instructions usable instructions idg's dummies guides reveals how most of us feel when we read...
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Usable instructions
IDG's Dummies guides reveals how most of us feel when we read instructions: like dummies. We read and reread complex sentences, we flip back and forth between pages to relate a picture to a certain point in the text, we scratch our heads and (cursing) fling the book against the wall on the other side of the room.
Who’s to blame for bad instructions
The simple fact is, if users feel like idiots when they read instructions, it's usually the writer's fault.
Task analysis
Define the set of actions– Start with the actions, not the equipment– How to know the step was completed
Define the context– What else is happening
Define the environment– Design difference for plant floor vs office
Use expected actions
Use menus and mouse clicks.Don’t user expert/power user short cuts.
Be consistent in terms.
Writing instructions
Use imperative mood (commands)– First word is an action verb
Examples– Turn the knob to 5– NOT: Then you should turn the knob to 5
– Set the switch to ON– NOT: The switch should now be turned ON
Writing instructions
Conditional clauses go first– People read and act in text order
Example– After the light turns red, set the switch to 7.– NOT: Set the switch to 7 after the light turns
red.– NOT: Click on Format Text Box while using
the right mouse key
Each step stands alone
Write the step so it stands alone. Do not use phrases such as
“next,” or “then”. Example:
3. Next click on the drive...6. Then set the blue lever to...
Parts of a procedure
IntroductionExplain purposeDescribe when applicable
Instruction stepsGive steps, results, and required visuals
Optional sectionTroubleshooting or additional tips
NO conclusion
Chunk the text
Group the text into complete actions– Use headings to break the text up– Keep the user oriented
Chunks come from the task analysis Think of hierarchy of actions
Software menu options
Standard convention for software menus is to hypenate the words when using multiple levels of menus.
Match menu spelling and wording
Examples of software menus
Example– Insert-Picture-From file– Tools-options
Poor examples– Click Header and Footer under the View menu– Click on Picture under the Insert menu, then
From File.
Give results
Tell the user what the step will accomplish. How can they tell it has completed properly
Write in terms of Action/Result Example
Action: Set the CP-3 valve switch to OPEN.
Result: The valve indicator light turns red.
Multiple levels of instructions
Use sub-steps to support various skill levels in the audience.
Make each major step a complete action. The sub-steps give the details to accomplish that action.
An experienced user can just read the step and other people can follow each sub-step.
Supporting text
Requirements go up front, not with steps– Tool lists– When to accomplish the instructions– Prerequisites for the instructions
Step 7 is not the time to find out a special wrench is needed to remove the part.
Explanatory information
Provide explanations at the beginning Include minimal explanations of why the
steps are performed with the steps. Any explanations must be obviously
explanations, so users don’t think they are steps.
Word – Track changes Use track changes for the instructions rewrite assignment
due next time. Make your edits and email me a copy
Visuals
Show visual of the action May show the result of the step Don’t include extraneous visuals.
Each step does not require onePoor example: showing a drop down menu
Respect the page margins
Visuals
Place the visual with the step Step should come first, then the visual Crop the visual to the smallest size
– Use multiple small images – One large visual can be confusing
Visual design must be consistent– Beware of copying from multiple sources
Color in graphics
Web has lots of colored figures, but most technical documents are produced in black and white.
Loss of color can create a gray blob. Convert the graphic to BW with a image
program, do not let the copier do it.
Snag-it
30 day trial program on your CD Only for use at home.
It cannot be installed on a school PC Provides you with the ability to capture
screen areas
Running headers in Word
For your instruction assignment, the running headers and the overall page layout must be for a front-back spread.
The instructions are on the two facing pages when you open the book.
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