ENGL week6 Discussion
Es-d
eng316_w6.pptTechnical Communication
ENG 316
Instructions
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Welcome to Technical Communications.
In this lesson we will discuss instructions.
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Topics
- Definition and audience
- Planning instructions
- Organizing instructions
- Formatting instructions
- Composing instructions
- Field Testing
- Online instructions
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The following topics will be covered in this lesson:
Audience;
Planning instructions;
Organizing instructions;
Formatting instructions;
Composing instructions;
Field Testing; and
Online instructions.
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Definition and Audience
- Instructions
- Sequence of steps to complete a task
- Require accurate and precise information
- Include information based on audience knowledge
- Help readers comprehend steps and stay motivated
Instructions are the sequence of steps that explain how to complete a task. Those people who require instructions need to perform a task or understand how someone else performs the task. The audience for instructions follows the steps very carefully and requires accurate and precise information that is placed in the proper sequence.
The amount of detail provided in instructions depends on how much knowledge the audience has about the process. Well written instructions help the audience read carefully, stay motivated, and continue reading.
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Planning Instructions
- Create a flowchart of steps
- Understand the ultimate purpose
- Watch an audience member perform tasks
- Take note of difficult steps
When planning instructions, a writer should understand the procedure that is about to be detailed. Whenever possible, a writer should personally work through the process to understand any potential hurdles or confusion that eventual readers may face. The following steps should be used to plan instructions:
One. Create a flowchart with the process steps in order of execution.
Two. In your mind, think through the process backwards. What is the ultimate purpose of the procedure?
Three. Watch a member of the target audience performing the task for the first time and take notes regarding the first step and any difficult steps. Question the steps that the person misunderstands and interview the person after the procedure is completed to receive any suggestions.
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Organizing Instructions
- Caution
- Definitions
- Less explanation
- More explanation
- Warning
- Graphics
- Introduction
- Materials and tools
- Notes and tips
After analyzing the information needed in the instructions, the steps should be organized into sections. It is then necessary to place the information into chronological steps and an easy-to-read format.
Some, but not all, instructions require an introduction or a list of materials. Elements that a writer can add to instructions include cautions, definitions, less explanation, more explanation, graphics, an introduction, materials and tools, notes and tips, and warnings. A caution is a statement that indicates actions that might harm the mechanism. Definitions are term explanations. A list of more than six definitions should be placed in a glossary for the instructions.
Less explanation is needed when the audience is familiar with the process or when the process is an emergency procedure that necessitates quick and streamlined instructions. More explanation is needed when the audience is new to the process or when the procedure is complicated. A warning is a statement that indicates step actions that might cause injury to the reader or others. Graphics are visuals such as diagrams or flowcharts that make the instructions easier to follow. The introduction includes background, purpose, intended audience, scope, organization, best ways to read the instructions, and assumptions about the readers’ knowledge. Materials and tools are the materials, tools, or ingredients needed to perform the steps. Lastly, notes and tips are supplemental, non-essential information that helps a reader’s understanding.
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Check Your Understanding 1
Formatting Instructions
- Ensure they are easy to read
- Number steps
- Format with flowcharts or diagrams
- Call out parts of graphics
The format of instructions should be easy to read because readers are often impatient. The steps should be numbered to align them. Instructions can also be formatted with flowcharts and diagrams to simplify the process and help intermediate users who may have performed the steps before. If formatting graphics, call outs may be required to point to specific parts of the diagram.
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Composing Instructions
- Format steps chronologically
- Begin steps with active voice
- Use short sentences
- Focus on one action per step
- Ensure each step is something to do
- Use natural articles (a, an, the)
- Employ specific details
- Include explanations when needed
- Add substeps for broad major steps
All instructions require chronological steps. That is, they should be ordered in the logical process of execution. A step is the action that the reader performs. The following nine rules apply to composing instructions:
First, the steps should proceed forward in time with numbers or letters.
Second, the steps should begin with an active voice verb in the imperative mood—with a command and the verb. An example of an active voice verb is the step: Turn the ignition.
Third, it is important to use short sentences that allow readers to absorb the information quickly and at one time.
Fourth, only one instruction or action should be described in each step.
Fifth, each step should truly be a step—something to do.
Sixth, the writer should use the natural articles a, an, and the.
Seventh, precise and specific details should be included to show the reader exactly what to do.
Eighth, necessary explanations should be detailed after applicable steps. An explanation is an extension or further explanation of the step it explains. Explanations are needed to clarify what not to do in a step, why a step is important, what happens when a reader does something, how to perform an action in more detail, what terms to define, and how to make a decision when more than one option is available.
Ninth, substeps should be used when a major step is too broad to be clearly understood.
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Field Testing
- Field testing (usability testing)
- Concurrent testing
- Evaluates instructions in-use
- Retrospective testing
- Evaluates instructions after their use
Before finalizing and publishing instructions, it is important for the writer to field test the instructions. A field test is also called a usability test. Field testing involves asking several people to try the instructions and note any potential issues. Concurrent testing and retrospective testing are two field tests that can assess how effectively users can perform instructions. Concurrent testing evaluates instructions while a product is tested or an activity is performed. The writer observes the users reading and performing the instructions and considers the users’ accuracy, speed, and time required. Retrospective testing asks readers to fill out a questionnaire or answer questions after completing a task where instructions were used. Writers often use both concurrent testing and retrospective testing together when developing and testing instructions.
Regardless of the testing method used, writers should choose a reasonable sample of testers—users both skilled and some unskilled. This provides a better real-life portrayal of user responses and needs. After completing the testing, a writer should compile the data, list any problems, and devise solutions.
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Check Your Understanding
Interaction Type: Matching
Directions: Click and drag the definition in the right column to the matching term in the left column. When you are ready, click on the Submit button.
Left Column:
A. Concurrent testing
B. Retrospective testing
C. Step
D. Explanation
Right Column:
1. evaluates instructions while a product is tested or an activity is performed.
2. the action that the reader performs.
3. asks readers to fill out a questionnaire or answer questions after completing a task where instructions were used.
4. an extension or further breakdown of the step it explains.
Correct Answers:
A-1
B-3
C-2
D-4
Number of attempts: Infinite
Incorrect Feedback:
At least one match is incorrect. Please try again.
Correct Feedback:
That's correct!
Click anywhere to continue.
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Online Instructions
- Limit each unit to one screen view
- Use a consistent design
- Include a tree or map of site
- Utilize navigational aids
- Add keyword searches
- Apply a field test before publication
Online instructions are computer-based instructions used to execute such activities as ordering tickets or arranging a delivery. When writing online instructions, a writer should consider the practices for writing steps, using white space on the Web page, using graphics for impact, and providing cautions and warnings when appropriate. Online instructions should follow six best practices.
One. Each unit of instruction should be limited to one screen size so that users do not need to scroll down the page.
Two. A consistent design is needed. For instance, the font style, font size, color, graphics, and headers should all be consistent with each other for a unified appearance. The readers will feel more comfortable.
Three. A tree or a map of the site should be included so that the readers can see it at a glance.
Four. Navigational aids are needed to link to the home page and any other important and related Web pages.
Five. Keyword searches with several synonyms for the same action should be added.
Six. A field test ought to be applied to ensure the usefulness and usability of the instructions before publication.
On a final note, a writer should ensure that instructions should not take up the entire screen when teaching users to perform tasks on the screen. Readers should be able to work on the screen while reading the instructions.
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Summary
- Definition and audience
- Planning instructions
- Organizing instructions
- Formatting instructions
- Composing instructions
- Field Testing
- Online instructions
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We have reached the end of this lesson. Let’s take a look at what we’ve covered.
We started our discussion by examining the importance of writing simple and thorough instructions that can be understood by audiences of multiple skill levels.
Then we discussed the components of instructions. Instructions contain itemized steps and sometimes require an introduction and graphics for reader comprehension. A writer must also decide whether extra components are needed such as a list of materials, warnings, notes, definitions, or cautions.
Next, we covered the practice of writing instructions. Writers should use short chronological sentences in the active voice. Each step should reflect a specific action. Substeps or explanations may also be utilized.
Then we discussed field test testing. Testing instructions includes concurrent testing—having users test instructions while performing the activity—and retrospective testing—asking users questions about usability after they have completed an activity using instructions.
Finally, we covered best practices for writing online instructions. Creating online instructions is similar to writing paper-based instructions; however, writers should consider best design practices for Web pages and readability on the screen.
This completes this lesson.
PROPERTIES
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