Creating Readable Documents - The Four Pillars

So you’ve been asked to write a document, whether it be a policy, blog post, article or even an email, you need to know where to start. How do you ensure your point gets across?

You can use the four pillars described in this document to create a document that is both readable and relevant.

Pillar One - Purpose

Before you even open your word processor of choice, you need to know what the document’s purpose is.

“My manager asked me to write it” isn’t the purpose. Nor is “We need this document to fulfil reporting requirements”.

A document’s purpose is to communicate and to do that it must be relevant and understandable.

You’re sitting down to write a policy on your organisation’s legislative requirements for mandatory reporting. The policy’s purpose is not to merely exist to fulfill those requirements. Instead, it should also be clearly outlining the steps, procedures and requirements for your organisation.

Pillar Two - Audience

This brings us to the second pillar - Audience.

Before you start writing, you need to know - who are you writing for. In the policy above, it is for the employees.

Knowing your audience can be vital to a document’s success. It will help you structure your document correctly, use appropriate language, and will ultimately assist you in ensuring your document fulfils it’s purpose.

Pillar Three - Structure

Okay, you can open that word processor now! It’s time to talk about structure.

Now you know the purpose and audience for your document you use them to create a readable structure.

Different types of documents require different structures. However, they should all have one thing in common. Every document should state it’s purpose early, preferably in the first sentence and if not in that sentence then in the first paragraph.

If you’re writing an email and want to be more informal and friendly at the start, it should be in the first section of the email after the formalities of greeting. For example, you could write (Good morning, How are you? Hope the rain is treating you well. I was hoping you could assist me with _____)

To help you to structure your document, write out some single sentences that outline the main points you need to cover. Use the purpose of your document to help you outline these.

Pillar Four - Clarity

Now you have your structure prepared, you can begin filling in the blanks. Here comes the most difficult and contrary pillar of readable documents - clarity. 

The ability to write clearly and intelligibly can be broken down into three steps: review, review, review! Here are some key questions you can use to help you review your document

·       Look at your grammar – is it used correctly?

·       Is your sentence structure correct and understandable?

·       Can you cut that sentence in half? Short, sharp sentences can provide more information than a long winded one. Often in long sentences, the reader will get lost and forget what the first half even said! Finally, look at the language you use.

·       Does it suit the audience? Is it too formal or too informal?

·       Are you over using jargon?

·       Have you thrown in sentences that don’t really need to be there (also known as “white noise”)?

As part of your review it is useful to read your document aloud.

While there are other aspects to consider when writing readable documents, these pillars will get you started. They will allow you to begin the journey to writing clear, concise and understandable information.

Next time we will focus on Readable Documents - Font, Medium and Document Accessibility.

Zanele Ramsay-Daniel