2. Instructions

3. Usable instructions IDG's Dummies guides reveals how most of us feel when we read instructions: like dummies. We read and reread complex sentences, we flip back and forth between pages to relate a picture to a certain point in the text, we scratch our heads and (cursing) fling the book against the wall on the other side of the room.

4. Who’s to blame for bad instructions The simple fact is, if users feel like idiots when they read instructions, it's usually the writer's fault.

5. Task analysis u Define the set of actions –Start with the actions, not the equipment –How to know the step was completed u Define the context –What else is happening u Define the environment –Design difference for plant floor vs office

6. Is this how you enter text?

7. Audience analysis u Who is the user –User goals –Attitude toward use –Level of knowledge

8. Audience analysis ? Exercise to identify appropriate audience

9. Use expected actions u Use menus and mouse clicks. Don’t user expert/power user short cuts. u Be consistent in terms.

10. Writing instructions u Use imperative mood (commands) –First word is an action verb u Examples –Turn the knob to 5 –NOT: Then you should turn the knob to 5 –Set the switch to ON –NOT: The switch should now be turned ON

11. Writing instructions u Conditional clauses go first –People read and act in text order u Example –After the light turns red, set the switch to 7. –NOT: Set the switch to 7 after the light turns red. –NOT: Click on Format Text Box while using the right mouse key

12. Each step stands alone u Write the step so it stands alone. u Do not use phrases such as “next,” or “then”. u Example: 3. Next click on the drive... 6. Then set the blue lever to...

13. Practice

18. Instructions – Day 2

20. Parts of a procedure u Introduction Explain purpose Describe when applicable u Instruction steps Give steps, results, and required visuals u Optional section Troubleshooting or additional tips u NO conclusion

21. Chunk the text u Group the text into complete actions –Use headings to break the text up –Keep the user oriented u Chunks come from the task analysis u Think of hierarchy of actions

22. Software menu options u Standard convention for software menus is to hypenate the words when using multiple levels of menus. u Match menu spelling and wording

23. Examples of software menus u Example –Insert-Picture-From file –Tools-options u Poor examples –Click Header and Footer under the View menu –Click on Picture under the Insert menu, then From File.

24. Give results u Tell the user what the step will accomplish. How can they tell it has completed properly u Write in terms of Action/Result u Example Action: Set the CP-3 valve switch to OPEN. Result: The valve indicator light turns red.

25. Multiple levels of instructions u Use sub-steps to support various skill levels in the audience. u Make each major step a complete action. The sub-steps give the details to accomplish that action. u An experienced user can just read the step and other people can follow each sub-step.

26. Multiple levels of instructions

27. Supporting text u Requirements go up front, not with steps –Tool lists –When to accomplish the instructions –Prerequisites for the instructions u Step 7 is not the time to find out a special wrench is needed to remove the part.

28. Supporting text u What does pressing shift do? Does the user need to press shift?

29. Explanatory information u Provide explanations at the beginning u Include minimal explanations of why the steps are performed with the steps. u Any explanations must be obviously explanations, so users don’t think they are steps.

30. Word – Track changes ? Word can track all edits you make Word 2000 Word XP or 2003

31. Word – Track changes ? Use track changes for the instructions rewrite assignment due next time. ? Make your edits and email me a copy

32. Practice

38. Instructions – Day 3

39. Visuals u Show visual of the action u May show the result of the step u Don’t include extraneous visuals. Each step does not require one Poor example: showing a drop down menu u Respect the page margins

40. Visuals u Place the visual with the step u Step should come first, then the visual u Crop the visual to the smallest size –Use multiple small images –One large visual can be confusing u Visual design must be consistent –Beware of copying from multiple sources

41. Which visual works best ? Full screen capture

42. Which visual works best ? Image cropped to area of interest

43. Problems with text and visual

45. Color in graphics ? Web has lots of colored figures, but most technical documents are produced in black and white. ? Loss of color can create a gray blob. ? Convert the graphic to BW with a image program, do not let the copier do it.

46. Snag-it ? 30 day trial program on your CD ? Only for use at home. It cannot be installed on a school PC ? Provides you with the ability to capture screen areas

47. Installing Snag-it

48. Using Snag-it

49. ? Convert to gray scale (Colors – grayscale) ? File-Save as… (save as GIF or JPG)

50. Practice

55. Instructions – Day 4

56. Layout of instructions

59. Running headers in Word ? For your instruction assignment, the running headers and the overall page layout must be for a front-back spread. ? The instructions are on the two facing pages when you open the book.

60. Running headers

61. Different right and left running headers ? File-Page set up-Layout

62. Running headers

63. Page breaks in Word

64. Instructions – Day 5

70. User test set up ? Group assignments

71. End