Clear, accurate instructions are essential to most everyone, from consumers to employees on the job. Instructions are found everywhere, from short product inserts to long owner's manuals. Many companies are now putting instructions for their products on the Web for easier consumer access. Instructions are important for reasons of safety, efficiency, and convenience. Employers stand to gain or lose much from the quality of the instructions their employees write.

Assessing Your Audience's Needs

To prepare effective instructions, learn all you can about your audience. Ask yourself these questions:

• How and why will readers use my instructions?
  
  
• How much do they already know about the procedure my instructions will cover?
  
  
• How much background information will they need?
  
  
• Where will they likely be following the instructions?
  
  
• What steps will most likely cause them trouble?
  
  
• How often will they use the instructions?
  
  
• What resources-tools or equipment-will they need to follow the instructions?

The Process of Writing Instructions

To make sure your instructions are accurate and clear, follow these steps:

1. Plan. Before writing, do some research to completely understand the procedure the instructions will cover. Determine the parts or tools required, the steps to follow, potential risks or dangers, and the final results.
   
   
2. Do a trial run. Actually perform the procedure yourself. Take notes as you go along, dividing the procedure into simple, distinct steps.
   
   
3. Write and test your draft. Transform your notes into a draft set of instructions. Test your draft by having someone from the intended audience follow the instructions. Observe where he or she has trouble.
   
   
4. Revise and edit. Based on your observations and user feedback, revise your instructions and edit them for clarity.

Using the Right Style
To write instructions readers can readily understand, use verbs in the present tense and imperative mood. Write clear, short sentences, and use the active voice. Use precise terms for measurements, distances, and times. Use connective words (such as first, then, before) as signposts to reinforce the sequence of the steps. When you present your instructions as a list, number each step.

Using Visuals
Visuals can make instructions much easier to understand and follow. Whenever possible, place visuals next to the steps they illustrate, not on another page or somewhere else on the same page. If you are using many visuals, number them. Make sure your visuals actually look like the objects they depict. Always inform readers if part of an object is missing or reduced in size in a visual you are using. Wherever necessary, label parts of the visual. Finally, set each visual off with white space to make it easy to find and examine.

The Four Parts of Instructions
A set of instructions generally contains four parts: (1) an introduction, (2) a list of equipment and materials, (3) the actual steps in the process, and (4) a conclusion (when necessary). In the introduction, you can state why the instructions are useful for a specific audience and how long it should take to complete them. You can also stress the advantages of following the instructions and inform users about any special circumstances to which the instructions apply. Immediately after the introduction, inform readers of all the materials they will need to perform the procedure. Don't wait until a point in the process when readers will need a particular tool to tell them that it is needed. When you begin describing the steps in the procedure, make sure to put them in the correct order. Group closely related activities into one step, and be careful not to divide an action into two steps if it must be performed in one. Give the reader hints on how best to accomplish the procedure, and state whether one step directly influences (or jeopardizes) the outcome of another.

Warnings, Cautions, and Notes
You may need to place warnings, cautions, or notes at particular points in the instructions. Warnings tell readers of potential dangers if a particular step is not followed correctly. Cautions help readers avoid mistakes that could damage property, or tell them to take specific precautions such as wearing protective clothing. Notes are used to clarify specific points or provide helpful hints. Warnings and cautions are not optional; they are vital for safety reasons. Be sure to put them immediately before the step to which they pertain. Also, set them apart graphically from the rest of the instructions. Don't use warnings or caution statements just to emphasize a point-using too many of them dilutes their impact. Use notes only when the procedure calls for them and they will provide a clear benefit to readers.

Writing Instructions for Policies and Regulations
Instructions on following company policies and regulations have a major impact on businesses and employees and affect a wide range of company procedures and protocols. As with other types of instructions, you must plan carefully when writing about policies and regulations. A mistake in this type of instructions can be as costly and wide-ranging as a mistake in product assembly or use instructions. Because instructions about company policies and regulations can have a significant legal and operational impact, always present a copy to management for approval and revision before distributing them to employees.