© M. Reber 9/6/2015 Instructions Writing Step-By-Step Procedures

Definition of Instructions Instruction are a form of writing that tells/teaches readers how to do something:  create a product  perform some physical operation, etc. Context is also provided to explain why and when the reader would want or need to perform that task. Step-by-step instructions are given to describe exactly how to complete the task. The depth of detail given varies depending on the reader’s expertise and the complexity of the operation. Writing that explains how something happens or is done is called “procedures.” 2

Organization of Instructions Instructions usually consist of two parts:  An overview  A set of individual steps that follow a sequential method of organization 3

The Overview Contains: An opening statement that identifies the purpose and content of the instructions  The Hardware Maintenance and Service Manual is the publication you use to isolate and repair any failure of a Field Replaceable Unit (FRU). An explanation of why, when, and where the task should be performed (i.e. under what circumstances, by whom, etc.) Definitions of key terms and ideas the reader must understand to complete the instructions successfully. (Define terms as you go.) A list of materials needed  To clean wood furniture you need: Gum turpentine Boiled linseed oil 4

The Overview Contains (cont.): A list of tools or equipment needed  To hang wallpaper you need the following tools: Smoothing brush Seam roller Pasting brush, etc. A summary of the steps involved (briefly and at a high-level)  X-ray film developing includes these five major procedures, all performed in darkroom conditions: 5 RinsingDevelopingDryingFixingRerinsing

Tips for Writing Effective Steps Write in the imperative voice (the “you” command form) with the “you” omitted Begin each step with a verb (Do not use passive voice for actions the reader must do) Use only one action per step unless two actions must be performed almost simultaneously Keep each step short and to the point Separate action from the response or result of the action using bold and/or paragraph breaks 6

Tips for Writing Effective Steps (cont.) Present steps in an uncluttered simple format  Each step is separated from the others and identified by step numbers, each in its own paragraph, surrounded by white space. Emphasize important words  Menu items may appear in a different typeface or graphically. Cater to different levels of experience through design Allow for use as a reference 7

To Write a Procedure: 1.Determine a topic for instruction 2.Define the purpose and audience 3.Define the tasks 4.Do appropriate research 5.List equipment and supplies needed 6.Plan the special effects or styles (bold, italics, fonts, spacing, etc.) 7.Plan the terminology 8

To Write a Procedure (cont.): 8.Identify the main headings 9.Plan and develop graphics 10.Write the introduction(s) or overview sections 11.Write the individual steps 12.Plan special notices (warnings, cautions, etc.) 13.Test the steps 14.Pass steps off for review—usability 15.Revise, revise, revise 9

Doing Research Identify the reader’s goal(s) and expert-level Identify materials and equipment needed Identify how long the procedure will take to perform Identify the step-by-step activities of each major stage Identify the precautions to be observed when performing the procedure Identify the visuals that illustrate situations, equipment, actions, and other aspects of the procedure Identify the degree of difficulty that users of your instructions might experience in learning or performing the procedure 10

Your Assignment Choose a procedure or set of related procedures that you know how to do well  Change a Flat Tire on Your Bike  Knit a Scarf  Change Your Oil  Fillet a Fish  (no recipes please) Write a 3-5 page document that teaches someone else how to accomplish that task Pick something you can handle completely in the page allotment (not too simple or too complex) 11  Build a Campfire  Carve a Jack o’ Lantern  Wash a Car  Plant a Garden

Your Assignment (cont.) Assume that your reader is a relatively educated adult of average intelligence who knows nothing about your topic Include graphics and design your document effectively  Use a digital camera to create consistent graphics that meet your specific needs  Be sure to cite all graphics you did not create Do not do any outside research!! (graphics excepted) 12

Doing a Self Assessment If you do not know how to perform the task you are documenting, your instructions will likely be full of errors, ambiguity, and omissions. If you know how to do it perfectly, but assume that others do, too—your instructions will be obtuse, obscure, and incomplete. Good instructions are written by people who know the procedure inside and out AND know how much detailed instruction their readers need Remember: It’s all about the reader’s needs!! 13