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Transcript of Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's1...
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 1
What are definitions,descriptions, and instructions?
• A definition is typically a brief explanation of an item or concept using words and (sometimes) graphics.
• A description is typically a longer explanation, usually accompanied by graphics, of an object, mechanism, or process.
• A set of instructions is a kind of process description intended to enable a person to carry out a task.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 2
There are three types of definitions:
• parenthetical
• sentence
• extended
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 3
Sentence definitions follow a typical pattern:
Item = category + distinguishing characteristics
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 4
Follow these four guidelines towrite effective sentence definitions:
•Be specific in stating the category and the distinguishing characteristics.
•Don’t describe a specific item if you are defining a general class of items.
•Avoid writing circular definitions.
•Be sure the category contains a noun or a noun phrase rather than a phrase beginning with when, what, or where.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 5
Eight techniques areused in extended definitions:
• graphics
• examples
• partition
• principle of operation
• comparison and contrast
• analogy
• negation
• etymology
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 6
Decide where to place the definition:
• in the text
• in a marginal gloss
• in a hyperlink
• in a footnote
• in a glossary
• in an appendix
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 7
Follow these four principleswhen writing descriptions:
• Clearly indicate the nature and scope of the description.
• Introduce the description clearly.
• Provide appropriate detail.
• Conclude the description.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 8
Provide appropriate detailin process descriptions:
• Structure the step-by-step description chronologically.
• Explain causal relationships among steps.
• Use the present tense.
• Use graphics.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 9
An example of a processdescription based on a graphic
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 10
Follow these two guidelinesto design clear, attractive pages:
• Create an open, airy design.• Clearly relate the graphics to the text.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 11
Examples of cluttered and attractive page designs
Source: Anthro, 2005 <www.anthro.com/assemblyinstructions/300-5237-00.pdf>.
Source: Slide-Lok, 2005 <www.slide-lok.com/assembly/P2468/P2468.pdf>.
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 12
• Danger indicates an immediate and serious hazard that will likely be fatal.
• Warning indicates the potential for serious injury or death or serious damage to equipment.
• Caution indicates the potential for anything from moderate injury to serious equipment damage or destruction.
• Note indicates a tip or suggestion to help readers carry out the procedure successfully
Understand the four signal words used in manuals and instructions:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 13
An example of a safety label
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 14
• title
• general introduction
• step-by-step instructions
• conclusion
A typical set of instructionsincludes these four elements:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 15
Write effective titles for instructions:
Effective titles:• How-to. “How to Install the J112 Shock
Absorber”• Gerund. “Installing the J112 Shock Absorber”
Ineffective titles:
Noun strings. “J112 Shock Absorber Installation Instructions”
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 16
• Who should carry out this task?
• Why should the reader carry out this task?
• When should the reader carry out this task?
• What safety measures or other concerns should the reader understand?
• What items will the reader need?
• How long will the task take?
Consider answering these six questions when drafting introductions for instructions:
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Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 17
• Number the instructions.
• Present the right amount of information in each step.
• Use the imperative mood.
• Don’t confuse steps and feedback statements.
• Include graphics.
• Do not omit articles (a, an, the) to save space.
Follow these six guidelineswhen drafting steps in instructions: