Writing User-Friendly Instructions

You’ll have 4 sets of readings World Wide Web site (click here for access)World Wide Web site an instruction checklist (below)

You’ll have 4 sets of readings 3 sets of student-written instructions (see the starting page for lesson 7) Microsoft Word Helpful Hints (see the starting page for the Instruction lesson )

Instruction Checklist

Use this list to help you write effective instructions. This list also contains my grading criteria.

Title Clear Precise Limiting

Vague title: "Changing a Flat Tire" Precise title: "Changing a Flat Tire on a Toyota Corolla, "

Introduction states your purpose establishes the parameters--what the instructions will or will not include

Introduction explains the benefits to the user--a sales pitch to use the instructions previews upcoming information

Introduction estimates the time needed to complete the steps informs the reader of any special circumstances

Example introduction Find the introduction Find all of the parts of the introduction

List of materials / tools contains some introductory text uses a list format

Steps Include only one verb per step Every sentence within your steps should have a number or a bullet

Steps Number each step--every sentence that is giving a command Bullet all informational sentences--every sentence that is not giving a command

Steps Include all steps--don't leave any out List all steps in chronological order

Steps Place the most important information first within the step Make all instructions thorough

Steps Use examples where needed

Steps Group related instructions into subgroups with headings –each subgroup should begin with #1

Steps Show the relationships between steps in cases of danger or intricate operations

Warnings Warn of danger to persons or property

Warnings place them immediately before the step to which the warning relates

Warnings Make them visually prominent, with borders, colors, symbols, etc.

Warnings include a thorough explanation of the warning

Cautions state precautions to avoid injuries, problems, etc.

Cautions place them immediately before the step

Cautions are visually prominent with borders, colors, symbols, etc.

Cautions include a thorough explanation

Notes and / or Hints state helpful information

Notes and / or Hints place them appropriately –sometimes before a step –sometimes after a step

Notes and / or Hints make them visually prominent

Conclusion provide a sense of closure, reassurance, congratulations

Conclusion describe the results

Conclusion make it a paragraph--not another step

Conclusion may explain the maintenance of the product

Accurate audience analysis appropriate language level/specialized terms

Accurate audience analysis appropriate examples used

Accurate audience analysis ample detail given

Accurate audience analysis adequate background given

Accurate audience analysis determine how the readers will use this document

Accurate audience analysis determine the actual setting of the users

Effective presentation Audience Setting

Size, Shape, & Form 8.5" x 11" poster Video (turn in the script, too) website anything your skill and creativity tell you would be effective

$$$$$$ $$$ Expense? $$$ Laminated? Enlargements? Photographs? Sticky-note policy

Effective format single space within steps double space between steps

Effective format do not continue a step or an illustration onto a new page –no widows or orphans

Effective format number the steps

Effective format each numbered step should contain only one sentence

Effective format bulleted informational sentences may contain more than one sentence, but only if they contain one main idea

Effective format inviting, persuasive, user-friendly appearance

Effective format use effective white space: keep it uncluttered

Effective format access should be easy in, easy out

Headings use headings to divide major steps from sub- steps use left hanging headings

Headings use specific words for headings use verb-based headings

Fonts Attractive, readable font for text –nothing distracting or hard to read –no courier

Fonts More creative font for headings –Free fonts on the Internet –Google: “free fonts”

Fonts Bell Bottom JetSetSSK, 123 Paper Bag

Style clear language simple language

Style Articles used –the, an, a –If you can't tell where you need to use an article, read your instructions aloud. If you sound like a robot, then add the article.

Style imperative mood –a command Turn on the switch

Style maintain nomenclature –always refer to the same item by the same name

Style Concise Active voice Precise language Unambiguous language

Sentence Structure short, direct sentences similar sentence structure strong verbs, usually at the beginning of sentences

Illustrations Useful Placed adjacent to the instruction

Illustrations referred to in the text –“Place the bricks side by side, as shown in Figure 14. Placing the Bricks”

Illustrations Accurate

Illustrations numbered and labeled as an illustration –Figure 1. Sandblasting

Illustrations label the parts of the visual

Illustrations note any differences between visual and reality

Illustrations reinforce visually the verbal information

Illustrations used at each opportunity

Illustrations add color

Illustrations line drawings preferable to fuzzy photographs

User testing test your instructions on the actual users revise problem areas