Instructions
Writing Step-By-Step Procedures
M. Reber
© 4/7/2009
Definition of Instructions
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Instruction are a form of writing that tells/teaches
readers how to do something:
 create a product
 perform some physical operation, etc.
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Context is also provided to explain why and when the
reader would want or need to perform that task.
Step-by-step instructions are given to describe exactly
how to complete the task.
The depth of detail given varies depending on the
reader’s expertise and the complexity of the operation.
Writing that explains how something happens or is
done is called “procedures.”
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Organization of Instructions
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Instructions usually consist of two parts:
 An overview
 A set of individual steps that follow a sequential
method of organization
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The Overview Contains:
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An opening statement that identifies the purpose and content of the
instructions
 The Hardware Maintenance and Service Manual is the publication you
use to isolate and repair any failure of a Field Replaceable Unit (FRU).
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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
 To clean wood furniture you need:
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Gum turpentine
Boiled linseed oil
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The Overview Contains (cont.):
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A list of tools or equipment needed
 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)
 X-ray film developing includes these five major procedures, all
performed in darkroom conditions:
Developing
Rinsing
Fixing
Rerinsing
Drying
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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
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Tips for Writing Effective Steps (cont.)
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Present steps in an uncluttered simple format
 Each step is separated from the others and
identified by step numbers, each in its own
paragraph, surrounded by white space.
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Emphasize important words
 Menu items may appear in a different typeface or
graphically.
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Cater to different levels of experience through
design
Allow for use as a reference
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To Write a Procedure:
1.
2.
3.
4.
5.
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Determine a topic for instruction
Define the purpose and audience
Define the tasks
Do appropriate research
List equipment and supplies needed
Plan the special effects or styles (bold, italics,
fonts, spacing, etc.)
7. Plan the terminology
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To Write a Procedure (cont.):
8.
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10.
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Identify the main headings
Plan and develop graphics
Write the introduction(s) or overview sections
Write the individual steps
Plan special notices (warnings, cautions, etc.)
Test the steps
Pass steps off for review—usability
Revise, revise, revise
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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
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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
Change Your Oil
Fillet a Fish
(no recipes please)
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Build a Campfire
Carve a Jack o’ Lantern
Wash a Car
Plant a Garden
Write a 3-5 page document that teaches
someone else how to accomplish that task
Pick something you can handle completely in the
page allotment (not too simple or too complex)
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Your Assignment (cont.)
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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
 Use a digital camera to create consistent graphics
that meet your specific needs
 Be sure to cite all graphics you did not create
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Do not do any outside research!!
(graphics excepted)
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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!!
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