Poorly written instructions disrupt workflows in the same way that flight delays disrupt air travel. Both lead to frustrated customers, unwelcome detours, and missed outcomes.
Today’s tips will help you write instructions that enable readers to complete a specific task with no unnecessary delays.
Apply these strategies as you develop instructional materials.
1. Introduce the task and outcome.
Orient your reader to the topic by introducing the process and briefly describing what it is intended to do. Include any time or ability factors necessary to complete the project, allowing your reader to determine, before beginning, if the project is doable.
2. Write for beginners.
If you’re writing to a general audience, imagine a person with little knowledge of the subject, and write to that person. If you know your readers have insider knowledge of the task, you can adjust your copy to fit their experience, but always err on the side of too much instruction rather than not enough.
3. Outline and test your steps.
Create a list of numbered steps, and test them out. Are the steps in the correct order? Are additional actions needed to complete the task? Remember, you are walking your readers through each step. Don’t assume readers will take an action that is not explicitly stated.
4. Present each step as a command.
Command sentences get right to the point, providing readers with a clear directive of what to do next. These sentences use strong, active verbs and an implied subject (you). So instead of saying “The seat should be attached to the chair frame with four long bolts,” a command sentence states, “Attach the seat to the chair frame using four long bolts.”
5. Use simple language, and define technical terms.
Even if you are fluent in the language of the task at hand, don’t assume your readers are too. Avoid technical words and insider language. And when a technical term is necessary, define it through words or visuals.
6. Add pictures, illustrations, and diagrams to aid understanding.
Make sure your visual elements are big enough to see and detailed enough to understand. Add labels and directional graphics such as arrows to improve readability.
7. Observe someone using your instructions.
Nothing provides better feedback than a real-life test. So ask a friend or colleague (someone unfamiliar with the subject) to put your instructions into practice while you watch—without intervening. Take notes about any points of hesitation or confusion, and revise your instructions for better clarity.
Remember that people turn to instructions when they don’t know how to do something. Your job is to provide the help they need, in the clearest, simplest terms.
|
