Writing Instructions-Technical Writing-Lecture Slides, Slides of Technical Writing

Download Writing Instructions-Technical Writing-Lecture Slides and more Slides Technical Writing in PDF only on Docsity! e600 0) a fig higtotal corn S328! neticopter __.. FLIGHT docsity.com Writing Instructions Instructions Clear and accurate instructions are essential to technical writing. Instructions tell and frequently show how to do something. They indicate how to perform a specific task. o Change the oil in your car; operate a machine; and construct, install, maintain, adjust, or repair a piece of equipment. 2 docsity.com Writing Instructions Why Instructions Are Important Safety Carefully written instructions o get a job done without damage or injury. o Poorly written instructions can be directly responsible for an injury to the person trying to follow them and may result in tl d l i cos y amage c a ms or even lawsuits. 5 docsity.com Writing Instructions Why Instructions Are Important Safety The product labels in your o medicine inform users when, how, and why to take a medication safely. Without these instructions, consumers would be endangered by taking too much or too little medicine or by not administering it properly. 6 docsity.com Writing Instructions Why Instructions Are Important Safety To make sure your instructions o are safe, they must be accurate consistent thorough clearly written carefully organized legally proper 7 docsity.com Writing Instructions Why Instructions Are Important Efficiency It would highly inefficient if o employees had to stop their work each time they did not have or could not understand a set of instructions. o The employees can make a number of serious mistakes b f f i ecause o con us ng directions, costing a business lost sales and increased expenses. 10 docsity.com Writing Instructions Why Instructions Are Important Convenience Clear easy to follow o , - - instructions make a customers job easier and less frustrating. o In the customers view, instructions reflect a products quality and convenience. o Instructions are also a vital part of service after the sale. 11 docsity.com Writing Instructions Planning Instructions The following suggestions can be used to analyze the process and develop the series of actions required to complete the process: 1. Create a flowchart with steps to the process. o Do not to skip any steps. Add and remove steps as needed. 12 docsity.com Writing Instructions Assessing and Meeting Your Audience’s Needs In most instances, you will not be available for readers to ask you questions when they do not understand something. o Consequently, they will have to rely only on your written instructions. 15 docsity.com Writing Instructions Assessing and Meeting Your Audience’s Needs Do not assume that members of your audience have performed the process before or have operated the equipment as many times as you have. Remember that your audience will often include non-native speakers of English, a worldwide audience of potential consumers. 16 docsity.com Writing Instructions Key Questions to Ask About Y A diour u ence To determine your audiences needs, ask yourself the following questions: o How and why will my readers use my instructions? (Co-workers, consumers, and experts in the field all have different expectations ). o What language skills do they possesses English their first (native) language? o How much do my readers already know about the product or service? o How much background information will I have to supply? 17 docsity.com Writing Instructions Writing Instructions for International Audiences 3. Make sure all of your visuals are clear and culturally appropriate. o In some instances, your instructions may be given exclusively through visuals. 20 docsity.com Writing Instructions Writing Instructions for International Audiences 4. Be aware that colors can have different meanings. Red, ll d f ye ow, an green, or instance, may not convey the same meaning in other cultures that they do in the United St t a es. 5. Ask a non-native speaker to review your instructions. Doing this will help ensure that your instructions are easy to understand because you used clear sentences and appropriate language. 21 docsity.com Writing Instructions Organizing Instructions All instructions include steps and appropriate explanations to clarify the procedure. However, instructions often contain other elements also and these depend on the audience and the purpose of the instructions. 22 docsity.com Writing Instructions Formatting Instructions Instructions vary in length, complexity, and format. o Some instructions are one word long: stop, lift, rotate, print, erase. o Others are a few sentences long: Insert blank disk in external disk drive; Close tightly after using; Store in an upright position. You will have to determine which format is most appropriate for the kinds of instructions you are to write. 25 docsity.com Writing Instructions Formatting Instructions Instructions can be given in a variety of formats. Numbered Lists o They often use numbered lists. 26 docsity.com Writing Instructions Formatting Instructions Visuals o They can employ visuals, sometimes to illustrate each step or the entire process. 27 docsity.com Writing Instructions The Process of Writing Instructions 2. Perform a Trial Run Actually perform the job (assembling repairing conducting , , , maintaining, testing) yourself or with all your writing team present. Go through a number of trial runs. Take notes as you go along and , be sure to divide the job into simple, distinct steps for readers to follow. D t i d t h t d o no g ve rea ers oo muc o o in any one step. Each step should be complete, sequential, reliable, straightforward, and easy for your audience to identify and perform. 30 docsity.com Writing Instructions The Process of Writing Instructions 3. Write and Test Your Draft Transform your notes into a draft (or drafts) of the instructions you want readers to follow. Test your draft(s) by asking someone from the intended audience (consumers technicians) , who may never have performed the job to follow your instructions as you have written them. Ob h th i di id l serve w ere e n v ua runs into difficulty, that is, cannot complete or seems to miss a step, or gets a result different from yours. 31 docsity.com Writing Instructions The Process of Writing I instruct ons 4. Revise and Edit Based on your observations and user feedback, revise your draft(s) and edit the final copy of the instructions that you will give to readers. Always consider whether your instructions would be easier to accomplish if you included visuals. Analyzing the needs and the background of your audience will help you to choose appropriate words and details. 32 docsity.com Writing Instructions Guidelines for Writing Steps 2. Begin each step with an active-voice verb in the imperative mood and use second person. Action Verb to Start No Verb to Start Trim the tip of the dog’s nail. a. The tip of the dog’s nails should be trimmed. 35 docsity.com Writing Instructions Guidelines for Writing Steps 3. Use short sentences, which keep your reader focused on one step at a time. Short Sentences Long Sentence Install a smoke detector inside each bedroom in which an Install a smoke detector inside each bedroom in which an occupant sleeps with the door closed. Smoke blocked by the door might not sound an alarm in the hallway. Also, the sleeper occupant sleeps with the door closed because smoke blocked by the door might not sound the alarm in the hallway and the might not hear an alarm coming from another area of the house. sleeper might not hear an alarm coming from another area of the house. 36 docsity.com Writing Instructions Guidelines for Writing Steps 4. Write only one instruction (one action) for each step. One Instruction per Step More than one Instruction per Step a. Place your chin on the chin rest. b. Look at the light. a. Place your chin on the chin Rest and look at the light. 37 docsity.com Writing Instructions Guidelines for Writing Steps 7. Include precise, specific details (measurements, sizes, locations, time, parts) to show your reader exactly what to do. Sufficient Details Not Sufficient Details Loosen the chain to provide 3/8" of movement, or “give”, between Loosen the chain to provide some movement, or “give”, in the chain. the front and rear sprockets. 40 docsity.com Writing Instructions Guidelines for Writing Steps 8. Place any necessary explanations after the step. Placing the step first keeps the reader on task. Explanation After Step Explanation Before Step Touch the number pad to enter the weight of the food to be Make sure you enter the weight in pounds and tenths of pounds. Touch defrosted. Make sure you enter the number pad to enter the the weight in pounds and tenths of pounds. the number pad to enter the weight the weight in pounds and tenths of the food to be defrosted. 41 docsity.com Writing Instructions Guidelines for Writing Steps 9. Use sub-steps when a major step is too broad to be clearly understood by your reader. Use of Substeps Overgeneralized Step Play a G major chord. a. Place your third finger on the Play a G major chord. third fret of the bottom string. b. Place your second finger on the second fret of the fifth string. c. Place your third finger on the third fret of the first string. 42 docsity.com Writing Instructions Using Visuals Effectively in Instr ctionsu Visuals will help your readers your get a job done more quickly and increase their confidence. A i l h l v sua can e p users o Locate parts, areas, and so on o Identify the size and placement of parts Learn how to assemble parts o effectively and easily understand the right and wrong way to do something o Identify possible sources of danger, injury or malfunction, o Determine whether a problem is serious or minor o Recognize and follow normal and safe limits/ranges 45 docsity.com Writing Instructions Guidelines for Using Visuals in Instructions Follow these guidelines to use visuals effectively in your instructions: 1. Set visuals off with white space so it is easy to find and read them. 2. Place each visual next to the step it illustrates, not on another page or buried at the bottom of the page. 3. Select a visual that is appropriate for your. 4. Assign each visual a number and refer to visuals by figure number in your instructions. 5. Make sure the visual looks like the object the user is trying to assemble, maintain, run, or repair. Do not use a photo of a different model. 6. Always inform readers if a part is missing or reduced in your visual. 7. Where necessary, label or number parts of the visual. 46 docsity.com Writing Instructions The Five Parts of Instructions A set of instructions generally contains five main parts: 1 An introduction . . 2. A list of equipment and materials. 3. The actual steps to perform the process. 4. Warnings, cautions, and notes. 5. A conclusion (when necessary). 47 docsity.com Writing Instructions 1. Introduction What to Include in an Introduction? 1 State why the instructions are . useful for a specific audience. Many instructions begin with introductions that stress f d i l sa ety, e ucat ona , or occupational benefits. 50 docsity.com Writing Instructions 1. Introduction What to Include in an Introduction? 2 Indicate how a particular . piece of equipment or process works. An introduction can briefly discuss the theory of operation to help readers understand why something works the way instructions say it should. Such a discussion sometimes describes a scientific law or principle. 51 docsity.com Writing Instructions 1. Introduction What to Include in an Introduction? 3 Point out any safety measures . or precautions a reader may need to be aware of. By alerting readers early in your instructions, you help them to perform the process much more safely and efficiently. 52 docsity.com Writing Instructions 2. List of Equipment and Materials You need to inform readers of all equipment or materials they will need. 55 docsity.com Writing Instructions 2. List of Equipment and Materials The heart of your instructions will consist of clearly distinguished steps that readers must follow to achieve the desired results. 56 docsity.com Writing Instructions 2. List of Equipment and Materials Guidelines for Writing Steps o To help your readers understand your steps, observe the following rules: 1. Put the steps in their correct order and number them. If a step is out of order or is missing, the entire set of instructions can be wrong or, worse yet, dangerous. 2. Include only the right amount of information in each step. Make each step short and simple. 57 docsity.com Writing Instructions 2. List of Equipment and Materials Incorrect 1 Depress the lighting valve Correct: 1 Depress the lighting valve . . 2. Hold a match to the pilot light. . while holding a match to the pilot light. 60 docsity.com Writing Instructions 2. List of Equipment and Materials Guidelines for Writing Steps 4. Give the reader hints on how best to accomplish the procedure. 5. State whether one step directly influences (or j di ) th t f eopar zes e ou come o another. Because all steps in a set of instructions are interrelated, you could not tell readers how every step affects another. But stating specific relationships is particularly helpful when dangerous or highly intricate i i l d operat ons are nvo ve . 61 docsity.com Writing Instructions 2. List of Equipment and Materials Guidelines for Writing Steps 6 Where necessary insert . , graphics to assist readers in carrying out the step. 7. Your instructions might be t l t d i t rans a e n o an international readers language. 62 docsity.com Writing Instructions 3. Warnings, Cautions, and Notes Guidelines on Using Warnings, Cautions, and Notes 1. Do not regard warnings and cautions as optional. They are vital for legal and safety reasons to protect lives and t proper y. 2. Put warnings and cautions immediately before the step to which they pertain. If you insert i ti t t t a warn ng or cau on s a emen too early, readers may forget it by the time they come to the step to which it applies. 65 docsity.com Writing Instructions 3. Warnings, Cautions, and Notes Guidelines on Using Warnings, Cautions, and Notes 3. Put warnings and cautions in a distinctive format. Warnings and cautions should be graphically set apart from the rest of the i t ti R d i i ll ns ruc ons. e s espec a y effective for warnings and yellow for cautions if your readers are native speakers of English . 4. Do not just insert the word WARNING or CAUTION. Explain what the dangerous condition is and how to avoid it . 66 docsity.com Writing Instructions 3. Warnings, Cautions, and Notes Guidelines on Using Warnings Cautions and , , Notes 5. Do not include a warning or a caution just to emphasize a point. Putting too many in your instructions will decrease the dramatic impact they should have on readers. 6.Use notes only when the procedure calls for them and when they help readers. docsity.com Writing Instructions Writing Procedures for Policies and Regulations These writing procedures concern policies and regulations found in employee handbooks and other internal corporate communications, such as on websites, in memos, in e-mail messages, or on a company’s intranet. 70 docsity.com Writing Instructions Writing Procedures for Policies and Regulations Procedures deal with a wide range of how-to activities within an organization, including the following: o Applying for family or medical leave o Dressing professionally at work or at a job site o Submitting and routing information o Reserving a company vehicle or facility o Requesting travel expense reimbursement o Fulfilling promotion requirements o Applying for a disability accommodation o Requesting a transfer within a company o Using company e-mail 71 docsity.com References 72 Technical Communication, Mike Markel, 9/E, Bedford/St. Martin's, 2010. Successful Writing at Work, Philip C. Kolin, 9/E, WADSWORTH Cengage Learning, 2010. How to Write Technical Reports, Lutz Hering, Heike Hering, Springer, 2010. Writing and Designing Manuals and Warnings, Patricia A. Robinson, 4/E, CRC Press NY, 2009. A guide to Writing as an Engineer, David Beer, 3/E, John Wiley and Sons, 2009. Writing a Report, 8/E, John Bowden, HowToBooks, 2008. /Technical Writing for Success, Darlene Smith-Worthington and Sue Jefferson, 3 E, WADSWORTH Cengage Learning. Engineer’s Guide to Technical Writing, Kenneth G. Budinski. Writing for the Technica Professions, Kristin R. Woolever, 4/E, Pearson Education, 2008. The Writing Experiment: Strategies for innovative creative writing, Hazel Smith, Allen & Unwin, 2005. Science and Technical Writing A Manual of Style Philip Rubens Routledge 2001: , , , . docsity.com