Guidelines and Instructions Unit 5 BBS First Year Business English

 

Link: https://www.youtube.com/watch?v=2DFFnqqbIQU

Guidelines and Instructions  

Guidelines, instructions and manuals cover an increasingly expanding area of business communication. They use a variety of other formats such as flyers, leaflets, and booklets. There are several terms used to indicate guidelines and instructions. Therefore, the following are the key terms and their meanings: 

•      Guide: It provides a person with guiding information; a book, pamphlet, etc. that gives information, instructions or advice. It is a handbook or a guidebook that gives directions, advice and information as well. Eg: The book on painting was a great guide for me.

•      Guideline: It is a guideline as a rule by which someone is instructed on how something should be done. It is usually used as the plural form of ‘guidelines’. Eg: Here are some basic guidelines for helping you choose a dishwasher.

•      Manual: It is a small book, especially with instructions or information that is conveniently handled. It is easily operated using the hands. Eg: We lost the instruction manual, so we could not put our bikes together.

•      Instruction: It is an action that helps to instruct or teach, informing of the knowledge or skills. Eg: The instruction book generally gives information for setting up and using the machines.

•      Primer: It is a small introductory book on any subject that serves as the first means of instruction.

•      Vade mecum: It is a Latin word that refers to ‘go with me which is a pocket manual or a handbook.

The keywords manual, guide, and instruction are used interchangeably, but a Manual is the most comprehensive document with detailed information about the operation and maintenance of a product. For example, if you buy a car, you will be provided with an owner’s manual or an operator's manual. A manual may include guidelines and instructions, but it also contains much more information on the product concept and its design.

Guide or Instruction

•      A guide can be simply a pamphlet, a flyer or even a video. More specifically, it focuses on giving simple guidelines or instructions on a particular aspect of a product or service. Moreover, a guide is to coach users on how to use a product effectively in real-life situations. 

•      Instructions are part of a guide, but more specific than a guide. Instructions may be written in the form of flyers, sheets of paper, or a brochure. They provide directions describing the procedures for specific tasks, such as how to open a bottle and how to assemble furniture.

Writing User Manuals and Guides

The general principles(https://www.youtube.com/watch?v=ha522MHVbmo ) of writing effective manuals also apply to writing effective guides and instructions. The following are the tips by Philip Hodgson for writing user manuals and guides:

•      General Guidelines for User Manuals

•      How to Create a Great First Impression

•      How to Enhance Findability

•      How to Give Instructions

•      How to Design Individual Pages in the User Manual

•      How to Design the Physical Manual

Detailed User Manual of GPS (Geographic Positioning System) Vehicle Tracker ( detail on page 222 on your Textbook) 

Guidelines for Writing User Manuals

General Guidelines for User Manuals

·        Provide a real (physical) user manual with the product: don't make people read a PDF.

·        Make sure the instructions map onto the product in all respects.

·        Include a one-page quick start guide.

·        Present instructions as step-by-step procedures.

·        Tell the user what functions there are, what they are for how to use them... not just

·        ...but avoid marketing waffles (they already bought the product!)

·        Ensure that the writers are part of the product design team.

·        Write the user manual in synch with the product's development timeline, not under the pressure of shipping deadlines.

·        Make sure the writers have the product, understand the product, and use the product as they write.

·        Consider the needs of disabled users (i.e., low vision, colour-blind) and provide alternative manuals in Braille, large print, audio, etc.

·        User-test the product and the user manual with real users (including disabled users).

Purposes of Writing Guidelines and Manuals

•      Guidelines and manuals are written to provide guidelines and directions.

•      They are also written for describing procedures, policies and instructions.

•      They are widely used in business and the professional sector.

•      They are useful for everyday work of flushing the toilet, chairing a meeting, writing minutes, and designing brochures.

General Principles for Writing Effective Manuals 

•      They should be simple and easy to read.

•      The manual should focus on quality and should be consistent and logical in all elements.

•      It is written for someone who may not know anything but will have to rely on the guidelines that are written.

•      Keep the format clear and consistent so readers know how to follow the materials.

•      Readers should not wonder where one step ends and another begins.

•      Use strong action verbs to describe the steps.

•      Use better pictures and diagrams that help readers understand the instructions.

•      Use clear and concise language, accurate facts and information.

•      Avoid slang, clichés, jargon or technical language as far as possible.

•      Design well with white space perfectly so that readers can access information.

•      Use clear headings and sub-headings with shorter paragraphs.

•      Trademark and copyright laws should be followed strictly.

•      Make sure to include the logo and full contact information of the company.

•      Update manuals or guidelines periodically. 

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