While graphics are very important, do not use them simply for the sake of cheering up some dull prose. If they are not relevant, they will hinder rather than help what you want to say. It is a temptation if the topic is boring, but should be resisted.

Paper
The kind of paper to use varies according to purpose, naturally. For a small poster, you may want to choose a bright colour. For photocopying, white is better than dark colours, which don’t copy well. Shiny paper may be difficult for people with vision problems. Paper that is so thin it is possible to see vague shapes through from the other side is harder for people who read with some difficulty. Pastel-coloured paper can make a brochure look attractive and a little more eye-catching than white and is sometimes less tiring than a really strong contrast between black letters and white background.

Most people read most comfortably when there is dark text on a pale background. Black letters are still the most easily seen, but dark blue can also be used. Colour-blindness is a common problem, especially for reds and greens, so be cautious about using those. And remember that too many different colours will make your text look confusing and fussy.

Please don’t ever put yellow letters on a white or soft green background. They simply don’t show up well enough. (And if you think that never happens, I received an instruction booklet recently that was set just that way.) “Reversing” text, so that the letters are white on a black background, can look very effective. Reverse print is tiring to the eyes and harder to read, however, so use it very sparingly.

And, as I will suggest in the chapter on fonts, please don’t put long chunks of text in upper case (capital) letters.

If you are giving your text to a designer, make sure the layout doesn’t overwhelm your lovely plain writing. Sometimes designers become so fascinated with all the wonderful things they can do that the text gets overlooked. For instance, when a picture or pattern is used as a background, words are often harder to read. If it really has to be that way, at least make sure the background picture is very faint. Please also resist your designer’s desire to write in spirals, or waves. Clever looking, maybe, but not very readable.

• Use numbers and bullets
Bullets are a useful way to list information. And you may also need numbering, for example where instructions have to be in sequence. Clarity is the aim in this case, rather than continuity. Some people find bullets irritating, but there is no doubt they help readers grasp what you are saying.

Take a second look, then a third and a fourth
When you have completed your document, set it aside for a few days if you can. Then look at it with fresh eyes. How does it appear? This is not proofreading, but an overall “stand-back” glance that will show you if something is out of kilter, unbalanced or ugly. Ask a colleague to critique it. Maybe all those fancy scrolls you are so proud of really just muddle up the text. Maybe one word (and a not particularly important one) jumps out ahead of all the other, more important ones. And just maybe you have omitted something like the date of the concert your poster is advertising, or the location.

So, there you are. A lay person’s introduction to layout.