Sequence Writing

1. Sequence Writing Giving instructions on how to do something

2. TechnicalWriting • Instructions- step-by-step explanations of how to do something: how to build, operate, repair, or maintain things. • When writing instructions, you must include definitions, descriptions, discussion, classification, comparison, etc. • The most important thing is to be CLEAR AND CONCISE!

3. Things to Remember When Giving Instructions • Use clear, simple writing • Have a thorough understanding of what it is you are attempting to explain. If you don’t know what you are talking about, you are going to have a hard time explaining it. • Try to put yourself in the reader’s position. Does it make sense? • Visualize what it is you are explaining. Can you picture it?

4. Things to Determine Before Writing • Define your audience. Knowing who your audience is will help you write in terms they understand. • Understand the length of the task you are giving. Even something simple can have a lot of steps to it, which can be a bit overwhelming. Breaking up a task with many steps into multiple phases can make it less daunting.

5. Different Approaches to Writing a Technical Text • By task: Breaking up your directions by the different tasks that go with what you are giving directions about. Example: directions on how to use voicemail- setting up your message, how to check messages, how to delete them, etc. • By tool: Breaking up your directions based on the different parts. Example: how to use the photocopier- the start button, the copy button, the copy size button, etc.

6. Breakdown of Instructions • Title- what is it you are giving instructions about? • Introduction- • Indicate the task and the audience • Give a general idea of the procedure and what it accomplishes • Indicate when the instructions should be used • Give an overview of the contents of the instructions

7. Breakdown for Instructions • Special Notices: warnings about dangers or things to keep in mind • Equipment and supplies-list any tools or supplies that the reader will need before starting. This can be put in a bulleted, vertical, or two-column list. Add any specifications as to what supplies they will need. • Discussion of the steps- this is where you actually give the steps for the task at hand.

8. Discussion of the Steps • Things to keep in mind: • Structure and format • Supplementary information that may be needed • Point of view and general writing style

9. Structure and Format • Most of the time, instructions are given in a bulleted or numbered list, but there are some variations • Fixed order- given in the sequence that the instructions must be done in. These are usually numbered. • Variable order- can be done in any order. Usually given in a bulleted format. • Your list of supplies should be in a bulleted list.

10. Supplementary Information • Often it is not enough to just give steps, but instead you must give further information to your reader. • How something should look before moving on to the next step (pictures or diagrams) • Why a certain step is important • Mechanical principles behind what they are doing • Discussion of specific actions needed • The problem with supplementary information is that it can bury the actual step in a jumble of words. To avoid this, make supplementary information stand out either by bolding it, or making it separate from the actual step.

11. Writing Style • Writing instructions is different from writing an ordinary essay. There is a lot of “you” and commanding your reader to do different things. • Avoid sounding like a robot by using articles (a, an, the) • Try to avoid using passive voice. Be specific!

12. Graphics • The nice thing about writing a technical text is that you can use graphics or pictures to help your reader understand what it is you are saying. You can use graphics such as: • Photos • Tables • Graphs • Diagrams • Charts • Things to remember when using graphics: • Only use when necessary • Always explain graphics. Don’t just throw them in randomly and expect your reader to understand why it is there • Make sure your graphics are appropriate for what you are saying, as well as for your audience. • Have graphics interspersed throughout your instructions, placed appropriately next to the instructions they go with. • Give credit to your sources. Where did you find the graphic? • Include identifying details with your graphics: labels, keys, etc.

13. Formatting • Headings: make use of headings. You will want to label each section, as well as subheadings for the different parts that make up the sections. Underline or bold these. • Lists: make sure you use numbers if there is a specific order, and bullets if the order in which things are done does not matter. Only use vertical lists if there are four or more items; less than that, just use commas to separate the items. • Special notices: caution your audience of any possible damage that could occur, warn about possible injury, note or emphasize information, etc • Numbers, abbreviations and symbols: make sure they are clear or explained.

14. Revision • Check for: • A good introduction. It needs to indicate what is going to be discussed, and give an overview of the procedure • Lists: use a variety and only when appropriate • Headings: correctly used and bold • Special notices: used when needed • Graphics: used to highlight and illustrate information • Strong definitions and descriptions: The clearer you are, the easier your directions will be to follow • Make sure you list ALL equipment and supplies needed.