Technical Communication A Practical Approach Chapter 8 Process

Process Explanations and Instructions n n n Process Explanations Versus Instructions Guidelines for Process

Process Explanations Versus Instructions n Process Explanations n n Provide information to help readers

Process Explanations Versus Instructions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer

Guidelines for Process Explanations n Purposes n n Describing an experiment Explaining how a

Guidelines for Process Explanations n n n Know Your Purpose and Audience Follow the

Guidelines for Process Explanations n Know Your Purpose and Audience n n Do you

Guidelines for Process Explanations n Follow the ABC Format n Abstract n n n

Guidelines for Process Explanations n Follow the ABC Format n Body n n Paragraphs

Guidelines for Process Explanations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer

Guidelines for Process Explanations n Follow the ABC Format n Conclusion n Keeps the

Guidelines for Process Explanations n Use an Objective Point of View n Explain a

Guidelines for Process Explanations n Choose the Right Amount of Detail n Subdivide information

Guidelines for Process Explanations n Use Flowcharts for Complex Processes n Supplement a paragraph

Guidelines for Instructions n n n Select the Correct Technical Level Follow the ABC

Guidelines for Instructions n n n Remove Extra Information from the Step Use Bullets

Guidelines for Instructions n Select the Correct Technical Level n n Select a language

Guidelines for Instructions n Provide Introductory Information n Follow the ABC Format n n

Guidelines for Instructions n n Use Numbered Lists in the Body Group Steps under

Guidelines for Instructions n Lead Off Each Action Step with a Verb n n

Guidelines for Instructions n Emphasize Cautions, Warnings, and Dangers n Caution n n Warning

Guidelines for Instructions n Emphasize Cautions, Warnings, and Dangers n Placement options n n

Guidelines for Instructions n Keep a Simple Style n n Keep sentences short Use

Guidelines for Instructions n Use Graphics n Place an illustration next to every major

Guidelines for Instructions n Test Your Instructions n Perform usability testing n n Team

Guidelines for Instructions n Point-of-Use Instructions n n Pop-ups Help files Quick-start guides Posters

Slides: 27

Download presentation

Technical Communication A Practical Approach Chapter 8: Process Explanations and Instructions William Sanborn Pfeiffer Kaye Adkins

Process Explanations and Instructions n n n Process Explanations Versus Instructions Guidelines for Process Explanations Guidelines for Instructions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 2 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Process Explanations Versus Instructions n Process Explanations n n Provide information to help readers understand what has been done, is being done, or will be done Process Instructions n Show readers how to perform the process Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 3 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Process Explanations Versus Instructions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 4 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Purposes n n Describing an experiment Explaining how a machine works Recording steps in developing a new product Describing what happened during a field test Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 5 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n n n Know Your Purpose and Audience Follow the ABC Format Use an Objective Point of View Choose the Right Amount of Detail Use Flowcharts for Complex Processes Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 6 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Know Your Purpose and Audience n n Do you need to provide an overview or specific details? Do readers understand the technical content or are they general readers? Do readers have mixed technical backgrounds? Does the description supply supporting information, or is it the main part of document? Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 7 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Follow the ABC Format n Abstract n n n Purpose statement Overview or list of the main steps that follow List of equipment or materials used in the process Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 8 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Follow the ABC Format n Body n n Paragraphs List of steps Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 9 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 10 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Follow the ABC Format n Conclusion n Keeps the process from ending abruptly Helps the reader put the steps together into a coherent whole Shows how the process fits into a larger context Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 11 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Use an Objective Point of View n Explain a process rather than direct how it is to be done Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 12 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Choose the Right Amount of Detail n Subdivide information for easy reading n In paragraph format use n n n In list format use n n Headings Subheadings An outline arrangement of points and subpoints Place related steps into groups Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 13 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations n Use Flowcharts for Complex Processes n Supplement a paragraph or list description with a flowchart Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 14 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Process Explanations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 15 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n n n Select the Correct Technical Level Follow the ABC Format Use Numbered Lists in the Body Group Steps Under Task Headings Place One Action in a Step Lead Off Each Action Step with a Verb Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 16 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n n n Remove Extra Information from the Step Use Bullets or Letters for Emphasis Emphasize Cautions, Warnings, and Dangers Keep a Simple Style Use Graphics Usability Testing Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 17 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Select the Correct Technical Level n n Select a language that every reader can understand Use techniques of definition and description Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 18 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Provide Introductory Information n Follow the ABC Format n n Abstract: purpose statement Body: summary of the main steps Conclusion: list or illustration Consider the following additional items: n n Pointers Definitions Theories Notes, cautions, warnings, and dangers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 19 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n n Use Numbered Lists in the Body Group Steps under Task Headings n n n They divide fragmented information into manageable “chunks” They give reader a sense of accomplishment Place One Action in a Step n Break up complex steps into units Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 20 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Lead Off Each Action Step with a Verb n n Remove Extra Information from the Step n n Use the command form of a verb Label with “Note” or “Result” Use Bullets or Letters for Emphasis n Save numbers for your steps n n Use bullets for a few items Use letters for several items Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 21 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Emphasize Cautions, Warnings, and Dangers n Caution n n Warning n n Possibility of damage to equipment or materials Possibility of injury to people Danger n Probability of injury or death to people Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 22 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Emphasize Cautions, Warnings, and Dangers n Placement options n n n Place in a separate section right before the instructions begin Place in the text of the instructions Place repeatedly throughout the instructions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 23 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Keep a Simple Style n n Keep sentences short Use informal definitions Use short words Be specific Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 24 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Use Graphics n Place an illustration next to every major step when n n The instructions or equipment are complicated The audience may contain hurried readers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 25 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Test Your Instructions n Perform usability testing n n Team up with another class member or colleague Give this person a draft of your instructions Observe this person following your instructions Revise your instructions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 26 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Instructions n Point-of-Use Instructions n n Pop-ups Help files Quick-start guides Posters and decals Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 27 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.