Technical Writing

for Success

Getting Started on

10
Instructions
Organizing and Formatting
Instructions
Composing Instructions
© 2010
South-Western
Cengage Learning
 Chapter 10 Instructions

Analyze your audience’s

expectations and the steps
required for instructions.

Go al s
Determine an appropriate format
for instructions.

Prepare a clear, concise set of

instructions.
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Who Reads Instructions?
Instructions

Instructions are the sequence of steps

explaining how to complete a task.
Who reads instructions?
• People who need to perform a task or
understand how someone else performs that
task.
• Some readers read instructions carefully,
paying attention to every word.
• Some readers will try to go through the steps
without reading the instructions first.
• Some readers rely more on the graphics for
information and less on the words.

Technical Writing for Success © South-Western Cengage Learning 3

 Chapter 10
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Planning Instructions
Instructions

You must understand the sequence of events

in the procedure you are writing about.
Use these steps to analyze the process:
• Create a flowchart with steps to the process.
What is done first, second, and so on? Do not
skip any steps.
• In your mind, work the process backward. What
is the purpose? What is done last, next to last,
and so on?
• Watch a member of the target audience
perform the task for the first time.
• Interview this person about the procedure.

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 Chapter 10
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Organizing Instructions
Instructions

All instructions include steps of procedures

and appropriate explanations.
Other parts that may be included are:
• Caution or warning statements
• Introduction (background, purpose, scope,
organization, best way to read the instructions,
assumptions about what the reader knows)
• Definitions
• Materials, tools, or ingredients needed
• Graphics (placed close to the step they
illustrate)
• Notes and tips
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 Chapter 10
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Formatting Instructions
Instructions

Because readers are unpredictable and often

impatient, format instructions so they are
easy to read.

Effective ways to make instructions easy to

read include:
• Using plenty of white space
• Putting the steps in a numbered list
• Using graphics such as flowcharts and
diagrams

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 Chapter 10
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Composing Instructions
Instructions

STEPS
All instructions require a list of chronological
steps. A step is the action a reader performs.
Effectively written steps:
• Proceed forward in time.
• Use the imperative mode (Trim the tip of the
dog’s nail): command verb + object.
• Use short sentences.
• Include only one instruction per step.
• Contain an action—something to do.
• Include sufficient, precise details.
• Use substeps when the major step is too broad
to be understood or followed.
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 Chapter 10
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Composing Instructions
Instructions

EXPLANATIONS
An explanation is an extension of the step it
explains.
Typical explanations include:
• What not to do and why
• Why a step is important
• What will happen when the reader does
something
• More details on how to perform the action
• Quick definitions
• How to decide what to do

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 Chapter 10
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Testing Instructions
Instructions

FIELD TESTS
Always field test your instructions by asking
several people to try them.
Field testers can provide you with valuable
feedback by noting:
• Wording that is not clear
• Steps that are out of sequence
• Missing steps

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Testing Instructions
Instructions

Two field tests are used to evaluate how well

users perform instructions.
Concurrent testing evaluates a product or
an activity while it is being used or performed.
Retrospective testing asks subjects to
complete a questionnaire or answer
questions about a task after they perform it.

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Online Instructions
Instructions

Help menus and tutorials are two types of

online instructions.
When you write online instructions, follow the
guidelines for paper-based instructions.
In addition:
• Limit each unit of instruction to one screen size.
• Use a consistent design.
• Provide a tree or map of the site and topics.
• Use navigational aids such as a link to the
home page.
• Provide keyword searches with synonyms.
• Field-test the usefulness and accuracy of the
instructions.
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