Creating Prototypes

After you've prepared your document outline, it's time to develop the document prototype.

Why create prototypes? There are three main reasons for creating prototypes:

1 - It helps test the page layout, design, headings etc. Also, if you need to revise the document structure, you can identify it early in the process by prototyping.
2 - You can show users, colleagues and Senior Management the prototype and ensure that the manual meets their needs. This step also helps to get management 'buy-in' and sign-off.
3 - It's easier to start writing, as the prototype serves as a document blueprint.

Tips for creating prototypes? When you preparing the prototype, keep in mind the following:

Use the active voice: This makes the writing easier to follow. With the active voice, the subject of the sentence performs the action of the verb. For example, "You can visit the page by clicking this link." The passive voice often takes more words than the active voice and can create ambiguity.

Use the term "you" for the user: When you do this, the documentation seems more friendly and approachable.

Write your steps as numbered lists: Indent the numbered lists to make them stand out from the rest of the text.

Use command verbs: When writing steps, ensure that they follow the correct sequence.

Choose words carefully: Define new terms in a glossary. Use simple words whenever possible. Avoid technical terms and jargon that are not required.

Be concise: Use the least possible words to explain concepts, especially when writing steps in processes and procedures.

Be consistent: When you use a specific term to refer to a function, continue to use it throughout the publication. Don’t change the terms for the sake of variety. This will only confuse the user!

Highlight critical information: Use bold type for warnings and critical information, or place a symbol next to the text for emphasis.

If you use tables or screenshots, include them in the prototype. Your reviewers will then have a more reliable document sample.

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