Clarity is crucial in manual writing. Whatever process you describe, the user should be able to comprehend and follow the instructions to achieve the desired result. Whether your task is to create a document from scratch or simply translate operation manuals, the text must be understandable to the audience and clearly structured.
Follow these recommendations to produce a manual that is accurate and understandable.
Analyze Your Audience
Teaching kids to play hockey is fundamentally different from teaching a surgeon to operate on the heart. Are you writing for beginners or experts proficient in technical jargon? The audience determines the style and vocabulary that should be adopted.
Importance of Introduction
The opening passages will set the tone of your whole work. To choose the most appropriate style, think of your readership. Do they expect something lighter or more technical? It is essential to keep the tone consistent throughout the manual.
It is best to perform each step you include. Not only will it boost clarity and authenticity, but it will also guarantee that no details are left out. You will be able to spot where the instructions are lacking and fill those gaps.
Involve an Expert
Naturally, it may be impossible for you to perform the process. In this case, consult an expert and think all the steps through meticulously.
Numbering is mandatory. Remember that you might decide to change the initial order. Hence, leave space for comments and amendments between the lines in your sequence.
You may find that doing something incorrectly could lead to undesirable results. At the same time, certain actions could facilitate the process. Including warning or tips in the instructions is a reasonable thing to do.
Locate all the steps you have included in the manual. This should give you an idea of the most appropriate category heads. Make a list of all such titles and their locations for your own reference.
From here, you may proceed to the creation of the table of contents. The basic logic of the organization is that each section head contains subcategories, which are in turn divided into articles. The more detailed the document is – the more subdivisions it should contain.
Take time to proofread your work several times. The purpose of repeat checks is to ensure no minor inconsistency or error gets overlooked. Make sure all the instructions are crystal clear. Even if you are sending the document to a professional proofreader, elimination of the most glaring errors is a must.
Create a Glossary
If the document includes technical terminology, it is best to place this section right after your table of contents. Add new terms to the list as you write. Make sure the definitions are clear.
Be sure the illustrations you pick are relevant and clear. They should fit into the body of text organically.