Database Reference
In-Depth Information
Subject Headings
Subjects are given clear headings that are easy to find, and each step or procedure contains a detailed enough
explanation so that a new user, who is unfamiliar with the program, can find their way around while following the
user guide.
Step-by-Step Instructions
The step-by-step instructions are the largest portion of a user manual. The very first item to consider when
writing instructions is to always, always, always consider your audience.
For a BI solution, who are your users? They will typically be your client's employees. These employees are
people. How much do you know about these people?
Table
19-2
lists some example items to consider when determining who your audience is. You will likely have
more items to add to this list based upon the type of company you are creating your solution for. You may want to
ask your client about the type of employees they hire to work for their company.
Table 19-2.
Who Is Your Audience?
What to Consider
How It May Be Evaluated
How It Affects Your Documentation
Age
Employees may range from teenagers in
high school to senior citizens.
Determines the age level the instructions
should be written to, and how big the
font sizes should be.
Ethnicity
They may speak English as a second
language.
Translations may be necessary.
Fewer words may be used with more
illustrations. Documentation may
require using words that are simple and
less technical.
Geographic location
Employees may reside in another
country.
Translations may be necessary. Specific
words or colors can be offensive or have
additional meanings to residents within
other countries.
Education levels
Your client's company may employ
special-needs employees or some who
have a lower education level.
Fewer words may be used with more
illustrations. Instructions may require
using words that are simple, contain
fewer letters, and are less technical.
Level of experience with
computers
Some may have never used a computer
before.
Even the most basic of instructions may
be necessary, such as how to close a
window.
Color blindness
Some of your signposting may be
invisible to 10% of the male population.
Black-and-white versions, versions
for color-blind readers, additional
signposting, or more specific signposting
may be required.
The information within each subject may begin with a brief introduction to a topic before getting to the steps
required to perform an action. It must refer to the illustrations where appropriate and optionally end with a brief
conclusion of the topic.
