Instructions

COMP3040 > Common Components

Introduction

The intro text.

...by students dshjfhdskjfshd! Guidelines for Instructions The textbook covers several guidelines for writing good instructions. Here we will emphasize how each guideline can assist the reader and help avoid frustration. 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 a step with a verb lets the reader immediately know what action is required in the step. Guideline 7: Remove Extra Information from the Step To avoid lengthy steps, separate the action from any extra information, and keep the action at the beginning of the step. It is common to include extra information in a "note" right after the action. Note: This note is demonstrating the use of a note. Guideline 8: Use Bullets or Letters for Emphasis To emphasize certain information or to make longer steps more readable, use bullets or lettered lists. (Numbered lists should be avoided if your steps are already using numbers.) You should be seeing an important trend by now: instructions should be as easy as possible to read at a glance. Guideline 9: Emphasize Cautions, Warnings, and Dangers Highlighting risks is an important obligation. The following three terms (in increasing order of seriousness) are commonly used to denote risks: Caution Warning Danger You may choose to put cautions, warnings, and dangers immediately before the instructions; this is best when the risks are associated with the entire procedure. Another option is to placing the warnings inside the instructions, along with the steps they apply to. It is best to put the warning before the actual action. In addition, use formatting to make any cautions/warnings/dangers visually stand out. Guideline 10: Keep a Simple Style Again, keeping a simple style that's easy to read is paramount. The textbook suggests techniques to accomplish this: Keep sentences short. Use informal definitions (in parentheses, so the reader doesn't have to search for them) to define terms not understood by all readers. Never use a "big" word (such as "paramount" or "suffice") when a more commonly known word will suffice. Be specific, and avoid words with multiple interpretations. Guideline 11: Use Graphics Graphics/illustrations can be extremely important, especially when your instructions deal with equipment. Use graphics for every major step if the instructions are complicated to understand without graphics, or if readers may be in a hurry, or poor at reading. Otherwise, it's often useful to include at least a few diagrams for the entire set of instructions. Tables can also be incredibly helpful. If you can use a table to display data or matching pairs of information, then you probably should. Guideline 12: Test Your Instructions If possible, get someone to try out your instructions. Observed results and feedback can uncover problems that would otherwise not be fixed. Example Instructions Below are example instructions to demonstrate the use of the guidelines. The final section on this page will discuss this example, and give additional tips, and some exceptions to using the guidelines. Preface 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, and has at least a vague idea of what a Blizzard is. The Instructions Making a Blizzard To make a Blizzard, follow the instructions 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: Soft ice cream Toppings - Any other ingredients in a Blizzard. Could include crushed candy, strawberry sauce, etc. Cups Spoons Blending machine - Has a vertical rod that rotates to blend a Blizzard in a cup. The machine is controlled by a foot pedal - putting more pressure on the pedal will make the rod rotate faster. Metal shield - A ring that fits on top of (and partially inside) a cup to stop ice cream from splashing out while blending. Instructions: 1. Fit metal shield on to top of a fresh cup. Filling the cup: 2. Fill cup half-way with ice cream. 3. Add toppings. 4. Fill cup to the top with ice cream. Note: It is ok if the ice cream is filled above the cup's rim. Blending: 5. Position cup underneath blender so that the rod is inside the ice cream. Caution: Always keep a firm grip on the cup while blending. 6. Simultaneously: Gently push down blender pedal with your foot to start blending. Slowly move cup up/down to mix the entire contents, keeping the foot pedal pressed down. Continue until finished blending. 7. Lower cup so the rod is no longer in the ice cream, keeping pressure on the foot pedal. Note: Do no lower the cup too much, or the rotating blending rod could spray above the metal shield. 8. Release foot from blender pedal. Serving: 9. Remove metal shield from cup. 10. Get a spoon. 11. Serve. Clean-up: 12. Rinse metal shield in water before next use. Discussion of the Example Guideline 1: Select the Correct Technical Level These instructions have been prefaced by a description of the audience. It's good to target the "lowest common denominator" - that is, the readers with the least technical knowledge on the subject. It's also good to not go overboard; in this example, it's reasonable to assume the reader knows what cups and spoons are. Guideline 2: Provide Introductory Information Before getting into the steps, the introduction includes a purpose statement (sort of), a summary of the main steps, a list of materials, definitions of unfamiliar terms, and a description of the blending machine. Guideline 3: Use Numbered Lists in the Body Guideline 4: Group Steps under Task Headings Guideline 5: Place One Action in a Step Guideline 6: Lead off Each Action Step with a Verb Guideline 7: Remove Extra Information from the Step Guideline 8: Use Bullets or Letters for Emphasis Guideline 9: Emphasize Cautions, Warnings, and Dangers Guideline 10: Keep a Simple Style Guideline 11: Use Graphics ====Guideline 12: Test Your Instructions====