technical communication a practical approach chapter 8: process explanations and instructions...

Technical CommunicationA Practical Approach

Chapter 8: Process Explanations and Instructions

William Sanborn Pfeiffer

Kaye Adkins

Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins

Process Explanations and Instructions

Process Explanations Versus Instructions Guidelines for Process Explanations Guidelines for Instructions

Process Explanations Versus Instructions

Process Explanations 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

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

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?

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

Follow the ABC Format Body

Paragraphs List of steps

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

Use an Objective Point of View Explain a process rather than direct how it

is to be done

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

Use Flowcharts for Complex Processes Supplement a paragraph or list description with

a flowchart

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

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

Select the Correct Technical Level Select a language that every reader can

understand Use techniques of definition and description

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

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

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

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

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

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

Use Graphics Place an illustration next to every major step

when The instructions or equipment are complicated The audience may contain hurried readers

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

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

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