Formatting: Instructions in the Office

If you tape a sign to the clock where people punch in, one way to make sure it's coherent is to format it for readability. 

First, make sure you're in Word or an equivalent (not PowerPoint). Next, make sure your copy is flush left. And as always, keep the instructions precise and concise. 

Before:

If you're swiping in before midnight please remember to punch in your complete employee id number. Don't punch in the first 2 zeros, just the main 8 digits. If you experience Any problems call Stacey at 9220

After:

Anyone swiping in before midnight: punch in your employee identification number (without the first 2 zeros). 
Thank you, 
Stacey (Ext.9220)

Center formatting, as in the "before," seldom works for instructions. Also consider that people may spend 2 seconds in front of the time clock, so keep your instructions short and easy to understand.

(c)2014 Suzann Kale

Tags: formatting, Word, business writing, technical writing, syntax