Writing Instructions

Whether you are writing Standard Operating Procedures [SOPs], instruction manuals, sheets, leaflets or posters, the principles are the same - and perhaps the most important one is to remember that your readers may not have the same level of literacy as you do.
the need is for managers to write clear, unambiguous instructions -

• to make sure machinery is used properly and safely
• to ensure that breakdowns are repaired quickly and effectively
• to ensure that staff know what to do in all areas affecting them
• to prevent breaches of regulations and rules
  

Relevant Principles of Communication

See Outline on Communication for more details

• Conveying a message
• Knowing your audience
• KISS
• Transitional devices

Collecting Information

• Objective - how to .....
  • At the end of this instruction, the reader will be able to do something
• Any prior knowledge or skill required?
  
• List equipment & materials
  • equipment is hardware
  • materials are consumables
    
• Number the steps
  • arabic numerals
  • step by step - no omissions
  • break into sections if complicated
    
• Prepare action words
  • use imperative for precise instructions - take, lift, switch off, turn, disengage
  • make an action word the first word in instruction
    • Turn off the power at the main switch
      
  • avoid vague, passive sentences
    • The power should be turned off at the mains

     

• Consider precautions
  • caution - to prevent damage to equipment and materials
  • warning to prevent personal injury
  • danger to warn of life-threatening situations
  • give reasons for precautions - help to sell the message
    
• Design visuals
  • large, clear, simple etc
  • make sure they match the words
    
• Assess level of difficulty of each step
  • use terms from easy to difficult
  • match clarity and depth of instructions to this level of difficulty

Process Description

• Investigate process -
  • describing process
  • note how to perform;
  • can be administrative process
    
• Decide on number of sections required -
  • more complex, more sections
  • simple - one sheet
    
• Introduce -
  • identify process
  • state purpose
  • give brief overview
    
• Describe -
  • each step
  • sequence or flowchart
  • headings and subheadings
  • visuals
    
• Summarise or additional comments

Instruction Sheets & Leaflets

• Specific title
• Clear precautions
• Clear numbering system
• Good graphics
• SEX

Booklets & Manuals

As above, plus:

• Format -
  • typeface,
  • headings,
  • visuals
    
• Arrangement -
  • list of steps;
  • or introduction, body & ending
    
• Style -
  • avoid telegraphese;
  • use imperatives when needed
    
• Contingencies - explain alternatives

Evaluation

Before promulgation of instructions, you must desk check them carefully - errors could have legal implications for you as well as possible harm or inconvenience for your staff.

1. Follow the instructions yourself
   
2. Get someone else to follow the instructions
   
3. Remember quality control - amend as necessary - do not promulgate if they contain errors just because
   
   • I've spent enough time on this already
   • It's near enough
   • It's not that important
   • We need them out now