Steps:
1. Identify key terms, concepts, and topics.
2. Organize them alphabetically or thematically.
3. Include page numbers or hyperlinks for easy navigation.
- Tools: Use software like Microsoft Word or Adobe Acrobat to generate indexes
automatically.
6. Technical Writing Style and Language
- Clarity: Use simple, direct language.
- Conciseness: Avoid wordiness and redundancy.
- Precision: Be specific and accurate.
- Tone: Maintain a professional and objective tone.
- Active Voice: Prefer active voice over passive voice for clarity.
- Jargon (Terminology): Use technical terms only when necessary and define them for non-
expert audiences.
7. Basics of Grammar
- Parts of Speech: Nouns, verbs, adjectives, adverbs, pronouns, prepositions, conjunctions,
interjections.
- Sentence Structure: Subject-verb agreement, proper punctuation, and sentence variety.
- Common Errors: Misplaced modifiers, run-on sentences, and fragments.
8. Study of Advanced Grammar
- Complex Sentences: Use subordinate clauses to add depth.
- Parallelism: Ensure consistency in sentence structure.
- Modifiers: Place adjectives and adverbs correctly to avoid uncertainty.
- Tense Consistency: Maintain the same tense throughout the document.
9. Editing Strategies
- Content Editing: Ensure the document is accurate, complete, and relevant.
- Style Editing: Improve readability and consistency.
- Copy Editing: Correct grammar, spelling, and punctuation errors.
- Proofreading: Final check for typos and formatting issues.
10. Introduction to Advanced Technical Communication
- Visual Communication: Use charts, graphs, and diagrams to enhance understanding.
- Multimedia: Incorporate videos, animations, and interactive elements.
- Structured Authoring: Use XML or Markdown for consistent formatting.
11. Usability
- User-Centered Design: Focus on the needs and preferences of the end-user.
- Testing: Conduct usability tests to identify and fix issues.
- Accessibility: Ensure the document is usable by people with disabilities (e.g., screen reader
compatibility).
12. Human Factors
- Ergonomics: Design documents that are easy to read and navigate.
- Cognitive Load: Avoid overwhelming the reader with too much information at once.
- Visual Hierarchy: Use headings, fonts, and colors to guide the reader’s attention.
13. Managing Technical Communication Projects
- Planning: Define goals, scope, and deliverables.
- Scheduling: Create a timeline with milestones and deadlines.
- Resource Allocation: Assign tasks to team members based on their expertise.
- Risk Management: Identify potential challenges and develop contingency plans.
14. Time Estimation
- Break Down Tasks: Divide the project into smaller, manageable tasks.
- Estimate Effort: Calculate the time required for each task.
- Buffer Time: Include extra time for unexpected delays.
- Tools: Use project management software like Trello or Asana.
15. Single Sourcing
- Definition: Creating content once and reusing it across multiple documents.
- Benefits: Saves time, ensures consistency, and reduces errors.
- Tools: Use tools like MadCap Flare or Adobe FrameMaker.
16. Localization
- Definition: Adapting content for different languages and cultures.
- Challenges: Translating idioms, units of measurement, and cultural references.
- Best Practices:
- Use simple, universal language.
- Work with professional translators.
- Test the localized content with native speakers.
Key Takeaways
- Technical writing requires a structured approach, attention to detail, and a focus on the
audience.
- Grammar and editing are essential for producing clear and professional documents.
- Advanced technical communication involves usability, human factors, and project
management skills.
- Tools and strategies like single sourcing and localization enhance efficiency and reach.
Language
The tone may be slightly less formal but not informal. The language is direct and plain, and
the sentences are shorter and more straightforward. Instructions often use the second person
(“you”). This style suits instructions because it is directed at a less technically-expert
audience, users who seek information clearly and quickly and who may need to take action
on it.
Basics of grammar, study of advanced grammar, editing strategies to achieve appropriate
style
Mastering the basics of grammar, studying advanced grammar, and employing effective
editing strategies are essential for achieving an appropriate technical writing style. Below is a
breakdown of these components:
1. Basics of Grammar
Understanding foundational grammar rules is critical for clear and effective technical writing.
Key areas include:
- Parts of Speech: Nouns, pronouns, verbs, adjectives, adverbs, prepositions, conjunctions,
and interjections.
- Sentence Structure: Subject-verb agreement, proper use of clauses (independent and
dependent), and avoiding sentence fragments or run-ons.
- Punctuation: Correct use of commas, periods, semicolons, colons, dashes, and quotation
marks.
- Tense Consistency: Maintaining consistent verb tenses throughout the document.
- Voice: Prefer active voice for clarity, but use passive voice when the action or object is more
important than the subject.
- Modifiers: Placing adjectives and adverbs correctly to avoid ambiguity (e.g., misplaced or
dangling modifiers).
- Parallelism: Ensuring parallel structure in lists, comparisons, and series (e.g., "The software
is fast, reliable, and easy to use.").
2. Study of Advanced Grammar
Advanced grammar concepts help refine technical writing for precision and professionalism:
- Complex Sentence Structures: Using subordinate clauses and conjunctions to connect ideas
logically.
- Nominalization: Turning verbs into nouns to create a more formal tone (e.g., "analyze" →
"analysis").
- Ellipsis: Omitting redundant words while maintaining clarity (e.g., "The software is easy to
install and [is] user-friendly.").
- Conditional Sentences: Using "if-then" structures to describe hypothetical scenarios or
dependencies.
- Gerunds and Infinitives: Understanding when to use "-ing" forms or "to + verb"
constructions.
- Relative Clauses: Using "who," "which," "that," etc., to add detail without creating separate
sentences.
- Modal Verbs: Using "can," "could," "should," "must," etc., to express possibility, necessity,
or obligation.
3. Editing Strategies to Achieve Appropriate Technical Style
Editing is a critical step in ensuring technical writing is clear, concise, and professional. Here
are some strategies:
A. Clarity and Conciseness
- Eliminate Redundancy: Remove unnecessary words or phrases (e.g., "advance planning" →
"planning").
- Avoid Ambiguity: Use precise language and define technical terms.
- Shorten Sentences: Break long sentences into shorter, more digestible ones.
- Use Simple Words: Replace complex words with simpler alternatives (e.g., "utilize" →
"use").
B. Consistency
- Terminology: Use the same terms consistently throughout the document.
- Formatting: Maintain consistent headings, fonts, bullet points, and numbering styles.
- Tense and Voice: Ensure consistency in verb tense and voice (active vs. passive).
C. Audience Awareness
- Tailor Language: Adjust the level of technicality based on the audience's expertise.
- Define Jargon: Explain technical terms for non-expert readers.
- Use Examples: Provide examples to clarify complex concepts.
D. Structure and Organization
- Logical Flow: Organize information in a logical sequence (e.g., problem → solution, cause
→ effect).
- Headings and Subheadings: Use clear and descriptive headings to guide the reader.
- Lists: Use bullet points or numbered lists for step-by-step instructions or key points.
E. Grammar and Mechanics
- Proofread: Check for spelling, grammar, and punctuation errors.
- Use Tools: Leverage grammar-checking tools like Grammarly or Hemingway Editor.
- Read Aloud: Reading the text aloud can help identify awkward phrasing or errors.
F. Visuals and Formatting
- Use Visuals: Incorporate diagrams, charts, and tables to simplify complex information.
- White Space: Use ample white space to improve readability.
- Fonts and Styles: Use professional fonts (e.g., Arial, Times New Roman) and avoid
excessive bolding or italics.
G. Peer Review
- Seek Feedback: Have colleagues or subject matter experts review the document for
accuracy and clarity.
- Revise Iteratively: Incorporate feedback and revise multiple times to refine the document.
4. Common Pitfalls to Avoid
- Overuse of Passive Voice: Can make writing sound impersonal or vague.
- Excessive Jargon: Alienates non-expert readers.
- Long Sentences: Can confuse readers and obscure meaning.
- Inconsistent Terminology: Leads to confusion and undermines credibility.
- Neglecting Visuals: Failing to use visuals can make complex information harder to
understand.
By mastering grammar basics, advancing your grammatical knowledge, and applying
strategic editing techniques, you can produce technical documents that are clear, concise, and
tailored to your audience's needs.
Introduction to Advanced Technical Communication
Advanced technical communication builds on the fundamentals of technical writing to
address complex, specialized, and often interdisciplinary audiences. It involves conveying
intricate information clearly, accurately, and effectively, while adapting to the needs of
diverse stakeholders. This field is critical in industries such as engineering, healthcare, IT,
science, and business, where precise communication can impact decision-making, safety, and
innovation.
Key Characteristics of Advanced Technical Communication
1. Audience-Centric: Tailors content to the knowledge level, needs, and expectations of the
audience (e.g., experts, managers, end-users).
2. Interdisciplinary: Bridges gaps between technical and non-technical stakeholders.
3. Precision and Accuracy: Ensures information is error-free, factual, and unambiguous.
4. Professional Tone: Maintains a formal, objective, and respectful tone.
5. Visual and Verbal Integration: Combines text, visuals, and multimedia to enhance
understanding.
6. Ethical Responsibility: Adheres to ethical standards, including transparency, honesty, and
accountability.
Types of Advanced Technical Communication
Advanced technical communication encompasses a wide range of documents and formats,
including:
- Proposals: Persuasive documents that outline plans, solutions, or projects.
- Technical Reports: Detailed analyses of research, experiments, or projects.
- User Manuals and Guides: Instructions for using products or systems.
- White Papers: Authoritative reports that inform and persuade stakeholders.
- Case Studies: In-depth analyses of specific instances or examples.
- Presentations and Slide Decks: Visual and verbal communication for meetings or
conferences.
- Specifications and Standards: Detailed descriptions of requirements or protocols.
- Online Help Systems and FAQs: Digital resources for troubleshooting and support.
Core Skills for Advanced Technical Communication
1. Research and Analysis:
- Gather and evaluate data from credible sources.
- Synthesize complex information into actionable insights.
2. Writing and Editing:
- Write clearly, concisely, and coherently.
- Edit for grammar, style, and technical accuracy.
3. Visual Communication:
- Design charts, graphs, diagrams, and infographics.
- Use tools like Adobe Illustrator, Microsoft Visio, or Canva.
4. Audience Adaptation:
- Identify the audience’s technical expertise and tailor content accordingly.
- Use appropriate language, tone, and level of detail.
5. Collaboration and Interpersonal Skills:
- Work with subject matter experts (SMEs), designers, and stakeholders.
- Incorporate feedback and revise documents iteratively.
6. Technical Proficiency:
- Understand the subject matter deeply.
- Use industry-specific tools and software (e.g., LaTeX, Markdown, CAD).
7. Ethical and Cultural Awareness:
- Avoid bias, misinformation, and exclusionary language.
- Consider cultural differences in global communication.
Advanced Techniques in Technical Communication
1. Structured Authoring:
- Use frameworks like DITA (Darwin Information Typing Architecture) to create modular,
reusable content.
- Implement XML or Markdown for consistent formatting.
2. Single-Sourcing:
- Create content once and reuse it across multiple platforms (e.g., PDFs, websites, help
systems).
3. Localization and Globalization:
- Adapt content for different languages, regions, and cultures.
- Ensure compliance with international standards and regulations.
4. Interactive and Dynamic Content:
- Develop interactive PDFs, e-learning modules, or chatbots.
- Use multimedia elements like videos, animations, and simulations.
5. Data Visualization:
- Present complex data in visually appealing and easy-to-understand formats.
- Use tools like Tableau, Power BI, or Python libraries (e.g., Matplotlib, Seaborn).
6. Version Control and Collaboration Tools:
- Use tools like Git, SharePoint, or Google Workspace for collaborative writing and editing.
Challenges in Advanced Technical Communication
1. Balancing Detail and Simplicity:
- Providing enough detail for experts without overwhelming non-experts.
2. Keeping Up with Technology:
- Staying current with evolving tools, platforms, and industry trends.
3. Managing Complexity:
- Communicating highly technical or abstract concepts clearly.
4. Ensuring Accessibility:
- Making content usable for people with disabilities (e.g., screen reader compatibility).
5. Maintaining Consistency:
- Ensuring uniformity across large documents or teams.
Applications of Advanced Technical Communication
1. Engineering and Manufacturing:
- Writing technical specifications, project reports, and safety manuals.
2. Healthcare and Pharmaceuticals:
- Creating patient guides, clinical trial reports, and regulatory documents.
3. Information Technology:
- Developing API documentation, software manuals, and cybersecurity reports.
4. Science and Research:
- Publishing research papers, lab reports, and grant proposals.
5. Business and Finance:
- Drafting business plans, financial reports, and compliance documents.
Advanced technical communication is a vital skill for professionals in technical fields. It
requires a blend of writing expertise, technical knowledge, and strategic thinking to convey
complex information effectively. By mastering advanced techniques and adapting to the
needs of diverse audiences, technical communicators can bridge gaps between experts and
non-experts, drive innovation, and ensure the successful implementation of ideas and
solutions.
Usability
Usability, a term that refers to how easily and effectively a person can use a document,
website, or product to achieve a purpose, is an integral element of workplace and technical
writing. Usable writing should help readers quickly locate, understand, and apply information
to complete their task/s. Online, usability is critical for survival. If users can’t figure out how
to purchase something, they’ll quickly go to a different site to shop. The vendor loses money.
If users can’t find the information they need, they will move on—there are many other sites
that can meet their needs, and the original site loses money. In the office, if employees spend
large amounts of time figuring out unclear documents or deciphering poorly written
instructions, the company loses money with wasted time.
Usability testing started being a key component of technical writing in the1960s. The
burgeoning computer industry required user manuals, and engineers realized that it was
important to know how users interacted with the materials and the technology. When personal
computers became available in the 1980s, and when the 1990s brought the World Wide Web
into households and businesses, engineers, designers, and technical writers recognized that
usability research and testing were essential to see how people used and interacted with
computers and documents. Usability testing was implemented for the development of
programs, software, and instructional materials.[1]
As a technical writer in the 21st century, you must incorporate some usability evaluation or
testing into your document design process. Without some level of testing, you won’t know if
you have done the job, or if your reader is annoyed or frustrated by writing that’s not accurate
or comprehensible, a design that’s not accessible, information that’s missing, or even links
and design features that simply don’t work.
Characteristics of Usable Documents
According to Jakob Nielsen,[2] a usable document or web site must be:
• easy to learn so that a user/reader can quickly accomplish the desired tasks
• efficient, enabling the reader to accomplish the task in a timely manner
• easy to remember in terms of the process needed to use the document or web site
• free from errors, enabling the user to complete the task without mistakes
• satisfying to use; the reader will find it pleasant or enjoyable to use its design
As you can see, usability combines ease of use with the functions an audience requires to do
what they need to do. Usability is essential to effective technical writing and design.
Usability Testing
The best way to guarantee that your site or document is usable and useful is to evaluate it.
The methods you choose will largely depend on the size and significance of the project and
can range from simple to complex.
At the first level, careful proofreading or evaluation of the document using a checklist may
reveal areas that need development or clarification. Ask someone to review your draft or
prototype and offer suggestions that will improve the design of the document. Fuller testing
comes in different forms, and may include interviewing users, observing users directly,
administering a questionnaire or survey, and/or conducting focus groups.
Most types of usability evaluations involve three groups of individuals:
1. users, or the primary audience for the document
2. subject matter experts (SMEs), who are knowledgeable about the topics of the
document or web site
3. usability research experts, who are trained to determine what questions to ask about
the draft or prototype and how to best acquire the answers that will be most useful
According to Dr. Carol Barnum, the following characteristics of usability testing apply
among these three groups:
• Participants represent real users, and perform real tasks. If they are paid participants,
they represent the target audience.
• Subject matter experts may be observers and/or co-developers of research questions.
• Researchers observe actions, record what the participants say, analyze the findings,
diagnose problems, and recommend changes. They follow a research protocol for
whatever type of testing occurs—lab testing, testing without a lab, or field testing.
Human Factors
When it comes to Human factors, it involves how Physically and Mentally people involve
and relate with the objects. When it comes to technical communication, there are two sub
factors- Sensation and Perception.
Sensation is the process by which the data in the human brain is collected through touch.
Perception is the process by which the data is organized, stored and interpreted visually.
