Introduction

As part of your professional work, you will most likely encounter workplace situations that require you to explain to others how to complete a complicated or unfamiliar procedure. Technical writers prepare instructions to be delivered in print or online formats, often both. In order to be effective, instructions must be clearly written and deliberately structured to successfully guide the reader (user) through the process. Instructions use the imperative mood to direct the user through the individual steps. For example, poorly written instructions read something like the following passage:

To check email, you need to open the email program, and then you should enter your user name and password. Once the program finally opens up, you need to tell the computer to check your email.

The above example exhibits several problems. First, it does not define terms such as "user name" or "email program." Each of these terms has a unique meaning in the context of the application. For example, a "user name" is a "Sign in" in Gmail, an "Yahoo! ID" in Yahoo!, and a "Windows Live ID" in Windows Live. Second, the example does not list the steps in a numbered sequence. Using a numbered sequence shows the user at what point she is during the process and shows the proper order of the steps. For instance, a user would not check email before she logs into the program. Third, the example does not use the imperative mood when writing each step. Using the imperative mood directs the user to each step's action without using "you." A more successful approach reads something like the following passage:

	These instructions guide new Gmail account holders through checking email using Firefox. Tools: A computer with Internet access and a working Gmail account and password.
Step 1	Open browser	Open Firefox and type < www.gmail.com > (without the <>) in the Address line at the top of the screen.
Step 2	Sign in	Enter the Sign in name created when the account was established. Enter the correct password. Click Sign In (or "Enter" on the keyboard). NOTE: Passwords are case-sensitive (Jsmith is not the same as jsmith).
Step 3	Check for mail	Check for messages in bold (these are new email messages). If there are no message subject lines in bold, then there are no new messages. If there are message subject lines in bold, then click the bold subject line to open the email.
Step 4	Read mail	Read any unread messages by clicking on the link to the message. NOTE: Unread messages are indicated by a bold subject line.
Step 5	Sign out	Sign out of Gmail by clicking on your Sign In name and click "Sign out."
	You have now checked your Gmail email account.

Notice the above example has an opening that indicates the intended user (Gmail account holders) and the scope of the instructions (checking email only). Each step has a number and a title to show the proper order the user should follow. Each step is presented in the imperative mood -- a verb that instructs the user to do something. In addition, the writer defines terms that may be unfamiliar to the user. Furthermore, the writer explains what to do if the user is presented with choices. Finally, the instructions conclude with a sentence that indicates the user has completed all necessary steps.

Of course, the example in this lesson could present more features of Gmail (deleting email, using a junk mail filter, sending email, using labels and stars), but the introduction effectively limits the scope of these instructions to simply checking Gmail email. Also, screen shots (images of what the screen looks like for each step) would be helpful. Using appropriate graphics helps users by showing parts of the process.

Reading Assignment

Anderson (see reading schedule)

Handbook, "Instructions," "Mood"

Technical Instructions

You may consult me about the appropriateness of your topic (for example, setting the clock on a timed device, most types of automotive repair, setting your alarm clock or most recipes would be inappropriate for this assignment). Your set of instructions should have a clear audience and purpose and be formatted for ease of use. To be successful, your set of instructions should have at least 4 major steps (including sub-steps).

Technical Instruction Assignment Description.