Three Things You Can
Do to Improve User Documentation
Who says no one reads the manual?
There are ways to improve your end-user software documentation without attending
courses or seminars, and you can start right now.
It’s All About Style
The less your manual looks like
a college text book, the more likely users will flip through the pages.
Select a simple, easy to read font and use a generous amount of white space. Use
headers to divide sections into easy to identify tasks while keeping the
descriptions short and active (Enter a Call Log; Print a Letter).
Use numeric lists for steps that
must be done in order. Pulling essential information into bullet points allows
you to direct the reader’s eye to that section.
Consistency is key.
Whatever style you select, ensure the conventions are present throughout the
manual.
The Gold
in Systems Documentation
Systems documentation contains
a treasure trove of information for end-user manuals. While naming
conventions differ, systems documentation generally falls into these broad
categories:
-
Requirements: What the users want the system to do
-
Design: How the system is built
-
Test:
How the system is validated
Match requirements to functions in
the end-user interface. Design documents can provide in-depth information on
system utility that advanced users may need. Test specifications may contain
step-by-step instructions for tasks not initially apparent in the end-user
interface.
When They
Want to Know . . . Now
Weed out the nice-to-know from
the need-to-know. Veteran users appreciate shortcut lists and quick-start
guides.
Place this type of information up
front or in appendices users can remove from the manual proper. Good candidates
include:
-
Trouble-shooting tips
-
Getting started instructions
-
Short-cut key combinations
-
Toolbar graphics with labels
While no one will likely take the
manual home for a little light reading, if you bring the knowledge of a
developer and the perception of an end-user to the documentation, chances are,
it will be used. |
