The Importance of Formatting in Manual Creation - From the Perspectives of Readers and Writers -

2. What is the appropriate format in manuals? (From the reader's perspective)

When it comes to the "format" of a manual, many may think that it requires a certain "sense" because it affects the appearance of the manual. Indeed, there may be aspects that require some aesthetic sense, such as a "cool" font, "stylish" color schemes, and "sophisticated" designs. However, the most important thing in determining the format of a manual is to capture and organize information structurally.
So, what does it mean to capture information structurally? Let's consider the earlier example of "Manual B."

The above is a color-coded version of the text from "Manual B," focusing on the differences in the types of information. Specifically, the colors are divided as follows:

・Pink: Heading
・Yellow: Overview
・Green: Procedure
・Light Blue: Supplement to Procedure

When setting the format of a manual, it is not a matter of freely decorating it according to personal preference. It is necessary to identify the "parts" that appear in your company's manual, and to provide a "default presentation" for each of these parts.
Now, let me explain the key points for setting that presentation.

Font

Fonts are one of the key points that greatly influence the first impression of a manual. It is necessary to choose an appropriate font according to the purpose and content of the manual, as well as the knowledge level of the reader.
Below are examples of fonts commonly used in Japanese manuals and their characteristics.

Gothic font:	Characterized by linear strokes and angular shapes, it gives a clear and readable impression. Widely used in manuals, advertisements, and posters. In large headings and titles, it can also be used as a font that expresses strength and individuality.
Meiryo:	It gives a light and clean impression. Additionally, the line thickness is uniform, making it easy to read, and the spacing between characters is wide, which is another characteristic that enhances readability. Generally, it is often used in business documents, reports, and presentation materials.
Mincho Font:	Gives an image of harmony, luxury, tradition, and delicacy. It has high readability and is suitable for long sentences. The standard font for newspapers and novels is Mincho. Additionally, it conveys a sense of formality, so it is often used in manuals related to employment regulations and security.

An important factor in deciding on a font is whether it aligns with the purpose of the manual, the audience, and the content.
For example, using a Mincho font for beginner operation manuals or business manuals for new employees can create a difficult and unapproachable impression. Conversely, using Meiryo for specialized technical manuals may give an impression of being amateurish.
Additionally, it is generally best to unify the font to one type throughout the entire manual. If you differentiate too much, such as using Gothic for headings, Meiryo for procedures, and another font for notes, it can result in a manual that lacks a sense of unity and consistency.

Font size, line spacing

If the text is too small, readers may struggle to understand the content. This is especially important for manuals that contain long texts or are expected to be displayed on small screens like smartphones. Additionally, if the line spacing is too narrow, the manual may appear cramped overall. Conversely, if the line spacing is too wide, it can give a stretched impression, so care should be taken.
The typical font size used in the main text of manuals is around 8 to 12 points. The line spacing is approximately 1.0 to 1.5 times. However, depending on the type and purpose of the manual, larger font sizes or wider line spacing may be necessary. For example, manuals that explain product handling or setup may benefit from a larger font size. On the other hand, manuals that need to pack in a lot of information, such as instructions for drugs or medical devices, may require smaller font sizes or narrower line spacing to reduce the number of pages and keep the content compact.
It is recommended to set the font size for each "part" that appears in the manual. By using a slightly larger font size for headings or steps that you want to highlight, it becomes easier for readers to quickly find the information they are looking for.

Text Color

In manuals, it is generally advisable to use black or dark gray text. Using hard-to-read text colors can cause significant stress when reading the manual. Additionally, while it may be tempting to use various colors to emphasize certain phrases, overdoing it can hinder the reader's understanding.
For parts that you want to highlight, such as notes, it is better to keep the text color consistent and instead adjust the font size or use bold text for emphasis. This is especially important for manuals that will be printed in black and white, as differences in text color may not be visible when printed. There are also other ways to make information stand out, such as using icons to indicate 'caution' or 'supplement', or enclosing notes and supplementary information in boxes, rather than just changing the text color.

So far, we have explained the formatting of the manual in terms of "font," "font size and line spacing," and "color."
In the previously introduced "Manual A," how was it actually formatted?

The above describes the formats set for the types of information in "Manual A."
"Manual A" was designed in such a way that it structurally captures the types of information, with formats designed for each part. This is why it gives a readable impression. It is not just a matter of taste or preference; it is clear that we need to carefully distinguish between different types of information and consider formatting that has a clear distinction.
Additionally, the elements shown above, such as "font," "size," and "line spacing," are examples of factors that determine formatting. Other elements, such as indentation and bullet point settings, should also be configured as needed.

3. What is the appropriate format in manuals? (From the writer's perspective)

So far, we have explained the format of manuals from the perspective of usability for the reader. Additionally, an important factor is the creation burden for the writer.

Let's take another look at 'Manual B'.

Overall, the manual lacked clarity, but to enhance the reader's searchability, certain sections are highlighted with bold formatting. However, this overly detailed formatting can actually be a pitfall. It overlooks the perspective of the writer's efficiency in creating the content.
For example, the button names within the steps are in bold. Additionally, terms that are keywords in the steps are also bolded.
By deciding on formatting at the word level within the text, the editing burden significantly increases. This is especially true for manuals that are frequently updated, as the formatting burden accumulates with each revision. Furthermore, if the person in charge changes, it may become difficult to create content in the same manner following complex rules.
When setting the formatting for a manual, it is necessary to consider rules that do not impose excessive burdens during revisions and standards that allow for writing at the same level of detail even if the writing personnel changes. In the above example, when wanting to emphasize a word in the text, it is preferable to establish a rule such as enclosing it in parentheses rather than using bold. Formatting should be set at the sentence level, and it is best to avoid making detailed formatting decisions at the word level within the text.