When creating online Help systems with tools like Adobe RoboHelp, the temptation is often to include as much information as possible in a single topic. After all, more detail must equal more value, right? Not necessarily. The most effective Help topics aren’t the ones crammed with endless detail—they’re short, focused, and structured in a way that supports readers who scan rather than read.
What Works
One Topic = One Task
The ideal Help topic answers a single user question or walks through a single task. For example, “How to Add a New User” should focus only on that process. If you also explain how to delete or edit a user in the same topic, you risk confusion and cognitive overload.
Clear and Scannable Formatting
Modern readers rarely read Help top-to-bottom. They scan. That means formatting matters as much as content:
- Headings and subheadings should break up information logically.
- Step lists (numbered) should be used for procedures.
- Bulleted lists should summarize options, notes, or choices.
- Bolded UI labels (like button names, dialog box options, or menu items) make scanning easy.
Screenshots and Visual Cues
A well-placed screenshot or annotated graphic can clarify a step faster than text ever could. Keep visuals minimal and purposeful—one image per key task is often enough.
Contextual Linking
Users rarely start at the “home page” of your Help system; they land on a topic via search. Add links to related topics or next steps so readers can navigate naturally, like a web page.
Consistency Across Topics
Use consistent terminology, voice, and formatting rules throughout the project. This will make your Help system feel professional and trustworthy.
What Doesn’t Work
Long, Text-Heavy Topics
Walls of text discourage readers. A 2,000-word topic may feel thorough, but most readers abandon it before finding a solution.
Mixing Multiple Tasks Together
A “mega-topic” that explains 10 different features looks efficient but fails in practice. Users searching for one thing won’t know where to look, and updates become a nightmare for writers.
Excessive Screenshots
Screenshots are helpful—until they aren’t. There are too many, especially when they show minor interface details, clutter the page, and cause slow updates whenever the UI changes.
Overformatting or Style Inconsistencies
Creative formatting (colored fonts, underlines, italics everywhere) looks messy and makes content harder to scan. Stick to a clean, predictable style guide.
Writing for Experts Only
Don’t assume advanced knowledge if your audience includes beginners as well as power users. Overly technical language without context alienates many readers. Use plain language and layer advanced details where appropriate.
Best Practice Summary
The ideal RoboHelp topic is:
- Short (think “one screen’s worth” of information).
- Task-based (one task, one topic).
- Scannable (headings, lists, bolded UI terms).
- Supported by visuals (but not overwhelmed by them).
- Connected (links to related content).
By focusing on clarity, brevity, and usability, you’ll create topics that users can actually use—without frustration. And that, ultimately, is the purpose of Help.
Looking for Adobe RoboHelp training or mentoring? We’ve got you covered.