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Design: An OverviewYour goal is to create a page design that is attractive and easy to read and reflects well on you and your company. To achieve a reader-friendly design, use the tips below. Elements of Document DesignA document design should (1) follow company standards, (2) make information accessible, and (3) look inviting to the reader. Smart choices about format, page layout, and typography will lead to a successful design. Page LayoutProduce pages that are open, balanced, and readable.
TypographyChoose attractive, easy-to-read typefaces and type sizes.
FormatUse an appropriate design.
61 Creating Strong DesignThe document below is designed simply but effectively. Headings, lists, boldface type, white space, and margins make each part of the message clear and easy to follow. Family and Children Coalition Lines are a moderate length, flush left, and ragged right. The Family and Children Coalition Confidentiality Policy states that all clients have the right to confidentiality. Conduct your work in keeping with this policy by following the procedures below. Boldface type is used to draw attention to key information. Client Intakes During the client intake, the Coalition counselor should discuss conditions of confidentiality with the client. The counselor should explain the following:
Headings and lists separate blocks of text.Outside Requests for Information Coalition counselors will handle outside requests for client information.
Main text is serif; headings are sans serif. Breaches of Confidentiality If a client believes that Coalition staff have not observed the confidentiality policy and procedures, he or she should be directed to follow the Client-Grievance Process. Appropriate margins are used on all sides. By carefully following the procedures above, the Coalition staff can help our clients while also respecting their rights to confidentiality. 62 Design: Problems and SolutionsYou’ve heard that form should follow function. That’s especially true when designing a document. Design’s role is to make communication clearer and more compelling. The following pages outline common design problems and ways to solve them. Problem:Every document I create looks the same.Listen for“Another boring document.” “Words, words, words.” Solution:Experiment with page design.Select an appropriate page design for the document as a whole. Consider the amount of text and the number of graphics you plan to use, and select a layout to balance the two. Choose from the following designs:
Problem:I’m not sure where to put graphics on a page.Listen for“Where’s the figure?” “What does this table go with?” Solution:Place graphics to aid the reader.Position graphics logically. Insert a graphic close to the first reference to it—preferably after the reference.
Problem:I need to show a lot of raw data.Listen for“There are too many numbers in the text.” Solution:Use a table.Create a table to arrange raw data in rows and columns, allowing readers to easily compare figures. Use tables to
Problem:I don’t know how to set up a table.Solution:Use a table maker and follow these tips.
Note: If you use a spreadsheet program to set up your table, you can ouput it also as a line graph, bar graph, pie graph, or other visual. Sample Numerical Table
Problem:I need to show the changes in amounts over time.Listen for”What have the trends been?” Solution:Use a line graph.Create a line graph to show relationships between numbers—differences, proportions, or trends. A line graph shows changes in quantity over time.
Problem:I don’t know how to make a line graph.Listen forSolution:Follow these tips for creating a line graph.
Sample Line Graph
Problem:I need to compare different amounts.Listen for“Which sells better?” Solution:Use bar graphs.Create a bar graph to compare amounts using a series of vertical or horizontal bars. The height or length of each bar represents a quantity at a specific time or in a particular place. Here are the types.
Problem:I don’t know how to make a bar graph.Solution:Follow these tips for making a bar graph.
Multiple and Single Bar Graph
Problem:I need to compare parts of a whole.Listen for“Show a budget breakdown.” “How do the parts compare?”
Solution:Use a pie graph.Create pie or circle graphs to divide a whole quantity into parts. These graphs show how individual parts relate to the whole and to each other. Use pie graphs to
Problem:I don’t know how to make a pie graph.Solution:Use these tips to create a pie graph.
To Calculate Degrees for Each Slice:Amount of part ÷ Amount of whole × 100 = Percentage of part × 3.6 = Degrees for part
Sample Pie Graph
Problem:
I need to show data about different regions.Listen for“Show the breakdown by state.” Solution:Use a map.Create a map to present a wide range of useful information: communication and transportation data, distances, directions, regions and zones, natural and urban features, market segments, and so on. Problem:I don’t know how to create a map.
Solution:Use these tips to create a map.
Note: Search online for interactive mapping programs, such as the National Geographic MapMaker. Sample Map
70 Checklist DesignYour goal is to create a design that uses graphics to communicate your message in the clearest, most compelling way. Save this checklist.
“Design is not just what it looks like and feels like. Design is how it works.” What are the major steps to produce to design and produce business documents?5 Steps to Perfect Business Documents. Identify Your Audience. Know your audience and direct your writing towards them. ... . Identify the Document's Purpose and Keep it Focused. ... . Organize Your Writing. ... . Re-Read Your Business Document Before Sending. ... . Make Sure Your Business Document Appears Professional.. What do business documents include?Business documents can be formally defined as “Business Documents means all books, records, files, business records and plans, reports, correspondence, documentation in respect of agreements, and other financial and customer data, whether any such item is in the paper, electronic or other formats, used or held by the ...
What is the purpose of a business document?Documentation instils confidence within your business, among potential investors and your clients. Documentation tells the story of a business; its origins, intent and the journey it's taking to achieve its ambitions.
Which of the following groups establishes and maintains the company's internal controls?Management is responsible for establishing internal controls. In order to maintain effective internal controls, management should: Maintain adequate policies and procedures; Communicate these policies and procedures; and.
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