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Nowadays, numerous business dosuments are created using Microsoft Word.
To leave a lasting impression on readers, it is crucial to create documents
which are well organised and easy to understand.
Such documents help keep the daily workflow moving in a precise
and orderly manner. In this section, we examine some key points to keep in mind when composing reports.
When composing a document, it is important to keep in mind who will be reading it, and for what purpose, when deciding on the structure to be used to organise it. For example, for an in-house memorandum, it would be appropriate to use a standard format that covers set items. This helps to ensure that the reader can see what the document is about at a glance. Even if there is no pre-existing standard format, you should still make an effort to make sure the content is easy for the reader to understand. To accomplish this, start by making an outline of the key elements, and use it to summarise the points to be presented. Then, consider the priority of the different items and create an appropriate layout.
By putting accents on the areas that you want to emphasise or draw the reader's attention to, you can create documents that are well organised and sends a more effective message. First, prioritise the items you want to emphasise, then think about the document's visual structure. You will create a more effective layout by following the simple guideline below:
Use the bigger-sized or bolder font for the titles than that for the text to draw more attentions to them. And when you want to put a colour on the title background and use the dark colour for it, use white or light colour for the title letters to make contrast between them.
Distinguishing the parts you want to emphasise in the text from the other parts by changing the font size, boldness and the colour, and using ruled lines and marks, enables quicker and easier understanding of the contents by readers.
When the text volume is big, try not to make a line too long and leave adequate space between the lines.
When creating certain documents/contents, the use of illustration, photographs, figures and tables, can be very helpful in getting a clearer message across to readers.
By classifying items by colour, you can make the document structure clearer, more legible and comprehensible. By using similar colours on relative topics, you will greatly enhance the grouping effect.
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