To: Nancy Myers

From: Jon Smilden

Date: April 27, 2022
Subject: APLED 121-Chapter 15 Summary

CHAPTER 15
INSTRUCTIONS, USER MANUALS, AND STANDARD OPERATING PROCEDURES

Why Write Instructions- Instructions help people set things up, use a product, or operate a
machine.

Criteria for Writing Instructions

• Audience Recognition- Useful instructions consider the audience’s needs. To write

successful instructions clarify technical concepts with detail and lay out the process
thoroughly.

• Ethical Instructions- To avoid plagiarism in technical writing clearly and correctly cite
sources of information.

✓ Legalities in User Manuals- Identify the potential for harm in user manuals to
protect the companies and customers from legal repercussions.
✓ Practicalities in User Manuals- Make sure manuals and product information is up to
date. Update, revise or rewrite them if necessary.

• Components of Instructions- Instructions will vary depending on the complexity of the

components and the process they are describing.

• Title Page- The title for instructions should tell what the product is and the purpose for the
instructions.

• Safety Requirements- Preface instructions with safety requirements to inform your

audience of possible dangers and cautions before they perform any instructions.

✓ Access- Call attention to hazards with large boxed in font that has plenty of white
space around it.
✓ Definitions- The following are defined terms that are used in safety requirements:
• Danger- Potential for Death
• Warning- Potential for serious personal injury
• Caution- Potential for damage or destruction of equipment
 • Note- Important information necessary to perform a task effectively or to
avoid loss of data or inconvenience
✓ Colors- Emphasize safety information with colors. For example, use red for danger,
orange for warning, yellow for caution, and green, black or blue for notes.
✓ Text- Use short and descriptive phrases to describe a hazard graphic.
✓ Icons- International symbols are used on products that are sold outside of the
United States.

• Table of Contents- Tables of contents allow readers to quickly identify and access specific
sections of a technical document.

• Introduction- Use positive words and possessive pronouns in the introduction to personalize
the document and increase audience involvement.

• Glossary- A glossary defining commonly used terms will help your audience understand
acronyms and terminology.

• Required Tools or Equipment- Let your audience know what tools or equipment they might
need before they start a task.

• Instructional Steps

✓ Organize the Steps Chronologically- Let your audience know everything involved in
step one to get to step two and go in order.
✓ Number Your Steps- Number steps so that they can easily be identified and
referenced.
✓ Use Highlighting Techniques- Use different formatting techniques to call attention
to warnings other important information.
✓ Limit the Information within Each Step- Make sure each step is minimal clear and
precise, if there’s too much information make it a different step.
✓ Develop Your Points Thoroughly- Use specific language to clarify directions.
✓ Use Short Words, Short Sentences, and Short Paragraphs- Keep it simple and short.
✓ Begin Your Steps with Verbs- Start each instruction with a verb.
✓ Do Not Omit Articles- Write instructions as you speak to someone. Don’t exclude
articles such as a, an, or the.

• Additional Components

✓ Technical Descriptions- Part by part descriptions, labels, and callouts help your
audience understand the product and instructions.
✓ Warranties- The warranty defines legal rights for the customer and the
manufacturer concerning the product.
 ✓ Accessories- A section that showcases additional equipment or components that
can improve the product.
✓ Frequently Asked Questions- The FAQ section of a manual helps save time by
answering commonly asked questions.
✓ Corporate Contact Information- Conclude a manual with the company’s various
contact information.

• Graphics- Detailed pictures with callouts are an effective and appealing way to show
something that may be hard to explain to an audience.

Collaboration to Create User Manuals- Manuals are often long and complex documents that require
input from many different people within the company. Working together with the different SMEs
(subject matter experts), is often the most efficient way to create a manual.

Instructional Videos- Using a video to describe and show instruction is another way to convey this
information.

Standard Operating Procedures (SOP)- Written instructions that document routine or repetitive
technical or administrative activities followed by the business or industry.

• Reasons for Writing an SOP- Standard operating procedures ensure that everyone within
the company is preforming a task the same way, and in compliance with governmental
regulations.

• Components of SOP- SOP components are like a manual but with more regulation.
✓ Title Page- The topic of the SOP and list of people who must sign off.
✓ Scope and Applicability- Section that describes what the procedure is, the limited
use of it, how this meets regulation.
✓ Summary of Method- Answers the who, what, when, where, how of the procedure.
✓ Interferences- Outlines any factors that can interfere with the procedures results.
✓ Personnel Qualifications/Responsibilities- Lists the required experience for those
who can complete the procedure.
✓ Equipment and Supplies- Details the items necessary to perform the procedure.
✓ Data and Records Management- Information needed to complete the procedure
such as: calculations, forms, reporting intervals.
✓ Quality Control and Quality Assurance- Details the activities that ensure the highest
quality and consistency of the procedure.
✓ References- List any documents or literature referenced or used in the SOP to avoid
plagiarism.

Test for Usability- Test your instructions or SOP to make sure it works as intended.

Sample Instructions- Instructions can be made for common activities. For example:
To change a contact on your phone.
 1. Unlock your phone with your fingerprint or passcode.
2. Click the phone icon and scroll over to your contact’s page.
3. Scroll down to the contact you wish you change.
4. Select the contact and click edit.
5. Delete the old contact’s name in the box with a floating cursor.
6. Type a new name for the contact.
7. Click save when finished.

The Writing Process at Work-

• Prewriting- Gather information, brainstorm, rough draft.

• Writing- Write the documents.
• Rewriting- Peer review, revise and edit your document to fix and changes.