Screen Writing: "Brevity is the Soul of Wit" (continued)

THE TASK IS THE THING We often forget that writing constitutes part of "GUI" design. While writing is not "G-graphical," it certainly is "UI-user interface." Let's review some cryptopitfalls that we see many times.

Reduce Visual Work

Issue: As in Figure 2, "visual work" implies too much reading. Often this results from lack of experience in "tight editing." Also, unfamiliarity with the language can make it difficult for the ESL (English as a Second Language) developer to use short, clear, and precise terminology.

Example problem: "As a member of the board of directors, you may wish to evaluate the feasibility of the merger proposal. The following section headings can be read and you may select any heading for more in-depth review. Then enter the number that is displayed to the left of the heading. Then press the key marked ENTER."

Solution: Eliminate unnecessary words. If the reader knows what to do, leave it out. Example: "To evaluate the merger proposal, enter the number of the heading. Then press the ENTER key."

Some corollary soul solutions to visual work in screen writing:

• Keep words and sentences short and simple.

Research indicates that sentences over 20 words cause loss of reading comprehension with each additional word. Longer sentences raise the "reading grade level." Use your grammar checker. Keep your writing at the 8th grade level or less. (These sentences are less than 20 words each!)

• AVOID UPPER CASE.

ALL-CAPITAL PARAGRAPHS TAKE 14-20% LONGER TO READ. TABLES ARE DIFFICULT TOO. ALSO, E-MAIL PROTOCOL SAYS ALL CAPS IS "SHOUTING" AND IMPOLITE.

• Eliminate repeated words.

They provide "noise" that submerges your message (see Figure 3).

• Avoid paragraphs.

Utilize modular writing techniques, step charts, and bullet lists (see Figures 4 and 5)

Figure 3. If you read the three check box labels, 50% of the 6 words is "noise." Rewrite the header to say "Copy the overall definition for..." Repeated words are candidates for grouping headers, as well.

Figure 4. While developers may find this paragraph trivial to comprehend, end-users will find it difficult. "Know thy users, for they are not you."