WritingUser-Friendly Instructions

You’ll have 4 sets of readings

• World Wide Web site (click here for access)

• an instruction checklist (below)

You’ll have 4 sets of readings

• 3 sets of student-written instructions (see the starting page for lesson 7)

• Microsoft Word Helpful Hints (see the starting page for

the Instruction lesson)

Instruction Checklist

Instruction Checklist

• Use this list to help you write effective instructions.

• This list also contains my grading criteria.

Title• Clear

• Precise

• Limiting

Vague title: "Changing a Flat Tire"

Precise title: "Changing a Flat Tire on a Toyota Corolla, 1994-1998"

Introduction• states your purpose

• establishes the parameters--what the instructions will or will not include

Introduction• explains the benefits to

the user--a sales pitch to use the instructions

• previews upcoming information

Introduction• estimates the time

needed to complete the steps

• informs the reader of any special circumstances

Example introduction• Find the introduction

• Find all of the parts of the introduction

List of materials / tools• contains some

introductory text

• uses a list format

Steps• Include only one verb per

step

• Every sentence within your steps should have a number or a bullet

Steps• Number each step--every

sentence that is giving a command

• Bullet all informational sentences--every sentence that is not giving a command

Steps• Include all steps--don't

leave any out

• List all steps in chronological order

Steps• Place the most important

information first within the step

• Make all instructions thorough

Steps• Use examples where

needed

Steps• Group related

instructions into subgroups with headings–each subgroup should

begin with #1

Steps• Show the relationships

between steps in cases of danger or intricate operations

Warnings• Warn of danger to

persons or property

Warnings• place them immediately

before the step to which the warning relates

Warnings• Make them visually

prominent, with borders, colors, symbols, etc.

Warnings• include a thorough

explanation of the warning

Cautions• state precautions to

avoid injuries, problems, etc.

Cautions• place them immediately

before the step

Cautions• are visually prominent

with borders, colors, symbols, etc.

Cautions• include a thorough

explanation

Notes and / or Hints• state helpful information

Notes and / or Hints• place them appropriately

–sometimes before a step

–sometimes after a step

Notes and / or Hints• make them visually

prominent

Conclusion• provide a sense of

closure, reassurance, congratulations

Conclusion• describe the results

Conclusion• make it a paragraph--not

another step

Conclusion• may explain the

maintenance of the product

Accurate audience analysis

• appropriate language level/specialized terms

Accurate audience analysis• appropriate examples

used

Accurate audience analysis• ample detail given

Accurate audience analysis• adequate background

given

Accurate audience analysis• determine how the

readers will use this document

Accurate audience analysis• determine the actual

setting of the users

Effective presentation

• Audience

• Setting

Size, Shape, & Form

• 8.5" x 11" • poster• Video (turn in the script, too)• website• anything your skill and

creativity tell you would be effective

$$$$$$ Expense? $$$$$$

• Laminated?

• Enlargements?

• Photographs?

Sticky-note policySticky-note policy

Effective format• single space within steps

• double space between steps

Effective format• do not continue a step or

an illustration onto a new page–no widows or orphans

Effective format• number the steps

Effective format• each numbered step

should contain only one sentence

Effective format• bulleted informational

sentences may contain more than one sentence, but only if they contain one main idea

Effective format• inviting, persuasive,

user-friendly appearance

Effective format• use effective white

space: keep it uncluttered

Effective format• access should be easy in,

easy out

Headings• use headings to divide

major steps from sub-steps

• use left hanging headings

Headings• use specific words for

headings

• use verb-based headings

Fonts• Attractive, readable font

for text–nothing distracting or hard to read

–no courier

Fonts• More creative font for

headings–Free fonts on the Internet

–Google: “free fonts”

Fonts

•Bell Bottom•JetSetSSK, 123•Paper Bag

Style• clear language

• simple language

Style• Articles used

–the, an, a

–If you can't tell where you need to use an article, read your instructions aloud. If you sound like a robot, then add the article.

Style• imperative mood

–a command•Turn on the switch

Style• maintain nomenclature

–always refer to the same item by the same name

Style• Concise

• Active voice

• Precise language

• Unambiguous language

Sentence Structure• short, direct sentences

• similar sentence structure

• strong verbs, usually at the beginning of sentences

Illustrations

• Useful

• Placed adjacent to the instruction

Illustrations• referred to in the text

–“Place the bricks side by side, as shown in Figure 14. Placing the Bricks”

Illustrations• Accurate

Illustrations• numbered and labeled as

an illustration–Figure 1. Sandblasting

Illustrations• label the parts of the

visual

Illustrations• note any differences

between visual and reality

Illustrations• reinforce visually the

verbal information

Illustrations• used at each opportunity

Illustrations• add color

Illustrations• line drawings preferable

to fuzzy  photographs

User testing• test your instructions on

the actual users

• revise problem areas