Category Archives: Document structure

Keep your line length short

Document structure, writing tip,

A part of crafting plain documents is to make sure that they are physically easy to read, so pay attention to the layout and format of your document.

For example, really long lines of text are hard to read – the eye wanders, it’s hard to keep focus. Readers easily lose their place and tire of reading.

Research has found around 50 to 70 characters per line works OK on paper, about 2/3 of that if you are delivering your document on screen.

One of the worst things you can do is to produce a document in landscape orientation with 11 or 12 point text all the way across the page.

Consider indenting or using columns to keep your line length manageable. That may also allow you to include some white space, or ‘air’ around your text.

Predicting your readers’ response can help guide your writing

Document structure, Plain language / Plain English, Thinking & writing, Writer training

Before you write your document, spend some time thinking about your reader.

Consider their passions and concerns, their situation and pressures, and the decisions they need to make or or the tasks they need to perform.

When you think from the readers perspective, you’ll be able to make a reasonable guess about how they will receive and react to your message.

That knowledge, even though it is a guess and is unsure knowledge, can inform the way you select content. It will help you decide what to include and what you’ll leave out. It will also guide how you organise your document. You can design a flow of argument that will resonate with your readers.

And you may be able to pre-empt questions and objections and address these before negativity become settled in your readers’ minds.

How to organise content for readers

Document structure, writing tip

One of the most helpful things you can do when crafting a document is to organise your content in a way that makes sense to your readers.

It’s not so much about how you think about the content, but more about what your readers need.

Organising content ‘point first’, with your main idea at the beginning, is helpful in most documents. Some other helpful ideas are to:

Move from the known to the unknown – help your readers by building on concepts and ideas they already have.

Move from the from simple to complex – gradually build on easily grasped ideas to develop a more complete and rounded picture.

Move from the concrete to the abstract – use examples and stories to build principles and approaches.

How to make your content easy to scan with talking headings

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Most people don’t read web pages word-for-word — they scan. Craft scannable headings that clearly summarise the point of each section – then readers can quickly find what matters to them. This article explains how talking headings help readers scan your content and understand your message faster.

Talking headings in a document provide both navigation and content information. They are of immense value to your reader.

What are talking headings?

Talking headings summarise the point of a section rather than simply naming the topic. By reading only the headings, a reader should understand the main message of the document.

Headings like ‘Introduction’ and ‘Conclusion’ just give navigation information. They tell us we’re at the beginning or at the end of a document.

Help your readers scan

Craft scannable headings so they tell the story. The reader should get the gist of your document just by reading your headings. And for busy readers, that may be all they read.

Bucket heading vs talking heading

A bucket heading might be something like ‘New strategy’. That just tells me there’s a bucket of information here about the new strategy, but doesn’t tell me anything about it.

A talking heading might be something like ‘Our new strategy responds to funding cuts’. It tells me exactly what the section is about, and primes my mind to receive that information correctly.

How long should a heading be?
A heading should be a short phrase or sentence that clearly communicates the main idea. Just a line or two.

Talking headings are useful, in letters, reports, briefing notes, procedures – all sorts of documents.

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Building the best structure for your document

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Placing your content in the correct order makes a big impact on the effectiveness of your document.

Before designing a structure for your document:

  1. define the purpose of your document – what you want to achieve
  2. understand your readers – what they want and need

Structure follows purpose

If your purpose is to persuade or share information and your readers are likely to give you a fair hearing, then a ‘point first’ structure is often the best. (sometimes called a pyramid or telescoping structure.)

A ‘point first’ structure starts with your key point. You follow this with explanation, reasoning and detail that justifies and expands the point.

Structure for your readers

Readers find this structure easy to follow; it’s always easier to grasp an argument when you are told the conclusion first. It also allows readers to stop reading when they have had enough without missing your main point.

But if your readers are likely to resist your message, then you may need to walk them through your reasoning and research before telling them your conclusion.

Documents aimed to persuade, a business case for example, are often structured by talking about the problem or opportunity first. This highlights the motivation for change and sets the scene for your solution.

When writing procedures, consider starting with the overall aim or intent of the procedure (to give clear context and purpose) and then present the steps in chronological order.

An effective document structure is one where readers can quickly understand and use the information you provide.

Think before you consult when writing policies

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Top view of co-workers planning a strategy Free Photo
Business photograph designed by Pressfoto – Freepik.com

Employee consultation has become a ‘sacred cow’ when writing policies and procedures. There’s a tendency for organisations to involve all possible stakeholders so that everyone can have their say when defining how things work in an organisation. It’s promoted as a way to create an engaged and empowered workforce; an antidote to a command and control culture.

But consultation takes time and can be counter productive. Countless hours can be lost in document reviews and meetings, sometimes with little benefit.

Yet consultation communicates that you and your organisation value people and respect their point of view, knowledge and experience.

So, think before you run every policy through the same consultation process. Discern which documents will benefit from consultation, and who should be involved.

Consider policies in three broad groups:

1. Policies where consultation is pointless

If you are developing policies or procedure to implement a non-negotiable directive from the board, or a piece of legislation, consultation may not be helpful. Just write the document and get on with it. Consultation in this situation may even be harmful – it can raise the expectation of negotiation and input when there is none. You could lose credibility.

2. Policies where input from others is essential

Sometimes subject matter expertise resides in a number of people. You’ll need to consult to find out what is happening, or the best way of doing something. Find the right people and involve them in every stage of drafting and review. You’ll end up with a richer outcome by listening to appropriate stakeholders.

3. Policies where people just want to have their say

There are some policies in an organisation that stir the passions – like the ‘car policy’. People want to be heard but full consultation is not mission critical. When developing policies like this, I often invite comment but don’t run a full consultation process. Of course, if you invite comment you need to consider it – revise the policy or provide other feedback.

(this blog inspired by a conversation with Adam Leonard, General Manager Human Resources, Anglicare)

Why people don’t read everything you write

Document structure, Plain language / Plain English, Thinking & writing,

Business readers are predictable. They usually read for information, not for pleasure. They are constantly under pressure from other demands that compete for their time.

The thoughtful writer tries to convey as much information as possible, accurately and as clearly as possible, in as little reading as possible.

Business reading is different to reading a novel. Don’t try to hold your readers in suspense. Get to the point fast. Often a reliable headline is all readers need. Readers are eager to put your document aside as soon as they decide they have all they need.

But the reader may put your document aside too soon. They may scan a report or memo quickly and decide “this doesn’t have anything for me”, and miss the most important point. Or the reader may find some good information, be pleased, then say (again wrongly) “OK good stuff. I don’t need the rest” and miss something even more important. The skillful writer needs to ensure that really important information is received properly.

What is the one statement about which a writer would be willing to say: “It’s all right if my readers read nothing else”. That should appear at the beginning. And if it does, it may be truly all right if the reader reads nothing else.

In wanting to stop early, the reader is not lazy or irresponsible; it is simply that the reader is reading only for information, is busy, and is eager to receive important information quickly, then move on.

In business and government writing, seek to maximise meaning, minimise reading.

Action

Next time you write, identify the one statement your readers must read to get your message. Put this near the beginning.

Some of these ideas have been adapted from Put it in writing by A Joseph.

When a logical structure doesn’t work

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Sometimes structuring your document in what seems to be a logical order just doesn’t work.

We all know that the traditional “scientific” report structure we learnt in school is usually not the best way to present information to an audience. Its biggest problem is that it leaves the conclusion to the end – your readers have to trawl through pages of consideration and argument before finding out what you really have to say.

So normally we’d recommend you structure a complex document by putting the big idea first. You’d then gradually start to unpack that idea by providing more detail and examples. This helps your readers by giving them a framework to understand the detail. It also gives them the option of putting aside your document when they have read enough without missing out on your most important point.

But sometimes the ‘point first’ approach is not the best way. If your readers have a particularly burning question that they are expecting you to answer, you will engage them best if you satisfy them quickly. Even if their question is at a lower level of detail than the big picture you really want to talk about, answering their question early will save them the frustration of reading material that they think is irrelevant to them. However, be sure that you present the answer in context so that they are not misled.

So how do you decide what structure to use?

You must know your readers very well and know as much as possible about the things that are important to them. You also must know clearly why you are writing – what your purpose is. Are you trying to inform, persuade or entertain?

Action

Think

  • what are you trying to achieve?
  • what does your audience already know?

Structure your document to engage your readers’ interests and move them towards your purpose.

Why good readers may not read all your text

Document structure, Plain language / Plain English,

Just tell me what you’ve gotta tell me, clear and straight, and get to the point fast.

John Wayne (in The Sands of Iwo Jima)

Reading for purpose

Business readers read for information, not for pleasure.

They are usually busy and eager to put your document aside as soon as they can, after they have all the information they need. Often a reliable headline is all readers need.

Maximum meaning, minimum reading

In choosing not to read an entire document, the reader is not lazy or irresponsible; they are reading only for information. They are eager to get information quickly and then move on.

So, don’t hold your readers in suspense. Get to the point fast. Convey as much information as possible, accurately and clearly, in as little reading as possible.

Start with the conclusion

Have your point at the beginning, and then support and explain it throughout the rest of your document it. Never make readers wonder, “What are you getting at?”. (There are some exceptions, but generally it’s unwise to place the most important information near the end.)

The lift (elevator) door statement

When really pressed, like when talking with someone while waiting for the lift door to open, we can usually condense our message to a single statement.

Find the one statement about which you could say: “It’s all right if my readers read nothing else”. That statement should appear at the beginning. It may truly be OK if the reader does read nothing else.

Leading the reader along the path

It is always easier to grasp an argument if you are told the conclusion first. Even if the reader will read every word in detail, they will understand more readily if they have the conclusion first.

Without a summary statement overview, the reader’s brain receives isolated bits of information and does not know what to do with them until the end. An overview helps the reader understand the details better. This is not so much a principle of writing as it is of learning.

This approach is different to that learnt by most of us in school. The structure we used then was usually:

  • ….. therefore
  • ….. therefore
  • conclusion.

However, readers generally find this structure much easier:

  • conclusion
  • because…..
  • because…..

 

Good design gives information meaning

Document structure, Plain language / Plain English, Thinking & writing,

We have more information available now than ever before. Getting information is not the problem – making sense of it is!

Sifting and sorting – the key to meaning

People make meaning by sifting through information to find those bits that are important to them. They then sort it by placing like with like within their own mental model or view of the world.

The communicator who helps the user do this best, wins.

That is, the best communicators work hard so the reader doesn’t have to. They take raw information and do some pre-sifting and pre-sorting for the user. This smooths the path and helps the information move more easily from the mind of the sender into the mind of the receiver.

Good information design is the key to making this sifting and sorting process easy for the user.

Eyes on the user

When designing information (or designing anything for that matter) it is vital to focus squarely on the user and how they will use it.

View content from the perspective of the user. Think about how they will encounter the information, and what they will be expected to do with it. Put yourself in their shoes.

Good design is important for information too

Just like any other product or service, information must be put together skilfully if it is to achieve its purpose.

Too much information, or information that is poorly structured or expressed, will not do the job.

One task of Information Design is translation:

  • technical language > everyday language
  • words and numbers > pictures and graphics
  • complex sentences, paragraphs > one thought at a time
  • information all at a single level > a structure that distinguishes between big ideas and detail

Rethink how you express ideas

Take the time to be more concise and precise in your writing.

Sometimes it means using a simpler word, or using a verb rather than a noun. Other times a serious rethink is needed.

Consider these examples:

OriginalImprovement
P-X will contribute by developing advances in early diagnosis…P-X will help us diagnose illness earlier …
Staff will be trained in the correct usage of chemicals.Staff will be trained to correctly use chemicals.
It is reliant on …It relies on ..
..constant degree of control…constant control
the mechanism by which credits are to be distributedthe mechanism used to distribute credits
..during the refuelling of motor vehicles.. while refuelling motor vehicles
…agreed that consideration be given to proposing the development of a set of guidance and decision support tools… agreed to consider proposing a set of guidance tools
There has been a substantial initiative to improve the accessibility to information held by the State.There has been an effort to make information easier to get.
This type of scheme has the potential to significantly reduce the costs associated with gaining improvements in ore quality.This type of scheme may significantly reduce the costs of improving ore quality.
In order to achieve a successful outcome from this program it is considered necessary to have the support of the local Councils in areas where the program will be implemented.Support from local councils is needed for the program to be successful.
The financial services sector, through its own activities and the influence it has over other activities can impact whether funds are directed toward activities that hinder or help the community. Influence can be exerted through more rigorous consideration of community risk in financing, the adoption of community criteria in investment strategies, and the integration of community issues into insurance products.Financial institutions exert their influence by:
– rigorously considering community risk when financing
– adopting community criteria when developing investment strategies, and
– integrating community risk into insurance products.


Email: Use your subject line well

Document structure, Plain language / Plain English, writing tip, ,

Don’t waste the subject line in your emails – it is very valuable real estate!

The subject line is the first thing your reader will see – and you never get a second chance to make a first impression.

Use the subject line to highlight your main point. Structuring an email in this way is an application of the general principle of writing ‘point first’.

Writing point first orients your reader to what follows. An effective subject line can prime your readers’ minds so they engage more readily with your message.

An accurate subject line respects your readers’ time, and helps them decide whether or not they will read on immediately or leave your message for later.

Email: A single chunk of information

Document structure, Plain language / Plain English, writing tip

Usually it is best to cover only one topic in an email. The most effective emails are short, clear, and focused on a single purpose.

When you try to include several different matters in the same message, it becomes cluttered and harder for the reader to process. Too many ideas can confuse your audience, delay their response, or even cause important details to be overlooked.

Deliberate brevity, focused on a single matter, respects the recipient’s time. Keeping to one subject makes your writing sharper – the reader can respond quickly to a single issue.

A single-topic email is also easier to file, track, and search for later in an email trail.

If you have multiple distinct matters to discuss, send separate emails with clear, specific subject lines for each topic.

How long is a paragraph?

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Paragraphs are flexible. A paragraph can be a single word, or it could be 8 sentences or more if the idea is complex.

A paragraph should contain a single idea. If you have a new idea or a shift in focus, start a new paragraph.

Write the main point in the first sentence. That guides your reader, so they know what to expect. Use the following sentences to expand or explain or illustrate that central point.

Readers are most comfortable when paragraphs average about 4-6 lines. This length provides enough space to develop an idea without overwhelming the reader or creating dense blocks of text.

But it’s also good to have some variety in both sentence and paragraph length to keep your text visually interesting and reduce reader fatigue.

No need to start at the beginning when writing

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When writing any document, you don’t need to start at the beginning. Writing is often not a linear process.

Instead of stressing over the perfect opening line, focus on writing the sections you already have ideas for. Begin with the content you feel most confident about—whether it’s a key argument, a conclusion, or even a list of bullet points.

This initial burst of content serves as a solid foundation, and once those parts are in place, you can shape the rest of the document around them.

Starting where you are most comfortable is also a really useful way to approach corporate templates. 

An approach like this allows you to build momentum and avoid writer’s block. It’s a flexible, efficient strategy that helps you stay productive and develop a message that has impact.

Write ‘point first’

Document structure, Plain language / Plain English, writing tip,

Busy readers may not read a whole document.

It’s not that they are lazy, it’s just that they are pushed for time and may stop reading when they think they have all they need from your document. There’s a danger there, because they miss some even more important information that you’ve placed later in the document.

So, for nearly all documents, it’s best to organise your content so the most important information comes first – where it is most likely to be read. And if some readers don’t read the rest, it may not matter too much.

Structuring content point first also provides readers with a context for what follows, and that can help them understand your message more readily.

This idea of writing point first works at the overall document level, at sections within the document, for paragraphs and even when writing sentences.