Technical Comms Quality Checks Nf

Editor's Notes

• #2: The overall characteristics for quality technical communications are purpose, context, accuracy, usefulness, relevance, thoroughness, clarity, and professionalism. Try not to be swayed by cleverly using multiple colors, peculiar typography or layout, special paper, and unusual folding or binding.
• #3: Quality characteristics to look for regarding content are writing, editing, formatting, graphics, multimedia, and integration. Gauge these factors by the purpose of your message. In a good publication, the central idea or purpose is clear; all aspects contribute to fulfilling the purpose for the intended audience. The content is relevant to the purpose, with no digression or omissions of needed information. The organization is clear and logical at all levels—in the document as a whole, in each chapter or section, even in the paragraphs.
• #4: When doing a quality check for writing, ensure that the text can be easily read and assimilated. There should be a variety in sentence length and structure. Ensure that words are well chosen and used in their correct meanings (otherwise known as diction); that these words are without verbosity or unnecessary repetition; and that rhetorical devices are used effectively to attain unity, coherence, and emphasis.
• #5: When reviewing the level of editing quality, see to it that the copy reflects correct grammar, pacing, syntax, spelling, punctuation, capitalization, and number style. Terminology and style need to be consistent throughout the text, tables, graphics, and front matter. Logical organization should be apparent in how the headings are subordinated, and by a clear method of development. As applicable, the table of contents needs to be informative and sufficiently complete. Ensure that the index and glossary are useful, comprehensive, and appropriately cross-referenced; and that references and footnotes are handled correctly.
• #6: For graphics, formatting, and multimedia quality, check to see that the overall design is appropriate in relation to the purpose. The layout should be neat and attractive. Type styles and sizes should be well chosen for readability and design coherence. Tables and graphics need to be legible, well-designed, and in accordance with accepted standards and neatness. Ensure that they are clearly integrated with the text and contribute to the usefulness of the document. When reviewing multimedia, including audio and video, ensure that these components support the purpose and blend in well with other content components, rather than acting as a diversion.
• #7: Make sure that the overall effect of the document is appealing, interesting, and useful to the intended reader. The design, organization, material selection, and style of presentation should give a balanced, unified, and well-focused impression. There should be no noticeable weak points or unwanted strong points. For some print documents, the printing, binding, paper, and ink selections should be of high quality and well suited to the design and purpose of the document.
• #8: As an aid to reviewing content, it’s important to answer the following set of questions: Is the purpose clearly stated? Does the document fulfill the purpose? Is the audience clearly defined? Does the document meet the audience’s needs? Does the overall reference structure and labeling enable quick and easy access to the correct information?
• #9: When reviewing organization of content, ask the following questions: Is the document logical at all levels? overall? in subsections? in paragraphs? Can users find what they need? Are the headings helpful? Is the table of contents complete and useful? Is the index comprehensive, easy to use, and cross-referenced? If headers and footers are used, are they helpful?
• #10: Ask the following basic questions regarding content delivery: Are the main points properly stressed? Are there plenty of helpful examples? Are there unnecessary digressions?
• #11: Ask the following questions when reviewing the overall writing: Is the terminology consistent throughout the document? Is the passive voice used only when necessary? Are the style, usage, and tone appropriate for the purpose and the audience?
• #12: Here are some questions when considering graphics: Do the graphics contribute to the usefulness of the document? Are the graphics effectively integrated into the text? Are they placed appropriately? Are the graphics (e.g., figures) clearly labeled? Are the graphics presented neatly and consistently?
• #13: And when reviewing the document’s layout and design, ask these questions: Is the layout effective for the audience and purpose? Is the overall design consistent and coherent? Do typefaces and point sizes promote readability and understanding (e.g., color, capital letters, fonts, bold, italics, and other special characters)? Does the use of color add to the effectiveness?
• #14: Does the content and the way it’s presented accommodate for the special needs of the user? For example, does a course book for learners include such things as summaries and recaps? Does an installation or hardware manual have an abundance of graphics? For instance, can a large block of text be replaced by a more friendly and informative graphic? Can a reasonable amount of margin space be provided for the user’s notation? Does a book for novices provide enough examples and a glossary of basic computer terms? And finally, are the proper company standards and identities followed?