Instructions

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Instructions

• Teco-61
• M. Reber
• 01_04

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What are instructions?

• A form of writing that tells/teaches readers how
  to do something
• 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 sequentiallyone step
  follows another in the order of performance.
• Writing that explains how something happens or is
  done is called procedures.

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How are instructions organized?

• Instructions usually consist of two parts
• 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 readers expertise and the
  complexity of the operation.

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What should the overview contain?

• 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).
• 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
• Gum turpentine
• Boiled linseed oil

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What should the overview contain? (cont.)

• A list of tools or equipment needed
• To hang wallpaper you need the following tools
• 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
  steps, all performed in darkroom conditions
• Developing
• Rinsing
• Fixing
• Rerinsing
• Drying

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Tips for writing effective steps

• 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.)

• 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.
• Emphasize important words
• Menu items may appear in a different typeface or
  graphically
• Cater to different levels of experience through
  design
• Allow for use as a reference

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How do I write steps?

• 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.)
• Plan the terminology

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How do I write steps? (cont.)

• 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 reviewusability
• Revise, revise, revise

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Doing research

• Identify the readers 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

• Choose a procedure or set of related procedures
  that you know how to do well
• Change a Flat Tire on Your Bike
• Knit a Scarf
• Trim a Christmas Tree
• Change Your Oil
• Fillet a Fish
• (no recipes please)
• 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

• Build a Campfire
• Carve a Jack o Lantern
• Shovel Snow
• Wash a Car
• Plant a Garden
• Burn a CD

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Doing a self assessment

• 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, tooyour 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 Its all about the readers needs!!