Designing a Quick Reference Guide: A Teaching Case

Abstract

Designing a good quick reference guide is a complex rhetorical act. To motivate software users to read a quick reference guide, writers must “prove” to readers that it is not just an abbreviated user's manual in disguise, but a different rhetorical form entirely, one visually structured to allow readers to move about the text easily and effectively. Such a structure provides readers with a sense of progress: as they need fewer visual cues to find pertinent information, they demonstrate an “advance” in their skill and knowledge as users. Professional writers from Bell Northern Research, enrolled in the University of Waterloo's Language and Professional Writing Program, successfully attempted to meet this rhetorical challenge. They designed a quick reference guide for in-house use, and then provided a theoretical framework to ground and explain their visual design choices. This article is a teaching case: it offers a summary of the students' quick reference project, as well as the instructor's theoretical reflections on how visual design can motivate readers to read and use documentation.