TECHNICAL WRITINGOctober 27 , 2014

Instructions and Procedures

Instructions explain how to perform a task in a step-by-step manner. They vary in length, complexity, and format.

i.e., How to install a printer for a computer.

Procedures for policies

describe a set of established rules of conduct to be followed within an organization.

i.e., Workplace dress code, employee vacation guidelines

Instructions

Clear and accurate instructions are essential in the work world.

Indicate how to:

- Do something (change the oil in a car, set-up a network).

- Operate a machine (copy machine, coffee machine).

- Install, maintain, adjust, or repair a piece of equipment (scanner).

Why Instructions are Important

Three reasons:

1. Safety

- Carefully written instructions insure that a job gets done without damage or injury.

- To make sure your instructions are safe, they must be:

- Accurate. - Carefully organized. - Thorough. - Clearly written.

Why Instructions are Important

Three reasons:

2. Efficiency

- Well-written instructions help a business run smoothly and efficiently.

Why Instructions are Important

Three reasons:

3. Convenience

Clear, easy-to-follow instructions make everyone’s job easier and less frustrating.

The Five Parts of Instructions1. Introduction. The introduction provides necessary background

information.

2. List of equipment and materials. When a list is required, be sure to make it complete and clear.

3. Steps. The heart of your instructions consists of clearly distinguished steps that readers must follow.

4. Warnings, cautions, and notes. Warnings tell readers that one step, if not prepared or performed properly, can endanger their safety. Cautions tell readers how to avoid mistakes or to take certain precautions. Notes provide useful side information.

5. Conclusion. When a conclusion is required, offer a brief wrap-up and congratulate the reader.

Steps for writing instructions To make sure your readers understand the steps,

observe the following rules:

1. Put the steps in their correct order and number them.

2. Include only the right amount of information in each step.

3. Group closely related activities into one step.

4. Give the reader hints on how best to accomplish the procedure.

5. State whether one step directly influences (or jeopardizes) the outcome of another.

6. Where necessary, insert graphics (figures, diagrams, etc.) to assist readers in completing the step.

2. Include only the right amount of info

Think about what a “complete step” consists of.

- Each “Step” should complete a task.

3. Group closely related activities into one step.

This can help readers coordinate activities.

- Don’t divide an action into 2 steps if it must be done in 1.

State whether one step directly influences (or jeopardizes) the outcome of another.

Warn the reader this at the step.

- You would not wait until Step 5 to tell the readers “I hope you did a good job in Step 2, or this step won’t work.”

Instructions Style - Tips

1. Choose verbs in the present tense and imperative mood.

i.e., Remove the contents from bag A and place them on your desk.

2. Write clear, short sentences in the active voice.

i.e., Step 3: Double-click the install icon to begin installation of Program X.

3. Use precise terms for measurements, distances, and times.

Instructions Style

4. Include connective words as signposts.

- i.e., First, then, before

5. Number each step when you present your instructions in a list.

Style - ExamplesCaution: Keep the system away from water.

Step 1: You should take out the wires from the package that they are in.

Step 2: Try to change the red wire’s length a little bit.

Step 3: Put the end of the blue wire into speaker A.

Step 4: Push in the power button to turn on the speaker to see if it works or doesn’t work.

Note: If the speaker does not turn on, check the power cord.

Style - ExamplesCaution: Keep the system away from water.

Step 1: You should take out the wires from the package that they are in.

- Remove the wires from the package.

Step 2: Try to change the red wire’s length a little bit.

- Adjust the red wire’s length by 2cm.

Step 3: Put the end of the blue wire into speaker A.

- Connect the blue wire with speaker A.

Step 4: Push in the power button to turn on the speaker to see if it works or doesn’t work.

- Press the power button to turn on the speaker.

Note: If the speaker does not turn on, check the power cord.

Homework1. Do the website readings (further instructions examples).

2.Each group:

Complete your instructions (1 copy per group).

Submit to kachomework@gmail.com

Subject: tech writ instructions File name: tech writ instructions

Deadline: Friday (11:59 p.m.)

- Make sure to write each group member’s name on the document.

Emailing a job application

Subject line: job application

Dear sir:

Here are my documents. Thanks.

Tony Duke

Emailing a job applicationSubject line: Application for human resources internship, ABC Co.

Dear Ms. Chen:

I am writing to apply for the human resources internship at ABC Co. Attached are my application letter, résumé, and references.

Thank you for considering my application.

Best regards,

Tony Duke