Formatted information is better read and understood

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Jurriaan Wentink (Specialist Digital Reporting)

It does make sense, doesn't it? Which would you prefer to read? An unformatted text without headings and no visual material, or a text that's neatly structured with headings that allow easy scanning? Research indicates that formatted text is read and understood better. And if you use supporting images/illustrations and graphs, the percentages of understanding increase even more.

Formatting, images and graphs

Extensive research* has been conducted on the effects of formatting, images, and graphs on the comprehension and readability of texts. Here are some key findings:

  1. Formatting: esearch has shown that well-formatted texts with clear headings and subheadings, sufficient white space, and legible fonts are better understood and read faster than unformatted texts.
  2. Images: the use of images in texts can enhance readers' comprehension and interest. Studies have demonstrated that incorporating relevant images can hold readers' attention and aid in understanding complex information.
  3. Graphs: Graphs can visually present complex data, making it easier to comprehend. Research has indicated that using graphs in texts can lead to improved understanding and retention of information.
The use of images, graphs, headers and illustrations increases the readability and comprehension of the information.

In moderation

Research (Mayer & Moreno, 2002) shows that the use of formatting, images, and graphs in texts can enhance readability and comprehension. However, it's crucial to use these elements thoughtfully and effectively, as excessive use can lead to distraction and confusion.

Publishing with a digital-first approach offers an additional opportunity to convey your message clearly. In a formatted PDF, content remains static, often resulting in complex infographics. Truly digital publishing opens up the possibility for interactive elements that provide more context. For instance, images with clickable points for additional information, diagrams with toggleable data, and timelines.

A prime example of how a digital publishing approach can present complex information understandably is a value creation model.

Be cautious not to overdo formatting when publishing in a digital format. Users absorb information best when it's well-structured. Therefore, ensure a well-organised navigation and heading structure, and place links in appropriate locations. Beware of overly interactive environments with complex navigation structures and unusual scrolling behaviour.

Standaard in de huisstijl

Informatie mooi opmaken? Dan moet ik zeker weer een vormgever inschakelen! Zeer zeker niet. Er zijn tegenwoordig tal van applicaties beschikbaar waarmee je als eindgebruiker direct kan werken in een opgemaakt eindresultaat.  

Tabellen in Excel worden bijvoorbeeld automatisch omgezet naar mooie grafieken en opgemaakte tabellen. Belangrijke cijfers (KPIs) worden voorzien van een icoon en uitgelicht weergeven tussen de tekst. En allemaal standaard in de huisstijl van je organisatie. Zo kun je als redacteur van je publicatie zelf de aandacht vestigen op belangrijke cijfers en quotes én ziet de standaard-content er ook direct goed uit. 

Example of how specific information is highlighted in the annual report of theUMCG (https://jaardocument.umcg.nl/).

Accessibility

Digital accessibility is an additional reason why you should present your information in a structured and neatly formatted manner. This aids individuals who rely on keyboard navigation, screen reading functions, or those who are colourblind.

By ensuring your information is accessible to individuals with disabilities (1 in 7 Dutch citizens has a disability), in addition to being visually appealing, you reach an even wider readership. People with disabilities constitute a significant portion of the population, and not making information accessible can result in missed opportunities and revenue loss for businesses and organisations.

Beyond practical considerations, you should also want to make your information accessible as a matter of principle. Everyone has the right to access information and participate fully in society.

There are various ways to make information accessible for people with disabilities, such as using alternative text, subtitles and sign language in videos, audio descriptions for images, accessibility options for websites and documents, and so on.

Used sources:

- "Effects of Text Illustrations: A Review of Research" van Richard E. Mayer en Roxana Moreno (2002)
- "The Effects of Text Features on Reading Online Text" van Mark Warschauer, et al. (1997)
- "The Role of Illustrations in Text Learning" van Richard E. Mayer en Richard B. Anderson (1991)
- "The Effects of Graphic Organizers on the Comprehension of Social Studies Texts by Students with Learning Disabilities" van Regina M. Mistretta (2005)
- "The Role of Graphic Representations in Science Text: An Analysis of Textbooks and Review Articles" van Jean-Francois Rouet, et al. (1996)