1. Mechanism Description Description of a tool, machine, or other mechanical device—usually with moving parts—designed to perform a specific kind of work Examples: ballpoint pen, flush toilet, copy machine, press, radio, camera, etc.

2. Process/Procedure Description Description of an unvarying series of events producing a predictable outcome Process—a natural phenomenon governed by physical laws Procedure—events that occur under human control

3. Examples: Process—photosynthesis, erosion, water cycle Procedure—balancing a checkbook, operating a machine, purifying water, taking a temperature, filing a grievance

4. Instructions Explanation of how to perform a particular procedure, enabling a reader to duplicate a process Example: computer manuals, assembly instructions, policy manual

5. Discussion Why are technical descriptions and instructions particularly important in our time? New Technologies Changing Technologies More Red Tape

6. Mechanism Descriptions General Description—description accurate with respect to all such mechanisms, regardless of variables Specific Description—description accurate for one particular mechanism Examples: camera, Nikon One Touch Zoom ballpoint pen, Ajax Super Ballpoint Sony Z-16 Color TV, television

7. Components Brief introduction defining mechanism and its purpose Precise description of appearance List of major parts Explanation of how mechanism works One or more visuals (esp. exploded, cutaway) Conclusion (history, availability, manufacturer, cost, etc.) List of outside sources

8. Order of Description Top to bottom, or bottom to top Left to right, or right to left Inside to outside, or outside to inside Most important to least important, or least important to most important

9. Other Guidelines Use specific, concrete wording Piece of paper vs. 8.5 by 11-inch piece of paper Colorful vs. red, hard lead vs. 2h lead Use present tense, active verbs The machine stamps... vs. The machine stamped OR The parts are stamped by the machine

10. Add evaluative comments The quick release reduces change time by 33%. The most useful feature is the cancel option. Use analogy (comparison) A-frame, C-clamp, T-square, claw hammer... a disk about the size of a typical CD

11. Instructions General Instructions—instructions that explain how to perform a generic procedure Specific Instructions—instructions that explain how to perform a procedure under conditions involving particular equipment, surroundings, or other variables

12. Examples: Trimming a hedge, using a Black & Decker Auto Shop electric hedge trimmer Braking a vehicle, braking in wet conditions Installing an electrical outlet, installing a GFCI outlet

13. Components Brief introduction explaining the purpose and importance of the procedure List of materials, equipment, tools, and skills required Actual instructions: numbered, step-by-step, detailed explanation of how to perform One or more visuals for clarification Brief conclusion List of outside sources, if any

14. Guidelines Use short, simple commands; start with a verb Separate steps unless closely related or simultaneous If important, provide reason for step Include WARNING, CAUTION, and NOTE Warning—alerts to possible injury or death Caution—alerts to possible equipment damage Note—alerts to information that will make the procedure easier or more efficient

15. If necessary, use separate series of steps. Include no more than 9 steps in a series. Provide introduction/transition to each series.