1. PROCESS DESCRIPTIONS INSTRUCTIONS
VS.
INSTRUCTIONS

2. SIMILARITIES Purpose: Format: Reader Analysis:
Accurate description of a series of steps leading to a specific result
Format:
ABC format
Reader Analysis:
Audience’s technical level

3. SIMILARITIES Graphics: Page Design: Chronology:
flow charts, for Process Descriptions
various graphics for Instructions
Page Design:
headings, subdivision information
grouped steps (for easy reading)
numbered or bulleted lists
Chronology:
step-by-step arrangement of steps

4. DIFFERENCES To understand vs. To perform Informative vs. Directive POV
Degree of detail
Use of graphics
Inclusion of warning, cautions, dangers

5. PROCESS DESCRIPTIONS

6. PROCESS DESCRIPTIONS To understand (a task) Informative, informational
Summarize a procedure
Used in a larger document

7. PROCESS DESCRIPTIONS EXAMPLES: To describe an experiment
To explain how a machine works
To record steps in developing a new product
To describe what happened during a field test

8. PROCESS DESCRIPTIONS READER ANALYSIS: Technical Background?
(experts vs. lay persons)
Need overview or details?
Is the PD a main part of the document?
OR in the appendix

9. PROCESS DESCRIPTIONS READER ANALYSIS: Mixed Technical Backgrounds:
Write for the least common denominator
Write for the least technical readers
Use non-technical language
Define technical terms
(informally, in parentheses)

10. PROCESS DESCRIPTIONS ABC Format: ABSTRACT – Purpose Statement Overview
place the PD into a context of the entire document
Overview
or, list of main steps
gives a framework for interpreting the forthcoming details
List of Equipment
materials used in the process

11. PROCESS DESCRIPTIONS ABC Format: BODY – Chronological Order Paragraphs
this gives readers a smooth explanation of the entire process
with transitions between sentences
Numbered List of Steps
this places emphasis on the individual steps
with a brief lead-in paragraph

12. PROCESS DESCRIPTIONS ABC Format: CONCLUSION –
Help the reader put the steps together into a coherent whole
Show how the process fits into a larger context
how & where this fits into other procedures being performed

13. PROCESS DESCRIPTIONS POV: 3rd person objective, passive voice
1st person subjective
“The operator started the engine…”
“The engine was started by the operator…”
“The concrete was poured into…”
“The technician pours the concrete into…”
NO “you”

14. PROCESS DESCRIPTIONS PAGE DESIGN: (Headers)
Subdivide information for easy reading
as opposed to 1 long list of steps
Group steps, categories
Use Headers
Use Continuous Numbering
Use an “Outline” arrangement of points
(looks like an Outline)

15. PROCESS DESCRIPTIONS PAGE DESIGN: (Flow Charts)
Include Flow Charts for complex processes
With simultaneous steps
To show progression
To show relationships among steps
Geometric shapes
boxes, circles, triangles
“insert” + “diagram”

16. INSTRUCTIONS

17. INSTRUCTIONS To perform, do (a task) Directive, directional
Set of detailed instructions
Like training/operating manuals
which have instructions +
features, parts, troubleshooting

18. INSTRUCTIONS READER ANALYSIS: Determine Technical Level
Appeal to the lowest common denominator
Define technical terms or name/explain objects
“Define” & “Describe”

19. PROCESS DESCRIPTIONS ABC Format: ABSTRACT – Purpose Statement
Summary of Main Steps
List of Equipment
materials used in the process
perhaps illustrations of equipment/materials
Under its OWN heading

20. PROCESS DESCRIPTIONS ABC Format: ABSTRACT – Bonus Info
pointers that will help with installation
definitions of terms
theory of something works
notes, cautions, warnings, dangers that apply to ALL steps

21. PROCESS DESCRIPTIONS ABC Format: BODY – Numbered List Chronology
NO paragraphs
Chronology
step-by-step instructions
1 action = 1 step
only ONE action per step

22. INSTRUCTIONS ABC Format: BODY – Subheadings: digestible chunks
sense of accomplishment
grouped related steps

23. INSTRUCTIONS ABC Format: BODY – Verbs:
start each task with a strong action verb
“command form”
fill, send, show, pick up, attach, connect, …
maintain parallel structure

24. INSTRUCTIONS ABC Format: BODY – POV: Remove “bonus info from steps”:
2nd person “command” POV
“you” understood as the subject of the sentence
“Plug the phone jack into the recorder unit…”
Remove “bonus info from steps”:
separate Action from Explanation
“note” or “result” or “danger” = indented bullet

25. INSTRUCTIONS ABC Format: BODY – Emphasis = Bullets or Letters:
few items
Letters:
many items
in sequence
Use for “options”

26. ** YOUR MOST IMPORTANT OBLIGATION **
INSTRUCTIONS
ABC Format:
BODY –
DANGERS!:
** YOUR MOST IMPORTANT OBLIGATION **

27. INSTRUCTIONS ABC Format: BODY – DANGERS!: CAUTION =
possibility of damage to equipment or materials
WARNING =
possibility of injury to people
DANGER =
probability of injury or death to people

28. INSTRUCTIONS ABC Format: BODY – DANGERS!: Where
BETWEEN Abstract & Steps
* warn before ALL steps
BEFORE each particular step
* warn before they read a particular step
REPEATEDLY throughout the instructions
* warn of continuous risk

29. INSTRUCTIONS ABC Format: BODY – DANGERS!:
How
Underline, bold, ALLCAPS, italics
oversized print, box, color, COMBINATION
GRAPHICS:
* traditional warning images
* “X” out risky behavior
* resolve issue: foreign languages

30. WARNINGS

31. INSTRUCTIONS ABC Format: BODY – Graphics: With EVERY major step –
when instructions or equipment is quite complicated
when audience = poor readers
when readers = in a hurry
1-2 graphics –
one good reference illustration
to help locate mentioned parts (e.g.)
Tables –
to show correspondence between related data

32. INSTRUCTIONS ABC Format: BODY – KISS style: easy to read
short sentences (10 words)
informal definitions (parenthetical)
short words over long words
be specific
avoid words with multiple interpretations
(frequently, seldom, occasionally)

33. INSTRUCTIONS ABC Format: CONCLUSION – Test Run:
“usability laboratory” with test subjects
class member, unfamiliar with the process
provide her/him with your instructions & materials
give no verbal hints (only what’s in writing)
observe & revise accordingly
LITMUS TEST:
Can the reader do it with only your written instructions?

34. TECHNICAL PROCESSES PROCESS DESCRIPTIONS To understand a process
Reader Analysis
ABC
Paragraphs/lists combination
Headings
Group related steps under subheadings
Objective, 3rd person POV
Flow Charts for complex processes
INSTRUCTIONS
To do, to perform
Reader Analysis
ABC
Numbered lists
Chronology
Group related steps under subheadings
1 action = 1 step
Action verbs
2nd person POV
Indent bonus info
Emphasize w/bullets & letters
Stress cautions, warnings, dangers
Use graphics
KISS
Test your instructions