Difference between revisions of "Instructions"

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Guidelines for Instructions

The text covers several guidelines for writing good instructions. Here we will emphasize how each guideline can assist the reader and avoid frustration.

An Example

Below are example instructions that employ nearly all of the guidelines. Below the instruction, we'll outline how each of the guidelines were effectively used, and demonstrate pitfalls of not using them.

These instructions detail the preparation of a Blizzard/McFlurry (or other similar ice cream or frozen yogurt treat) using given fast-food machinery, for the purpose of serving a customer. The presumed audience is someone completely new to the process of making this delicious item, who has no outside assistance at the moment. As such, the instructions need to be thorough, as well as easy to understand and follow. Note: These instructions assume the reader already has the required machinery and materials at hand.

Making a Blizzard

To make a Blizzard, follow the steps below. Making a Blizzard involves first putting ice-cream and toppings in a cup, and then blending them together using a blending machine.

Materials needed:

Guideline 1: Select the Correct Technical Level

Know your audience! You'll want to write your instructions in such a way that your least technical readers can understand them. Use language that all readers can understand, defining terms beforehand as needed.

Guideline 2: Provide Introductory Information

Providing proper introductory information is key. Instructions should follow the ABC format (Abstract/Body/Conclusion).

An introduction should include:

• a purpose statement (What will following these instruction accomplish?)
• a summary of the main steps (Briefly describe what following the steps will involve.)
• a list of materials needed (Whether you use an illustration, a textual list, or reference to a list, readers need to know beforehand whether they have all the proper tools.)

Other introductory information that may help readers:

• Helpful pointers
• Definitions of terms
• Theory of how something works
• Dangers, warnings, cautions, or notes that apply to all steps

Guideline 3: Use Numbered Lists in the Body

Instructions are much easier to read as lists of steps, rather than longer paragraphs. Keep in mind that readers may frequently switch their attention between your instructions and the actual task. Using numbered lists, readers can always know what step they're at.

Guideline 4: Group Steps under Task Headings

It is a good idea to group steps into logical, labeled stages, rather than using one long list with no groupings. This will help the reader both follow and better understand the process.

Guideline 5: Place One Action in a Step

For exactly the same reasons that you shouldn't put several steps in a lengthy paragraph, you should also avoid putting multiple actions in one step. Unless two actions are to be done at the same time, each step should have no more than one action. Readers shouldn't have to read through lengthy steps to figure out which part of the step they're in.

Guideline 6: Lead off Each Action Step with a Verb

Starting each step with a verb lets the reader immediately know what action is required in the step.

Guideline 7: Remove Extra Information from the Step

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Guideline 8: Use Bullets or Letters for Emphasis

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Guideline 9: Emphasize Cautions, Warnings, and Dangers

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Guideline 10: Keep a Simple Style

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Guideline 11: Use Graphics

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Guideline 12: Test Your Instructions