1. William Sanborn Pfeiffer Kaye Adkins
Technical Communication A Practical Approach Chapter 8: Process Explanations and Instructions
William Sanborn Pfeiffer
Kaye Adkins

2. Process Explanations and Instructions
Process Explanations Versus Instructions
Guidelines for Process Explanations
Guidelines for Instructions

3. Process Explanations Versus Instructions
Provide information to help readers understand what has been done, is being done, or will be done
Process Instructions
Show readers how to perform the process

4. Process Explanations Versus Instructions

5. Guidelines for Process Explanations
Purposes
Describing an experiment
Explaining how a machine works
Recording steps in developing a new product
Describing what happened during a field test

6. Guidelines for Process Explanations
Know Your Purpose and Audience
Follow the ABC Format
Use an Objective Point of View
Choose the Right Amount of Detail
Use Flowcharts for Complex Processes

7. Guidelines for Process Explanations
Know Your Purpose and Audience
Do you need to provide an overview or specific details?
Do readers understand the technical content or are they general readers?
Do readers have mixed technical backgrounds?
Does the description supply supporting information, or is it the main part of document?

8. Guidelines for Process Explanations
Follow the ABC Format
Abstract
Purpose statement
Overview or list of the main steps that follow
List of equipment or materials used in the process

9. Guidelines for Process Explanations
Follow the ABC Format
Body
Paragraphs
List of steps

10. Guidelines for Process Explanations

11. Guidelines for Process Explanations
Follow the ABC Format
Conclusion
Keeps the process from ending abruptly
Helps the reader put the steps together into a coherent whole
Shows how the process fits into a larger context

12. Guidelines for Process Explanations
Use an Objective Point of View
Explain a process rather than direct how it is to be done

13. Guidelines for Process Explanations
Choose the Right Amount of Detail
Subdivide information for easy reading
In paragraph format use
Headings
Subheadings
In list format use
An outline arrangement of points and subpoints
Place related steps into groups

14. Guidelines for Process Explanations
Use Flowcharts for Complex Processes
Supplement a paragraph or list description with a flowchart

15. Guidelines for Process Explanations

16. Guidelines for Instructions
Select the Correct Technical Level
Follow the ABC Format
Use Numbered Lists in the Body
Group Steps Under Task Headings
Place One Action in a Step
Lead Off Each Action Step with a Verb

17. Guidelines for Instructions
Remove Extra Information from the Step
Use Bullets or Letters for Emphasis
Emphasize Cautions, Warnings, and Dangers
Keep a Simple Style
Use Graphics
Usability Testing

18. Guidelines for Instructions
Select the Correct Technical Level
Select a language that every reader can understand
Use techniques of definition and description

19. Guidelines for Instructions
Provide Introductory Information
Follow the ABC Format
Abstract: purpose statement
Body: summary of the main steps
Conclusion: list or illustration
Consider the following additional items:
Pointers
Definitions
Theories
Notes, cautions, warnings, and dangers

20. Guidelines for Instructions
Use Numbered Lists in the Body
Group Steps under Task Headings
They divide fragmented information into manageable “chunks”
They give reader a sense of accomplishment
Place One Action in a Step
Break up complex steps into units

21. Guidelines for Instructions
Lead Off Each Action Step with a Verb
Use the command form of a verb
Remove Extra Information from the Step
Label with “Note” or “Result”
Use Bullets or Letters for Emphasis
Save numbers for your steps
Use bullets for a few items
Use letters for several items

22. Guidelines for Instructions
Emphasize Cautions, Warnings, and Dangers
Caution
Possibility of damage to equipment or materials
Warning
Possibility of injury to people
Danger
Probability of injury or death to people

23. Guidelines for Instructions
Emphasize Cautions, Warnings, and Dangers
Placement options
Place in a separate section right before the instructions begin
Place in the text of the instructions
Place repeatedly throughout the instructions

24. Guidelines for Instructions
Keep a Simple Style
Keep sentences short
Use informal definitions
Use short words
Be specific

25. Guidelines for Instructions
Use Graphics
Place an illustration next to every major step when
The instructions or equipment are complicated
The audience may contain hurried readers

26. Guidelines for Instructions
Test Your Instructions
Perform usability testing
Team up with another class member or colleague
Give this person a draft of your instructions
Observe this person following your instructions
Revise your instructions

27. Guidelines for Instructions
Point-of-Use Instructions
Pop-ups
Help files
Quick-start guides
Posters and decals