How to Write Instructions

ENG 2314

What is the purpose of instructions?Primarily To enable users to complete tasks

Secondarily To tell users the following:

How to do something Why to do it What materials and equipment are necessary Where to begin What to do next How to recover from something gone wrong

Instruction Formats

User manual Reference Manual Tutorial Quick Reference Guide On-line/hyperlinked documentation Procedures Guide

Why are instructions important? Prescription drug example

Total patients who completed survey questionnaire

Patients who misunderstood dosing instructions

Prescriptions specifying dosing instructions in hourly intervals

71 55 (77%)

Prescriptions with dosing instructions specifying daily frequency

429 4 (.99%)

Taken from Burnett, Rebecca. Technical Communication 6th ed.

Why are instructions important? Prescription drug example Legal liability

Guidelines

Content Elements of Instructions Use a clear and limiting title

Bicycle Tune-Ups

How to Give Your Bicycle a Tune-Up

How to Change the Oil in Your Car

How to Change the Oil in a 2000 Mazda Protégé ES

Content Elements of Instructions Be an informed author

If you haven’t done it, how can you tell anybody else how to do it?

The paradox: you’re an expert, but the user isn’t. How can you communicate so they’ll understand you?

Content Elements of Instructions Use visuals

Content Elements of Instructions Use an appropriate level of detail and

technicality

Tips to Provide an “Appropriate” Level of Detail and Technicality Provide background information so the reader

understands the need for instructions Provide “enough” detail

Include enough steps and detail so the instructions can stand alone

Provide only what users need Instead of focusing on the product, focus on the task Omit steps that are obvious Divide the task into simple steps and substeps Allow users to focus on one task at a time

Formal Elements of Instructions Sequential order

Formal Elements of Instructions Sequential order Imperative mood

The student clamps the specimen onto the flat plate.

You should clamp the specimen onto the flat plate.

It is important to clamp the specimen onto the flat plate.

The specimen is clamped onto the flat plate.

Clamp the specimen onto the flat plate.

It is important to not type anything after the target drive name.

Do not type anything after the target drive name.

The lantern should be primed by pumping the lever for 15-20 seconds.

Prime the lantern pumping level for 15-20 seconds.

Formal Elements of Instructions Parallelism

Not Parallel Parallel

1. Wearing of safety glasses. Wear safety glasses.

2. Proper tool for the job. Use proper tool for the job.

3. Use only tools that are functioning.

Use functioning tools only.

4. Maintain a clean, organized work area.

Maintain a clean, organized work area.

5. Questions relating to procedures or the proper handling of tools should be presented to your group leader.

Present questions relating to procedures or the proper handling of tools to group leader.

Always Observe Safety Rules

Formal Elements of Instructions Use a title, headings, and subheadings to

organize information

Formal Elements of Instructions Warnings

CAUTION

Formal Elements of Instructions Notes and Hazard Notices

Formal Elements of Instructions Visuals

Formal Elements of Instructions Separate steps visually