1. Instructions Teco-61 M. Reber 01_04

2. What are instructions? A form of writing that tells/teaches readers how to do something: create a product perform some physical operation, etc. Context is also provided to explain why and when the reader would want or need to perform that task. Instructions are organized sequentially—one step follows another in the order of performance. Writing that explains how something happens or is done is called “procedures.”

3. How are instructions organized? Instructions usually consist of two parts: An overview A set of individual steps that follow a sequential method of organization The amount and variety of detail given varies depending on the reader’s expertise and the complexity of the operation.

4. What should the overview contain? An opening statement that identifies the purpose and content of the instructions The Hardware Maintenance and Service Manual is the publication you use to isolate and repair any failure of a Field Replaceable Unit (FRU). An explanation of why, when, and where the task should be performed (i.e. under what circumstances, by whom, etc.) Definitions of key terms and ideas the reader must understand to complete the instructions successfully. (Define terms as you go.) A list of materials needed To clean wood furniture you need: Gum turpentine Boiled linseed oil

5. What should the overview contain? (con’t.) A list of tools or equipment needed To hang wallpaper you need the following tools: Smoothing brush Seam roller Pasting brush, etc. A summary of the steps involved (briefly and at a high-level) X-ray film developing includes these five major steps, all performed in darkroom conditions: Developing Rinsing Fixing Rerinsing Drying

6. Tips for writing effective steps Write in the imperative voice (the “you” command form) with the “you” omitted Begin each step with a verb (Do not use passive voice for actions the reader must do) Use only one action per step unless two actions must be performed almost simultaneously Keep each step short and to the point Separate action from the response or result of the action using bold and/or paragraph breaks

7. Tips for writing effective steps (con’t.) Present steps in an uncluttered simple format Each step is separated from the others and identified by step numbers, each in its own paragraph, surrounded by white space. Emphasize important words Menu items may appear in a different typeface or graphically Cater to different levels of experience through design Allow for use as a reference

8. How do I write steps? 1.Find a project for instruction 2.Define the purpose and audience 3.Define the tasks 4.Do some research 5.List equipment and supplies needed 6.Plan the special effects or styles (bold, italics, fonts, spacing, etc.) 7.Plan the terminology

9. How do I write steps? (con’t.) 8.Identify the main headings 9.Plan and develop graphics 10.Write the introduction(s) or overview sections 11.Write the step-by-step procedures 12.Plan special notices (warnings, cautions, etc.) 13.Test the steps 14.Pass steps off for review—usability 15.Revise, revise, revise

10. Doing research Identify the reader’s goal(s) and expert-level Identify materials and equipment needed Identify how long the procedure will take to perform Identify the step-by-step activities of each major stage Identify the precautions to be observed when performing the procedure Identify the visuals that illustrate situations, equipment, actions, and other aspects of the procedure Identify the degree of difficulty that users of your instructions might experience in learning or performing the procedure

11. Your Assignment Choose a procedure or set of related procedures that you know how to do well Change a Flat Tire on Your Bike Knit a Scarf Trim a Christmas Tree Change Your Oil Fillet a Fish (no recipes please) Write a 3-4 page document that teaches someone else how to accomplish that task Make sure to pick something you can handle completely in the page allotment (not too simple, not too complex) Assume that your reader is a relatively educated adult of average intelligence who knows nothing about your topic Include graphics and design your document effectively Build a Campfire Carve a Jack o’ Lantern Shovel Snow Wash a Car Plant a Garden Burn a CD

12. Doing a self assessment If you do not know how to perform the task you are documenting, your instructions will likely be full of errors, ambiguity, and omissions. If you know how to do it perfectly, but assume that others do, too—your instructions will be obtuse, obscure, and incomplete. Good instructions are written by people who know the procedure inside and out AND know how much detailed instruction their readers need Remember: It’s all about the reader’s needs!!