Writing Instructions

Writing Instructions From Online Technical Writing: Task Analysis and Task-Oriented Documentation, hcexres@io.com. http://www.io.com/~hcexres/textbook//instrux.html 14 Nov 2006 Technical Communication, DAHMEN

Goals for Writing Instructions • Clear, simple writing • A thorough understanding the procedure in all its technical detail • Your ability to put yourself in the place of the reader, the person trying to use your instructions • Your ability to visualize the procedure in great detail and to capture that awareness on paper • Finally, your willingness to go that extra distance and test your instructions on the kind of person you wrote them for.

Steps in the Process • Assess audience and situation • Define the procedure and related tasks • Establish phases as needed • Consider a task or tools approach • Include introductory discussion

From Online Technical Writing: Task Analysis and Task-Oriented Documentation, hcexres@io.com. http://www.io.com/~hcexres/textbook/task_analysis.html 14 Nov 2006

Goals for Writing Instructions • Indicate the specific tasks or procedure to be explained as well as the scope of coverage (what won't be covered). • Indicate what the audience needs in terms of knowledge and background to understand the instructions. • Give a general idea of the procedure and what it accomplishes. • Indicate the conditions when these instructions should (or should not) be used. • Give an overview of the contents of the instructions.

Additional Sections • General warning, caution, danger notices. • Technical background or theory • Equipment and supplies. • Discussion of the steps.

Ways to Describe Steps • Fixed-order steps • Variable-order steps • Alternate steps • Nested steps • "Stepless" instructions.

Writing Instructions, How NOT to write • “The Pause button should be pressed in order to stop the display temporarily” • “The Timer button is then set to 3:00” • “The user should then press the Pause button." • “Press Pause button on front panel to stop display of information temporarily”

More on how NOT to Write • The papers will be graded according to the criteria stated in the syllabus. • The results will be announced when the situation is judged appropriate. • After the arm of the hand-held stapler is pushed down, the blade from the magazine is raised by the top-leaf spring, and the magazine and base

Formatting Instructions • Headings • Lists • Special Notices • Numbers, abbreviations, symbols

Checklist for Instructions, part 1 • Make sure you provide real instructions—explanations of how to build, operate, or repair something. • Write a good introduction—in it, indicate the exact procedure to be explained and provide an overview of contents. • Make sure that you use the various types of lists wherever appropriate. In particular, use numbered vertical lists for sequential steps. • Use headings to mark off all the main sections and subheadings for subsections. (Remember that no heading "Introduction" is needed between the title and the first paragraph. Remember not to use first-level headings in this assignment; start with the second level.)

Checklist for Instructions, Part 2 • Use special notices as appropriate. • Make sure you use the class style and format for all headings, lists, special notices, and graphics. If that's a problem, get in touch with your instructor. • Use graphics to illustrate any key actions or objects. • Provide additional supplementary explanation of the steps as necessary. • Remember to create a section listing equipment and supplies, if necessary. • Include strong sections of definition, description, or both, as necessary, using the guidelines on content, organization, and format in the chapters on definition and description

Web Resources • Needs Assessment Matrix: http://mime1.marc.gatech.edu/MM_Tools/NAM.html • Task Analysis Assessment:http://www.io.com/~hcexres/tcm1603/acchtml/task_analysis.html • Task Analysis for Mininghttp://www.cdc.gov/niosh/mining/hfg/taskanalysis.html • Task Analysis for Instructional Designhttp://classweb.gmu.edu/ndabbagh/Resources/Resources2/taskanalysis2.htm

Final Project The situation: Your group has realized there is quite a lot of confusion about how to prepare for l'aid el kebir. For this project, you need to identify the audience you wish address for your communication product, decide what needs they will have, and present a thorough task/job analysis of the situation. Then your group will need to decide on the most appropriate media for this communication product and write complete instructions. You also need to define who you are 'working for' (i.e. who will support this project and pay for it and why). (you may develop a different project idea)

Step 1: Audience Analysis • Use an audience analysis worksheet (either from our book or from the web) to help identify and clarify your audience, perhaps you will have both a primary and secondary audience. You will also need to identify what methods you will use to find out more about your target audience’s needs. Can you identify Subject Matter Experts or ‘Master Performers’?

Step 2: Job & Task Analysis • After you have clarified your audience, use the resources we have seen to identify the needs this group will have and clarify what tasks they will need to do. What information will you need to obtain, and what assumptions will you need to make about their knowledge? What information will it include/not include? Where can you go to observe the needed tasks?

Step 3: Defining the TCP You need to decide on the approach you will take, making decisions such as: • Format of TCP (Technical Communication Product) • Identify which of the three 'types' it belongs to (end user, internal, oral) • Cultural/societal factors • Level of language • Media • Economic considerations • Etc...

Step 4: Drafting a Proposal • You need to draft a proposal (in formal form) to submit covering each of these points and laying out a plan for how your team will go about achieving its goal. Add appendices as needed. (See P. 272-280 in CGTC)

Step 5: Research and Observation • Do the necessary primary research to collect the sufficient data needed for your TCP

Step 6: Writing Instructions/Designing the TCP • These two steps will go hand in hand. • How you write instructions will effect the format of the TCP and vice versa • Consult http://www.io.com/~hcexres/textbook//instrux.html for more information about writing instructions

Step 7: Usability Testing • You must provide the guide to potential audience members for review/trial to test the Usability, Relevence and Accessiblity of your TCP

Step 8: Revise TCP • Make any necessary revisions to your TCP

Step 9: The End • Write formal report to summarize findings • Finalize TCP • Be prepared to present your project to the class

Writing Instructions