Writing an instruction manual may seem like a demanding task, but it is easier than you think. These tips can be applied to any written instruction manual, from the simplest to the most complicated.
Steps
Method 1 of 4: Know the topic
Step 1. This is the key
It may be obvious, but knowledge of the subject is the key to writing a successful manual. For example, if you are writing a camera manual, knowing that F-stop and shutter speed are not just separate functions - because they are - but knowing how the two interact will make the way you describe each function much easier..
Step 2. Talk to experts
If your role is simply to be the writer rather than an expert on the subject, involve people with the necessary knowledge during the process and make sure they review your work. Your knowledge and advice are invaluable.
Step 3. Try to make a practical approach
If possible, put into practice what you are writing about, at least this way you can feel what the user will learn.
Step 4. Read up on the topic
Learn to talk about what is being talked about, and know the product you are writing about.
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Manuals or similar products will show you how other people have approached the subject.
- Look for similarities between the writers, indicating that they both have common functionality and common approaches to describing something.
- Look for differences that stand out. These can be features that are unique to a product. Your product may or may not have these functions, or it may have alternative ways of solving the problem that you can describe, enhancing the value of the product. Even if your job is to write how to do something, showing the customer the value of their purchase is a good way to motivate them to continue reading.
- Read trade magazines. Find out how people use these products and work with them every day. They may wish there was a feature that solves a particular problem, and if your product is the solution, it should be featured.
Method 2 of 4: Plan Your Manual Layout
Step 1. Break it down Step by step
Whether it's writing a step-by-step instruction sheet or a manual for a digital camera, breaking down each step has its benefits:
It allows you to focus on individual parts. Your goal is to familiarize the user by learning the process. You can save the part of how to perform the function for the end of the tutorial, if you wish, or let the user figure it out on their own
Step 2. Follow a logical sequence
It would not be nice if, for example, you describe how a camera flash works until you have explained how to position the lenses or load the film, turn on the camera and adjust the focus. This is especially useful if you are unfamiliar with the subject.
Step 3. Use this as a template for your table of contents
Step 4. Review your steps
Once you've defined the logical sections, review them to make sure you've covered everything.
Step 5. Gather your supplies
Have the item you are describing handy and ready to go while you describe it in the manual. If you are making a cardboard box, you should have paper, scissors, tape, glue, and a ruler on hand. If you are writing about a camera, make sure you have it disassembled. If possible, the product you are writing about should be packaged.
Method 3 of 4: Start typing
Step 1. Write the introduction
This will set the tone for the entire manual, and give the user an idea of the type of manual they will read. Will it be entertaining or nonsensical? It will depend on the person who reads. There is much more room for verbal play when writing a children's manual than when writing a doctor's manual. Set the tone and maintain that tone throughout the manual.
Step 2. Do each step as you write it
Not only does it give you some honesty and authenticity when writing but you also make sure you don't leave any loose ends.
If for some reason, the step is not possible, analyze it deeply and consult an expert
Step 3. List the steps
This makes it easy for the reader to follow your instructions, and for future reference if it gets lost.
If you are writing it down on paper, be sure to leave spaces to add annotations at each step. Remember to renumber it if you add more steps
Step 4. Include tips and warnings
As you type, you may realize that if the user takes a careless step, it may cause a problem.
Also if there is any advice that will help the user to facilitate a task or make it more interesting, add it
Step 5. Put it to the test
Using your written instructions, put it to the test. If you find that something is missing from your instructions, add the necessary information. Repeat this step until everyone is complete, and you can do what you are trying to teach without having to add notes.
Consider having a friend or two use the manual. Please observe them carefully when they learn to use the product. See if at any point they get lost, confused, or fail. Listen to what they have to say, then adjust the manual
Step 6. Correct your manual
You don't want to send your manual (be it an agency or your wife) with countless errors.
Method 4 of 4: Format
Step 1. Start from the beginning
Once you have all the detailed steps, go through the manual to find the obvious headings.
Give titles, and note their location
Step 2. Write the table of contents, if necessary
Take a look at the way wikiHow does it as an example, the home page offers many heading sections. When you access each section, it lists several sub categories, and the sub categories list articles. The more detailed your manual, the more categories and sub categories you will need. (How to whistle, you don't need any, while how to carve a whistle you need a few and like playing a flute you need many.)
Step 3. Re-correct one more time
Yes, you already did it once. Doing it a second time will undoubtedly show small errors or places where your manual is not clear enough.
To make a manual more understandable, you can take this opportunity to jot down small topics and use that information to create an index
Step 4. Select the title
Advice
- If you write a detailed manual that requires chapters, such as "How to play the flute" the first step is to list the chapters, such as "Select the flute, assembly and care, use your fingers, your first piece of music" etc. You can apply the basic rule to write a manual in each chapter because each chapter is like writing a separate manual.
- Even if something seems obvious to you, write it down in the steps. It will prevent you from leaving empty space on something that the user does not know. It is better to include extra information rather than skip important steps.
- When possible, illustrate your instructions. If you can't attach images, refer the reader to something common as an example. For example in Format, step 2 In these instructions, the wikiHow layout is used to illustrate the table of contents.
- If you can, have a trainee test your manual and write down each question they have. This will help you fill in the blanks and make your manual more useful.
- Writing each section on separate sheets (or on a computer) will make editing it easier. You can easily fix it if you have room to work and can find your edit marks. On the computer, leave 3-4 lines in between (by hitting Enter multiple times) so you can add notes.