The instructions should help the reader to carry out a task quickly and efficiently and lead him to achieve the desired result. It is important to provide all the necessary details. Omissions and errors can frustrate those who are trying to accomplish that task. Use the guidelines in this article to write instructions.
Steps
Part 1 of 4: Prepare to Write Instructions
Step 1. Identify who the recipients are
The first thing to do when you are about to write instructions is to understand who they are aimed at. Who are you writing for? Are they experts or newbies? Identifying the audience will help you choose the words, the level of specificity and how to structure the instructions.
- For example, if you are explaining to a professional chef how to make a cake, you won't have to dwell on how to incorporate the ingredients, why it is important that the eggs are at room temperature, or the difference between the 0.00 flour and the one with yeast. But if you turn to someone who can't cook, these explanations can make the difference between a good and a bad cake.
- Pay close attention and don't treat your readers as if they were experts. So you can be sure that the instructions will be clear and easy to follow.
Step 2. Make it clear what tools are needed
Before you begin, you need to make sure you explain what it takes to complete the task you are writing the instructions for. This could be a list of ingredients or a group of tools.
Step 3. Do the task yourself
A great way to write clear instructions is to try the process yourself. This way you can write down all the specific steps. If you try to do something using memory, you may not remember everything. Therefore, ask someone else to perform that task. Then ask for feedback on the steps that seem unclear to you.
- Be careful not to miss anything. If you forget to enter some basic steps, the user may not be able to complete the job. Also, make sure you write all the steps in the right order of execution.
- For example, if you write “Mix the ingredients with the food processor. Put in the oven preheated to 180 degrees”, some might think you need to put the food processor bowl in the oven.
Part 2 of 4: Writing Instructions
Step 1. Don't complicate things
The most effective instructions are the simple ones. Don't use long, complex paragraphs. Instead, use short, clear sentences, bulleted lists, and pictures or diagrams.
Step 2. Use the active form of words
The instructions should be filled with descriptive words and action. Begin the various passages with verbs in active form. This will give the reader a clear indication to follow. Each passage must be read as if it were an order. Therefore, use the imperative.
- When defining or explaining something, use language that is as descriptive as possible.
- For example, write "Add two eggs" instead of "Two eggs must be added to the dough".
Step 3. Enter only the necessary information
If you also include additional information, make sure it is only necessary. Ask yourself "Does the user need to know this definition to understand the instructions?" or "Does the reader need this tip to get the job done?"
Avoid adding unnecessary details. Unnecessary definitions, advice, steps, or information can confuse the reader, making it difficult to follow instructions
Step 4. Contact the user
When writing the instructions, you should speak directly to the reader. For this, use the "you". So you will personally guide the user through the instructions.
Step 5. Be specific
When writing the instructions, try to be as specific as possible. Outline the steps in detail. This means explaining how to turn a wrench, how many meters you have to walk or what texture a cake should have when it's ready.
- Give the precise measurements. If you need to cut 1.6 cm of wood, write it down, do not approximate.
- For example, if you are making a cake, do not wait for step 4 to write "Before mixing the ingredients, sift the flour and take the eggs out of the fridge so that they are at room temperature".
Step 6. Use sequences and temporal adverbs
Adverbs help link passages to each other and ideas. In the instructions you will use sequences and adverbs of time. This will make it easier for the reader to follow the instructions step by step.
Some adverbs of this type are: first, later, then, finally, after, before
Part 3 of 4: Fixing the Instructions
Step 1. Add an introduction
Before going into the detailed instructions, you will need to provide the user with a brief introduction. This will explain what you will be able to do after following the instructions. It will also provide a general overview of the procedure. You must write the introduction using clear and simple language.
- Make it clear what the instructions are for, who should read them, and what context is needed to perform the procedure.
- You can talk about what the procedure doesn't do.
- In the introduction, you can also enter background information.
- The introduction may contain warnings and important information that the reader must know before starting the process. However, remember that most people will skip the introduction, so don't enter anything important that you won't enter elsewhere.
- For example, “This recipe will tell you how to make a chocolate cake. The first part explains how to mix wet and dry ingredients, while the second is dedicated to the actual preparation process ".
- Write the steps in a logical order. The instructions must be written in a precise order. The passage from one point to the next must have a logic. You will have to complete Step 1 before moving on to Step 2. Organization is a crucial element in writing instructions.
- If the order of execution is not fundamental, start with the most important steps.
Step 2. Organize the procedure by identifying the basic steps
The instructions consist of a series of consequential and interconnected steps. Before you start writing the instructions, you need to decide which of these are key. This means that you will have to determine what needs to be done first in order to complete the entire procedure.
For example, if you are making a cake, you need to heat the oven, mix the ingredients, and make the icing before you can complete the cake
Step 3. Break the instructions into separate tasks
Many instructions consist of intermediate steps that must be completed in order to complete the procedure. Organize the text in such a way as to dedicate a part to each of them: this will make the instructions easier for the user to follow.
- For example, if you are working on a car, there are several things you need to do before you get to the engine. You have to put the car on a jack, disassemble parts of the car or bodywork. Each of these steps will need its own specific instructions. You will have to divide each step into different parts with their own set of instructions.
- These parts, as well as the various steps, must be consequential. You cannot remove the engine cover before putting the car on the jack or removing the elements that block it. These parts must be listed in the order in which they are to be performed.
- Try to divide each task into no more than 10 steps. If you go past 10 steps, add another task or step to break down the process.
- This helps the user to go back and track his progress, and he will know with certainty when he has finished a part. Plus, should he make a mistake, he'll be able to step back and fix it without having to start all over again.
Step 4. Name each section
To help the reader understand the instructions, name each section clearly. The section title should summarize what specific task or part it is about. The user will have to understand what the task he will be doing before starting it.
Step 5. Enclose a passage in a sentence
The sentences should be short and only explain one passage at a time. So you will be sure to break down each task into several actions rather than putting multiple actions in one step.
If a step has related actions that need to be done at the same time, explain them in order of execution in the same sentence. For example, "Before pouring the dough into the mold, line it with baking paper" or "Line the mold with baking paper. Then, pour the dough into the pan"
Step 6. Build a traceable route
A key thing about writing instructions is to help the user keep track of their progress. Create intermediate steps that allow him to check if he has done everything correctly. They could be phrased like this: "When you have _, you will see _".
For example, “When the cake is ready, insert a toothpick in the middle. If when you take it out it is clean, it means that the cake is cooked”
Step 7. Also include possible alternatives
In some cases, there are steps that can be done in a number of ways. Make sure you explain them all.
- If there are any situations where one way is preferable to another, specify it.
- If an alternative is easier, cheaper or more effective, be sure to explain it.
Step 8. If necessary, use intermediate steps
Some procedures will need to be further broken down into intermediate steps. You will only need to use them if they are too insignificant to be considered a major step. They help divide the main ones into separate parts or a sequence of events.
In the intermediate steps, add secondary information. They will serve to provide more details on that step, such as what something should look like before or after that step or why it is important
Step 9. Put warnings and recommendations at the beginning
If there are things that the user needs to know, do or understand before starting, be sure to indicate this at the beginning of a step.
Step 10. Anticipate possible problems
Think about where the reader might encounter problems. Then, offer possible solutions. You can also give examples of what could go wrong if he completed a step incorrectly.
This part is very important. If you have tried the procedure yourself, then you will know where problems are likely to be encountered. This is why it is important to experiment with the process as you write the instructions
Step 11. Finish the instructions
This part is very important. Some procedures are not complete when you have hammered the last nail or taken the cake out of the oven. Think about what the user still has to do. If you still have something in your head to explain, it means that you need to add steps.
Part 4 of 4: Finishing the Instructions
Step 1. Structure the instructions
Make sure you give the instructions a clear structure. This will help the user understand how to read them and not get confused.
- Use a headline to name each part of the instructions.
- Use numbers to list the steps in order.
- Use bulleted lists to describe alternatives, additional information or anything else within a passage.
- Visually separate the steps. Leave a space to show the difference.
Step 2. Choose an impressive title
This should immediately give a clear idea of the purpose of the instructions.
For example, "Recipe for a chocolate cake without eggs" is more specific than "Recipe for a chocolate cake"
Step 3. If necessary, use illustrations and diagrams
Some types of instructions need diagrams, photos, charts, or other visual aids to be clear. If that's your case, add them. The illustrations should explain the same concepts contained in the text, not add new information. However, this is optional material.
