Instructions
Teco-61
M. Reber
01_04
What are instructions?
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A form of writing that tells/teaches readers how to do
something:
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create a product
perform some physical operation, etc.
Context is also provided to explain why and when the
reader would want or need to perform that task.
Instructions are organized sequentially—one step
follows another in the order of performance.
Writing that explains how something happens or is
done is called “procedures.”
How are instructions
organized?
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Instructions usually consist of two parts:
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An overview
A set of individual steps that follow a sequential method of
organization
The amount and variety of detail given varies
depending on the reader’s expertise and the
complexity of the operation.
What should the overview
contain?
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An opening statement that identifies the purpose and content of
the instructions
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The Hardware Maintenance and Service Manual is the publication you
use to isolate and repair any failure of a Field Replaceable Unit (FRU).
An explanation of why, when, and where the task should be
performed (i.e. under what circumstances, by whom, etc.)
Definitions of key terms and ideas the reader must understand to
complete the instructions successfully. (Define terms as you go.)
A list of materials needed
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To clean wood furniture you need:
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Gum turpentine
Boiled linseed oil
What should the overview
contain? (con’t.)
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A list of tools or equipment needed
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To hang wallpaper you need the following tools:
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Smoothing brush
Seam roller
Pasting brush, etc.
A summary of the steps involved (briefly and at a high-level)
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X-ray film developing includes these five major steps, all performed
in darkroom conditions:
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Developing
Rinsing
Fixing
Rerinsing
Drying
Tips for writing effective steps
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Write in the imperative voice (the “you”
command form) with the “you” omitted
Begin each step with a verb (Do not use passive
voice for actions the reader must do)
Use only one action per step unless two actions
must be performed almost simultaneously
Keep each step short and to the point
Separate action from the response or result of
the action using bold and/or paragraph breaks
Tips for writing effective steps
(con’t.)
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Present steps in an uncluttered simple format
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Emphasize important words
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Each step is separated from the others and
identified by step numbers, each in its own
paragraph, surrounded by white space.
Menu items may appear in a different typeface or
graphically
Cater to different levels of experience through
design
Allow for use as a reference
How do I write steps?
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Find a project for instruction
Define the purpose and audience
Define the tasks
Do some research
List equipment and supplies needed
Plan the special effects or styles (bold,
italics, fonts, spacing, etc.)
7. Plan the terminology
How do I write steps? (con’t.)
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Identify the main headings
Plan and develop graphics
Write the introduction(s) or overview sections
Write the step-by-step procedures
Plan special notices (warnings, cautions, etc.)
Test the steps
Pass steps off for review—usability
Revise, revise, revise
Doing research
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Identify the reader’s goal(s) and expert-level
Identify materials and equipment needed
Identify how long the procedure will take to perform
Identify the step-by-step activities of each major stage
Identify the precautions to be observed when
performing the procedure
Identify the visuals that illustrate situations,
equipment, actions, and other aspects of the procedure
Identify the degree of difficulty that users of your
instructions might experience in learning or performing
the procedure
Your Assignment
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Choose a procedure or set of related procedures that you know
how to do well
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Change a Flat Tire on Your Bike
Knit a Scarf
Trim a Christmas Tree
Change Your Oil
Fillet a Fish
(no recipes please)
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Build a Campfire
Carve a Jack o’ Lantern
Shovel Snow
Wash a Car
Plant a Garden
Burn a CD
Write a 3-4 page document that teaches someone else how to
accomplish that task
Make sure to pick something you can handle completely in the
page allotment (not too simple, not too complex)
Assume that your reader is a relatively educated adult of
average intelligence who knows nothing about your topic
Include graphics and design your document effectively
Doing a self assessment
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If you do not know how to perform the task you are
documenting, your instructions will likely be full of
errors, ambiguity, and omissions.
If you know how to do it perfectly, but assume that
others do, too—your instructions will be obtuse,
obscure, and incomplete.
Good instructions are written by people who know
the procedure inside and out AND know how much
detailed instruction their readers need
Remember: It’s all about the reader’s needs!!