6 tips for writing effective instructions
What constitutes effective instructions? Those that are actually used… That sounds simple, but it can be quite challenging. Often, we attempt to transfer too much knowledge, making it unnecessarily complex. Here is how to do it: we provide six tips for quickly writing instructions that are immediately applicable, for example, to resolve an installation malfunction, a product quality deviation, or a problem with the control software.
Tip 1 – Choose an effective title
The title is the first thing visible. It indicates to the reader in which situation the instructions are relevant and must be executed. Therefore, describe that situation—concisely and clearly.
A good example: Startup stalls at step 21.
A poor example: A detailed description of the startup procedure and potential causes of problems that may arise.
Tip 2 – Step-by-step
Describe the actions to be performed as a numbered list. This assists the reader during execution and in communication with colleagues: “I am at point 3!”
Tip 3 – First: Verification!
Often, the solution to an undesirable situation is not immediately apparent. In such cases, the instructions begin with several checkpoints: are the setpoints correctly configured? Are the guides clean? Is the container flush against the stop?
Depending on the expected baseline knowledge, these checkpoints may not need further specification: the reader might slap their forehead, think “Oh, of course!”, and resolve the problem without anyone noticing. A reference to other instructions or a series of actions is, of course, also possible.
Tip 4 – Next: Adjustments?
If the verification steps have been performed and all were correct, it may be necessary for the reader to make adjustments. Describe as specifically as possible “what” must be adjusted and “how”—in other words, which actions must be performed. You may also describe why this is necessary, but keep it as brief as possible!
That “how” requires further explanation: what increment? To what extent? How do I determine the effect of the adjustment? Provide more information here, but in a concise manner: “Increase the temperature in 5°C increments up to a maximum of 90°C. Check the density after each step and stop when the target value is reached.”
Tip 5 – Then: The why
Explanation, motivation, and background information are crucial for distinguishing between “teaching a monkey a trick” and teaching the reader something valuable about the operation and principles of the process. However, provide this knowledge only at the end: first the checkpoints and actions to bring the situation under control, followed by the explanation.
Tip 6 – KISS
“Keep It Short and Simple.” Keep the instructions brief, specific, and simple. This is more difficult than it seems!
“I would have written a shorter letter, but I did not have the time.” — Blaise Pascal, French philosopher
It forces the writer to think very carefully and specifically, exposing the complexity of the undesirable situation. And that is precisely why the reader needs instructions; otherwise, they would have solved it themselves.
Naturally, it is advisable to write the instructions together with the reader/user. Are the steps clear and actionable? Are any steps missing? Is the sequence correct? If the reader can apply it immediately the first time, it is an effective instruction!