How to write step-by-step instructions

Summary

Telling people how to operate or make or fix things is really hard. Instructional manuals do just that. And they’re hard to write. Some manuals give too much instruction, which wastes users’ time. Others give too little, which make them practically useless. And still others arrange the information poorly and illogically.

Bad instructions are everywhere. Take a look at these bad instructions, then compare it to these good instructions.

Take a look at the 10 scenarios below and decide which is better. Then hover over the blacked-out answers for the explanation.

Case Study: The Minolta Freedom III

For fun, let’s use this laughably-ancient camera to illustrate the choices you have to make when designing instructional content. You can see a .pdf version of the manual here.

Minolta Freedom III

1. Which is the better title?

A	B
Capture Vivid Life Moments, The Minolta Way!	How to Operate the Minolta Freedom 3 Camera

Answer: B

In instructions, people are looking for information, not a sales pitch.

A good instruction manual tells you what to do, nothing more, nothing less.

2. Which is the better introductory text?

A	B
The Minolta Freedom 3 is a versatile camera that is easy to operate, making it the perfect camera for the beginning photographer. Most 35mm cameras require you to adjust the amount of light to be allowed onto the film and to focus the camera. The Minolta Freedom 3 does this for you, as well as advancing each picture to the next frame. You will be able to take professional quality pictures after mastering these following easy steps: (1) loading the film (2) taking the picture (3) unloading the film	Your fine-quality compact Minolta Freedom III camera is the world’s first single-lens reflex for the 110 pocket format. Its 25-50mm genuine Rokkor also makes it the first 110 camera with the convenience of a 2X true-zoom lens. And it has built-in macro capability for exciting close-up focusing. Simply drop in a 110 film catridge; no need to set film speed. Then you select the aperture, and the 100 zoom’s electronic exposure-control system automatically varies the shutter speed steplessly from 1/1000 to ten full seonds for pinpoint exposure over a wide range. And you can adjust exposure up to two stops over of under the auto setting if you wish. The clear parallax-free SLR viewfinder has a microprism focusing spot, and LED’s visible while viewing come on to warn you when light is too bright or shutter speed is too slow, plus giving other important shooting information. A short-stroke thumb lever advances film quickly. A convenient hot shoe and 1/150-sec “X” setting make electronic-flash pictures easy; this and the bulb setting operate without battery power.

The Minolta Freedom 3 is a versatile camera that is easy to operate, making it the perfect camera for the beginning photographer. Most 35mm cameras require you to adjust the amount of light to be allowed onto the film and to focus the camera. The Minolta Freedom 3 does this for you, as well as advancing each picture to the next frame. You will be able to take professional quality pictures after mastering these following easy steps:
(1) loading the film
(2) taking the picture
(3) unloading the film

Your fine-quality compact Minolta Freedom III camera is the world’s first single-lens reflex for the 110 pocket format. Its 25-50mm genuine Rokkor also makes it the first 110 camera with the convenience of a 2X true-zoom lens. And it has built-in macro capability for exciting close-up focusing. Simply drop in a 110 film catridge; no need to set film speed. Then you select the aperture, and the 100 zoom’s electronic exposure-control system automatically varies the shutter speed steplessly from 1/1000 to ten full seonds for pinpoint exposure over a wide range. And you can adjust exposure up to two stops over of under the auto setting if you wish. The clear parallax-free SLR viewfinder has a microprism focusing spot, and LED’s visible while viewing come on to warn you when light is too bright or shutter speed is too slow, plus giving other important shooting information. A short-stroke thumb lever advances film quickly. A convenient hot shoe and 1/150-sec “X” setting make electronic-flash pictures easy; this and the bulb setting operate without battery power.

Answer: A

“B” was taken from an actual instuctional manual, believe it or not.

Again, “B”’s first problem is it still sounds like it’s trying to sell you the camera. Second, it uses too much technical jargon for an introduction.

Remember: an introduction is just that, not the instructions per se. “A” gets right to the point and ends by telling you the structure of the manual.

3. Which is the better informational structure?

A	B
Loading the film 1. Operating the back of the camera 2. Putting the film in the camera 3. Advancing the film Taking a picture 1. Holding the camera 2. Framing the picture 3. Taking the picture Unloading the film 1. Rewinding the film 2. Removing the cartridge	Product Specifications 1. Dimensions 2. Parts Warnings 1. Child safety 2. Water resistance Equipment and Supplies 1. The unit 2. The lens 3. The battery Warranty Information 1. Option 1: 2-year warranty 2. Option 2: 1-year warranty Customer Support 1. Phone support 2. Email support

Answer: A

While B has a organizational logic to it, the information is not organized for use by a customer. B is structured more like a legal contract to protect the company’s liability. The information in B can be included in an instruction manual, but it should come after the stuff listed in A.

4. Which is the better wording for instructions?

A	B
Advancing the Film 1. The cassette should be held in place with the left hand as enough film is pulled from the cassette to reach the right side of the camera. The end piece of film is then slid around the rubber hub and the notched holes of the film are pressed onto the matching notched teeth of the hub. 2. The clear, plastic door on the right-hand side of the film door should be located. This door is closed onto the film and hub. The camera will now advance the film. If it doesn’t, the previous step must be repeated. 3. The main film door is closed. As this is done, the motor will advance the film to exposure number 1. On top of the camera in the center, the display window will now say 1 in the lower right-hand corner.	Advancing the Film 1. Hold the cassette in place with your left hand as you pull enough film from the cassette to reach the right side of the camera. Slide this end piece of film aroundthe rubber hub and press the notched holes of the film onto the matching notched teeth of the hub. 2. Locate the clear, plastic door on the righthand side of the film door. Close THIS door onto the film and hub. The camera will now advance the film. If it doesn’t, repeat the previous step. 3. Close the main film door. As you do this, the motor will advance the film to exposure number 1. On top of the camera in the center, the display window will now say 1 in the lower right-hand corner.

Advancing the Film
1. The cassette should be held in place with the left hand as enough film is pulled from the cassette to reach the right side of the camera. The end piece of film is then slid around the rubber hub and the notched holes of the film are pressed onto the matching notched teeth of the hub.
2. The clear, plastic door on the right-hand side of the film door should be located. This door is closed onto the film and hub. The camera will now advance the film. If it doesn’t, the previous step must be repeated.
3. The main film door is closed. As this is done, the motor will advance the film to exposure number 1. On top of the camera in the center, the display window will now say 1 in the lower right-hand corner.

Advancing the Film
1. Hold the cassette in place with your left hand as you pull enough film from the cassette to reach the right side of the camera. Slide this end piece of film aroundthe rubber hub and press the notched holes of the film onto the matching notched teeth of the hub.
2. Locate the clear, plastic door on the righthand side of the film door. Close THIS door onto the film and hub. The camera will now advance the film. If it doesn’t, repeat the previous step.
3. Close the main film door. As you do this, the motor will advance the film to exposure number 1. On top of the camera in the center, the display window will now say 1 in the lower right-hand corner.

Answer: B

A illustrates one of the most common pitfalls to instructional writing: passive voice. The phrase “The cassette should be held in place” tries to sound professional by avoiding a direct command like “Hold the cassette in place.”

For instructions, direct commands are the simpler, clearer way to go. Read more about avoiding passive voice here.

5. Which is the better wording?

A	B
Advancing the Film 1. Hold the cassette in place with your left hand as you pull enough film from the cassette to reach the right side of the camera. Slide this end piece of film aroundthe rubber hub and press the notched holes of the film onto the matching notched teeth of the hub. 2. Locate the clear, plastic door on the righthand side of the film door. Close THIS door onto the film and hub. The camera will now advance the film. If it doesn’t, repeat the previous step. 3. Close the main film door. As you do this, the motor will advance the film to exposure number 1. On top of the camera in the center, the display window will now say 1 in the lower right-hand corner.	Advancing the Film 1. Hold cassette in place with your left hand as you pull enough film from cassette to reach right side of camera. Slide end piece of film around rubber hub and press notched holes of film onto matching notched teeth of hub. 2. Locate clear, plastic door on right-hand side of film door. Close THIS door onto film and hub. Camera will now advance film. If it doesn’t, repeat previous step. 3. Close main film door. As you do this, motor will advance film to exposure number 1. On top of camera in center, display window will now say 1 in lower right-hand corner.

Advancing the Film
1. Hold cassette in place with your left hand as you pull enough film from cassette to reach right side of camera. Slide end piece of film around rubber hub and press notched holes of film onto matching notched teeth of hub.
2. Locate clear, plastic door on right-hand side of film door. Close THIS door onto film and hub. Camera will now advance film. If it doesn’t, repeat previous step.
3. Close main film door. As you do this, motor will advance film to exposure number 1. On top of camera in center, display window will now say 1 in lower right-hand corner.

Answer: A

B is shorter. But it isn’t better. It leaves out “the” frequently, a style you often see in news headlines. You’ve probably read instructions like this.

A makes for better instructions because more familiar and therefore easier for our brains to process.

6. Which is the better way to integrate warnings?

A	B
Put the film in the camera. You are now ready to put a unexposed roll of film into the camera. This is done by: 1. Take the film out of its box and plastic container. Warning: Film producers recommend that the film should be loaded in low light levels! this is to protect the film from being exposed before it is put in your camera. Do not pull the film out of the cassette except as indicated below. 2. Hold the film cassette so the little inner hub is pointing toward you. Place the film into the lefthand side of the camera. The film will only go in one way so do not force the cassette into place.	Warnings Film producers recommend that the film should be loaded in low light levels! this is to protect the film from being exposed before it is put in your camera. Do not pull the film out of the cassette except as indicated below. - Make sure your shoulder strap is held out of the way of the lens. This can cause pictures to be partially blacked out. - Failure to center the focusing box on your subject can result in blurred pictures. - When taking a picture, if a red light appears in the viewfinder, this means the flash needs a moment to charge itself. Wait a few seconds until a greenlight comes on, then take your picture. Failure to wait will result in dark pictures due to lack of light.

Put the film in the camera.
You are now ready to put a unexposed roll of film into the camera. This is done by:
1. Take the film out of its box and plastic container.
Warning: Film producers recommend that the film should be loaded in low light levels! this is to protect the film from being exposed before it is put in your camera. Do not pull the film out of the cassette except as indicated below.
2. Hold the film cassette so the little inner hub is pointing toward you. Place the film into the lefthand side of the camera. The film will only go in one way so do not force the cassette into place.

Warnings
Film producers recommend that the film should be loaded in low light levels! this is to protect the film from being exposed before it is put in your camera. Do not pull the film out of the cassette except as indicated below.
- Make sure your shoulder strap is held out of the way of the lens. This can cause pictures to be partially blacked out.
- Failure to center the focusing box on your subject can result in blurred pictures.
- When taking a picture, if a red light appears in the viewfinder, this means the flash needs a moment to charge itself. Wait a few seconds until a greenlight comes on, then take your picture. Failure to wait will result in dark pictures due to lack of light.

Answer: A

In A, the warning is inserted within the material it’s referring to.

B might seem to be logical – group all the warnings together – but who, seriously, is going to read through a “Warnings” section in an instructional manual?

7. Which approach better explains technical stuff?

A	B
Looking through the finder of your Freedom 3 Zoom, you can see the black frame with a central microprism focusing spot. When the shutter release is depressed slightly, a red triangle to the upper right outside the frame lights pointing the way to turn the aperture selector for adjustment if the auto shutter speed is over range (more than 1/1000 sec.) or when “X” or “B” is set (p.20); it also serves as a battery check indication (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is depressed slightly to point the direction of aperture adjustment when the auto shutter speed is under 1/50 sec; it also lights at the moment the shutter is released if batteries are serviceable.	Looking through the finder of your Freedom 3 Zoom, you can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights pointing the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20); it is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow; it also lights at the moment the shutter is released if batteries need replacing.

Looking through the finder of your Freedom 3 Zoom, you can see the black frame with a central microprism focusing spot. When the shutter release is depressed slightly, a red triangle to the upper right outside the frame lights pointing the way to turn the aperture selector for adjustment if the auto shutter speed is over range (more than 1/1000 sec.) or when “X” or “B” is set (p.20); it also serves as a battery check indication (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is depressed slightly to point the direction of aperture adjustment when the auto shutter speed is under 1/50 sec; it also lights at the moment the shutter is released if batteries are serviceable.

Looking through the finder of your Freedom 3 Zoom, you can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights pointing the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20); it is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow; it also lights at the moment the shutter is released if batteries need replacing.

Answer: B

The only difference here is that A uses technical terminology, while B uses non-expert words. While there are some specific terms that can’t be replaced with plain-language speak, remember this: an instruction manual is not a textbook.

Your job is not to teach the user technical information. Your job is to allow the user to do something technical. For this reason B is better.

8. Which has better sentence structure?

A	B
Look through the finder of your Freedom 3 Zoom. You can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights. This points the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20). It is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow. It also lights at the moment the shutter is released if batteries need replacing.	Looking through the finder of your Freedom 3 Zoom, you can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights pointing the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20); it is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow; it also lights at the moment the shutter is released if batteries need replacing.

Look through the finder of your Freedom 3 Zoom. You can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights. This points the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20). It is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow. It also lights at the moment the shutter is released if batteries need replacing.

Answer: B

A uses long sentences. B uses short sentences. For instructions, short sentences are easier to follow. Use short sentences.

9. Which has better paragraph structure?

A	B
Look through the finder of your Freedom 3 Zoom. You can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights. This points the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20). It is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow. It also lights at the moment the shutter is released if batteries need replacing.	Look through the finder of your Freedom 3 Zoom. You can see the black frame with a spot in the middle for focus. When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights. This points the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20). It is also a battery level warning (see p.5). A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow. It also lights at the moment the shutter is released if batteries need replacing.

Look through the finder of your Freedom 3 Zoom. You can see the black frame with a spot in the middle for focus.

When the shutter release is pressed slightly, a red triangle to the upper right outside the frame lights. This points the way to adjust the aperture if the auto shutter speed is fast or when you’ve turned on “X” or “B” (p.20). It is also a battery level warning (see p.5).

A yellow triangle to the lower right outside the frame lights when the shutter release is pressed slightly to adjust the aperture when the auto shutter speed is slow. It also lights at the moment the shutter is released if batteries need replacing.

Answer: B

A puts all the similar information into a book-style paragraph. B breaks paragraphs into just a couple sentences each. Most readers of technical manuals will scan paragraphs to find what they’re looking for, rather than read every word. So help them scan: use short paragraphs.