Given all the distractions we face on a daily basis, one could be forgiven for thinking that there is no longer scope (or indeed, desire) for long documents. Who on earth would have the attention span required to read them?
A reasonable viewpoint, but not necessarily correct.
While there is great merit in short memos, reports, and such-like, there are times when only a long form document will do. For example, annual reports, technical memoranda, and materials of that nature.
Long documents can be tough to read, particularly where replete with technical content. They can be just as tough to write.
That said, writing is actually the easy part. Once you get your structure in place, the document can basically write itself. Well, almost. But the main point is this: a well structured document will make the writer’s life easier.
Here are three quick tips to help you get there:
1. Make it readable: a long document need not be unreadable. Even if a formal writing style is adopted, the language should flow. Also, while the reader might not necessarily read every last word, he should not get lost. If he chooses to jump a few sections and rejoin at a later place in the text, he should be able to resume without too much hassle. This is easy to achieve if the content is arranged well, and the document is properly structured. More on that below.
2. Arrange your content: invariably, for such documents, you will have a lot of data to include. One of the burning questions writers face is how to arrange such data so that it fits into the right place in the document. A few things need to happen in order to achieve this.
First, acquaint yourself properly with all your data. This can be a daunting task if you have a lot of material to get through. But don’t be afraid of the volume of data. Once you master the data, your job is more than halfway done. However, if you don’t know what data you have, you can’t possibly know where in your document you can fit that information. You also won’t be able to determine the interaction between different data. This is important for linking ideas and concepts across your document.
Second, having acquainted yourself with exactly what data you have, you will begin to have an idea of the optimum structure for your document. Prepare a rough guide setting out a skeletal structure, and indicating which data would go where in that structure. This will help you to envisage the interaction between form and structure, and will also help you to identify where more research or analysis might be needed.
3. Structure your document: the preceding steps will have given you a clear idea of what the structure of the document should be. Now, at this stage, you can begin to lock things down for good. As you have a very clear idea where the data fits, and where more research or analysis is needed, you will be able to sketch out not just headings and sections, but even the sub-sections and sub-sub-sections. However, before diving straight in, remind yourself of the big picture. First, take a step back to ask: what am I trying to do here? What is the objective of this entire document? Picture the story you are trying to tell, and then firm up a structure that will lead you from beginning to end. The big picture must be clear, before you colour in the grooves.
Writing long documents can be daunting, but, with good data management and proper structuring, it can actually be enjoyable. Keep the reader at the forefront, envisage your story, and aim for clarity.