How to Write a User manual

1. How to Write a User manual

2. Introduction • User Manuals come in all types, designs and formats. • This presentation is designed to show a few basic elements that will serve any user manual. • Not every manual will include each of these sections, or will organize them in this order.

3. Coverpage • A cover page should accomplish two things: 1. Name the product being discussed 2. Explain the purpose of the manual. • Consider that the cover page might include a picture of the product featured or a company logo.

4. HazardAlerts • Stating potential risks, alerts, and safety guidelines are key components to a hazard alert page. • A hazard alert is crucial in order that employees are protected against potential danger.

5. TableofContents • An effective table of contents is just as important as the content of the manual. • Consider that your readers may want to go directly to a specific section, which requires a precise table of contents.

6. Introduction • The introduction is a customer or employee’s first encounter with the company’s writing. • Using pronouns like “you,” “your,” and “our,” make customers or employees feel included and add a personal touch. • Remember that using upbeat words like “Welcome,” “Thank You,” and “pleasure” aid in establishing a rapport with the customer or employee early.

7. Definitionsofterminology • Since every company uses different jargon and abbreviations, it is imperative to define these terms early in the manual. • You may want to consider defining not only abbreviations but also acronyms and symbols as well. • In addition to a definition list at the onset of the manual, a glossary at the end is an option.

8. TechnicalDescriptions • This section gives the employee or customer a detailed description of each part of a system’s components. • These descriptions aid the reader when later using instructions to assemble or fix a product. • In addition, this section might contain the exact specifications of a product like: “size, shape, capacity, capability and materials of construction.”

9. Warranties • The warranty not only protects the customer but the manufacturer as well. • If a product malfunctions, the warranty will inform the consumer of his or her rights. • An important part of the warranty section are company disclaimers or caveats in addition to the terms of the warranty.

10. Accessories • The accessory section may feature “additional equipment” that a customer may purchase to accompany the featured product or enhance it. • Theses additional accessories are not essential to the function of the product. • Included in the accessory section might be the specifications for the additional products.

11. FrequentlyAskedQuestions • This section, commonly referred to as “FAQs” is valuable because it not only saves the company time answering the same questions repeatedly, but it saves customers asking these questions. • The FAQs can address some customer concerns immediately, rather than forcing a customer to contact the company.

12. CorporateContactInfo • The section for Corporate Contact Info is essential to any user manual. • If customers or employees can not reach the company, then that company can not serve their customers well. • By providing contact address, phone numbers and email, the company gives consumers multiple outlets in which to contact the company.

13. Practice • Scenario: You need to write a manual for new employees in your office. This manual will inform them about the basic procedures of your office. Brainstorm the sections you would need to include in your manual. • Share your ideas with the participants in this workshop.

14. Guidelines For Writing Reports

15. Introduction • This presentation will outline the basics of writing reports. • This includes an explanation of the parts of a report: “heading, introduction, discussion and conclusion/recommendations” • In addition, it will provide examples of common types of reports.

16. Heading/Introduction • The Heading section includes: • the date the report is written • the recipient (s) of the report • the subject of the report, including the topic and the focus of the report • The Introduction is general overview of the report including: • The purpose of the report, • the people involved, • and the time period the report represents.

17. Discussion • This section of the report is the largest. • In the discussion section, you sum up the activities and problems you run into at work. • When developing this section consider: • Whom is involved—be specific • When did the incident take place—provide details • Why are you composing this report? • Where did the incident take place? • What exactly was the process?

18. Conclusion/Recommendations • This part of the report is the place to summarize what has been learned from work or incident or to share any decisions that have been made. • The recommendation allows you to share your opinion concerning any future action regarding the issue.

19. Style • The style of each report varies, but consider “conciseness, simplicity, and highlighting techniques” • Remember to be concise. • You may choose to use graphics to illustrate a point. • Be aware that using too much data will overwhelm your reader.

20. Types of Reports • Trip: job-related travel • Progress: status of an activity • Lab: status of and findings from a laboratory experiment, procedure, or study • Feasibility/Recommendation: studies the practicality of a proposed plan and recommends action • Incident: documents an expected problem • Investigative: examines the causes behind an incident • Meeting Minutes: document the results of a meeting • Proposal: proposing a new service or product or selling the benefits of a new offering (also includes title page, cover letter, table of contents, list of illustrations, abstract, glossary, and appendix)

21. Practice • Choose a report you will most likely write for your job. • Write an introduction for your report. • Ask a peer to review your introduction. • Discuss revision suggestions.

22. Reference • This material was taken from Technical Writing: Process and Product, 5th edition. Authored by Sharon J. Gerson and Steven M. Gerson