What are Instructions

1
What are Instructions?

• Directions
• Tell user how to carry out a technical procedure
• SOPs--Written for trained worker

2
Instruction Guidelines

• Analyze Audience
• Usually not trained worker
• Inexperienced
• Non-Technical
• Directly Address Reader
• Use Imagination

3
Make Sure Reader Oriented

• What is the job?
• Why is it necessary?
• What equipment must be on hand?
• What object, process, or outcome is expected?

4
Use Imperatives

• Verbs that give orders
• Make sense of instructions
• Implied you form (2nd person)
• Are in active voice

5
Set off Cautions Warnings

• Cautions--Possible harm to equipment
• Warnings--Danger to readers
• Place before dangerous steps
• Use specific wording

6
Warning Be careful using extension rod.

• Warning The extension rod is under tension and
  will snap down abruptly when released. To avoid
  injury, keep fingers away from path of extension
  rod when you collapse it.

7
Use Time Order

• Several Cartoons are available that depict lack
  of time order in instructions.

8
Time Order

• Turn on video. Before doing that, be sure to
  turn selection to channel 3. Of course, you need
  to turn on the television first.

9
Use Active Voice

• AVOID
• The screen is raised 5 inches.
• USE
• Raise the screen 5 inches

10
Use Positive Commands

• Avoid
• Waste hazardous reagents should not be poured in
  the sink. Instead, they should be collected in a
  waste can.

11
Use Positive

• USE
• Collect all hazardous waste reagents in a waste
  container.

12
Do Not Switch Person

• Avoid
• First, depress the lever and then the user raises
  the screen
• Use
• Depress the lever and then raise the screen

13
Avoid Jargon

• Use general terms or specialized terms
• Provide definitions of term if necessary
• Avoid Boot up the computer.

14
Use Guideposts

• Titles
• Headings
• Subheadings
• Use to tell reader the objective

15
Use Illustrations

• Number Figures
• Use captions, labels and arrows to identify and
  explain figures
• Coordinate captions to key ideas

16
Test Instructions

• Do trial runs
• Adjust when necessary
• Provide checks along way
• Must have final check at end

17
Pattern of Organization

• Introduction
• Name and define process
• Specify equipment, materials, skills or knowledge
  needed
• Give limitations or point of view
• Give main step groupings

18
Pattern of Organization

• Body--Step-by-Step Instructions
• Give detailed instructions following established
  sequence
• Develop details logically
• Use imperative verb form

19
Pattern of organization

• Conclusion
• Emphasize chief steps
• Mention final check or test
• Analyze advantages and disadvantages
• Relate process to others

20
Plan Graphic

• Related to key idea
• Interpreted and Referred in text
• Number and descriptive title
• Caption with key idea

21
What is the Best Graphic

• Illustration
• Photographs
• Drawings
• Exploded Drawings
• Flowchart

22
In Class Writing Assignment

• Given 3 alternatives
• Quick storyboard planning form needed
• No transmittal memo
• Must have graphic
• Written same way as 5-7