Writing Instructions

• Write complete instructions.• Make right assumptions.• Don’t write ambiguous instructions.• Provide correct sequence for faultless

operation.• Test your instructions.

Writing Instructions

• Come up with a good layout for your instructions.

• Organize document in a logical sequence.• Design warnings for emphasis.• Number the instructions.• Follow imperative sentence structure. Write

complete instructions.

Are instructions complete?

• Make wise judgments about readers’ knowledge.

• Don’t leave out any (easy, insignificant) instructions.

What assumptions do you make?

• When using technical terms• When using familiar words in special ways

• (Put yourself in readers’ frame of reference. Over familiarity may cause carelessness.)

Don’t be ambiguous

• Relative words Back, front, top, bottom, hot, cold, large,

small

Eg. Select a suitable amount of choke for the weather conditions and temperature of the engine.

Don’t be ambiguous

• Words with double meaning

Eg. Set the temperature control to 2 C (6 F) 0̊8̊ 0̊� 8̊�and run up the transmitter to normal working.

Eg. Check undercarriage locking pin. If bent, replace.

Eg. Check reading of the thermocouple read-out.

Don’t be ambiguous

• Unusual words, or unusual usages of familiar words

Eg. The battery tray should be removed from its mounting which will be found on the offside of the car on the wheel valence.

Eg. After the program has been entered, the software pilot lights are displayed.

Ambiguous grammar

• The screw on the connections must be loosened to enable the cable to be entered.

• Cooking spaghetti: Put three pints of water on the cooker--drop in spaghetti--stir.

Safety Notices

• Danger• Warning• Caution• Note

Using Safety Notices

• Choose relevant notice.• Place it appropriately.• Use appropriate symbols, colors, and other

design tools.

When to Use Notes

• Explanations for procedures making them easy to follow

• Cautions to avoid problems• Suggesting alternative ways of doing

something• Affirming present conditions aren’t dangerous

Wording of Danger/Warnings

• Capital letters• Bold type• Different color• Simple• Clear imperative

Useful Graphics for Instructions

• Illustrations• Flow charts• Numbered steps• Trouble shooting charts

Basic syntax

• Simple imperative “Switch....”• Conditional phrase + imperative “If..., switch....”• Locating phrase + imperative “At panel B, switch....”

Syntax

• Close the steam valve by turning V4 clockwise, if the temperature reading is over 27 C.5̊ 5̊�

• If the temperature reading is over 275 C, close the steam valve by turning V4 clockwise.

Avoid negative instructions

• Keeping a string of reversals in mind is difficult.

Eg. Pressure must not be lowered until the temp is not less than 7 C.0̊ 0̊�

• Avoid negatives for warning

Eg. Do not open value G 24 until the pressure is below2.4 kg/cm

Sequence of Sections

• Objective, purpose• Equipment, tools, materials, condition• Background knowledge of audience• Logical organization of steps• Placement of notices• Trouble shooting charts

Writing Style• Short sentences• .Present tense• .Imperative mood• .One sentence one instruction• .Instructions separated from explanation• .Active voice• .Parallelism• .Retain articles• .Precise measurement

Avoid the Following

• Nominalization• .Noun strings• .Wordiness• .Difficult words• .Abstract words

Instructions

• Readers are active participants.• .Each instructions is a piece of tool.

Can We Make Instructions Motivational?

• To motivate users to read and follow instructions more carefully

• .To increase the appreciation of the product• .To make the instructions more

communicative• .To meet the user’s wish to enjoy him/herself

with the product and instructions

How to Make Instructions Motivational?

• Create appropriate personas• .Friend, helper, expert, nontechnical person• .Use narratives• .Testimonials• .Anecdotes• .Stories• .Examples

How to Make Instructions Motivational?

• Make goals attractive– Announcing what has been achieved and what else to be

done– Announcing the results and advantages of certain actions

and then presenting the instructions• Encourage confidence• Stories/testimonials from others• Emphasizing the doableness of tasks

• Michael Steehouder and Nicole Loorbach, “How Can We Make User Instructions Motivational?” IPCC Proceedings, 2004