To make it easier for some users to remember and/or to have access to pertinent information quickly, Ready Reference Sheets are created. Ready Reference Sheets are a useful collection of convenient and relevant information on a sheet of paper, a single page of a document, or on a card. They can contain anything from a brief overview of a program, a brief description of various functions, to just quick ways to accomplish a task. There is a gamut of uses for them.
Ready Reference Sheets can contain a list of items or functions that a program can perform, or a list of necessary instructions to accomplice a task. Each sheet can contain:
- a chart of function keys and their purpose,
- a quick set of instructions to perform a particular task,
- a list of required definitions or reserved names,
- a list of codes/embedded commands necessary to initiate a process, or
- a list of functions that shouldn’t be used for a program.
For the developers, it can list:
- the type of packages, procedures, and functions that can be used,
- unacceptable codes/references,
- codes used for certain projects,
- where certain project codes should be backed up and stored,
- system backup requirements,
- authorizations, or
- trouble-shooting tasks.
There is an abundance of examples:
- For reports, the reference sheet can list the commands to initiate a report, what errors might indicate, whom to notify, and how to correct certain problems.
- For a department, it might be a listing of available programs, their usage, gaining access, and even an index of cross-reference sheets.
- For a communications package, the quick reference card may contain step-by-step instructions for performing a quick installation.
- For customer service, the reference sheet might contain scenarios that are encountered and how to respond or where to refer the customer to next.
- For a quick style guide reference, the sheet can contain universal formatting styles, information required for each document, storage information, accessibility, and privileges.
The creation of Ready Reference Sheets depends on the need, demand, and usefulness for them. No matter what a Reference Sheet is created for, be sure it’s pertinent to the users. Ready Reference sheets are generally one page in length front and back and in some cases 2 pages (front and back) but really no more than 2 sheets of paper. If using cards, limit information as much as possible per card.
If you have used Ready Reference Sheets or cards for presenting information, and would like to share some ideas for them, please leave a comment.
Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She
provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops.
Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures.
