Technical Writing: Process and Product 5 Edition: Steven M. Gerson Sharon J. Gerson Pearson Education/Prentice Hall

Technical Writing: Process and
Product
5th Edition
Steven M. Gerson
Sharon J. Gerson
Pearson Education/Prentice Hall
1
Chapter 12: Instructions and
User’s Manuals
This chapter discusses the following:
 Objectives
 Criteria for Writing Short Instructions
 Criteria for Writing a User’s Manual
 Process
Gerson & Gerson: Technical Writing, 5th Edition © 2006 Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
2
Objective
 People use equipment or make products
that require instructions—every day.
 Examples: NOTE:
operating machinery troubleshooting a mechanism
A primary job of
 
 installing equipment  caring for livestock

 maintaining  caring for plants technical writers
equipment  setting up a system is to write
 testing components  assembling a product instructions.
 cleaning a product  building a deck
 monitoring a system  making a cake
 repairing equipment
3
Criteria for Writing Short
Instructions (1-3 pages)
 Title
 Topic
 Function (purpose of the instruction)
Topic
X320Z Radon Extractor

Installation Procedures
Function
4
Instructions (cont.)
 Organization
 Introduction
 Name the product
 State the purpose of the instruction
 List the number of steps
Product name Purpose
The X320Z Radon Extractor removes hazardous gases from your

house. Installing this mechanism requires only 10 simple steps.
# of steps
5
 Organization (cont.)
 Optional components
 Required tools
 Include graphics to help lay readers
6
 Optional components
 Hazards notations
 Danger—the potential for death
 Warning—the potential for injury
 Caution—the potential for damage to equipment
 Include icons for visual impact
7
 Sample hazard alert
8
 Body
 Organize steps chronologically
 Develop points thoroughly
 Conclusion
 State warranties
 Sell the product
 Repeat the products uses
 Provide corporate credentials or contact information
 Provide a troubleshooting guide
 Answer FAQs (frequently asked questions)
9
 Audience Recognition
 Is your audience High-tech, Low-tech, Lay, or
combinations of all (Multiple)?
 Write to your audience’s level of understanding.
10
 Graphics
 People read instructions when they are
unfamiliar with a product.
 Graphics help them visualize the steps.
11
 Style
1. Number the steps (for future reference)
2. Use highlighting techniques (color for
hazards; graphics for visualization, for
example)
3. Don’t overload steps—one action per step
is enough.
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4. Develop points thoroughly.
 Define terms
 Provide detailed steps
BAD—too vague Good Detail

Add enough air to Add air up to 32 psi (pounds per
inflate the tire. square inch) to inflate the tire.
How much is “Enough” is 32

“enough”? psi (defined
parenthetically)
13
5. Write concisely (short words, phrases,
and sentences).
6. Begin steps with verbs.
BAD GOOD
1. You might want to 1. Tighten the clamp.

consider tightening the
clamp.
The verb “Tighten”
Without a verb, this is makes the step a
not a required action. required action.
14
7. Personalize text with pronouns.
8. Do not omit articles (“a,” “an,” “the”).
Article
1. Use the 2” angle-edge brush to paint

your window ledges.
Personalized pronoun
15
Criteria for Writing a User’s
Manual (longer instructions)
 Long User’s Manuals include all of the
topics already discussed:
 Graphics
 Hazards
 Required tools
 Detailed information geared toward the
audience
 An appropriate style (numbered steps,
articles, verbs, personalization, etc.)
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 Long User’s Manuals include the
following additional information:
 Cover page
 Topic
 Function (purpose)
 Graphic
 Table of contents
17
 Introduction
 Personalized, positive tone
 Emphasizing the value and importance of the
instruction
 Glossary—defining acronyms,
abbreviations, and high-tech terms
 Technical descriptions (optional)
18
 Warranties/guarantees (optional)
 Parts lists/accessories (optional)
 FAQs (optional)
 Corporate Contact information
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Process
 To ensure the success of your
instruction,
 Prewrite
 Write
 Rewrite
20
Process (cont.)
 Prewriting techniques
 Gather data, determine your audience,
decide on goals, and envision layout as
follows:
 Brainstorm/list the components of your topic
 Create a flowchart itemizing the steps in
chronological order
 Use storyboarding to determine layout
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Process (cont.)
 Writing
 Review the criteria for successful
instruction.
 Review your prewriting.
 Draft your text.
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Process (cont.)
 Rewriting
 Revise the rough draft by
 Adding detail for clarity
 Deleting dead words and phrases for conciseness
 Simplifying terms for easy understanding
 Moving text for emphasis
 Reformatting for easy access
 Enhancing the tone
 Correcting errors for professionalism
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Technical Writing: Process and Product 5 Edition: Steven M. Gerson Sharon J. Gerson Pearson Education/Prentice Hall

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Technical Writing: Process and

 Criteria for Writing Short Instructions

 Criteria for Writing a User’s Manual

 installing equipment  caring for livestock

X320Z Radon Extractor

The X320Z Radon Extractor removes hazardous gases from your

BAD—too vague Good Detail

How much is “Enough” is 32

1. You might want to 1. Tighten the clamp.

1. Use the 2” angle-edge brush to paint

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