Keep the structure flat

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Keep the structure of user manuals and help files as flat as possible. Avoid complex hierarchies that have sections, subsections, subsubsections, subsubsubsections, and so on. If you have a heading titled “4.3.5.6.7 What to avoid,” something is seriously wrong.

As a rule of thumb, avoid having more than 3 levels. It can be challenging to find a structure that’s both flat and clear, but it is possible in more than 90% of all documents.

If your audience has a low educational level, keep the structure especially flat.

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Advantages of flat structures

A flat structure is easier to comprehend.

Emotionally, a flat structure is less daunting than a hierarchically deep structure. A flat structure encourages even inexperienced readers to explore your document.

In a flat structure, the total number of topics is smaller. You need fewer topics for the sole purpose of building up the hierarchy.

Disadvantages of flat structures

In a flat structure, there may be a large number of subtopics under one main topic. This can sometimes be confusing.

Due to the larger number of topics on the same level, finding a particular topic can sometimes take longer in a flat structure. This may be irritating, particularly for advanced users who have already acquired sufficient knowledge to understand and remember a deeper structure.

Tip:
To make even a long list of topics clear, follow the key rules for writing user-friendly headings. In particular, position the main keyword at the beginning of each heading, and make headings short and parallel (see Write meaningful headings and Tips for writing headings).

Tips for keeping a structure flat

Include related information under one common heading.

Don’t think scientifically—think pragmatically. Even if there is some hierarchy, this doesn’t mean that your document must reflect it. Feel free to simplify.

Always question whether it’s actually important for the reader to understand the hierarchy of a particular relationship. Often, things are organized hierarchically within a product, knowing and understanding this hierarchy, however, is only important for developers but not for users. If the hierarchical organization isn’t important for users, don’t reproduce it in your document.

Instead of creating several topics, consider layering the same information within one single topic. This reduces the total number of topics (see Layer information).

When writing online help, use expandable sections.

When writing a printed manual, use subheadings.


Writing: Keep it simple and stupid

Designing: Use clear and simple design