Written instructions show people how to perform a given task or tasks. Consider these tips when preparing your written instructions.
1. Assume nothing about your readers.
Once I was preparing a manual for a new product in which I needed to understand some engineering concepts. There were no reference documents available, so I went to the engineer to ask about them. He was disinclined to answer me because, as he put it, “You don’t need to worry about it, because the user already knows.”
As the writer, you must first understand your topic it to write about it clearly. If you don’t understand it, your reader will not understand it. Even if “the user already knows,” you cannot be absolutely certain.
2. Heed the warnings and cautions.
Many written procedures describe how to perform tasks that could kill or hurt you or others, or could damage equipment. But often we don’t think about these potential scenarios until it’s too late. As one poet put it:
Johnny was a chemist
But now he is no more
Because what he thought was H2O
Was H2SO4
When writing warning messages, consider these general guidelines:
- Warning messages call attention to possible situations that can kill or be very harmful to equipment.
- Caution messages call attention to possible situations that can injure or be harmful to equipment.
- Important messages call attention to best and safe practices for equipment.
3. Take one step at a time.
When you instruct someone to perform a step, focus on just that step.
For example: Mix the wet ingredients in a small bowl. Mix the dry ingredients in another small bowl. Mix the wet and dry ingredients in a large bowl. Not: Mix the wet ingredients and then the dry ingredients.
4. Write around acronyms.
Some organizations or things are known by their initials (CIA, FBI, IBM, LSU, UCLA, VCR). Others are not. When writing about something that is not commonly known by its abbreviated acronym. You have some options.
You can call it out on the first reference. For example: The Department of Defense (DoD) is requesting proposals for radar technology. The DoD expects to use this technology on its military bases..
A better option is to write around acronyms. With so many acronyms out there, it’s easy enough to confuse readers because they must stop and remember what each acronym represents. In our example here, you could write: The Department of Defense is requesting proposals for radar technology. The department expects to use this technology on its military bases.
Acronymfinder.com is a useful resource for learning acronym meanings.
5. Be consistent.
While it is tempting to come up with different phrases that say the same thing, the inconsistency can be distracting to readers and cause confusion. Always use consistent phrasing when writing instructions.
For example: Turn on the product. Use the product. Turn off the product. Not: Activate the product. Use the product. Turn off the product. In this example, use turn on/turn off or activate/deactivate to be consistent.
6. Have someone test the instructions.
Usability testing, in which someone takes the procedure and uses it to perform the tasks you’re describing, remains as relevant as ever. Watching someone test your document can help you quickly identify what’s missing or what must be improved.
Consider these tips when you prepare your next set of written instructions.
