Instructions writing template: Writing Instructions Template | Teaching Resources

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Instructions Writing Resources and Printables KS1

Writing Instructions Display Banner (B5889)

A colourful banner for your ‘Writing Instructions’ classroom display.



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Instructions/Following Instructions Display Banners(SB3110)

Colourful banners for a display on following instructions.



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Writing Instructions Display Banners (SB10510)

Printable banners for your classroom Instructions writing display.



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Writing Instructions Checklist Signs (SB1152)

A set of 7 printable colour signs to display in your classroom when children are writing instructions.



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Instructions Word Mat (SB3600)

A printable word mat featuring useful words for writing a variety of types of instructions.



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Cooking Word Cards (SB3841)

Printable word and picture cards linked to cooking.  Ideal for creating a word bank when children are writing recipes.



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Recipe Writing Frames (SB3874)

Printable recipe writing frames in colour and black and white.



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Recipe Instruction Words Mat (SB6515)

A printable mat with imperative words linked to recipes.  A usual desktop aid for children when writing recipe instructions.



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‘How to…’ Instructions Writing Frames (SB3119)

A set of writing frames for children to write instructions.  Including ‘How to cross the road safely’, ‘How to brush your teeth’, ‘How to make a delicious sandwich’ and more.



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Imperative Verbs Word Cards (SB7144)

A large selection of imperative verbs presented on simple word cards with coloured borders.



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Writing Template Set (SB438)

A very useful set of colour (and low-colour) A4 templates to aid and inspire your children when writing.  The set includes printable templates for birthday and thank you cards, a recipe, postcard, letter, cafe menu and shopping list.



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How to Wrap a Present Instructions (SB3612)

A set of instructions visual aids showing how to wrap a present.  Great for linking with birthdays or Christmas and for teaching about instructions.



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How to Wash Your Hands Posters (SB2832)

A4 printable posters showing how to wash your hands in 5 simple steps.



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How to Tie Shoe Laces Instructions (SB3624)

A set of instructions visual aids showing how to tie shoe laces.  Ideal for teaching about writing instructions.



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How to Tie Shoe Laces Instruction Sheet (SB3623)

A printable sheet with instructions and pictures explaining how to tie your shoe laces.



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Road Safety Posters (SB1508)

A4 printable posters about crossing the road safely.



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How to Brush Your Teeth Instructions (SB3934)

A set of instruction visual aids showing how to play brush your teeth.  Ideal for teaching about writing instructions or discussions about health and hygiene.



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How to Make a Pirate Hat Instructions (SB4195)

A set of instruction visual aids showing how to make a simple paper pirate hat.  Ideal for teaching about writing instructions.



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How to Play Hopscotch Instructions (SB3626)

A set of instruction visual aids showing how to play the popular playground game of hopscotch.  Ideal for teaching about writing instructions.



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Growing a Bean Plant Visual Aids (SB752)

A useful set of simple visual aids showing how to grow a bean plant.  It includes a list of items needed and step-by-step instructions on growing the plant.  The download also includes a separate cut-and-stick sheet where children can sequence the pictures.



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Posting a Letter Posters (SB2909)

A group of simple colour posters showing the process of posting a letter in 5 steps.



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Posting a Letter Colouring Sheets (SB2910)

A set of colouring pictures and instructions for posting a letter.  You could also print smaller size for cut and stick sequencing activities.



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How to Make a Sandcastle Instructions (SB5348)

A set of simple instructions sheets showing the basic steps to make a sandcastle.



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How to Make Banana Milkshake Instructions (SB5147)

A set of instructions sheets showing the basic steps to make a banana milkshake.



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Growing a Cress Head Instructions (SB4319)

A set of instructions posters showing how to make and grow a yogurt pot cress head character.



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How to Build a Snowman Instructions (SB7148)

A set of instruction visual aids showing how to build a simple snowman.  Ideal for teaching about writing instructions.



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Make a Christmas Angel Decoration Visual Aids (SB3484)

A set of instructions to make a simple Christmas tree angel decoration.



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Make a Christmas Tree Bauble Visual Aids (SB3505)

A set of instructions to make simple Christmas tree bauble decorations.



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Pizza-Making Instructions (SB498)

A fun sheet where children order the instructions on the pizza slices and stick together to make their own pizza.



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Pizza-Making Instructions (Black and White) (SB501)

A fun sheet where children order the instructions on the pizza slices and stick together to make their own pizza.  (Black and white for easy photocopying).



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Write-Your-Own Pizza-Making Instructions Template (SB506)

A set of 4 sheets (each slightly different to suit your needs) with a pizza template where children can write their own instructions on each pizza slice.



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How to Make a Paper Aeroplane Instructions (SB4841)

A set of instruction visual aids showing how to build a simple snowman.  Ideal for teaching about writing instructions.



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How to Make a Mug of Tea Instructions (SB9431)

A set of instruction visual aids showing how to make a mug of tea with tea bags.  Includes teapot and non-teapot versions.  Ideal for teaching about writing instructions.



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How to Make Toast Instructions (SB9441)

A set of simple instruction visual aids showing how to make toast.  Ideal for teaching about writing basic instructions.



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How to Make a Banana Smoothie Instructions (SB11355)

A set of instructions sheets showing the basic steps to make a banana smoothie.



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Step-by-step Guide Template: Create interactive step-by-step instructions

Why use this template?

  • Easy to set up. You won’t need any help from designers or developers to create step-by-step instructions and make them available to colleagues.
  • The perfect starting point. It’s everything you need out of the box to start building step-by-step documentation.
  • Flexible. Because of its step-by-step nature, Stonly’s template will work with any organization’s workflows and processes.
  • Interactive format. Create more engaging instruction documents that are proven to guide readers more effectively to a solution.
  • Available wherever your colleagues or customers need it. Publish step-by-step user manuals for customers on the site, or make them shareable via email or live chat with direct links. You can also set them up as part of the company’s intranet to share work instructions with your staff.

How to properly document a process with a step-by-step instruction guide

Writing clear and practical step-by-step instructions takes more than listing all steps required to complete a process. Granted, at its core, such a document is simply a detailed outline of a process needed to complete a specific activity.

But there’s a little more to it than that.

That’s why we’ve gathered some of the best advice on how to write an effective and easy-to-follow step-by-step instructions guide.

What is a step-by-step guide?

As the name might suggest, a step-by-step guide outlines the process and steps required to complete a particular activity.

Such a document aims to provide a clear and easy-to-understand guide to anyone tasked with completing a task or project.

You can create step-by-step instructions to describe practically any type of process. Whether it’s setting up project documentation, writing customer service call scripts, operating a new TV, training new employees, or buying something online, a step-by-step guide will help a reader accomplish their objectives.

Having detailed step-by-step instructions delivers a wide range of benefits:

  • The instructions ensure consistency in whatever your reader is trying to do.
  • They reduce costs associated with performing tasks and activities (and can improve customer satisfaction when used for customer service).
  • Step-by-step instructions ensure that safety requirements are met (when applicable).
  • Detailed instructions also reduce the time it takes to complete tasks and improve productivity.
  • With clear step-by-step instructions, a company can significantly reduce accidents and costly errors.
  • Finally, such guides help train new hires faster and align their output to a company’s standards.

How to document any process with detailed step-by-step guides

Here’s a simple process that will help you capture all steps required to complete a task and communicate it in an easy-to-understand manner.

Step 1. Name the process or task that you’re describing and its purpose

This step does not need to include much copy. Even a simple label for the process you’re describing, with a quick explanation of the end goal, will suffice to communicate:

  • What the task is
  • How to refer to it
  • Why the process is necessary

Step 2.

Define the scope of work

Next, define what activities are included in the process or task delivery and which ones are not. Many processes will have elements overlapping with other activities. Completing this step will ensure that you do not include unnecessary steps in your documentation.

Step 3. Explain the inputs and outputs

Every process or task has two elements:

  1. Input — a trigger event that starts the process
  2. Output — the end result, be it tangible or not

Before identifying each step in the process, explain those elements in detail. Define what action or situation kicks off the process and what the end result looks like.

This is essential information that will help you identify all activities and tasks within a process and create the actual step-by-step guide.

For example, when creating a step-by-step guide on dealing with customer complaints, the input would be the actual complaint arriving via one of the company’s communication channels. The output would be a positively resolved issue and a happy customer.

Step 4. Write down each step of the process you want to document

With the prep work now completed, brainstorm all the steps involved in delivering the process from start to finish. Start with an input, and define everything a person must do to reach the desired outcome.

(Note: another great method for capturing all steps in a project is to focus on the output and work backward to the trigger event.)

Don’t worry about the order of steps at this stage. It is more vital that you focus on capturing every task in the process.

Step 5. Order the steps

With all tasks in front of you, begin organizing them in order, from the trigger element to the desired outcome. By doing so, you will establish a process flow and create a step-by-step guide.

Step 6. Describe how to complete each step

Add additional guidance for someone going through the process. Ideally, include visuals to make various aspects of those tasks easier to grasp.

Step 7. Use our template to make your step-by-step guide

The last step is to create the actual guide and use a format that’s accessible and engaging. That’s where Stonly’s template comes in.

With Stonly’s step-by-step instructions template, you get a perfect starting point for creating your documentation. The template includes everything you need to begin. Then you can expand and build on it as much as you like. Stonly’s template is easy to use and customize, so you don’t need to be a designer or developer to create it.

At the same time, you get access to powerful tools to publish your instructions anywhere your audience might be looking for them. Put them on your website or your company’s intranet, and make them easily shareable via email or live chat.

How to write instructions or manuals correctly

Contents

To explain to a person how to perform a task or operate a tool, you need to write clear instructions. An unknown computer program or new features at work all require clarification for a successful interaction. In the article, we will consider how to write instructions correctly.

Instruction is a document that explains how or how to perform certain actions. A clear instruction does the same, but in simple language. Many manuals are very complicated and people prefer not to look into them until something breaks.

However, this approach may not lead to the best results. For example, a worker did not learn the rules for working on a drilling rig or misunderstood the material described, and was injured due to improper use of the equipment. Therefore, it is important to responsibly approach the compilation and figure out how to write instructions correctly.

3 main types of instructions

There are several types of instructions. They are designed for different purposes, but are developed according to similar principles. For example, having understood how to write a system administrator’s manual, you can easily apply this knowledge when preparing a manual for using a mini-PBX.

Step-by-step instructions

Such manuals allow you to regulate all possible repetitive processes. The task is divided into several stages, and each stage is supplemented with explanations. Examples of such instructions are step-by-step algorithms for compiling financial statements, connecting to a remote desktop, or actions in case of a fire.

This is what a quick step-by-step guide to replacing a cartridge in a Brother HL-1110R laser printer might look like:

  1. Open the top cover and pull out the drum unit
  2. Pull down the switch on the lower right corner of the drum unit
  3. Pull out the toner cartridge
  4. 9002 4 Put a new one in its place
  5. Move it in different directions green tab in the upper left corner of the drum unit. Be sure to return it to its original position
  6. Install the drum unit back into the printer
  7. Close cover
  8. Make a test print. If the message «Replace toner» appears, the drum unit is not installed correctly and you need to repeat steps 1-7. If the problem persists contact your system administrator

Instructions for use

This is a list of recommendations for the correct use of the instruments, such as the manual for the barcode scanner. Such manuals will be useful to users of complex devices — at the workplace or at home.

Unlike a step-by-step algorithm, the emphasis is not on achieving a certain result, but on the features of the application. For example, here’s how to write a brief instruction manual for the Rayson LM 330iD laminator:

  • Depending on the thickness of the film, set the desired temperature. For example, for 75 mic you need 100-120°C, and for 250 mic 160-180°C.
  • Laminator maximum run time 4 hours. Then you need to take a half-hour break.
  • If there is a document stuck inside the laminator, press the » Reverse » button and remove it.
  • Do not laminate wet specimens liquid can damage electronic components!
  • After laminating 10-15 sheets, you need to clean the machine from adhesive material. To do this, the laminator is disconnected from the network and the shafts are wiped with a cloth and detergent.
  • Attention! Do not use gasoline or solvents for cleaning — this will cause a fire!

Job description

This is the name of the document regulating the scope of duties for a particular position. It also defines the rights of the employee, qualification requirements, area of ​​responsibility and forms of bonuses. Job descriptions can be drawn up for any employee — from a cleaning lady to a general director. They are prepared together with a lawyer.

This is what the section of duties for a loader of Delta LLC might look like:

  1. The employee is obliged to carry out loading and unloading operations on the territory of the warehouse of the Organization
  2. When working, he can use special equipment (electric car) if he has the necessary permits
  3. The foreman distributes lists according to which the goods are completed.
  4. The selected goods are placed on a pallet and fixed in accordance with the safety regulations for the transportation of goods
  5. If necessary, the loader can be involved in other work in the warehouse cleaning, traffic control, etc.

A job description is more of a legal document than a user document. And in order to instruct the employee on his work in an understandable language, they usually make up a separate training — “Position Manual”. It talks in detail about the role and valuable end product, describes the motivation system, metrics and algorithms for performing work. And they place these materials on the platform for online learning.

Below you can get a complete training structure for the Job Benefit course.

General rules for the preparation of instructions

The same methods of working with information are used to prepare any type of manual. Here are some tips on how to write a good instruction:

  • Determine the level of preparedness of the audience. Depending on the experience of readers, the presentation style and structure of the text changes. Write in a language they understand
  • Take the time to collect and process information. The author must understand the subject matter — act as an expert or carefully study the necessary documentation. If initial competence is not enough, a specialist should be consulted
  • Determine the input data and the result. For example, “at the entrance” there is a management decision on new rules for access to the building, and “at the exit” there should be a manual for using an electronic pass
  • Structure information based on the type of document. So, for a step-by-step algorithm, you need to break the procedure into several stages. And the job description implies a series of separate descriptions with responsibilities. Depending on the type, the submission form also changes
    How to structure a lot of data →
  • Warn of problems that a person may encounter. First of all, this concerns situations dangerous to life and health. Place warning labels that will be highlighted in bright color or larger font size

Algorithm for developing a manual: 9 steps

Consider how to write an accessible instruction for employees using the example of a description of the algorithm of actions. The peculiarity of this guide is that for it you need not only to list individual actions, but to put them in the correct sequence in order to lead the reader to the desired result. In general, you need:

  1. Collect information
  2. Group it into separate stages
  3. Outline the sequence of each stage, taking into account the reader’s level of knowledge

As an example, let’s take a situation when an organization switched to electronic document management. At the same time, some of the employees do not know how to work with the Microsoft Word program and they need to be explained to them how to prepare an application for the issuance of workwear.

Step 1. Study the situation

Of course, you have been using Word for years and can easily prepare the required application. But in this case, you need look at the problem through the eyes of user — a person who first encounters this program. Therefore, you need not rely on current knowledge of working in Word, but independently go all the way again. With a high probability, you will discover something new for yourself — after all, before, many operations were performed automatically. It’s very hard to remember right off the bat what «that button to create a list» and other details were called.

Step 2. Decompose everything into separate stages

The purpose of this step is to create a preliminary plan for solving the problem. Such an algorithm begins with the initial situation and ends with the achievement of the result. At the beginning of each paragraph, put a verb that defines the key action of this step:

  1. Start Microsoft Word
  2. Create a new document 26
  3. Save the file
  4. Notify the accounting department that the application has been prepared

Step 3.

Describe each step

Here you need to specify each step necessary to achieve your goal. Don’t over complicate the description. If the action can be performed in several ways, describe only one option, maximum two — then the reader is less likely to get confused.

Do not be afraid of too ordinary explanations — most likely there will be those who do not know this yet, and the rest will easily miss such a description. For example, for those who have not worked with the Word program, you need to explain how the file is created:

2. Click on the “New Document” section on the right side of the screen

If the guide is intended for beginners, avoid professional vocabulary. In our example, it is better to do without the concepts of «Interface» and «Status Bar». It is important to understand that you are not writing a theoretical textbook to transfer systemic knowledge, but a practical guide that a person can use here and now to perform actions and achieve results. If you cannot do without terms and abbreviations, explain them.

Tip . Try not to pile up your instructions with unnecessary actions. For example, information about what font to use for the statement will be superfluous — in most cases, the user will encounter the Normal template, which contains the appropriate Calibri 11 points in size.

Step 4. Consider non-standard scenarios for the development of the situation

Trying to foresee force majeure, improve your algorithm by suggesting solutions. For example:

3. <…> If Latin characters are printed, change the layout. To do this, simultaneously press the «Shift» and «Ctrl» keys in the lower left part of the keyboard

Step 5. Select images and give examples

If you can illustrate some operation, be sure to do it. For recipes, pictures of each step are suitable, and for assembly instructions, explosion diagrams (sketches in which the entire structure is disassembled into parts and they are spaced in different directions). And in order to visually show the work in a computer program, you should prepare screencasts or screenshots with explanations.

Step 6: Come up with a title

Even if you wrote a manual for internal use and not for publication on the Internet, a bright title will attract attention and set you up to do the right job. Here are a few options for our example:

  • “How to write instructions for preparing an application”
  • “6 steps to prepare an electronic document”
  • “An easy way to write an application on a computer”
  • “Detailed algorithm for preparing a document for paperless circulation”

Step 7: Evaluate the Interim

The result should look like this:

How to write a simple instruction (sample):

  1. Start Microsoft Word
  2. Click on the New Document section » on the right side of the screen
  3. Type the required text in the window that opens. A sample is shown below.
  4. Format the typed text using the top bar of Word.
    • First Highlight the header of the application (addressee and originator of the application). Click on the «Right Alignment» button on the top bar of the Word program. The rows will move to the right
    • Format the title in the same way (use the «Center Alignment» button)
    • Select the list of workwear and apply the «Bulleted List» function to it
  5. 900 59

    1. Save the file. For this:
      • Press the key combination «Ctrl + S» or on the floppy disk icon in the upper left corner
      • Select the path to save the file
      • In the «File name» line, delete the current contents and write: «Statement from …». Instead of an ellipsis, indicate the surname, initials of the applicant and the date, for example, “Statement from Ivanov V.I. 03/27/2022″
      • Press the «Save» button HR Director (t. : 2-42) that the application has been prepared.

    An example of an announcement that you can use as a reference when preparing:

    Step 8. Testing

    Carefully check the instructions for logical errors. It is desirable that colleagues or acquaintances look at her from the outside. Even better — when an inexperienced person studies the compiled algorithm and tries to achieve the desired result with its help.

    Check the algorithm with these questions:

    • Do you understand the procedure? Yes, we improved it in steps 2-5
    • Have all the nuances been taken into account? Yes, the sequence of steps covers the entire required procedure
    • Are there complex steps in the algorithm that can be broken down into several parts? No, they were all corrected in the previous steps
    • Is the result achieved? Will it be the same under different conditions of using the algorithm? Yes, at the output we get a file for paperless circulation. With the correct following of the above sequence, the result can be achieved regardless of who draws up the application — a loader or a cleaner

    Step 9. Train employees on instructions

    If the manual is intended for company employees, it is important to ensure that they have studied it. To do this, upload the instruction for staff to the Unicraft platform, assign an employee to it and track his progress.

    Features of such training:

    • Information is accompanied by drawings, diagrams, animation, feedback forms is more exciting than just reading the text
    • In real time, the supervisor can see how much material has already been studied
    • At the end of sections and the entire course, control questions are provided. The percentage of correct answers for successful completion of the course can be set independently (usually it is 80%)

    Examples of ready-made instructions

    Below are examples of instructions for using the Unicraft platform. Click on the image to go to the manual page.

    Creating and deleting courses on the platform
    Assigning students to a course
    Checking answers to assignments and exams

    Conclusion

    Summarizing all of the above, we can draw up the requirements for an ideal instruction:

    • 900 07 Relevance. There is no obsolete information in the text
    • Informativeness and integrity. The prepared manual contains all the necessary information
      on the designated topic. The user has no questions left
    • Conciseness. The priorities for the compiler are the accuracy of the wording and the absence of secondary information. It often happens that the instructions are looked at in difficult situations, when you need to quickly get an answer to a question that has arisen
    • Clearness. Information is accompanied by examples and illustrations
    • Concrete result. Guidance helps to get the final solution
    • Alignment with the user’s current knowledge . The lower the level of knowledge of the audience, the more detailed the explanations
    • There are no complex constructions in the text. They are divided into several parts. Each list item is a separate action, which is supplemented with comments and explanations

    How to write instructions so that you are understood / Sudo Null IT News

    For myself, really, it will be faster and calmer. However, any leader knows that a bad manager is one who does not know how to explain and delegate authority. Accordingly, the ability to give clear instructions and a plan of action is the task of a good leader. And helps him in this «usability». Let’s take a look at this concept.

    Usability refers to ease of use, ergonomics and ease of understanding.

    An instruction for employees is effective and easy if the result of its implementation is successful. When preparing the article, internal instructions for employees posted on the internal Wiki resource were analyzed. However, many of them leave questions even with a detailed study of the material.

    So, and now directly to the main thing.

    The expression: “And so it will do” is definitely not for instructions.

    1. Goal setting: for whom and for what the instruction is intended. It should be mentioned here that the memo should not be overloaded with terminology, otherwise a glossary of terms will be attached to it — a whole encyclopedia and, alas, there is little chance that it will be read.

    2. We do not use a lot of slang in the instructions. There is a chance that not all employees will understand it.
    Example: “Check with managers if the article has been approved.” On the one hand, everything is written clearly, but such slang is not suitable for an official document.

    3. We dilute the text with screenshots. It is advisable to do them on your computer and in the program or interface that all employees have. It is possible to edit screenshots with arrows and highlighting items.

    Example screenshots with clear steps:

    4. Don’t skip the steps that seem too simple to us. Better let the employee, reading the instructions, skip this step himself.

    5. It is undesirable to use large sentences in the text. Briefly: «Go to the menu», «Add value …», «Select an option …», etc.

    6. Graphic elements can be used to reduce the amount of text. For example,

    Local area connection ——> properties—>TCP/IPv4—>properties.

    7. Font highlights are allowed. It draws attention to particularly important points.

    8. Do not include anything from your personal experience with a particular product or program in the instructions. To do this, there are separate meetings with employees, where you share your valuable experience with them. And the instruction is a logical structure, where the “step-action” is described and nothing more.

By alexxlab

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