Writing Instructions Audience Audience Structure Structure Readability Readability Instructions spell out the steps required to complete a particular procedure or task.

Know your Audience Self-directed Self-directed Want a reason Want a reason Have prior experience Have prior experience Goal oriented Goal oriented Internally motivated Internally motivated Busy Adults What attitude are your user’s likely to have?

Instructions Have Structure BeginningMiddleEnd Title Title Purpose Purpose Equipment / materials Equipment / materials Precautions Precautions Step-by-step instructions Step-by-step instructions Illustrations / pictures Illustrations / pictures Conclusion Conclusion What’s next? What’s next?

The Title should clearly state the task Peanut butter and jelly sandwiches Peanut butter and jelly sandwiches How to copy data to your CD How to copy data to your CD Washing your clothes Washing your clothes Programming your cell phone address book Programming your cell phone address book Acid bath replacement instructions Acid bath replacement instructions

The Purpose statement should relate the task to your audience Define any specialized terms that appear in your instructions Explain the goal of the instruction. What is the final outcome? When would you use this procedure. State your assumption about the user’s level of technical expertise: high-tech, low-tech, lay person. Goal: Audience: Terms:

Inform the reader about equipment and material requirements materials materials tools tools equipment equipment data data Resources Prepare the reader

State precautions up front Provide warnings and cautions Provide warnings and cautions Use graphics or text Use graphics or text Make it obvious Make it obvious WARNING Always wear a face shield

Provide step-by-step instructions Analyze the task – Spell out the steps required to complete the task Analyze the task – Spell out the steps required to complete the task Use visuals to illustrate steps, if helpful Use visuals to illustrate steps, if helpful Give warnings or special notes if needed Give warnings or special notes if needed Make instructions complete but not excessive Make instructions complete but not excessive

Use illustrations if needed 3. Gather the spilled cement by using two of the cards, one in each hand, as shown below.

Make instructions complete but not excessive Handling the Drugged Hippo 1.Wait until the hippo is recumbent. A high-stepping gait indicates that the drug is taking effect. Note: a drugged hippo still cannot be handled safely. Later the animal sits and stands repeatedly before the forelegs collapse and it lies on its sternum. Full immobilization may take an hour. 2.Approach from the rear and stand against the side of the animal. Although the hippo is recumbent, its head remains active, and the animal can bite. Standing against the animal’s side keeps you out of the mouth’s reach.

1.Wait until the hippo is fully immobilized (see picture). This may take one hour. 2.Approach from the rear and stand against the side of the animal. NOTE: The animal sits and stands repeatedly before the forelegs collapse and it lies on its sternum. A drugged hippo still cannot be handled safely. WARNING: Although the hippo is recumbent, its head remains active, and the animal can bite. Standing against the animal’s side keeps you out of the mouth’s reach. Handling the Drugged Hippo

Readability Begin all steps with action verbs, using active voice correct: Insert the disk. wrong: The disk should be inserted next.

Readability Use short and logically sequenced sentences Use short and logically sequenced sentences Use one sentence for each step, if possible Use one sentence for each step, if possible wrong: Before switching on the computer, insert the disk in the drive. correct: Insert the disk; then switch on the computer. If a step requires two actions, state them in a logical order:

Readability Use parallel phrasing 1. Switch the terminal to “on”. 2. The CONTROL key and C key are pressed simultaneously. 3. Typing LOGON, and pressing the ESCAPE key. 4. Type your user name, and press the ESCAPE key. WrongCorrect 1. Switch the terminal to “on”. 2. Press the CONTROL key and C key simultaneously. 3. Type LOGON; then press the ESCAPE key. 4. Type your user name; then press the ESCAPE key.

Conclude your instructions Don’t leave your reader asking “What do I do now?” Tell the next step State warranties Sell the product Repeat the products uses Provide corporate credentials or contact information Provide a troubleshooting guide Answer FAQs (frequently asked questions)