To: Karen Meyers

From: Lewis Larson

Date: April 15, 2021
Subject: APLED 121-Chapter 15 Summary

______________________________________________________________________________

Chapter 15
Instructions, User Manuals, and Standard Operating
Procedures

1. Why Write Instructions

Include instructions or user manual, whenever your audience needs to know how
to
Operate a mechanism Collect lab specimens
Install Equipment Service equipment
Manufacture a product Repair a system
Package a product Troubleshoot a system
Preform lab experiment Use software
Test components Set up a product
Maintain equipment Implement a procedure
Clean a product Assemble a product

A. Criteria for Writing Instructions

a) Audience Recognition- The key to success as a writer of instructions is

don’t assume anything. Spell it all out, clearly and thoroughly.

b) Ethical Instructions- Clearly and correctly citing sources of information

will help you avoid plagiarism. Clearly stated hazard notations, warranties,
and disclaimers. If product or services have changed it is the company’s
responsibility to update user manuals.
 c) Components of Instructions-

Title page Hazards Table Introduction List

Topic Of Of
Graphic contents Required
purpose Tools/
equipment
Glossary Steps Steps Additional Contact
Of 1. 3. Components Number
terms 2. 4.

d) Title Page- Topic-about what you are writing. Purpose- the reason for
writing the instructions. Graphic- show a drawing of picture of product or
process.

e) Safety Requirements- Make hazard notations obvious, vary typeface,

font size, and use white space to call attention to all alerts. Colors are also
important to emphasize hazards.

The Potential for Death

The Potential Serious Injury

The Potential for Damage or Destruction of Equipment

Important Information Necessary to Perform a Task

Effectively or to Avoid Loss of Data or Inconvenience.

 Text about Safety should be short and concise, and give steps to
avoid.
 Icons should be picture based for anything sold internationally for
clarification to people that don’t speak the same language.
f) Table of Contents- An effective table of contents will have an easy way
to access all topics in the instruction manual.

g) Introduction- Must use positive words and pronouns for a personal

touch. It might be the only communication the company gets with
customer.

h) Glossary- If the instructions have abbreviations the manual should define

them.

i) Required Tools or Equipment- list what tools or equipment is required

to do the steps in the manual.

j) Instructional Steps- the actual actions required to complete a task.

 Organize steps chronologically.

 Number your steps.
 Use highlighting techniques.
 Limit the information with each step.
 Develop your points thoroughly
 Use short words, short sentences, and short paragraphs
 Begin your steps with verbs.
 Do not omit articles like a, an, and the.

k) Additional components
 Technical description- Additional information to help the end user
define or understand the directions.
 Warranties- protect company and customer.
 Accessories- company can increase sales by offering accessories to
enhance the users experience.
 Frequently asked questions- This is a customer and company
benefit.
 Contact number and address.

l) Graphics- Clarify your points graphically. Pictures tell the story better
than words. Use a drawing to explain to the user how to do something
that is difficult to explain in words.
 B. Collaboration to Create User Manual- Manuals can be written
by a team of people in different locations. This can add to the
challenges of getting a cohesive instruction to the customer.

C. Instructional Videos- another media that can be used for

expressing information to the end user.

D. Standard Operating Procedure (SOP) A set of written

instructions that document how to do a task or process.

a) Reasons for Writing an SOP- sops ensure an accurate and consistent

job so that-
 Quality
 Integrity
 Governmental Rules
-are being done every time.

b) Components of SOPs
Title Page Table Scope and Definition Safety
Of Applicability Of Warnings
Topic Contents Terms And
Purpose Summery Cautions
Routing Of Method
List

Interferences Equipment Procedures Procedures Data and References

And 1. 3. Records
Personnel Supplies 2. 4. Mtg.
Qualifications/ Etc. Quality
Responsibilitie Control/
s Assurance
c) Title Page-
Standard Operating Procedure
Date: __________________________________
Process: ________________________________
Author: _________________________________
Date Approved: ___________________________
Manager: ________________________________
Date Approved: ___________________________
Quality Assurance Manager: _________________

d) Scope and Applicability- explaining to the end user the reason for the
SOP.

e) Summary of Method- explaining the who in the process of the SOP.

f) Interference- include all situations that can interfere with the accuracy
of the product.
 Humidity
 Temperature
 Depth
 Altitude
 Weather
 Cleanliness
 Carelessness
 Sample size
 Contamination

g) Personnel Qualifications/Responsibility- Qualification of persons

performing the SOP.

h) Equipment and Supplies-

 Tools
 Equipment
 Reagents needed for the procedure
 Standards for chemicals
 Biological specimens
 i) Data and records Management-
 Calculations to be preformed
 Forms for the reports
 Required reports
 Reporting intervals
 Report recipients
 Process to follow

j) Quality control and quality assurance- so that the SOP is at the

highest quality and consistency
k) References- to avoid plagiarism and to communicate ethically cite all
that is used from other sources.

E. Test for Usability-

 Select a test audience
 Ask audience to test the instruction
 Monitor the audience
 Time the team members
 Quantify the audience response

F. Sample Instruction- How to view your photos on a smart phone

G. The Writing Process at Work

a) Prewriting- flow charting is another way to prewrite.

b) Writing- writing is the next in the progression of completing a manual

c) Rewriting- final draft can be polished up for distribution.