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Instructions

Instructions. Prepared by Johansen Quijano. Instructions vs Procedures. Instructions are intended to provide an accurate description of steps to be taken when completing a task. The audience for instructions commonly has no idea what they are doing.

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Instructions

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  1. Instructions Prepared by Johansen Quijano

  2. Instructions vs Procedures • Instructions are intended to provide an accurate description of steps to be taken when completing a task. • The audience for instructions commonly has no idea what they are doing. • Procedures are for people who are familiar with the topic but might need specifics or remaining. • Procedures ensure that everyone in a group acts accordingly. Most used are Standard Operating Procedures. • Procedures are formal and internal.

  3. Publication Formats • Books • Magazines • PDF • Webpages • Wikis • Videos • etc

  4. Audience and Purpose of Instructions • Audience • People who are not familiar with the task at hand. • Purpose • To help perform a series of tasks.

  5. Types of Instructional Formats • Brochures • Has sections • Includes visuals • Can be used as handouts • Example on P. 253 • User Manuals • Comprehensive • Include instructions, descriptions, and pictorial definitions • May have table of contents • Example on P. 254

  6. Types of Instructional Formats • Quick Reference Instructions • Instructions written to fit in a single sheet of paper, small wallet, or single web page. • It only includes the most basic instructions with little explanation. • Example on p. 255 • Hyperlinked Instructions • Online instructions. • Interactive in nature. • Accessible TOC specially useful.

  7. Types of Instructional Formats • Computer Instructions • Instructions found within software. • Usually can be accessed through the “HELP” icon. • Videos, Podcasts, Hyperlinked Instructions, and Other Digital Texts • Accessible through the Internet. • Free, easy to follow. • Often community created.

  8. Legal Implications • Legal liabilities resulting from faulty instructions include: • Failure to instruct users about the proper use of a product. • Failure to warn against hazards from proper use of a product. • Warning against the possible misuse of a product. • To prevent this, ALWAYS include Notes, Cautions, Warnings, and Danger Notices.

  9. General Format for Instructions • Title • Introduction or Overview (Purpose) • Body • Equipment Needed • Instructions • Conclusion • Warnings • Images

  10. Questions to consider Did you provide enough of an introduction? Are the steps listed in order? Are the steps visually easy to follow? Are you providing enough detail?

  11. Notes, Cautions, Warnings, and Danger Notices Notes – Provide Additional Information Cautions – Prevent mistakes Warnings – Alert to potential hazards Danger Notices – Prevent immediate harm or death NOTE: If you don’t name a newly utilized disk, the computer automatically names it “Untitled”. CAUTION: A momentary electrical surge or power failure will erase the contents of internal memory. To avoid losing your wok, save every few minutes. WARNING: To prevent electrical shock, disconnect your printer from the power source before cleaning it. DANGER: The red canister contains deadly harmful toner residue that may clog your lungs.

  12. Other Notes • Always use an active voice • Use visuals • Use short sentences • Use informative headings • Arrange steps in numbered lists • Make warnings visible • Keep designs simple • Use layered approaches

  13. In-Class Activity • In a group, select one: • Write instructions for using a piece of hardware. • Create a short procedure for leaving the office in case of an emergency.

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