Brochures, Instructions and Guidelines B.B.S First Year (Some Important Questions-Answers)

Q) Discuss the various ways to write effective manuals.

A manual is a broad term and usually a large document focusing on how to operate a device. It should be simple and easy to read.  It should be user-friendly. It must be concise, accurate and devoid of jargons and technical terms. It should be organized well and visually attractive. It must adhere to corporate standards and abide by legal norms of a country. Some various ways to write effective manuals are as follows:

ü Provide a real (physical) user manual with the product.

ü Make sure the instructions actually connect to a product in all respects.

ü Include a one-page quick start guide.

ü Present instructions as step-by-step procedures.

ü Tell the user what functions there are, and what they are for.

ü Consider the needs of disabled users (i.e., low vision, colour-blind) and provide alternative manuals in  Braille, large print, audio, etc.

ü Avoid a text-book look.

ü Make purposeful and effective use of colour.

ü The user manual should not be too big or too heavy or too small or too flimsy.

ü Make effective use of pictures and diagrams.

ü Provide lots of white space.

ü Use a clean and readable font.

ü Include a help-line number.

ü Use a simple language.

ü Denote importance by using contrast, colour, shading, emboldening etc.

ü Provide a key word index using the terminology of the user.

ü Provide a glossary of technical terms.

Q) What are the seven key elements that characterize good instruction writing? Explain each briefly.

Good instructions are characterized by seven elements: title, introduction, definitions, preparations, warning and precautions, steps and a closing.

1.    Title- The title tells the readers what the purpose of the instructions is. It is usually centred on the top of the page.

2.   Introduction- Instructions have more than one purpose. The purpose of introduction is to encourage the reader to read and follow the instructions.

3.   Definitions- The purpose of definitions is to make the reader understand about the difficult terms that are used in instructions.

4.   Preparations- While teaching or instructing the reader, the reader should be told to arrange required conditions or materials before beginning a task.

5.   Warnings and precautions- Warnings and precautions should be informed to the reader to do their tasks safely and successfully without any hazards, injuries and other problems.

6.   Steps- This is the main and longest part of instructions. Steps should be listed serially not to leave any gaps or confusion.

7.   Closing- Some instructions use closing very briefly. It is also the short summary of the mains steps and other method of carrying out the tasks.