Writing Instructions Unit 5 BBS First Year Business English

  

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Writing Instructions

Instructions share several elements of good manual or guidelines writing. However, manuals are usually long and include many components that instructions omit due to a lack of space. Instructions carry out a procedure that helps to perform a certain task. They are usually written in the active voice and organised in numbered lists in a logical sequence. They mostly use the second person, such as you, your. Text is written with images, graphics and illustrations.

 The difference between manuals and instructions is often in the size of the document and the degree of formality. Writing instruction has a plan ahead. Draft a simple outline and identify the topic. Identify if the reader requires any materials to complete the task. Explain the safety requirements to undertake the task. List all the steps to complete the task successfully. Finally, tell your reader how they can make sure he or she has carried out the task properly.

Seven Key Elements of Writing Instructions

•      According to Hyden, J.S., Jordan A.K., Steinauer M.H. and Jones M.L. (2006), there are seven key elements for writing effective instructions. They are title, introduction, definitions, necessary preparations, steps and closing. They are briefly discussed below:

•      Title: The title tells the reader what the purpose of the instructions is. It is usually centred on the top of the page.

•      Introduction: Instructions may often have more than one purpose. It begins by providing an overview of the task laid out by the instructions. Writing an introduction depends on the nature of the subject and the characteristics of your audience.

•      Definitions: know the level of the vocabulary of your intended audience. Define the technical terms used if your audience does not understand them. The definitions should be immediately given after the first use of the term.

•      Preparations: If you are giving instructions on how to get the baby comfortable and then asleep, tell the reader to maintain the temperature between 67⁰ F and 72⁰ F before beginning the task. The reader may need a baby crib or Kokro.

•      Warning and Precautions: It is your responsibility to ensure that the tasks are done safely and successfully. Therefore, explain the safe conditions to carry out the task. The person following instructions should be prevented from safety hazards, injuries and other risks.

•      Steps: This is the main part of the instructions that may be the longest section. List the steps which they are to be carried out. Leave no room for gaps or confusion between steps. Include just one action for each numbered item in the written instructions. For evaluating the accuracy and clarity of instructions, get somebody to follow them and follow their inputs for improving the instructions.

•      Closing: In this part, you will tell your audience how they followed the instructions correctly and successfully. You may summarise the main steps so that it is kept brief.

Effective instructions are specific. They are logical and sequentially ordered. They do not omit steps. The most important item is always put at the beginning of each sentence. Each sentence has no more than one key idea. They are clear, complete, consistent and understandable. Let’s observe the given instructions that are pretty straightforward:

Samples of Instructions for Writing

HOW TO SET UP THE INTERNET ON MY COMPUTER?

1.           To use Ncell 3 G on your computer or laptop, you can use a Ncell Connect data card. These data cards are available in your nearest Ncell Centre, Ncell Shop, or authorised sellers.

2.           Insert the Ncell SIM card inside the data card and plug it into the USB port of your computer/laptop.

3.           The data card will automatically install the Ncell Connect software. If any prompts asking for permission appear, please allow them.

4.           After the software is installed, click on the Ncell Connect icon to launch the software.

5.           Click on Connect, and then you are ready to surf the internet at the fastest speed in Nepal.

6.           If you have multiple users of the internet in your home or office, you can opt for the Ncell Connect Wi-Fi router, which supports up to 8 users.

7.           Please note that the connectivity and speed of the device will depend on the location and city you are in. Please check the 3G coverage of Ncell for more information.

(Source: ncell.com.np)

How to Give Instructions

How to Give Instructions

This is the primary role of the user manual. The instructions must be easy to read and understandable by all users. Many user manuals have instructions that are incomplete, incorrect, or simply have no bearing on the actual product. Here are some guidelines to help make instructions easy for the user.

·        Provide step-by-step sequences in the correct order.

·        Follow the timing and sequencing of the actual operations.

·        Provide visual stepping stones (e.g. Step 1, Step 2, etc.)

·        Avoid lengthy paragraphs.

·        Use everyday words and terms: avoid jargon.

·        Explain what a function or feature is for (in basic practical terms) as well as "How to" instructions.

·        Check that the instructions match the actual product.

·        Explain symbols, icons and codes early.

·        Avoid creating dead ends.

·        Avoid patronising the user.

·        Do not assume the user has prior experience or product knowledge.

·        Usability tests the instructions alongside the product using naive users (not designers or product experts).

·        Write in the present tense and the active voice.

·        Write the steps to task completion while doing the actual task on a real product. Have an independent user, then follow the steps (literally) with the product and check that:

·        It is easy to work through the task from start to finish.

·        It is easy to break out of a task and get back in.

·        It is easy to jump into the user manual halfway through a task.

 

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