THE LANGUAGE OF INSTRUCTIONS or TECHNICAL WRITING WRITTEN INSTRUCTIONS/ ORAL INSTRUCTIONS Ref: Pinner, D Communication Skills ch 11 pp120-122, ch17 pp209-211

Introduction The aim of writing/giving Instructions is to enable a person to carry out a task or use a piece of equipment, in the simplest, most economical and safest manner.

The Writing Process Plan what you need to include Limiting the content Planning Plan what you need to include Limiting the content Tell the reader only what they need to know Headings Headings aid the readers’ understanding eg. Underlining, bold and italicizing Prepare a rough draft Prepare a rough draft then place instructions in logical order. Vocabulary and Grammar Choose your words carefully. Work with a Dictionary and a Thesaurus.

Describing Objects and Machines Giving clear descriptions Provide simple descriptions Organize descriptions in a logical way Be brief and clear

Use the following method when describing objects & machines NAME OBJECT - State the name of the object or machine you are describing. PURPOSE - Describe its purpose or what it is used for. OPERATION - Give a clear and specific step by step description of the tools’ or machine’s operation, ie, how it is used. CHECKPOINTS - prevent short term problems from happening to the machine. For eg. Do not use a screw driver as a hammer. WARNINGS – protect the user of the machine from injury. For eg. DO NOT play with the screw driver as it can cause injury. PREPARATION & CLEAN UP – refers to cleaning up after using the object and storing it in its proper place. For eg. After using the screw driver, wipe it down and place it back in the tool box. DIAGRAMS – draw an accurate diagram of the object and correctly label its parts.

Describing a Process A Process is a series of tasks performed in order to do or make something. Describing a Process is different from Describing an object. Do not confuse the two. Begin with the simple steps or tasks then move to more complex ones. Then describe the process in terms of Cause and Effect.

Use the following method when Describing a Process: NAME PROCESS – state the name of the process you have chosen. For eg. “How to make lemon juice.” LIST EQUIPMENT – make a list of all the necessary equipment that you will need for that process. OPERATION – give a step by step description of the process or operation. COMPLETED PRODUCT – describe the completed product or action.

Principles of Written Instructions Layout – must be neat and in logical arrangement, the decimal method could be used here. Sub-Headings – use sub-headings to differentiate between the different parts of Describing an Object or Process. Language - Complete sentences must be used. Sentences must also be short, specific and clear. Avoid ambiguous sentences. Stick to simple sentences. Imperative Verbs – use imperative or commanding verbs. Diagrams – include diagrams which must be accurate and clear.

Individual Oral Instruction CEDAR Create Interest : Explain why it is important – be relaxed Explain : Briefly explain task Demonstrate show task at suitable pace Breakdown sheet may help Be patient, encourage questions Stress key points and safety measures

Repeat if necessary Assess : Ask learner to carry out task - Watch carefully and correct errors immediately - Praise good performance - Stress standard and speed required Review : Allow worker to do the work alone - Check, praise/correct - Inform worker of whom to see should he/she have problems in future.