6   Methods of Presentation

Different types of information lend themselves to different methods of presentation. By using the most appropriate methods of presentation, you will help readers find and understand the information they need faster and more easily.

Information is most commonly presented in narrative form (paragraph after paragraph). Although narrative text forms most of what we read and is a necessary part of manuals, it’s more difficult to scan for information than most other presentation methods.

Good manuals use a variety of methods of presenting information. The result, instead of narrative text, is termed structured text. When we prepare manuals, we should think of ourselves as communicators, not writers, and not automatically write paragraph after paragraph. In many cases, one of the following methods of presenting information is more appropriate:

• bullet lists
• checklists
• text boxes
• sidebar text
• tables
• troubleshooting tables
• step-by-step procedures
• playscript procedures
• flow diagrams
• decision trees
• form illustrations
• screen illustrations
• technical illustrations
• warnings, cautions, and notes
• photographs
• graphics
• icons

Graphics should always be placed as closely following their reference in the text as possible.