1. THE LANGUAGE OF INSTRUCTIONS or TECHNICAL WRITING
WRITTEN INSTRUCTIONS/ ORAL INSTRUCTIONS
Ref: Pinner, D Communication Skills ch 11 pp , ch17 pp

2. Introduction
The aim of writing/giving Instructions is to enable a person to carry out a task or use a piece of equipment, in the simplest, most economical and safest manner.

3. The Writing Process Plan what you need to include Limiting the content
Planning
Plan what you need to include
Limiting the content
Tell the reader only what they need to know
Headings
Headings aid the readers’ understanding eg. Underlining, bold and italicizing
Prepare a rough draft
Prepare a rough draft then place instructions in logical order.
Vocabulary and Grammar
Choose your words carefully. Work with a Dictionary and a Thesaurus.

4. Describing Objects and Machines
Giving clear descriptions
Provide simple descriptions
Organize descriptions in a logical way
Be brief and clear

5. Use the following method when describing objects & machines
NAME OBJECT - State the name of the object or machine you are describing. PURPOSE - Describe its purpose or what it is used for. OPERATION - Give a clear and specific step by step description of the tools’ or machine’s operation, ie, how it is used. CHECKPOINTS - prevent short term problems from happening to the machine. For eg. Do not use a screw driver as a hammer. WARNINGS – protect the user of the machine from injury. For eg. DO NOT play with the screw driver as it can cause injury. PREPARATION & CLEAN UP – refers to cleaning up after using the object and storing it in its proper place. For eg. After using the screw driver, wipe it down and place it back in the tool box. DIAGRAMS – draw an accurate diagram of the object and correctly label its parts.

6. Describing a Process
A Process is a series of tasks performed in
order to do or make something.
Describing a Process is different from Describing an object. Do not confuse the two.
Begin with the simple steps or tasks then move to more complex ones. Then describe the process in terms of Cause and Effect.

7. Use the following method when Describing a Process:
NAME PROCESS – state the name of the process you have chosen. For eg. “How to make lemon juice.”
LIST EQUIPMENT – make a list of all the necessary equipment that you will need for that process.
OPERATION – give a step by step description of the process or operation.
COMPLETED PRODUCT – describe the completed product or action.

8. Principles of Written Instructions
Layout – must be neat and in logical arrangement, the decimal method could be used here.
Sub-Headings – use sub-headings to differentiate between the different parts of Describing an Object or Process.
Language -
Complete sentences must be used. Sentences must also be short, specific and clear. Avoid ambiguous sentences. Stick to simple sentences.
Imperative Verbs – use imperative or commanding verbs.
Diagrams – include diagrams which must be accurate and clear.

9. Individual Oral Instruction CEDAR
Create Interest : Explain why it is important – be relaxed
Explain : Briefly explain task
Demonstrate
show task at suitable pace
Breakdown sheet may help
Be patient, encourage questions
Stress key points and safety measures

10. Repeat if necessary
Assess : Ask learner to carry out task
- Watch carefully and correct errors immediately
- Praise good performance
- Stress standard and speed required
Review : Allow worker to do the work alone
- Check, praise/correct
- Inform worker of whom to see should he/she have problems in future.