Business communication building critical skill 6th module005

Designing Documents, Slides, and Screens Module Five ©2014 The McGraw-Hill Companies, Inc.  All rights reserved McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc All rights reserved Learning Objectives LO 5-1 Apply strategies for paper page design LO 5-2 Apply strategies for presentation slide design LO 5-3 Apply strategies for web page design LO 5-4 Apply strategies for design tests LO 5-5 Apply strategies for computer use in design LO 5-6 Recognize questions about design while writing 5-2 Good Document Design       Saves time and money Reduces legal problems Builds goodwill Looks inviting, friendly, and easy-to-read Enhances your credibility Builds an image of you as professional and competent 5-3 How should I design paper pages?      Use white space for separation and emphasis Use headings to group points Limit the use of words set in all CAPS Use no more than two fonts Decide whether to justify margins based on the situation and the audience 5-4 Use White Space To create white space: Use headings Use a mix of paragraph lengths Use lists 5-5 Use Headings  Headings  words or short phrases that group points and divide your letter, memo, or report into sections 5-6 Use Headings  Make headings specific  Make each heading cover all the material until the next heading  Keep headings at any one level parallel: all nouns, all complete sentences, or all questions 5-7 Examples of Different Fonts Figure 5.4 5-8 Choice of Margins  Use justified margins when you     Can use proportional typefaces Want a more formal look Want to use as few pages as possible Write to skilled readers 5-9 Choice of Margins  Use ragged margins when you     Do not have proportional typefaces Want a less formal look Want to revise one page without reprinting all Use very short line lengths 5-10 How should I design presentation slides?  Use a big font  Use bullet-point phrases  Use clear, concise language and appropriate clip art  Make only three to five points per slide  Customize your slides with the company logo, charts, and scanned-in photos and drawings 5-11 Effective and Ineffective Colors for Presentation Slides 5-12 How should I design Web pages?  Provide an introductory statement on the first screen  Offer an overview of the content of your page  Include information that will be most interesting and useful to most readers  Use small graphics; keep animation to a minimum 5-13 To Design Web Pages continued  Include a Skip Intro button if you have an animated introduction page  Provide visual variety  Unify multiple pages  On each page, provide a link to the home page 5-14 How I know whether my design works?  To know whether your design is functional, test it with your audience  Watch someone as he or she uses the document to a task  Ask the reader to describe the thought process after completing the document and the task 5-15 How I know whether my design works?  Test the document with the people who are most likely to have trouble with it  Ask readers to put a plus sign ( + ) in the margins by any part of the document they like or agree with and a minus sign ( - ) by any part that seems confusing or wrong 5-16 Using Computers to Create Good Design  Different versions of word processors handle commands differently  Choose a businesslike font in 11- or 12-point type  Times Roman, Palatino, Helvetica, and Arial are the most commonly used business fonts  Use bold headings  Avoid having a heading all by itself at the bottom of the page 5-17 Using Computers to Create Good Design  Change your tab settings to create good visual impact  To save paper, use print preview to see the document’s final appearance 5-18 When should I think about design?  As you plan, think about your audience  As you write, incorporate lists and headings  Get feedback from people who will be using your document  As you revise, check your draft against the guidelines in this module 5-19 ... handle commands differently  Choose a businesslike font in 11- or 12-point type  Times Roman, Palatino, Helvetica, and Arial are the most commonly used business fonts  Use bold headings  Avoid... use proportional typefaces Want a more formal look Want to use as few pages as possible Write to skilled readers 5-9 Choice of Margins  Use ragged margins when you     Do not have proportional