Business Communication Chapter 11 Technical Communication Copyright 2010

Instructions and Manuals Instructions: tell readers how to do something Manuals: sets of instructions combined with other related information Should be well organized Should provide complete information 11. 1 Writing to Instruct 2

Parts of Effective Instructions Clear and specific title Introduction List of any needed tools, equipment, and materials Numbered steps in logical order Conclusion © Brand X Pictures / Jupiter Images Following clear instructions makes completing a task easier. 11. 1 Writing to Instruct 3

Writing and Editing Guidelines Technical writing: writing detailed instructions and descriptions Be specific and precise Use language the readers will understand Be objective © Stockbyte / Getty Images Writers should create clear instructions that avoid vague and general terms. 11. 1 Writing to Instruct 4

Writing Steps Number each step and begin with a verb Use sequential order Describe each step separately Describe the conditions first Include graphics to clarify the instructions Use a clear, inviting format Highlight warnings 11. 1 Writing to Instruct 5

Editing Instructions Make sure that the steps are clear, complete, concise, correct, and courteous Ask the questions such as: Are the steps worded clearly? Do the steps include everything the reader needs to know? Is any unnecessary information included that should be deleted? Are the steps in the correct order? Are the illustrations appropriate? 11. 1 Writing to Instruct 6

Parts of Effective Manuals A clear and specific title Detailed table of contents Introduction Logical divisions of material Clear and complete steps in correct order © Photodisc / Getty Images Manuals may be provided in print or electronic format. 11. 1 Writing to Instruct 7

Parts of Effective Manuals Figures and illustrations Glossary of terms Appendix for supplementary material Index (for long manuals) 11. 1 Writing to Instruct 8

Creating Manuals Effectively Heading styles Automatic table of contents Easy updates Document sections Caption feature Automatic table of figures 11. 1 Writing to Instruct 9

Types of Description Writing Description: a verbal and/or visual picture of something Object and mechanism descriptions Process descriptions A process description often includes text and images. 11. 2 Writing to Describe 10

Parts of an Object Description Title Introduction and overview Part-by part description (body) Conclusion 11. 2 Writing to Describe 11

Writing Object Descriptions Use specific, precise language Use words that readers will understand Be objective © Dellison / Shutterstock Consider the experience of readers when writing an object description. 11. 2 Writing to Describe 12

Parts of a Process Description Title Introduction and overview Part-by part description (body) Conclusion 11. 2 Writing to Describe 13

Writing Process Descriptions Determine the readers’ needs Consider the readers’ experience with the topic Identify how the description will be used Use specific, clear language Be objective Describe the process completely from beginning to end 11. 2 Writing to Describe 14

Reading Manuals and Instructions Often required for completing tasks at work Use the table of contents or index to locate topics Skim to find needed information Read relevant sections carefully Read all steps before beginning a task or process 11. 2 Writing to Describe 15

Society for Technical Communication Provides training and support for professional technical writers Questions 1. What is the mission of STC? 2. What resources are described on the site that would be helpful to people doing technical writing? school. cengage. com/bcomm/buscomm 11. 2 Writing to Describe 16

Vocabulary description glossary index instructions manuals mechanism object process technical writing white space 17