About Structured Writing

Structured Writing is a modular, topic based approach to writing that speeds up writing time, makes content easy to use and understand, and enables efficient content reuse.

Why use Structured Writing?

Structured Writing is based on the psychology of how we read, process, remember and retrieve information. It provides a systematic approach to analysing user needs and organising and presenting information so it is easy to find, use and maintain.

Structured Writing is also an ideal method for segmenting and storing content in content management systems, and creating content that can be reused in multiple places and output formats.

Who uses it?

Structured Writing benefits anyone who needs to:

  • improve their business writing skills
  • create content that is easy to read and understand
  • create more effective documents in less time, and
  • make complex information clear.

Structured Writing is also an essential skill for technical writers, instructional designers or those who need to:

  • create long documents, such as policy and procedure manuals, training materials or online help
  • write information for multiple audiences with different information needs
  • use a content management system, or a DITA/XML-based authoring tool
  • design a structure for a knowledge base or large bodies of information
  • develop content for single sourcing and multi-channel publishing, or
  • write as part of a team and need a common documentation standard.

How does it work?

Structured Writing provides the tools and techniques to analyse, develop and deliver user focused content. This table describes the Structured Writing process.

Phase Description
Analyse
  • Establish a clear purpose
  • Analyse user needs
  • Organise and sequence information
  • Categorise information types

Result: A clear, modular structure that makes intuitive sense – your roadmap for development.

Develop
  • Draft content based on the results of the analysis
  • Apply cognitive science principles like hierarchy, chunking and consistency
  • Incorporate labels and signposts
  • Use graphic elements

Result: Well crafted, consistent and effective documentation.

Deliver
  • Format and present for accessibility and ease of use
  • Edit for accuracy, consistency and readability
  • Validate usability

Result: Clear, user focused content that turns information into knowledge.

Learn Structured Writing

All our writing courses teach the principles of Structured Writing. Each course focusses on different document types:

  • Business Writing: This course is for you if you write common business documents like emails, reports, proposals, business cases, presentations or work instructions. More about our Business writing workshop
  • Technical Writing: For people who develop or maintain large amounts of content such as manuals, user guides, standard operating procedures, training materials or knowledge bases. More about our Technical writing workshop
Thoroughly enjoyed this short course. It was on point, engaging and I really feel armed with new knowledge and tools to improve my work. Thank you.- Workshop participant, Fab Group
Great content, tutor and learning environment. Highly recommend it. Looking forward to putting my new writing skills to use.- Workshop participant, NZDF