Writing Instructions

Topic - 6

WRITING INSTRUCTIONS

INTRODUCTION

Instructions demonstrate the method of doing something. Instructions are written for people who do not know to perform a particular task. Your goal should be to provide the least competent used with the information necessary to use your device in the most safe and effective manner possible. Therefore writing instructions requires keen analysis of the process or task that you are instructing. Most of them are written to ensure safety and effective performance of a process or use of a product. Good instructions promote the safe and effective use of your device of any user. Instructions at the workplace should help an employee to do the job correctly, effectively and safely.

For example, for demonstrating to an employee how to use the company's website to select employee benefits would require step-by-step instructions. A well-written, clear and accurate instructions for removing customer automobile or writing a complete programme step-by-step or using the coolant in your car engine help the technician perform the task in the most efficient manner. Instructions will help people set up stereo system, install dishwasher, construct electronic equipment, maintain computers, operate fighter planes, etc. Instructions writing are necessary for simple as well as complex products and procedures. So at the work place you may be asked to write instructions when your audience need to know how to:

● Maintain computer

● Install equipment 

● Clean a product 

● Set up a product

● Monitor a system

● Operate a mechanism

● Manufacture a product

● Test components

● Assemble a product

● Repair a system

Writing effective instructions requires:

● Clear and simple writing;

● A thorough understanding of all technical details of the procedure; The ability to assess the reader who uses your instructions;

● The ability to visualise the task in great detail and capture the awareness on paper;

● Testing of your instructions on a person for whom the instructions are written.

Instructions should contain title; table of contents; an introduction; general warnings and cautions; textual material; discussion of steps; document design; writing style; graphics; target audience and conclusions for instructions. All of these elements contribute to the coherence of the document and to the successful completion of the task.

SAMPLE INSTRUCTIONS

1. Instruction to maintain a computer in good working condition.

1. Don't touch the cables.

2. Avoid touching the open sockets. 

3. In case of sparks or short circuits, switch off the main supply and open all the doors and windows.

4. If any sound comes from the UPS, immediately shut down the system. 

5. Avoid touching the monitor.

6. Always shut down the system when it is not in use.

7. Don't misplace and replace the equipment. 

8. Don't handle the equipment roughly. 

9. Shut down the system properly. 

10. Don't rest your legs anywhere on the stabilizers or UPS. 

11. While working on the net, open only minimum number of required sites so that you can get quick access.

2. Safety instructions in a chemical engineering lab.

1. Do not work in the laboratory barefoot. Wear shoes to protect your feet.

2. Do not handle the apparatus and instruments roughly.

3. Do not wear gold ornaments, wrist watches, etc., while working in the lab. 

4. Do not allow chemical to come into contact with your skin.

5. Keep all the doors and windows open while working in the laboratory. 

6. Keep your working place neat and tidy. 

7. Switch off the power supply immediately after completing the experiment. 

8. Arrange the apparatus in order after the experiment is over. 

9. Dilute acids and prepare solutions only under the guidance of the staff. 

10. Don't wear loose clothes. 

11. Wear apron and gloves while handling the chemicals. 

12. Take care not to spill the chemicals on the floor. 

13. Handle all glassware items carefully. 

14. Always rinse the apparatus well both before and after use.

3. Safety measures in a chlorine plant

1. Cylinders must be kept in separate place as a safety measure. 

2. Cylinders must be always kept in upright position.

3. It must be checked for leakage.

4. People with respiratory problems must not be employed. 

5. Chlorine gas must not be inhaled

6. People must know the dangerous effect of chlorine gas.

7. Cylinders must be filled properly. 

8. Transportation of cylinders needs special care and attention.

4. Instructions must be followed by all pedestrians.

1. Walk on the pavement or keep to the extreme left of the road.

2. Use subways; though long, they are absolutely safe. 

3. Avoid crossing suddenly.

4. Don't walk on road dividers.

5. Don't ignore traffic signals; they are meant for your safety. 

6. Cross the road only at the zebra crossing or when the traffic constable signals to you. 

7. Before crossing the road, look on either side to make sure that the road is clear of fast moving vehicles. 

8. Avoid using the cell phone while walking along the road.

9. Be sober. Don't be under the influence of liquor or drugs. 

10. Be familiar with the rule of the road and traffic signals. 

11. When you see a vehicle approaching, better stop and let it go.

5. Instructions to save petrol

1. For fuel economy, keep the engine in good condition. 

2. Fit the vehicle with an engine that gives high mileage. 

3. Don't keep the engine running while the vehicle is not in motion. 

4. Inflate the tyres at an optimum level of air pressure. 

5. Use the correct engine oil for the proper functioning of the engine. 

6. Service the vehicle regularly: an ill-maintained vehicle consumes more petrol. 

7. Avoid clutch driving. Resting one's foot on the clutch pedal leads to more fuel consumption. 

8. Avoid frequent change of gear to save petrol.

Practice Exercises

1. Prepare a list of eight instructions for students to improve their language skills.

2. Write a list of eight instructions to test the quality of drinking water.

3. Write at least eight instructions to be observed while handling any electrical home appliances.

4. Write at least eight instructions to operate a washing machine.

5. What instructions would you give your tourist friend from the USA, to make his trip to Chennai, a pleasant one? Give a list of eight most important instructions pertaining to food, stay, travel, etc.

6. Write a set of eight instructions that must be followed in a chemical Engineering Lab.

7. Write a set of eight instructions that must be followed by the users of buses.

8. Write a set of eight instructions that could be followed by students in the college library.

9. Write a set of eight instructions that could be followed by students in the examination Hall.

10. Write a set of eight instructions to be followed to maintain laptops in good condition.

11. Write a set of instructions for operating the ticket vending machine at a railway station.

12. Write a set of instructions for using your cell phone safely.