If you work as a teacher or technical manual writer, of course, you will have to write down instructions every day. However, for most people, writing clear guidelines can be difficult. You can skip an important step because you assume the reader will automatically do it, or confuse the reader with the many actions involved in a single step. In order to be able to write clear guidelines, you must first know how to complete the task. Take your guide literally to make sure it helps the reader complete the task.
Step
Part 1 of 3: Understanding Tasks
Step 1. Gather the necessary materials
Before writing a guide, you should be familiar with the task involved. Prepare all the tools and equipment needed and arrange them in the order in which they are used.
Write down everything you need. When writing a guide, you may need to list all the supplies and materials needed to complete the task
Step 2. Complete the related task yourself
Even if you manage to complete a related task yourself several times, it's a good idea to repeat the task again when writing the guide so you don't miss anything.
- If you know the task well, you may want to take a shortcut. Make sure you don't miss any steps or information when writing the guide.
- Imagine that you are writing a prescription for someone. If you cook this dish often, you may be able to gauge the ingredients you need just by looking at them. However, other people of course need an accurate number of doses of these ingredients.
Step 3. Create a detailed outline
As you perform tasks, take a minute to write down what you did. This will help you write your guides in a logical order. If you do a task while writing down the steps, you'll know exactly what needs to be done and when to complete it.
Step 4. Define your audience
The way the guide is written can be adapted to the type of people who will read and follow your guide. How to write a guide for teenagers will be different from adults.
It also affects the audience's reasons for completing the task. The goal of a student working on a project is certainly different from that of an adult who wants to complete his work
Step 5. Create a brief introduction
This introduction will tell the reader what can be done and what the results will be when completing the task. Be aware that most people will skip the introduction, or skim through it. So don't include important information or warnings in the introduction.
- For example, if you're writing a guide on how to make peanut butter and jelly sandwiches, you might briefly mention that peanut butter and jelly sandwiches are a good and simple option for kids' lunches and afternoon snacks.
- If you feel you need to include a warning in your introduction, it's a good idea to include it at one of the steps in case the reader misses your introduction.
Part 2 of 3: Writing the Guide
Step 1. Divide the task into small steps
Each step should contain one action. If you have more than a sentence or two per step, try to break it down into shorter, simpler steps.
For example, you wrote a guide on how to walk your dog. The step that says "Put the collar around the dog's neck and tie the leash" is a combined step that consists of two actions: attaching the leash and tie the reins. So write "Put the leash around the dog's neck" as the first step, and "Put the leash on the collar" as the second step.
Step 2. Begin each step with an action word
Every step written must be doable. Use verbs to indicate exactly what action must be taken to complete a step in the task.
- Construct your sentences to tell someone what to do, and not what they need to know.
- For example, let's say you're writing a guide on how to walk your dog and one step is to adjust the size of the leashes. For this step, the phrase "check the size of the leashes" or "measure your dog's neck" is more likely than simply "Know your leashes size."
Step 3. Follow logical progress
Assume that the reader will immediately start working after reading the first step. Usually, the reader will not read the guide steps to the end. If there is information the reader needs to know in order to complete the task, include this information in the guide steps.
- If there is a hazard at a particular step, include a warning in that step. Don't include a warning in the introduction or at the end of the guide when it's too late.
- Include appropriate instructions so readers know when they have done the steps correctly. For example, you might write "The leashes are just the right size if you can slip two fingers between the back of the collar and the dog's neck."
Step 4. Choose your words carefully
Use simple language that is easy for everyone to understand. You should avoid using jargon or technical terms. If you must use a technical term, keep it short and simple.
For example, if you are writing a guide on how to file a lawsuit, you may need to include legal terms. Write a simple explanation first, then continue with the technical terms used in the trial
Step 5. Use positive verbs
Usually, it's a good idea to write down what the reader must do to complete the task, rather than what not to do. When a person reads a guide, his mind will aim to complete the task. If you start off with things they shouldn't do, they can get confused and do what they shouldn't.
For example, if you are writing a guide on how to walk your dog, you might want to write "make sure the leash is properly attached" or "adjust the collar so it fits properly" instead of "don't put the leash on too tight" or "don't wear a collar that's too tight." too narrow."
Step 6. Write in second person
Use the word “you” to address your readers directly so they don't get confused. When you use the word “you”, readers will know what needs to be done to complete the task without having to guess.
For example, if you write “the lever must be pressed,” you are making the reader guess who should press the lever. The phrase “you have to press the lever” or even “press the lever” won't leave the reader in doubt
Step 7. Include alternatives
Sometimes, there is more than one way to complete one or more steps. Include alternatives along with the steps so that readers can choose the way they prefer.
For example, if you're writing a guide on how to make a peanut butter and jelly sandwich, include other sandwich filling alternatives, such as "Substitute with almond butter for people with peanut allergies."
Step 8. Include an image if it helps
There is a proverb that goes something like this, “one picture is better than a thousand words.” To create clear guidelines, sometimes pictures or diagrams will make it easier for readers to understand the guidelines you provide.
For more technical guidance, make sure the image can clearly assist the reader, and that action on the image is not obstructed by tools or hands
Part 3 of 3: Testing Created Guides
Step 1. Organize your guide into sections
Complex tasks have more than one part. If you are writing a guide for a large task that has several smaller sections, break them up into separate sections.
- If you are numbering the guides, assign a number to each section. The reader will feel the success of the achievement after completing each section.
- Even if your task doesn't have parts that are only partially controllable (semi-independent), break it up into parts if the task has multiple steps. That way, the reader won't be overwhelmed by the number of steps in the guide.
Step 2. Try doing the guide you wrote
If you can't follow the written guidelines, neither will anyone else. Ask a friend to read and follow the guide, and ask if there are any parts that confuse him.
You may need to test the guide several times, especially if your guide is quite long or complex
Step 3. Edit your guide carefully
Typos and grammatical errors will spoil the clarity of your guide making it difficult to follow. Read your guide back and forth to make sure there are no mistakes.
If you're not confident in your editing skills, ask a friend to check your guide
Step 4. Include a list of tools and materials needed
Especially if the assignment requires special tools or materials, this list will be of great help to the reader. Place this list at the beginning of the guide so the reader can gather all the tools and materials before starting the assignment.
Imagine that you are writing a recipe. Recipes always include all the ingredients and cooking utensils needed at the beginning. That way, you can collect everything before cooking
Step 5. Provide appropriate warnings
While testing the guide, you may discover hidden dangers that were not disclosed when you first wrote the guide. Warn readers so they can guard against this danger.
