1. How to Write Instructions ENG 271 November 12, 2007

2. What is the purpose of instructions? Primarily To enable users to complete tasks Secondarily To tell users the following: –How to do something –Why to do it –What materials and equipment are necessary –Where to begin –What to do next –How to recover from something gone wrong

3. Instruction Formats Instruction sheet Brief reference card Manual On-line/hyperlinked documentation

4. Why are instructions important? Jury example

5. Why are instructions important? Jury example Prescription drug example

6. Total patients who completed survey questionnaire Patients who misunderstood dosing instructions Prescriptions specifying dosing instructions in hourly intervals 7155 (77%) Prescriptions with dosing instructions specifying daily frequency 4294 (.99%) Taken from Burnett, Rebecca. Technical Communication 6 th ed.

7. Why are instructions important? Jury example Prescription drug example Legal liability

8. Content Elements of Instructions Use a clear and limiting title

9. Bicycle Tune-Ups How to Give Your Bicycle a Tune-Up How to Change the Oil in Your Car How to Change the Oil in a 2000 Mazda Protégé ES

10. Content Elements of Instructions Use a clear and limiting title Be an informed author –If you haven’t done it, how can you tell anybody else how to do it? –The paradox: you’re an expert, but the user isn’t. How can you communicate so they’ll understand you?

11. Content Elements of Instructions Use a clear and limiting title Be an informed author Use visuals

12. Content Elements of Instructions Use a clear and limiting title Be an informed author Use visuals Use an appropriate level of detail and technicality

13. Tips to Provide an “Appropriate” Level of Detail and Technicality Provide background information so the reader understands the need for instructions Provide “enough” detail –Include enough steps and detail so the instructions can stand alone –Provide only what users need –Instead of focusing on the product, focus on the task –Omit steps that are obvious –Divide the task into simple steps and substeps –Allow users to focus on one task at a time

14. Example Step 3: Fill in your name and address on the coupon, send it to the manufacturer within two weeks, return to the retail merchant when your letter of approval arrives from the manufacturer, and pick up your free toaster oven.

15. Example Step 3: Fill in your name and address on the coupon. Step 4: Send it to the manufacturer within two weeks. Step 5: Show your retail merchant the letter of approval after it arrives from the manufacturer. Step 6: Pick up your free toaster oven.

16. Content Elements of Instructions Use a clear and limiting title Be an informed author Use visuals Use an appropriate level of detail and technicality Include rationale for steps

17. Formal Elements of Instructions Sequential order

18. Formal Elements of Instructions Sequential order Imperative mood

19. The student clamps the specimen onto the flat plate. You should clamp the specimen onto the flat plate. It is important to clamp the specimen onto the flat plate. The specimen is clamped onto the flat plate. Clamp the specimen onto the flat plate.

20. It is important to not type anything after the target drive name.

21. The lantern should be primed by pumping the lever for 15- 20 seconds.

22. Formal Elements of Instructions Sequential order Imperative mood Parallelism

23. Always Observe Safety Rules Not ParallelParallel 1. Wearing of safety glasses. 2. Proper tool for the job. 3. Use only tools that are functioning. 4. Maintain a clean, organized work area. 5. Questions relating to procedures or the proper handling of tools should be presented to your group leader.

24. Formal Elements of Instructions Sequential order Imperative mood Parallelism Use a title, headings, and subheadings to organize information

26. Formal Elements of Instructions Sequential order Imperative mood Parallelism Use a title, headings, and subheadings to organize information Warnings

27. CAUTION

28. Formal Elements of Instructions Sequential order Imperative mood Parallelism Use a title, headings, and subheadings to organize information Warnings Notes and Hazard Notices

30. Formal Elements of Instructions Sequential order Imperative mood Parallelism Use a title, headings, and subheadings to organize information Warnings Notes and Hazard Notices Visuals

32. Formal Elements of Instructions Sequential order Imperative mood Parallelism Use a title, headings, and subheadings to organize information Warnings Notes and Hazard Notices Visuals Separate steps visually