Task One Process Documentation Critic Eric Moody
Task 1 1
TaskOne: Process Documentation Critic
EricMoody
WesternGovernors University
TaskOne: Process Documentation Critic
Theprocess document prepared by Oracle Company contains informationabout operating process controls. The process document is aimed atproviding the reader with information about the best practice whileusing Oracle process operation controls. The process controls can beimplemented in various work environments and for different purposes.This essay examines [email protected] process documents on the basis of users,user elements, document events, procedures and principles.
IntendedAudience
Differentdocuments target varying audiences. It is thus the responsibility ofthe writer to communicate the intended message in the best waypossible. Meanwhile, the Oracle® Process Manufacturing ProcessOperation Controls Document has precisely recorded the targetaudience to enable people make competent choices regarding themessage. Its main target is technical readers with backgroundinformation in process operation controls (POC). Further, thedocument seems to be most suitable for a senior IT managementofficial since the system is mostly manipulated and updated byadministrators or IT management. The Oracle process document does notconsider those readers who do not poses technical skill in the use ofprocess operation controls (Clouse, 2013). The lack of inclusivity inthe creation and design of the process operation controls document.
GenreConventions
Oracleprocess documents contains the following genre conventions
(a).Screenshots.The document has ‘Take Screenshot’ button to enable the user totake the picture of the active screen. Shortcut keys for taking thescreenshots include using ‘Print Screen ’key and pressing‘Alt+Print Screen’ to print the active window.
(b).BulletPoints.It is possible to use bullet points in a report. The user can displaythe points by going to reportsand highlighting "Wingdings" and the "L" to openblack bullets
(c).Orderedsteps. Process documents require the users to follow variousprocedures to achieve a result. For instance, they must always definework parameters and WIP accounting classes, before going to optionalsteps such as personal profiles, production lines, schedule groupsand repetitive assemblies.
TechnicalWriting Principles
Theprocess document has technical writing principles, which contributesignificantly to its effectiveness. The most significant principlesof document include the alignment of related items. Clearly, allrelated content follows an understandable format and has a smoothflow of ideas. The second principle is consistency. The font andcolor scheme used in the document are regular throughout thedocument. Consistency includes all forms of visual techniques thatthe document author can utilize such as indenting and line spacing.Inconsistency in a document can make it less appealing and harder tounderstand for a reader. Another principle employed in the documentis proximity. Typically, proximity refers to an arrangement thatensures that related ideas and concepts are closer to each other asmuch as possible. Besides making the document appealing, processdocuments that implement the principle of proximity are easier tounderstand. The fourth technical writing principle of document iscontrast. Contrast entails making different sections of the documentvisually distinguishable from the other. For instance, the designeruses capital letters, center alignment or bold markers on headings tomake the document distinguishable from the body. The final principleis the proper use of white space. White space assists the author todistinguish between ideas, paragraphs and other segmentations in thedocument. However, the white space can be made more effective byrearranging the document formatting features and making it simpler.Many designers tend to ignore the principle, but a document that isvisually appealing is more likely to maintain the reader`s interestcompared to a poorly formatted paper (Clouse, 2013).
Effectivenessof the Document’s Design
TheOracle process operation controls documentation has made use of whitespace and other visual styles to make the document more appealing tothe reader. In the document, the headings are written in bold facewhich enables the reader to identify the heading. The document hasimplemented a readable font at 12 font size. The text used in thedocument uses a black font which is significantly visible on theblank white background of the document paper. The headings which arealso in boldface begin from the left most margins with a half inchindentation to increase the appeal. The content and paragraphs arehowever written with a half page indentation. The paragraphs coveronly the right half of the page, leaving the other half empty. In myopinion, the half-page margined paragraphs cannot be universallyattractive. They can make the reader lose interest in reading thedocument. Based on my experience, the reader becomes inherentlyuninterested interested with time because of the data display of theprocess document (Clouse, 2013).
DesignElements Appropriate for Print
Oneof the defining elements of the document is color. The designer ofthe Oracle document utilizes different colors without losing clarityof the text. Further, to ensure the ideas in the document have aclear train of thought, a font size of 10pt has been employed.Leading, which is the space between the text’s lines, has beenimplemented well too. For instance, the designer has used a 12 pointleading, which is in harmony with font size of 10pt for easyprinting. Further, hierarchy, which also makes printing achievable,has been employed in the document. Therefore, the basic elements inthe display are varying typeface, size, contrasting color, andwhitespace.
OnlineAccess
Apparently,the arrangement of content in the document makes it easy for peopleto access online. The introductory page takes the reader through thebasic concepts and ideas covered in the document. The document thenbuilds on the introduction bringing in newer and more complex ideas.The simple and more understandable flow of ideas is appealing to thereader. The reader becomes more interested as he or she reads moreand more of the document (Clouse, 2013). The Oracle process operationcontrols document is consistent in the use of font size color andindentation. All the headings from the start of the document to theend are in bold face. The document same font is also used throughoutthe entire document. The consistency shown in the Oracle processoperation controls document encourages the reader to maintain focusand interest in the document`s content (Clouse, 2013). Consistencymight seem monotonous when a single plain looking design is repeated.Oracle, however have managed to implement consistency withoutmonotony. The document style looks appealing even after viewing itsome an extended time period.
Improvements
Meanwhile,various improvements are crucial to make the Oracle process operationcontrols document increasingly appealing to the users. Firstly, thedocument was designed and written well, but the authors of thedocument did not realize that the space on the left of the documentis wasteful when each of the paragraph margins begins the center ofthe page. The document would have been more appealing if it hadnormal half inch margin indent (Clouse, 2013). Secondly, thedocument`s target audience is narrow and only consists of individualswith technical skills in process operation controls. Because of thisfactor, the process document has technical lingo can be hard for anovice to understand, which in my opinion a wrong. The documentshould broaden their target audience to also include non-technicalusers by modifying appearance and use. Addressing the issue by use ofsimpler terms and a simpler flow of ideas can ease the utility of theprocess documents. Because it is the author`s objective to convey amessage to the reader Oracle would benefit from making the documenteasier to read and more inclusive. The recommendations above weremade from the author`s analysis of the process document.
Nevertheless,the document design principles are vital to the writing of anyeffective guide. The core document design principles provide aguideline on which an individual can use the process documenteffectively. Enhanced user experience while reading a documenttriggers and sustains the reader’s interest and enhances him or herto understand the concepts in the document more easily.
Reference
Clouse,B. F. (2013). Thestudent writer.McGraw-Hill.
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