Mr. ValanzanoBusiness Communications

Giving Instructions & Summarizing

Important Things to Remember When Giving InstructionsLength – keep instructions brief and to the point; overly

long instructions are less likely to be read thoroughly

Word Choice – Keep the vocabulary in terms your audience will understand; define technical terms when necessary

Language – write in clear, concise language that is easily understood; conversational tone; steps written as commands

Design – Make sure the page is easy to read and information is easy to locate; use visuals when necessary

Accuracy – Instructions need to be accurate and complete; find out any facts your are uncertain of before giving instructions

Presentation – Choose whether oral, written, visual (demo), or a combination will be most effective

ContentTitle (purpose of instructions)

Introduction (overview, define the task, explain a process)

Definitions (define any terms your audience may not understand; use a glossary or define the term after the first time it is used)

Preparations (anything that is necessary to do before the instructions can be followed)

Warnings/Precautions (give audience a heads up of any problems that may arise when following your steps)

Steps (the order in which the task needs to be done)

Closing (how to test results, summarize main steps)

Use Precise LanguageWhat is the difference between these 2 pictures?

Besides the fact that one is a bird and the other is royal headgear, in writing the difference is only 1 letter.

At work, almost the right word, is the wrong word.

Use Concise LanguageExtra words, sentences, and information can

clutter writing and make it unnecessarily long and confusing.

If any words or sentences can be removed without changing the meaning of your message, remove it.

Examples:Revolutionary new can be changed to newTerminate can be changed to endIn the year of 2011 can be changed to In 2011Completely finished can be changed to finishedDuring the time that can be changed to while

Chronological Order & Command FormsInstructions should be carried out in the

order that they are given.Instead of saying “before you open the lid,

turn the machine off” you should say “turn the machine off before opening the lid.”

Steps in instructions are always written in the second person as a command.

Using the second person (“you”) allows direct addressing of whoever is being instructed.

Examples:Clamp the board to the bench.Please fill out an insurance form.

Parallel StructureSteps in instructions should have the same

sentence structure.

Example of parallel structure:1) Insert disk in CD drive, 2) Close drive door,

3) Press ENTER

Example of NOT parallel structure:1) Disk inserted in CD drive, 2) Drive door

must be closed, 3) Press ENTER.

Giving Effective Instructions1) Analyze who your are giving instructions to

2) Research the subject

3) Organize

4) Make notes

5) Prepare visual aids (if necessary)

6) Practice

7) Presentation

Designing an Effective PageLayout – spread material evenly over the

whole page, place visuals where they are easy to find, make important information stand out, be organized

Headings and Print – headings help the reader find information quickly, use print that is large enough to see and easy to read

Sequence – instructions must be written in the same order as the reader’s actions

When to Use VisualsA visual should be included with your instructions

if you answer yes to any of the following questions:

Will a visual help to understand the purpose of the instructions?

Will a visual help to identify parts or equipment?

Will a visual help to understand a specific step or series of steps?

Will a visual help to avoid injury or increase safety?

Will a visual help to successfully complete the task?

Giving WarningsThe listener or reader of your instructions need to be

warned of any hazards that may come up as your instructions are followed.

Signal Word – Use words like DANGER, CAUTION, WARNING, STOP, or IMPORTANT written in large letters to grab attention; using a color like red, orange, or yellow also helps

Identify the Hazard – tells whoever is following your instructions what to be aware of (electric shock, radiation, toxic gas, etc.)

Result of Ignoring the Warning – what will happen if the warning is ignored; explain the damage the hazard can cause

Avoiding the Hazard – give detailed instructions on how to avoid the hazard using simple, direct language

SummarizingSummary – shortened versions of speeches,

writings, and events

The original source is reduced but the main idea is included and restated in a summary

Major points and important details can be included as long as they are essential to the central idea

A summary can be as brief as 1 sentence or as long as several pages

Subject, Audience, & PurposeThe subject of what is being summarized will affect

how long the summary is.

Example: a 90 page report will take more time and more words to summarize than a 1 page article

A summary must be an accurate A summary must be an accurate representation of the original source. representation of the original source. Whoever uses the summary should not have Whoever uses the summary should not have to refer to the original source to understand to refer to the original source to understand it.it.

The audience and purpose will determine the length and presentation of a summary.

Characteristics of a SummaryAn effective summary should be ALLALL of the

following:Brief – short and to the point

Well Written – the summary needs to be understandable with the most important points highlighted throughout

Independent – clear, stands alone from the original, contains main idea(s) of the original, should not have to refer to original to understand

Accurate – provide understanding of original, clearly reflect the author’s intent, does not distort the meaning

What to Include in a SummaryFrom the original: Include what is necessary

after reading or listening to the original more than once

For a general audience: a summary for a general audience translates whatever information is being summarized into plain language

For specialists: provide enough information for the needs of the audience, often with recommendations and/or results so that a specialist as enough information to make a decision

Types of SummariesInformative – condenses main ideas with no

explanation or detail

Explanatory – contain only information with no analysis or opinions added

Analytic – used if the summary’s purpose is to interpret, evaluate, or criticize the facts of a source; observations and criticisms can be added

How to SummarizeChoose and Arrange Main Points – find the

author’s organizational pattern; signal word clues will help find the main points

Highlight and Take Notes – highlight and take notes on main points based on the summary’s audience (about 10% of original should be included)

1) Read/Listen to original, 2) Find main ideas, 3) Highlight and take notes, 4) Support main ideas with facts from original

Writing an Effective Summary1) Preview (skim original for main points)

2) Read/Listen to original

3) Highlight and/or take notes

4) Identify main idea

5) Find supporting facts (direct quotes and paraphrasing)

6) Organize and write summary

7) Edit (eliminate unnecessary words and repetition)

8) Document (give credit to original source)