instructions

Instructions: 

Instructions A type of process

The Assignment:: 

The Assignment: Write a description of a process you know well. You may describe any type of process; this power point will focus on writing instructions. Length: Around 500 words Format: Memo or Letter Context/Audience: Your format should apparent from the context, and your context should be apparent from the introduction. You may address a manager OR customers.

More on the assignment: 

More on the assignment Your instructions may be related to a job you have had, to a hobby, or to a process you have learned in school; But be sure to place the instructions in a workplace context.

Instructions: 

Instructions Again, a visual aid counts as extra credit. -- 2 points for a download --4 points for a drawing. No Credit for a undocumented visual aid taken from another source. Use Headings liberally.

ROLE OF INSTRUCTIONS AND MANUALS IN TECHNICAL WRITING: 

ROLE OF INSTRUCTIONS AND MANUALS IN TECHNICAL WRITING central to tech writing; may be asked to write or to contribute to; world is more sophisticated; trend is to produce "user friendly" documents.

What is a Manual?: 

What is a Manual? A manual is a longer document consisting primarily of sets of instructions for different processes.

Liability: 

Liability Every year, about 10% of all workers are hurt on the job. If a worker/reader is injured because of instructions that are 1. Inaccurate 2. Incomplete 3. Unclear Then the injured party can sue. Legal experts claim it is easier to prove an error in the instructions than in product design.

Legal guidelines:: 

Legal guidelines: 1. A clear and limiting title Which is better: “Instructions for Cleaning a Laser Printer” or “The Laser Printer”? 2. Write from an informed context;  3. Divide the process into logically ordered steps.

4. Visual aids are also helpful. : 

4. Visual aids are also helpful. Some experts advise a visual aid for every step. Extra credit will be awarded only once for a visual aid, though. Drawings are usually superior since they allow greater emphasis on what will be most important for the audience. The less specialized the audience, the more they need visual aids.

Screen shots can be helpful for instructions related to computers.: 

Screen shots can be helpful for instructions related to computers.

To approach the appropriate level of technicality, do three things:: 

To approach the appropriate level of technicality, do three things: 1. Provide background: For example, how would you convince readers to keep a backup disk with all their work on it?

2.  State your assumptions about your audience’s level of technicality:: 

2.  State your assumptions about your audience’s level of technicality: To follow these instructions, you should be able to identify these parts of your computer: DVD player, CD player and USB port. What does “initializing” mean to a computer user?

3. Provide detailed explanations.: 

3. Provide detailed explanations. Imagine these instructions are in a high-voltage industrial area: In case of shock   1.  Check vital signs. 2.  Establish an airway. 3. Administer external cardiac massage 4.  Ventilate if cyanosed. 5. Treat for shock

To Summarize, so far:: 

To Summarize, so far: 1. Give readers everything they need to know to perform the process 2.   Give them no more than they need to know to complete a step.   3.  Omit steps and tools obvious to the reader, but be careful here.

To Summarize . . . . : 

To Summarize . . . . 4. Adjust the rate of information by adding detail when you want to slow your reader down.

Notes, cautions, warnings, and dangers : 

Notes, cautions, warnings, and dangers Notes clarify a point, emphasize vital information or describe options/alternatives.   Note: The computer will not format a disk that is scratched or imperfect.

Cautions: 

Cautions prevent mistakes that could cause injury or damage to the equipment. Caution: A momentary electrical surge or power failure can erase the contents of the internal memory. To avoid losing your work, be sure to use a backup disk.

Warnings: 

Warnings alert users to potential threat to life or limb. Warning: To prevent electrical shock, always disconnect your printer from its power source before cleaning the internal parts.

Dangers: 

Dangers identify an immediate hazard to life or limb. Danger: The red canister contains DEADLY radioactive material. Do not break the safety seal under any circumstances.

On style: 

On style Be sure to use active voice, imperative style. Which is best:  Type in your access code.  The user types in his access code.  You should type in your access code.  It is important to type in your access code.  The access code is typed in.

Follow parallel structure.Which step lacks parallel structure?: 

Follow parallel structure. Which step lacks parallel structure? To log on to the DEC 250, follow these steps: 1.  Switch the terminal to “on.” 2. The control key and the “C” key are pressed simultaneously. 3. Type “LOG ON” and press the escape key. 4. Type your user number and press the escape key.

Avoid confusing sentence structure. Which phrasing is the less confusing?: 

Avoid confusing sentence structure. Which phrasing is the less confusing? Insert the disk in the drive after switching on the computer. After you switch on the computer, insert the disk in the drive.

Instructions Instructions : 

Instructions Instructions I. Introduction  A. Establish a context. B. Consider/specify audience. Cite prior knowledge/skills C. Specify benefits of the instructions D. Define any terms. E. Brief overall description of the procedure F. Principle of operation.

Instructions Outline Continued: 

Instructions Outline Continued G.materials/equipment/special conditions H. Warnings I. List of major steps

Instructions Outline Continued: 

Instructions Outline Continued II Instructions   A. First Major step 1. Definition and Purpose 2. Materials/equipment for this step 3. Substeps   B. Second Major Step    

Instructions Outline Continued: 

Instructions Outline Continued III Conclusion A. Review of major steps B. Troubleshooting Recommendation This outline is meant to offer guidance on how to develop your instructions, not to dictate exactly how it should be written. However, it is important to have a review of the steps and a troubleshooting section.