Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 1

Plan for Safety

• Writing clear safety information

• Be clear and concise.

• Avoid complicated sentences.

• Designing safety information

• Make it stand out.

• Placing safety information in the appropriate location

• Make it easily accessible.

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 2

Terminology Used in Safety Labels

• Danger alerts the reader to a hazard that may result in serious injury, including death, e.g. high voltage.

• Warning alerts the reader to the potential for minor, moderate, or serious injury, e.g. strong acid.

• Caution alerts the reader to the potential for damage to equipment and long-term health hazards.

• A note is a suggestion to help the reader carry out a task.

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 3

Questions Addressed in The Occupational Safety and Health

Administration Guidelines

• Is the message prominently displayed so that users see it?

• Is the message large enough and clearly legible under operating conditions?

• Are the graphics and the words of the message clear and informative?

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 4

Elements of a Set of Instructions

• General introduction

• Step-by-step instructions

• Conclusion

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 5

Five Questions Answered in a General Introduction to Instructions

• Who should carry out the task?

• Why should the reader carry out this task?

• When should the reader carry out this task?

• What safety measures or other concerns should the reader understand?

• What items will the reader need?

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 6

Guidelines for Drafting Steps in Instructions

• Number the instructions.

For long or complicated instructions, you may need to group the steps.

• Include graphics.

• Use the imperative mood.

• Do not omit the articles (a, an, the) to save space.

• Don’t confuse steps and feedback statements.

Step: Insert the disk in the drive.

Feedback: The system will now update your user information.

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 7

• Present the right amount of information in each step.Too much: 1. Mix one part of the cement with one part water, using the trowel. When the mixture is a thick consistency without any lumps bigger than a marble, place a strip of the mixture about 1” high and 1” wide along the face of the brick.

Too little: 1. Pick up the trowel.

Correct: 1. Mix one part of the cement with one part water, using the trowel, until the mixture is a thick consistency without any lumps bigger than a marble.

2. Place a strip of the mixture about 1” high and 1” wide along the face of the brick.

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 8

Conclusions

Maintenance tips Troubleshooters guide Contact info

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 9

Goals of Usability Testing

• To improve product safety

• To save money

Chapter 20. Writing Instructions and Manuals © 2004 by Bedford/St. Martin's 10

Guidelines for Usability TestsAnderson, Technical Communication A Reader-Centered Approach, Fifth Edition

• Establish test objectives.

• Pick test readers who truly represent your target readers.

• Have your test readers use your draft the same way your target readers will.

• Learn how your draft affects your readers’ attitudes.

• Interview your test readers after they’ve read and used your draft.

• Avoid biasing your test results.

• Test early and often.

• Obtain informed consent from your test readers.