William Sanborn Pfeiffer Kaye Adkins Technical Communication A Practical Approach Chapter 8: Process Explanations and Instructions William Sanborn Pfeiffer Kaye Adkins

Process Explanations and Instructions Process Explanations Versus Instructions Guidelines for Process Explanations Guidelines for Instructions

Process Explanations Versus Instructions Provide information to help readers understand what has been done, is being done, or will be done Process Instructions Show readers how to perform the process

Process Explanations Versus Instructions

Guidelines for Process Explanations Purposes Describing an experiment Explaining how a machine works Recording steps in developing a new product Describing what happened during a field test

Guidelines for Process Explanations Know Your Purpose and Audience Follow the ABC Format Use an Objective Point of View Choose the Right Amount of Detail Use Flowcharts for Complex Processes

Guidelines for Process Explanations Know Your Purpose and Audience Do you need to provide an overview or specific details? Do readers understand the technical content or are they general readers? Do readers have mixed technical backgrounds? Does the description supply supporting information, or is it the main part of document?

Guidelines for Process Explanations Follow the ABC Format Abstract Purpose statement Overview or list of the main steps that follow List of equipment or materials used in the process

Guidelines for Process Explanations Follow the ABC Format Body Paragraphs List of steps

Guidelines for Process Explanations

Guidelines for Process Explanations Follow the ABC Format Conclusion Keeps the process from ending abruptly Helps the reader put the steps together into a coherent whole Shows how the process fits into a larger context

Guidelines for Process Explanations Use an Objective Point of View Explain a process rather than direct how it is to be done

Guidelines for Process Explanations Choose the Right Amount of Detail Subdivide information for easy reading In paragraph format use Headings Subheadings In list format use An outline arrangement of points and subpoints Place related steps into groups

Guidelines for Process Explanations Use Flowcharts for Complex Processes Supplement a paragraph or list description with a flowchart

Guidelines for Process Explanations

Guidelines for Instructions Select the Correct Technical Level Follow the ABC Format Use Numbered Lists in the Body Group Steps Under Task Headings Place One Action in a Step Lead Off Each Action Step with a Verb

Guidelines for Instructions Remove Extra Information from the Step Use Bullets or Letters for Emphasis Emphasize Cautions, Warnings, and Dangers Keep a Simple Style Use Graphics Usability Testing

Guidelines for Instructions Select the Correct Technical Level Select a language that every reader can understand Use techniques of definition and description

Guidelines for Instructions Provide Introductory Information Follow the ABC Format Abstract: purpose statement Body: summary of the main steps Conclusion: list or illustration Consider the following additional items: Pointers Definitions Theories Notes, cautions, warnings, and dangers

Guidelines for Instructions Use Numbered Lists in the Body Group Steps under Task Headings They divide fragmented information into manageable “chunks” They give reader a sense of accomplishment Place One Action in a Step Break up complex steps into units

Guidelines for Instructions Lead Off Each Action Step with a Verb Use the command form of a verb Remove Extra Information from the Step Label with “Note” or “Result” Use Bullets or Letters for Emphasis Save numbers for your steps Use bullets for a few items Use letters for several items

Guidelines for Instructions Emphasize Cautions, Warnings, and Dangers Caution Possibility of damage to equipment or materials Warning Possibility of injury to people Danger Probability of injury or death to people

Guidelines for Instructions Emphasize Cautions, Warnings, and Dangers Placement options Place in a separate section right before the instructions begin Place in the text of the instructions Place repeatedly throughout the instructions

Guidelines for Instructions Keep a Simple Style Keep sentences short Use informal definitions Use short words Be specific

Guidelines for Instructions Use Graphics Place an illustration next to every major step when The instructions or equipment are complicated The audience may contain hurried readers

Guidelines for Instructions Test Your Instructions Perform usability testing Team up with another class member or colleague Give this person a draft of your instructions Observe this person following your instructions Revise your instructions

Guidelines for Instructions Point-of-Use Instructions Pop-ups Help files Quick-start guides Posters and decals