3   Structure and Organization

Dividing the Manual into Modules

To be revisable, manuals must have a modular structure. If you numbered each page of a print manual sequentially from beginning to end, your manual would be difficult to revise. If you had to add new pages later, you would have to number them 13a, 13b, 13c, for example. Instead, divide your manual into a series of modules and number the pages sequentially within each module, beginning each module as page one. That way, you can revise a module in the future, adding or deleting pages as necessary, with no effect on the page numbering of other modules.

There are three typical ways of dividing a manual into modules. You can create a chapter modular structure, a 2-level modular structure, or a 3-level modular structure. Which one you choose will depend on the type of manual you’re writing, how many different topics you have to cover, and how often you plan to revise it.

No matter which type of structure you choose, each module should cover one topic or process and its related procedures. This allows changes to be made to one topic without affecting other modules. If a module is revised, give it a new issue date or revision number to distinguish it from the old one. And don’t try to replace individual pages of a module—this will greatly complicate the structure of the manual and make it very difficult for manual holders to keep track of what’s current and what’s not. Re-issue the entire module.

Chapter Modules

The simplest way to divide the manual into modules is to number the pages sequentially within each chapter. This is sometimes called sectional page numbering. Using this method, the chapters are the modules. That’s how we’ve structured this guidebook. It’s simple, easy to use, and will give us enough flexibility to revise this guidebook in the future.

Figure 3-5: Treating each chapter as a module is simple and easy to use but is not suitable for manuals that must be frequently revised

Training manuals, reference manuals, and computer user manuals are often divided into chapter modules because they are usually not revised frequently.

A reference manual divided into a large number of small topics that have been organized alphabetically by keyword is another example of chapter modules, although the topics would likely be only a few pages each.

Treat the front sections, such as the table of contents and introduction, as one module and number the pages consecutively.

2-Level Modules

The most common method of dividing a revisable manual into modules is by using a 2-level structure. First divide the manual into a series of chapters, then each chapter into a series of sections. The sections then become the modules.

Figure 3-6: Treating each section as a module is more complex than chapter modules, but the manual will be easier to revise

This results in a larger number of smaller modules, so the manual will be easier to maintain. If you can, try to limit the number of modules in a chapter to ten or less, and the number of pages in a module to ten or less. Think of it as the Rule of Tens.

Because each module starts at page one, you’ll need to use a module-numbering system to help readers find their way around the manual. The numbering system for a 2-level manual is simple. Number chapters sequentially (that is, chapter 1, chapter 2, chapter 3, and so forth). Number modules within each chapter sequentially as well. Include the chapter number as the first part of the module number. For example, the second module in Chapter 3 would be numbered 3.2. For more information, see Module Numbering.

Modules can be organized randomly within each chapter, unless there is a logical order. For example, it makes little difference if “Accounts Payable” goes before or after “Accounts Receivable.” Modules added later take the next available number.

New modules should start on a right-hand page so they can be removed from the manual without removing the last page of the previous module.

Treat the table of contents, introduction, and other front and back materials as separate modules. Number the pages sequentially within each module. If necessary, divide the appendix into Appendix 1, Appendix 2, and so forth and treat each one as a separate module.

3-Level Modules

For very complex manuals with large amounts of information on many topics, you may want to consider using 3-level modules. Divide the manual into a series of chapters, each chapter into a series of sections, and then each section into a series of sub-sections. With this structure, the sub-sections are the modules.

Figure 3-7: Treating each sub-section as a module is more complex than 2-level modules, but provides maximum flexibility for revisions

This method will give you maximum flexibility for revising the manual in the future, but its structure is more complex, and hence more complicated to use and maintain. Avoid using a 3-level structure unless absolutely necessary.

Treat the front and back sections as you would for 2-level modules.

Avoid Using Different Module Levels in Different Chapters

It’s best to choose the most appropriate module structure and apply it uniformly throughout the manual. If you are using 2-level modules, divide every chapter into 2-level modules. Don’t divide one chapter into 2-level modules, other chapters into 3-level modules, and leave some chapters as one big module. This type of mix-and-match structure will confuse readers and will present you with a variety of formatting and numbering problems.

Modules and Online Manuals

The modules of online manuals are the topics—the downloadable units of information that the user can scroll through. Try to keep your topics short—no more than a couple of pages of text or users will have to scroll excessively. But try not to make them single sentences or paragraphs.

Figure 3-8: 2-level modules usually convert directly to online topics

If you’re planning to convert an existing manual to online form, you’ll need to carefully review it to identify the topics. Sometimes this can be as simple as dividing it up according to the existing text hierarchy. For example, all heading 2s could become the topic titles. More often, you’ll have to rethink and reorganize the manual.

If you’re planning a print and an online version of the same manual, you’ll probably want the modules of the print manual to correspond to the topics of the online manual. Otherwise you’ll have difficulty maintaining both versions. The exception is chapter-level modules. Chapters may be too long to scroll through comfortably and may need to be broken down to the 2-level headings, or possibly the 3-level headings.