Writing an instruction manual may seem like a huge undertaking, but it's easier than you think! These steps apply to all kinds of written instructions, from a simple "Learn to Clap" to "How to Build a Semiconductor".
Steps
Method 1 of 4: Know the Topic
Step 1. This is the fundamental step
It may seem obvious, but knowledge is the key to writing a good manual. For example, if you're writing a manual for a camera, knowing that the focal ratio and shutter speed are two separate functions and how they interact with each other will make it easier for you to describe the overall effect of each of these functions.
Step 2. Talk to experts
If your role is just to write the manual and not the subject matter expert, involve people who know the subject and make sure they review your work. Their advice and knowledge are invaluable.
Step 3. Try a direct approach
If possible, doing or using the thing you are writing about will give you, at the very least, an idea of what the user will need to know.
Step 4. Read some texts on the subject
Learn the technical terms, and become familiar with the product you are writing about.
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Similar product manuals will show you how other writers have approached the subject.
Look for similarities between manuals, which indicate functionality common to multiple objects and similar approaches to describing certain aspects
- Read many industry magazines. Find out how people use the product. They may want a feature that solves a particular problem, and if your product is the solution, you'll need to highlight it.
Method 2 of 4: Plan the Layout of the Manual
Step 1. Divide it into sections
Whether it's a step-by-step instruction sheet, or a manual for a 35mm digital camera, dividing the manual into sections has many benefits:
It allows you to focus on single parts of the whole. Your goal is to make the user understand how to learn the process. How to use the functions can be covered in a guide at the end if you wish, or you can let the user discover it
Step 2. Follow a logical thread
It would not be appropriate, for example, to describe how the camera flash works before showing how to insert the lens, load the film, turn on the camera, and adjust the focus. This will help you especially if you are not familiar with the subject you are dealing with.
Step 3. Use this division as a template for your index
Step 4. Check your steps
Once you've defined your logical sections, review them to make sure you've covered all of the topics.
Step 5. Get what you need
Keep the items you are describing handy and try to use them as described in the manual. If you're building a paper box, get some paper, scissors, tape, glue, and a ruler. If you write on a camera, take it apart before you start.
Method 3 of 4: Start Writing
Step 1. Write the introduction
This will set the tone for the entire manual, and give the user an idea of what kind of manual they are about to read. Will it be light and fun, or straightforward and no-nonsense? You have to make this choice according to your readers. There is much more room for play on words and funny phrases when you have to teach children to make a paper box, compared to having to teach a surgeon how to perform an open operation. Decide the tone from the start and follow it throughout the manual.
Step 2. Do each step as you write
This will make your words sincere and authentic, and make sure you don't miss anything.
If, for some reason, it is not practical to perform the steps, try to imagine them in detail and ask an expert for advice
Step 3. Number the steps
This will make it easier for the reader to follow the manual, and find the mark again if they decide to stop reading.
If you're writing on cara, be sure to leave some extra space between the steps. Remember to correct the numbering of the steps if you add new ones
Step 4. Include advice and warnings
As you are typing, you may realize that if a user takes a step carelessly, it could cause a problem.
Conversely, if you think of any tips that might make the user's task easier or more interesting, add them
Step 5. Try it for yourself
Using only your written instructions, do the thing you are writing about. If you find that parts of your instructions are not complete, add the necessary information. Repeat this step until you can complete the use or action without adding notes.
Let a few friends try the manual. Watch them carefully as they learn how to use the product. Notice where they go smoothly, and see if they get lost, confused, or can't complete a step. Listen to their advice, then correct your manual accordingly
Step 6. Review your manual
Don't send a copy full of embarrassing errors to your employer.
Method 4 of 4: Format
Step 1. Start at the highest level
When you have written all the necessary steps, read your manual to decide where to divide the sections.
Give each section a title, and note their location
Step 2. Write the index if possible
See how wikiHow is sorted as an example. The main page offers many section titles. When you enter a section, you will find a list of many sub-categories, and in the sub-categories you will find the articles. The more detailed your manual, the more categories and sub-categories you will need. How To Whistle Needs No Category, How To Carve A Whistle Of Some, And How To Play The Flute Of Many!
Step 3. Review your work again
Sure, you already have, but repeating it a second time will allow you to correct some minor errors or clarify some explanations better.
For a very detailed manual, you can use this opportunity to write down all the subcategories and insert them into the index
Step 4. Choose a title
Advice
- If you are writing a very detailed manual that requires several chapters, for example, "How to Play the Flute", the first step might be to make a list of the chapters. In the example in question "Choosing a Flute", "Editing and Maintenance", "Note Production", "Fingering Methods", "Your First Song", etc. Then apply the rules presented for writing a manual to each chapter, because it is, in effect, a small manual by itself.
- Even if something seems obvious to you, write down all the necessary steps! It will help you not to leave out something your user doesn't know. Better to add some information too much rather than leave out an important passage.
- Whenever possible, add pictures to your instructions! If you can't insert images, give some common examples. For example, in the "Format" section of these instructions, the wikiHow main page was used as a template to follow to build an index.
- If you can, have a beginner try your manual and write down every question he asks you! This will help you complete the manual and make it much more useful.
- Writing each section on a separate page (or on a computer) will make it easier for you to edit the manual. It will be easier to tidy up your work and find your corrections. On your computer, leave 3 or 4 blank lines between steps to easily find breakpoints.
