What does formatting include?
- Fonts used in the document including sizes, styles and colours
- Spacing between lines of text, margins around the page, indentation, spacing within lists and page layout (for example, text divided into two columns or all text presented in landscape orientation).
- Paragraph styles – how are paragraphs set out? Do you have differing levels of headings that should be styled differently?
Formatting often has a number of different functions. For example, margin size might influence legibility or make the document feel more formal, whereas colour choice might help create an appropriate tone or feeling. Further still, the use of lists might help to emphasise points.
Why is it important?
While formatting and document layout may initially seem like a matter of aesthetics, it is actually an important and useful aspect of business communication. Whether developing a set of corporate guidelines or simply recapping a meeting for your team, well-formatted documents clearly convey the information that you want to share and help your readers find what they need quickly.
You can improve the clarity of your documents by using headings, lists, and spacing to make information stand out.
Tip! You can also use colour to highlight key points or charts and graphs to visualize data more effectively.
The reason formatting is important for business is because it helps communicate ideas accurately and clearly to others.
A document is made up of its form and content:
Form – anything to do with how the document looks (fonts, colours, spacing).
Content – information within the document (text, images).
So, what’s typical when someone formats a document?
Often documents are formatted to a template. These templates include rules and guidance on elements such as font type, font size, text styles, colour palettes and layouts. If you format to a template, you will often place the content into the template and then work through the document to make sure you are abiding by all the template rules.
If you don’t have a template to work with, formatting is more likely to involve tidying up the document, so you end up with an output that is well presented. This involves checking spacing, margins, font styles and colour usage.
What should you not expect from a designer in formatting?
Content creation – whether that’s edits to your text or turning text into diagrams or graphics.
A new brand – remember, your designer isn’t responsible for creating a new brand identity.
For a business, not using format and layout can make it difficult for potential customers to understand your message. A well-designed document, arrives on the desk of the decision-maker and invites them to look at it and pick it up. And when they do, they’re more likely to read the whole thing, pay attention and remember it.
Whether you’re a multi-national corporation looking to support your in-house team, or a start-up still finding your brand, we’re here to help. We assist our clients’ by getting their hard work to look its best, saving them hundreds of hours of time each month.
Email info@imitorgraphica.com to find out more.