The Importance of Formatting in Manual Creation: From the Perspectives of the Reader and the Writer

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

When it comes to the "format" of a manual, many may think that it is a matter of aesthetics that 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: Summary
・Green: Steps
・Light Blue: Supplementary Steps

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 our company's manual, and give each part a "default appearance".
Now, let's explain the points to consider when setting that appearance.

Font

Font is one of the key factors that greatly influences the first impression of a manual. It is necessary to choose an appropriate font depending on the purpose, content, and the knowledge level of the readers.
Below are examples of commonly used fonts in Japanese manuals and their characteristics.

Gothic font:	Characterized by linear strokes and angular shapes, it gives a clear and readable impression. It is 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 also 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 font used in newspapers and novels is typically 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 serif font for beginner's 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

When the text is too small, readers may have difficulty understanding the text. This is especially important for manuals with long sentences or manuals that are intended to be displayed on small screens such as smartphones. Additionally, if the line spacing is too narrow, the manual may give an overall cramped impression. On the other hand, if the line spacing is too wide, it may give a stretched impression, so be careful.
The typical font size used in the body of a manual is around 8 to 12 points. The line spacing is about 1.0 to 1.5 times the font size. However, depending on the type and purpose of the manual, larger font sizes and wider line spacing may be necessary. For example, in manuals that explain how to handle or configure products, it may be desirable to have a larger font size. On the other hand, in manuals that need to pack a lot of information, such as drug or medical device instructions, reducing the font size and narrowing the line spacing can reduce the number of pages and make it more 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 and procedures that you want to emphasize, readers can easily find the information at a glance.

Text color

In manuals, it is generally recommended to use black or dark gray text. Difficult-to-read text colors can cause significant stress when reading manuals. Additionally, using too many different colors to emphasize words can actually hinder the reader's understanding.
For sections that need to be highlighted, it is generally better to adjust the text size or make it bold without changing the text color. Especially when using manuals for black and white printing, it is important to be cautious as the difference in text color may not be visible when printed. Other methods to draw attention include using icons to indicate "caution" or "supplement" and enclosing important information in a frame, in addition to changing the text color.

So far, we have explained the formatting of manuals 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 sense or preference; it is clear that we need to accurately discern the differences in 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 a manual? (From the writer's perspective)

So far, we have explained the format of the manual from the perspective of ease of use for the reader. In addition, it is important to consider the burden of creating the manual 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 follow the same complex rules for consistency.
When setting the formatting for the 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 making it bold. Formatting should be set at the sentence level, and it is best to avoid determining formatting at the word level within the text as much as possible.