1. Chapter 19 Writing Instructions and Manuals

2. Analyze your audience and purpose. Gather and organize your information. Design the document. Draft the document. Revise, edit, and proofread the document. Conduct usability tests of the document. 2 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

3. What are your reader’s expectations? Do you need to create more than one set of instructions for different audiences? What languages should you use? Will the environment in which the instructions are read affect the document design? 3 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

4. Should you make your pages multilingual? Will readers be anxious about the information? Will the environment in which the instructions are read affect the page design or typography? 4 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

5. Create an open, airy design. Clearly relate the graphics to the text. 5 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

6. Title General introduction Safety information Step-by-step instructions Conclusion Example 6 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

7. Title should be simple and clear! Title should describe the activity to be performed Use verbs Effective titles: How-to. “How to Install the J112 Shock Absorbers” Gerund. “Installing the J112 Shock Absorber” Ineffective titles: Noun strings. “J112 Shock Absorber Installation Instructions” 7 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

8. Who should use this manual? What product, procedure, or system does the manual describe? What is the manual’s purpose? What are the manual’s major components? How should the manual be used? 8 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

9. Who should carry out the task? Why should the reader carry out this task? When should the reader carry out this task? What safety measures or other concerns should the reader understand? What items will the reader need? Materials list How long will the task take? 9 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

10. Write effective safety information. Design effective safety information. Place safety information in the appropriate location. 10 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

11. Write effective safety information. Be clear and concise “Safety glasses required” Design effective safety information. Prominent & easy to read Use of symbols Place safety information where reader is most likely to see it! Repeat if necessary! Example – text Example Example - symbols Example 11 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

12. Danger: an immediate and serious hazard that will likely be fatal Warning: potential for serious injury or death or serious damage to equipment Caution: potential for anything from moderate injury to serious equipment damage or destruction Note: a tip or suggestion to help readers carry out the procedure successfully 12 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's DANGER WARNING CAUTION

13. Structure the body according to how the reader will use it. Write clearly. Be informal, if appropriate. Use graphics. 13 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

14. Number the instructions. Present the right amount of information in each step. Use the imperative mood. “Attach the red wire…” Don’t confuse steps and feedback statements. “Insert disk” vs. “The system will now update…” Include graphics. Do not omit the articles (a, an, the) to save space. Example 14 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

15. Assume the reader has completed the task What should be the reader’s next steps Maintenance tips Troubleshooting guide 15 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

16. Publish a "new" manual. Publish a "revised" manual. 16 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

17. In what language should the information be written? Do the text or graphics need to be modified? What is the reader’s technological infrastructure? 17 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

18. Applicable for product testing as well as documentation testing Particularly with installation manuals It permeates product development. It involves studying real users as they use the product. It involves setting measurable goals and determining whether the product meets them. 18 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

19. Understand your users’ needs. Determine the purpose of the test. Staff the test team. Set up the test environment. Develop a test plan. Select participants. Prepare the test materials. Conduct a pilot test. 19 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

20. Staying organized Interacting with the participant Debriefing the participant 20 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's

21. Tabulate the information. Analyze the information. Report the information. Modify the product/manual and re-test if necessary. 21 Chapter 19. Writing Instructions and Manuals © 2007 by Bedford/St. Martin's