To: Nancy Myers

From: Dana Komberec

Date: April 27, 2021
Subject: APLED 121- Chapter 15 Summary

INSTRUCTIONS, USER MANUALS, AND STANDARD OPERATION PROCEDURES

Why Write Instructions?

 Instructions are everywhere and on everything!
 Sometimes your audience will need to know how. Those pop tarts can be rather intimidating to
figure out…
Criteria For Writing Instructions
 You’ve encountered the frustrations from badly written instructions that fail to go over new
terminology, didn’t tell you what equipment you needed, failed to outline dangers, didn’t clarify
the various steps enough.
 Bad instructions are typically because the writer fails to consider the audience.
 Successful instructions start with audience consideration.
Audience Recognition
 Consider who your instructions are for. Typically not the most high tech if your product is for the
general public.
 Clarity is key.
Ethical Instructions
 Ensure that your instructions you wrote are up to legal snuff and clearly outline danger in order
to protect the ones following your instructions.
Title Page
 Start with a graphic of the product, the outline of the purpose of the instructions
Safety
 Before each step with a possible hazard, ensure you call the audience’s attention to the danger
before they encounter it so they won’t be harmed by it
 Danger is potential for death, Warning is for potential serious personal injury, caution is the
potential for damage or destruction of equipment, Note is important information necessary to
perform a task effectively or to avoid loss of data or inconvenience. Ensure you have these
terms straight before outlining each possible hazard in the instructions
 Also ensure you have colors correct. Danger is red, warning is orange, caution is yellow and note
is in blue black or green.
 Each hazard alert ought to have a short but all encompassing description that’s one or two
words (Caution, hot pop tarts), list the consequences of the hazard in three to five words (Burns
might occur), List avoidance steps for the hazard (Wear your specialized hot pop tart handling
gloves).
Table of Contents
  This instruction manual is the connection between the company and the customer. Ensure it is a
friendly and clear communication that seems at least slightly personalized.
Glossary
 Define terms and acronyms.
 If the audience doesn’t know certain terms, they may miss important info and details.
Required Tools and Equipment
 The audience needs to know what they need in order to perform the instructions correctly.
Instructions
 Order steps chronologically, Number them, use bold type or otherwise to bring attention to
certain steps.
 Limit information with each step to prevent overloading, though develop points thoroughly.
 Use short words, sentences, and paragraphs, and begin steps with verbs.
Additional Important Info
 Technical descriptions are for labeling system components and specifications, as well as a
possible schematic for complex but important inner systems.
 Warranties are important so the reader know what legal rights they have when they have a
broken or damaged product on their hands.
Accessories
 Dangle the carrot on the string of additional products in front of the customer’s face.
Graphics
 Yes.
Collaboration to Create User Manuals
 Refine the information as the manual is passed from one person to the next, but keep open
communication so nothing is lost.
Instructional Videos
 Moving graphics and a voice over are meant to connect to the consumer more and show them
what to do by example.
Standard Operating Procedure
 Industry standard for a given procedure.
 Title page, table of contents, scope and applicability, summary of method, definition of terms,
safety warnings and cautions, interferences, personnel qualifications/ responsibilities,
equipment and supplies, procedures, data and records, quality control, and references.
Test for Usability
 Ensure you have a test audience and see how they do with the instructions to ensure you didn’t
miss anything.
The Writing Process
 It all comes back to this: prewrite, write, rewrite.