6 tips for writing good instructions
What is good instruction? One that gets used… It sounds simple, but it can be quite tricky. Especially when the author knows a lot about the subject, the temptation is to impart as much knowledge as possible. On the other hand, it is very difficult for the reader to know what to do, especially in the case of urgent breakdowns or problems.
Therefore, here are 6 tips to help you quickly write an instruction that can be used immediately to solve, for example, a plant failure, a product quality defect, or a control software problem: “The startup is stuck in step 21 again!
Tip 1 – Choose a good title
The title is the first thing you see. The title tells the reader the situation in which the instruction is relevant and should be performed. So describe the situation. Be brief and clear.
A good example is: Startup gets stuck in step 21.
A bad example: A detailed description of the startup process and possible causes of problems that may occur along the way.
Tip 2 – Step-by-step
Describe the actions to be performed as a numbered list. This will help the reader implement and communicate with colleagues: “I’m at point 3!”.
Tip 3 – First things first: control!
Often the solution to an undesirable situation is not immediately clear. Start with a few checkpoints: Are the setpoints set correctly? Are the guides clean? Is the container at the stop?
Depending on the expected level of knowledge, these checkpoints may not need to be further specified: the reader can then slap his or her flat hand to the forehead, think, “Oh, yes, of course!”, and solve the problem without anyone noticing. Of course, a reference to another instruction or set of actions is also possible.
Tip 4 – Next: Adjustments?
After the control steps have been performed and all have been good, the reader may need to make adjustments. Describe as specifically as possible “what” needs to be adjusted and “how”, or in other words, what actions need to be taken. If necessary, you can also describe why this is necessary, but keep it as brief as possible!
The “how” still needs some explanation: what step size? To what extent? How do I determine the effect of the adjustment? So give more information here, but keep it short: “Increase the temperature in steps of 5°C up to a maximum of 90°C. Check the density after each step and stop when it is at the target value.
Tip 5 – Then: the why
The explanation, rationale and background information is very important and makes the difference between “teaching a monkey a trick” and teaching the reader something valuable about the operation and principle of the process. But provide this knowledge only at the end: first the checkpoints and actions to keep the situation under control, and then the explanation.
Tip 6 – KISS
“Keep It Short and Simple. Keep instructions short, to the point, and simple. This is harder than it looks!
“I didn’t have time to write a short letter, so I wrote a long one instead.” Mark Twain
This is because it forces the writer to think very carefully and concretely, and exposes the difficulty of the unwanted situation. And that is exactly why the reader needs the instruction, otherwise he would have solved it himself.
Of course, it is advisable to write the instructions together with the reader/user. Are the steps clear and feasible? Are any steps missing? Is the order correct? If the reader can do it the first time, it is a good tutorial!
Capturing Experience Knowledge
Wondering how we have helped other companies capture knowledge from experience, including how to write good instructions? Check out our customer stories.
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