Writing detailed documentation with attention to clarity can tenfold reader comprehension. This can accelerate your goals faster. Use these three effective strategies and tactics to maximize your efficiency.

Method 1: Ease Them In

Guide your reader through complex material by first setting context with clear structure.

A sure path forward invites your reader in and helps them engage with the material better. Know that people skim material first before committing to your read. Your aim is to capture attention with a strong headline or title, get them to read your first sentence, the next, and so on.

If readers get confused from the onset, they’ll move onto something else.

Ways to Ease Them In

Consider the following to implement easing in your reader:

Strong headline or title (subject line for email)
A table of contents based on your document’s heading styles
MS Word’s Navigation Pane (automated by using heading styles)
A quick introductory paragraph
A visual or model for context
Numbering and bulleted lists

Method 2: Simplify the Complex

The more complicated your material, the more simplicity it needs.

Keep your document’s readability to the lowest possible grade level. Convey complex material in chunks. Limit your audience’s need to reread or to go off page (for more information) by maintaining consistent clarity throughout.

Your goal is to advance your reader’s eyes down the page and keep them engaged.

Ways to Simplify the Complex

Consider the following tactics to implement simplicity with your documentation:

Details organized in tables and matrices
Readability levels ideally below 7th grade (Hemingway Editor is a good resource)
Software tools to read aloud your text while editing
Limited use of adverbs and adjectives
Unique sentences over repetitive ones
Lists with consistent grammatical structure (e.g., noun verb or verb noun)
Spelling and grammar checks

Method 3: Crisp, Clear Formatting

Readers appreciate clean, consistent formatting.

One of the best ways to keep your reader engaged is with a healthy amount of white space. Keep your paragraphs short. Use bulleted lists to draw the eye.

Be consistent with header formatting, subheadings, and indentation.