If you are a teacher or technical writer, you should probably write instructions on a daily basis. However, for many other people, this task can be difficult. You could skip an important step because you assume your readers will do it automatically, or you could confuse them by including too many actions in one step. If you want to write clear instructions, first make sure you understand exactly how to complete the task and then follow them to the letter to make sure they achieve the desired result.
Steps
Part 1 of 3: Understand the task
Step 1. Gather the supplies you will need
When writing instructions, you should first familiarize yourself with the task on a personal level. Gather all the necessary tools and supplies and place them in the approximate order that you will use them.
Write everything you need. When you write your instructions, you should probably include a list of tools and materials that you will need to complete the task
Step 2. Complete the task on your own
Even if you have successfully completed the task in question several times in the past, it is still a good idea to do it again before writing the instructions so that you don't forget anything.
- If you are not familiar with the task, you probably tend to take shortcuts. When you write the instructions, be sure not to skip any steps or information that the reader might not have.
- Imagine that you are going to tell someone a recipe. If you prepare a dish frequently, you can probably determine with the naked eye how much of an ingredient to add. However, if you are going to tell someone else, you need to provide the exact measurements.
Step 3. Make a detailed outline
As you complete the task, take a moment to write down everything you have done in order to maintain a logical order in the instructions. By doing the task as you write the steps, you will know exactly what needs to be done and when.
Step 4. Define your audience
Depending on who will be reading them and trying to follow them, you will probably have to write the instructions for the same task in different ways. For example, you should write differently for teens than for adults.
This also encompasses your audience's motive for completing the task. This could be different if the instructions are aimed at young students who are going to do a project or adults who need to complete homework for their work
Step 5. Write a short introduction
The introduction will tell readers what the instructions will allow them to do and the end result they will get if they follow them completely. Keep in mind that most people will skip the introduction or read it quickly, so don't include essential information or key caveats in it.
- For example, if you're writing instructions on how to make a peanut butter and jelly sandwich, you could briefly mention that this is a healthy and easy option that kids love to eat for lunch or as an afternoon snack.
- If you consider it necessary to include an important warning in the introduction, you should also include it at some point in the steps so that people who did not read it can read it.
Part 2 of 3: Write the Instructions
Step 1. Divide the task into small steps
Each step should include a single action, not multiple. If there are steps that are longer than one or two sentences, you can probably break them down into smaller, less complex ones.
For example, suppose you are going to write instructions on how to walk a dog. A step that says "Put the collar around the dog's neck and then attach the leash" is a composite step that includes two actions: "put the collar on the dog" and "attach the leash to the collar." It is best if you write "Put the collar around the dog's neck" in the first step and "Attach the leash to the collar" in the second
Step 2. Begin each step with an action verb
Every step you write should be an action step, so write verbs that show readers exactly what they need to do to complete that step.
- Write the instructions to indicate what someone should do, not what someone else should think or know.
- For example, let's say you are writing instructions on how to walk dogs and include a step related to adjusting the collar. In that case, the sentences "Check the fit of the collar" or "Measure the dog's neck" imply a greater action than "Know the size of the dog's collar."
Step 3. Follow a logical progression
Suppose the reader begins the task as soon as they read the first step. Usually you will not read all the instructions to the end. If there is something readers need to know to complete a step, include that information within the step itself.
- If there is any inherent danger in a particular step, put a warning within it instead of in the introduction or at the end of the instructions, when it is too late.
- Include guides where appropriate so that the reader knows when you have completed the step correctly. For example, you could say to the reader, "To know if the dog's collar is properly adjusted, you need to be able to insert two fingers between the back of the collar and your pet's neck."
Step 4. Choose your words carefully
Use simple language that everyone can understand. In most cases, avoid using jargon or technical terms. However, if you must use the latter, you will need to provide a short and simple definition of them.
For example, if you are writing instructions on how to file a legal report, you will probably need to use some technical legal terms. In those cases, first write the definition in plain language and then include the term used in court
Step 5. Take positive action
It's generally better to tell your readers what they should do to complete an assignment rather than what not to do. As someone reads someone reads the instructions, get into the mindset of wanting to complete the task. If you start by telling readers what not to do, they might get confused and do it anyway.
For example, if you are writing instructions on how to walk dogs, it is better to say "Check the fit of the collar" or "Adjust the collar properly" rather than "Do not over tighten the collar" or "Avoid wearing a collar that is too small."
Step 6. Write in the second person
The pronoun "you" will allow you to address the reader directly and without confusion. Using it, the reader will know exactly what to do to complete the task without making any assumptions.
For example, if you write "The lever must be pushed", you will make the reader wonder who should do it. On the contrary, if you write "You must push the lever" or "Push the lever", you will allow the reader to have no doubt that it is something that he must do himself
Step 7. Include alternatives
For some tasks, there will be more than one way to perform a step or series of steps. Therefore, you will need to provide the alternative along with the step so that the reader can choose how they want to complete that task.
For example, if you're writing instructions on how to make a peanut butter and jelly sandwich, you could include other spreads: "If you have a peanut allergy, use almond butter instead."
Step 8. Use graphics where helpful
You've probably heard the phrase "A picture is worth a thousand words." If you want to write clear instructions, you can sometimes use a picture or diagram to make a particular action more understandable to the reader.
For more technical instructions, make sure the reader can clearly see what is happening in the image and that the option is not obscured by tools or hands
Part 3 of 3: Test the Instructions
Step 1. Organize the instructions into parts
Some complicated tasks contain more than one part. So if you are writing instructions for a larger task that includes several small parts, separate them into multiple sections.
- If you are going to list the instructions, start with each section. In this way, the reader will follow the instructions and will feel a kind of accomplishment as each part is completed.
- Even if the task in question does not include any semi-independent parts, it is still necessary to break it down into parts if it includes a large number of steps. Too many steps can overwhelm readers.
Step 2. Test the instructions as you write them
If you can't follow the instructions exactly as you wrote them, no one else will be able to. Ask your friends to complete the instructions and tell you if they found anything confusing.
You may need to try the instructions several times, especially if they are long or complex
Step 3. Edit the instructions carefully
Spelling and grammar mistakes can ruin clear writing, making instructions difficult to follow. Read them from the end to the beginning and vice versa to make sure there are no mistakes.
If you are not confident in your editing skills, ask a friend to review the instructions
Step 4. Include a list of necessary tools or materials
Especially if a task requires the use of specific tools or materials, a list can be very helpful to readers. Place it at the beginning of the directions so that readers can gather all the materials ahead of time.
Imagine it as if it were a recipe in a cookbook. The recipes always include a list of ingredients and utensils at the beginning so that you can gather all these things before starting with the preparation of the dish
Step 5. Include warnings where applicable
After trying the instructions, you may notice that there are hidden risks that you didn't address the first time you wrote them. Warn readers about these dangers so that they can take the respective precautionary measures.