Designing for Task Organization ITSW 1410 Presentation Media Software Instructor: Glenda H. Easter

Designing for Task Designing for Task OrganizationOrganization

ITSW 1410

Presentation Media Software

Instructor: Glenda H. Easter

Designing for Task Orientation, Chp. 8

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Guidelines for Designing Guidelines for Designing DocumentsDocuments1. Follow A Problem Solving Process--

(think of document design as a sequence

of steps beginning with a problem

ending with a solution (manual or help).–Set goals for your documents based on the user analysis.–Identify a number of techniques that would meet the goals.


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)1. Follow A Problem Solving Process

(Continued):–Mock up examples of one or two potentially useful designs.

–Test and review–Decide on a design

2. Meet Task Needs–At the heart of any task-oriented documentation you will find step-by-step procedures called tasks that your user can follow to perform useful work.


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)

2. Meet Task Needs (Continued):– You must organize tasks so they match the

pattern of activity your user will understand as logical.

3. Try Out Ideas On Users– Mock up pages with access elements on

them and field test them.– Consult the chapter on testing for ways to do

quick usability tests.


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)

3. Try Out Ideas On Users– Possible ways to organize materials:

• Degree of difficulty• Sequence of User• Jobs or tasks• Job-related topics• Alphabetically


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)4. Examine Existing Documentation

– Existing Documentation can be found in a number of places including:

• Software stores that carry used copies of programs• Bookstores• University computer centers• Public libraries• Offices of friends• Programming shops• Shareware programs


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)5. Review User Analysis

– Design for different groups– Design for specific program issues– Meet the user’s task needs– Meet the user’s information needs. The

following strategies work well for meeting these needs:

• Explanations• Examples• Meet efficiency goals/command summaries for

efficiency.• Problem solving• Emphasis on information management and

communication work.


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)5. Review User Analysis (Continued)

– Match the user’s computer experience. • For Novice - use tutorials• For Experienced - use problem solving support• For Expert - use highly structured reference

– Enhance the user’s subject-matter background by including:

• Special glossary of background terms• Index entries linking background terminology to

program functions• Special booklets/sections describing background

concepts• Elaborate examples with explanations of key

concepts


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)5. Review User Analysis (Continued):

– Leverage the User’s workplace– Meet the user’s learning preferences selecting

from:• Instructor learning• Manual learning• Computer-based learning

– Meet the user’s usage pattern by determining which category is most appropriate

• Regular usage• Intermittent usage• Casual usage


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Guidelines for Designing Guidelines for Designing Documents Documents (Continued)(Continued)6. Acknowledge Production Constraints

7. Design The Documentation As A System


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Designing a ManualDesigning a Manual

There are problems with printed books.There is controversy about what a

manual or guide actually means.– The manual must aid in productivity in the

workplace.– You guide the user in three ways:

• Guide the user to the manual

• Guide the user to the program

• Guide the user to the job


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Designing a Manual Designing a Manual (Continued)(Continued)There are variables when it comes to the

types of users. – Each type of user will react to your manual or

help system differently.– This means that you must write to all levels and

may have to write three separate manuals.There are variables with role-based types

– We need to know what kinds of jobs the user performs with the software.


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Designing a Manual Designing a Manual (Continued)(Continued)There are variables with how people

solve problems using computers.– The more we know about the common

errors people make using computers, the more we can anticipate those errors and design documentation that will counteract them.


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Designing a Manual Designing a Manual (Continued)(Continued)

– Research suggests keeping the following points in mind when considering how people solve problems related to the computer:

• No one reads carefully more than two sentences at a time.

• Most of the users begin to use the table of contents before they read the manual.

• Most users go to the manual or help only after they have failed to perform a task.


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Designing a Manual Designing a Manual (Continued)(Continued)

– Research suggests keeping the following points in mind when considering how people solve problems related to the computer: (Continued)

• Most professionals consider introductions “useless information” and want to skip directly to the steps for doing. Replace the “introduction” with material designed to get them applying the system right away.

• Most readers do not read any section in its entirety.


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Solutions to the Design Solutions to the Design Problem for Printed Problem for Printed DocumentationDocumentationNavigation

– Navigational aids are elements of a document that tell the reader where to go next.

– Usually navigational statements are at the beginning of a manual.

• You can direct novice users to sections containing tutorials.

• Experienced users can be referred to sections containing procedures.

• Expert users can be referred to sections containing reference material.


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Cross-References

– Cross references point to other sections or chapters containing related information.

– The difficulty lies in including page numbers of all your cross-references.

Running Headers and Footers– Running headers and footers could consist

of the page numbers and text information that occupy the top and bottom of a page.


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Running Headers and Footers could

contain a number of elements (Continued):– Chapter and section names and numbers– Book titles– Graphic cues and icons– Task names– Color to indicate sections


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Elements of running headers and footers:

– Chapter and Section Names and Numbers• This helps the user locate a specific page within

the overall scheme of a manual.• With chapters or sections you will usually use a

sequential numbering and restart numbering with each section.

– Book Titles• Book titles allow the user to see quickly where the

current page falls within the entire scheme of the documentation set.


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Elements of running headers and

footers (Continued):– Graphic Cues and Icons

• Graphics consist of icons, product logos, company logos, and other images that help orient the user to the overall design of the documentation.

– Task Names


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Elements of running headers and

footers (Continued):– Color to Indicate Sections

• You can use color bars in the header or footer to indicate specific sections

• To match pocket guides with user’s guides• To cue specific kinds of information


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Layering (refers to having two versions of

information on the page at once.) Suggestions for layering:

– Put keyboard and mouse equivalents next to each other.

– Put commands in the table of contents, along with the terms.

– Put advanced instructions or definitions in tables alongside instructions for intermediate users.

– Use one column of instructions for beginners and one for advanced users.


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Solutions to the Design Problem Solutions to the Design Problem for Printed Documentation for Printed Documentation (Continued)(Continued)Special devices for layering: speed

boxes.– These allow readers to get information

about dialog boxes, control panels settings and other interface elements quickly.

– Headings


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Headings Show HierarchiesHeadings Show Hierarchies

Chapter Headings 18 pt. bold non-serif– Section Headings 14 pt. bold non-

serif• Topic Headings 12 pt. bold non-serif

– Task Name 10 pt. bold non-serif• Subtask name 10 pt. non-serif


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Headings Show HierarchiesHeadings Show Hierarchies

ChapterHeadings

18 pt. bold non-serif

Use to indicatechapters

SectionHeading

14 pt. bold non-serif

Used to indicatesections that relateto groups of tasks

Topic Heading 12 pt. bold non-serif

Used to indicatesubgroups of tasks

Task Name 10 pt. bold non-serif

Used to indicate tasknames

Subtask Name 10 pt. non-serif Used to indicategroups of stepswithin tasks


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Document OverviewDocument OverviewYou want to introduce concepts to users for

the first time by showing them how to use the manual to find information.

You could include in this section the following information:– Audience– Con tent– Organization– Scope (what hardware and software the

program works on)– Navigational information


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Parallel Structures and Parallel Structures and Patterns of RedundancyPatterns of RedundancyParallelism reassures the user that the

writer has sorted out the important information.

It creates patterns of expectation so the reader learns how to use the document.

In instructional materials, repeating information helps users remember. This is known as patterns of redundancy.


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CuingCuingCuing refers to the technique of including visual

patterns to make a certain kind of information memorable.

Software documenters can use many elements as cuing devices in manuals, including:– Icons– Rules: Cuing with rules means using solid or

gray-valued lines to indicate the hierarchical structure of information in a manual.

– Fonts – Styles


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Indexes and Tables of Indexes and Tables of ContentsContentsIndexes and table of contents are

consulted more than any other part of the manual.

Often a manual will present the table of contents in more than one form: – An extended form including a great deal of

detail for the uninitiated– An abbreviated form for the advanced user.


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ListsLists

You may include a lists of figures and tables.

Sometimes, you may wish to include a list of screens as an access tool for users.– A list of screens should appear early in

your manual.


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Interrelated ExamplesInterrelated ExamplesYou use interrelated examples when you

follow the same example from one procedure to another.

You should always use examples in a manual or help system.

Using interrelated examples provides the following benefits:– Creates a learning curve.– Ties the document together.– Makes the writer’s job easier.


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Solutions to the Design Solutions to the Design Problem for Online Problem for Online DocumentationDocumentationHelp systems provide many more tools

for use by the user for finding information.

Some of those tools include:– Non-Scrolling Regions

• Headings differ in online documentation because you can keep them in a region of the help page that doesn’t scroll.


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Solutions to the Design Problem Solutions to the Design Problem for Online Documentation for Online Documentation (Continued)(Continued)Tools for creating online documentation

– Keyword and Whole Text Searches• Keyword searches refer to the ability of a help system

to electronically find topics that the user types into a keyword search box.

• Whole-text searches find topics containing any word or combination of words the user types.

– Links and Jumps• Links and jumps in a help system allow users to go

directly from one topic to a related topic.• In a book or manual, you would make references

using a cross-reference.


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Solutions to the Design Problem Solutions to the Design Problem for Online Documentation for Online Documentation (Continued)(Continued)Tools for creating online documentation:

– Popups provide a way to handle glossaries in an online system.

– Context Sensitivity• This allows a program to present information

based on the current state of the program.• It allows the user to go directly from a problem

with a screen to a help topic that contains the solution.

• You have to put tags into the program to create context sensitivity.


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Solutions to the Design Problem Solutions to the Design Problem for Online Documentation for Online Documentation (Continued)(Continued)Tools for creating online documentation:

– Histories• History buttons allow users to trace their steps.

– Browse Sequences• When you identify a series of related topics you

can easily include the relationship in the form of a browse sequence.

– Bookmarks/Annotation


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Design TestingDesign Testing

Decide on the document's objectives– Establish test criteria– Identify problem areas in the document– Inform your users– Choose the appropriate test:

– pick the best page layout/fonts/sizes, etc.

• evaluate a draft of a tutorial or procedure• rank document objectives• evaluate table of contents• rate graphics styles


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Goals/Design MatrixGoals/Design Matrix

This matrix can help you plan your documents so that multiple features meet the demands of multiple document goals. Use it as a way to fine-tune your design.


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Goals/Design Matrix Goals/Design Matrix (Continued)(Continued)Instructions: In the column on the left,

list brief statements of documentation goals. Across the top of the matrix, list the design features of your documents. Some of these may be titles of sections or specially designed task aids. Then, mark an X at the intersection of features and goals.


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Goals/Design Matrix Goals/Design Matrix (Continued)(Continued)Instructions (Continued):Analyze your ideas: Which of the

features seem to satisfy the most goals? Where can you compromise, where can you exploit? Share your work with another writer and discuss the results. Tell the possible implications for your document design.


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Goals/Design Matrix Goals/Design Matrix (Continued)(Continued)DESIGN FEATURES

DOCUMENT GOALS


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User Characteristics and User Characteristics and Design Solutions MatrixDesign Solutions Matrix

Design SolutionsUser

Characteristicscues, rules,headings,labels, icons,illustrations,progressindicators, color

layering, advanceorganizers, scenarios,parallel structures, ,hierarchies, documentoverviews, examples,explanations

job performanceaids, organizationalstrategy, lists offigures, tables,screens, table ofcontents, index,links, browsesequences

User GroupsLearning, Motivational,Technical ProblemsUsers EmpowermentNeedsWorkplace TasksUser ExperienceCategoriesUsers’ Subject-MatterKnowledgeWorkplaceCharacteristicsLearning PreferencesUsage Pattern