Writing for the Workplace: Business Communication for Professionals
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- Graphical elements
- Line length and spacing
| Font style and size: Because sans serif fonts are crisper, many people consider them easier to read on the screen. Indeed, many copy-heavy websites such as newspapers and magazines use serif fonts for their print editions and sans serif fonts for the online versions. However, some designers continue to use serif fonts for the screen. If you choose to do so, make sure the font is large enough for your intended reader and the spacing is adjusted. It is also important to remember that the way you design your document maybe affected by the end user’s device and its settings. Unless you are providing a PDF, the way you design a document to be read on an electronic device may not be the way the receiver sees it. Graphical elements: Much of the advice related to using graphical elements in print also applies to their use in electronic documents. But because we know readers have less patience when reading on the screen, devices to breakup text and highlight important ideas, words, or phrases are even more important. Note that boldface can indicate a link, so when using it, make sure your readers will not be confused. Headings: Headings in print and electronic documents serve the same function, but they are even more important for reading on the screen than reading on the page. The reason is that people 26 WRITING FOR THE WORKPLACE tend to skip when reading on the screen. Headings, therefore, help readers find information quickly and make text more scannable. Line length and spacing: Because screen reading is more taxing, keep lines on the short side, no more than 70 characters. Consider using two columns for reports that will be read on the screen. Paragraph length: When writing for the screen, keep paragraphs short—about six lines—to avoid dense blocks of text. White space: Lack of visual clutter will make any document more appealing for the reader. White space helps readers focus on words Conclusion Taking the time to consider how our words look on a page or a screen is imperative for writing in the workplace. Our job, after all, is to make the task of reading less of a chore. Considerations of type font, spacing, page layout, and graphical elements areas important to writing as are well-drafted sentences and paragraphs. A well designed document will make your writing more effective. |