To: Nancy Myers

From: Ryan Collins

Date: April 26, 2022
Subject: APLED 121-Chapter 15 Summary

CHAPTER 15
INSTRUCTIONS, USER MANUALS, AND STANDARD OPERATING PROCEDURES

Why Write Instructions-Instructions help to mitigate confusion when completing various task such as,
o Operating a mechanism
o Installing parts or equipment
o Assembling a product
Criteria for Writing Instructions-Poorly written instructs can happen for various reasons. These include
the writer failing to consider their audience’s needs. The first step to successful instructions is to start
with audience recognition.
 Audience Recognition-Confusion can occur when writers assume the readers have a similar
knowledge level on the subject. Writers should provide their readers with the clarity and
thoroughness they require.
 Ethical Instructions-Writers need to meet the audience’s needs; this includes ethical behavior.
Clearly and correctly sighting sources will allow writers to avoid plagiarism.
 Components if Instructions-The components that make instructions and not copy paste.
Different types of instructions also include different ways they can be written. Some might only
be made up of a few numbered steps while other could include items seen below.
Title Page Safety Table of Contents Introduction Glossary Of
Topic Requirements Terms
Required Tools Instructional Steps Additional Graphics Corporate Contact
and Equipment Components Information

 Title Page-The title page should consist of the topic and the purpose of the instructions;
graphics should also be included if available.
 Safety Requirements-These can be placed anywhere with the text. When a step is inherently
hazardous or could lead to injury if performed incorrectly, it should be called out to the reader.
Callouts should include things that are important to the task. A few items that should be listed if
applicable include,
o Correct tools
o Torque specs
o Proper PPE
o Hazards
 Table of Contents-Instructions consist of several sections. These may include topics such as
include technical specifications, warranties and troubleshooting tips.
 Introduction
 Glossary-To avoid confusions when using abbreviations, acronyms or technical include a
glossary.
 Required Tools or Equipment-Its important to have these listed. Nobody wants to be in the
middle of a job and need to stop what their doing to look for the tool to get it done.
 Instructional Steps-This should consist of the required actions needed to complete the task. To
write a good set of steps include the fallowing,
o Have steps in chronolectal order.
 Having a proper order of operations keeps confusion to a minimum.
o Number your steps.
 Gives the reader a guaranteed path to success.
o Use highlighting techniques.
 This makes key information harder to miss such as calling attention to special
concerns.
o Limit information within each step.
 Too much information can cause confusion and waste the reader’s time.
o Develop your points thoroughly.
 Avoid vague steps. These can cause confusion and generally aren’t helpful.
o Use short words, sentences, and paragraphs.
 Its hard for the reader to complete their task when they don’t understand what
the instructions are telling them.
o Begin each step with a verb.
o Don’t omit articles.
 Including articles such as a, an, and the are part of our make sentences read
more fluidly.
 Additional Components-Including items such as technical descriptions, warranties, accessories,
frequently asked questions, and corporate contact information will improve user experience and
give them a place to look before asking questions.
o Technical Descriptions-A description could be a part-by-part break down and
explanation of each piece or component on a machine. These can help the reader
identify parts or pieces when their listed in the directions.
o Warranties- warranties can be confusion for both the manufacturer. Including the terms
for the warranty can avoid further conflict and headaches.
o Accessories-Including a list of accessories allows the user to get a full understanding of
the capabilities of their product. Manufacturers also befits from this because it allows
them to advertise extra adds they can sell to their customers.
o Frequently Asked Questions-Including a list of these allows to user to get a better
understanding of a problem they have or can run into in the feature. This also gives the
user quick reference to a problem they may currently be having.
o Corporate Contact Information-When the user runs into problems the corporate
contact number being included can save time. Its there for the user when they need it,
time isn’t wasted looking for it.
 Graphics-Including drawing, photographs, and screen captures is simple and effective. They help
your reader get a better understanding of what or where you’re talking about. A bonus is
including graphics makers instructions visibly appealing.
Collaboration To Create User Manuals-Collaboration is essential when it comes to writing user manuals.
Including a variety of perspectives can help iron out possible oversights. These things such as using
terms that not everyone understands.
Instructional Videos-Including vides has lots of effects. They allow the user to get a better
understanding of the process. Videos also increase user interaction, if they get lost at any point they can
pause, slowdown, rewind, or fast-forward.
Standard Operating Procedure (SOP)-this is a set of written instructions that are routinely used.
 Reasons for Writing an SOP-SOPs ensure a task is done with accuracy and consistency. SOPs
must be reviewed and approved by management. SOPs are important in task such as,
o Collecting lab samples
o Handling of food and produce
o Troubleshooting
 Components of SOPs-SOPs should contain many of the same components as user manuals but
there are differences. SOPs should generally contain the following,
o Title page
o Table of contents
o Scope and applicability
o Definition of terms
o Safety warnings and cautions
o Interferences
o Equipment and supplies
o Producers
o Data records
o References
Test for Usability-It’s important to test instructions after their written. The usual steps for testing
usability are,
1. Select a test audience.
2. Ask the audience to test the instructions.
3. Monitor the audience.
4. Time the team members.
5. Quantify the audience’s responses.
The Writing Process at Work-Its important to gather data, determine objectives, draft the instruction,
write the instructions, and finally revise the draft.
 Prewriting-Flow charts are an excellent way to get an idea of the proper order of steps.
 Writing-After completing the prewriting its important to compose and review the rough draft.
 Rewriting-once the writing is done, its important to have revisions to achive the best possible
finale product