The Importance of Clear Instructions

Imagine you’re faced with a difficult new task and a strict time limit. You start by carefully reading the instructions, but soon get stuck and can’t move forward. You try several times, guessing what might be missing or what a step really means. After repeated failed attempts, frustration sets in—and you abandon the task altogether.

Most of us have experienced this kind of situation at least once. In everyday life, the consequences are usually minor—perhaps a piece of furniture left half-assembled or a recipe that didn’t turn out as expected. In engineering, however, unclear instructions can have far greater effects, compromising safety, functionality, user satisfaction, and even a company’s reputation.

As an engineer, you’ll design products, systems, and structures that shape the modern world. These may range from intricate devices to large-scale infrastructure projects—all intended to improve everyday life. However, your role doesn’t end with creation. You must also communicate effectively with the people who will use what you build. Even the most innovative design can fail if users don’t understand how to operate it correctly.

Considering the Audience for Technical Instructions

Before you begin writing your instructions, conduct an audience analysis. Understanding who will use a product or tool greatly influences how you communicate the steps. For example, if you were writing instructions on how to create a flowchart using new software called LogicNest Pro, would you begin by explaining how to download the software, or would you start directly with creating data flow diagrams? If your audience were first-year engineering students with no prior experience, you would likely start with downloading and installing LogicNest Pro. However, if your readers were experienced system designers transitioning to a new tool, you might begin with creating the data flow diagrams. This difference in audience knowledge and experience highlights the importance of providing clear, audience-tailored instructions.

With the question of audience in mind, consider these poorly written first aid instructions for those outside the medical field who may be faced with a choking victim:

This instruction is ineffective for readers outside the medical field because it uses technical terms such as Heimlich maneuver and tracheal intubation without explanation. It assumes prior medical knowledge and omits essential sub-steps. Instructions in this case should use plain language and include enough detail for the audience to understand and act confidently.

These instructions are easier to understand because they

• provide step-by-step guidance using clear and simple language;
• break down the actions into easy-to-follow steps without using medical jargon;
• explain medical terms, such as Heimlich maneuver, in plain language; and
• describe physical movements in detail, so the reader knows exactly what to do at each stage.

Writing Effective Lead-ins

A lead-in is an opening sentence or short paragraph that gives readers a clear idea of what to expect next. Before presenting step-by-step instructions, it’s helpful to explain why the task matters and what it will accomplish. A strong lead-in prepares readers, provides essential context, and helps them understand the purpose and scope of the procedure before beginning the steps. Consider the following example:

In the example above, the lead-in helps readers by:

• explaining the purpose (starting the automated cleaning process);
• identifying the tool they’ll use (Vertex mobile app); and
• setting expectations for what they’re about to accomplish (to start the cleaning cycle).

Presenting Known Information Before New

A key feature of well-designed instructions is that they present known information before introducing new concepts. By connecting new information to the familiar, you create a logical progression that helps readers build their understanding step by step. You also reduce confusion that can arise when readers encounter unfamiliar procedures.

Consider the following two examples:

In this version, we start with familiar information (analyzing bioelectrical measurements) before introducing the new concept (signal conditioning). This approach helps the reader transition smoothly to new ideas from a familiar foundation.

Writing Instructions with Clarity and Precision

When presenting steps, use clear and direct language. Precise wording and simple sentence structures help readers follow procedures confidently, without hesitation. Clear language also eliminates ambiguity that could lead to errors. This is especially important when readers must perform tasks quickly or under pressure.

Consider the following two examples:

This instruction is weak because it addresses the technician in third person (the technician), which creates distance between the instruction and the reader. It also uses gendered pronouns (his or her), which are unnecessary and can make instructions feel dated or exclusionary. Additionally, the phrase should adjust sounds less like a direct command than the imperative adjust, making it less clear whether the step is required. Finally, according to the specifications is vague. Which specifications? Where are they located? This may force readers to search for additional information before they act, leading to wasted time.

This version is stronger because it uses an imperative verb (command) to provide clear direction, removes redundant or cluttered wordings, and includes the required values (50 Hz frequency and 120V input), eliminating confusion about which settings to use.

The following strategies can help you write clear instructions.

Use imperative verbs for actionable steps: Direct instructions make tasks clear and easy to follow, guiding readers toward the exact action they need to take.

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Choose concrete words: Specific measurements and values eliminate guesswork. Replace vague terms with precise alternatives.

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Keep sentences short and simple: Short and simple sentences make instructions easier to process and reduce the chance of reader error.

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Use consistent terminology: Choose one term for components and actions and use these throughout your instructions. If you call something a control panel in step one, don’t refer to it as a dashboard in the next step. Consistent terminology reduces misunderstandings.

Include only necessary details: By including only the essential information, you keep instructions focused and prevent readers from getting distracted by irrelevant details. Provide essential information, such as safety warnings and specific measurements, but avoid cluttering instructions with background theory that is “nice to know” but ultimately unnecessary.

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Use affirmative phrasing: Affirmative (positive) phrases reduce cognitive load and improve comprehension. Negative phrasing makes instructions harder to process.

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Use parallel language: Ensure that all steps in a sequence follow the same grammatical pattern. This consistency creates a predictable pattern that helps users process information more efficiently. Consider this non-parallel example:

Inconsistency in sentence structure makes these instructions harder to follow. A revision uses imperative verbs at the beginning of sentences, maintaining parallel grammar throughout the list of steps:

Make text and visuals interact: Instructions rely heavily on visuals, such as diagrams, flowcharts, or photographs. However, visuals should not simply accompany the text. They must “interact” with it. This is especially useful in instructions because it’s often easier to show rather than tell, particularly for complex tasks.

The following instructions rely solely on text, which makes it harder for users to follow:

Without visuals to guide them, readers must interpret all navigation steps and login details, which can be confusing and overwhelming for them. Now, consider the following version with visual support.

This version uses clear instructions paired with visuals that illustrate each action. The images highlight menu options and fields, helping users quickly identify what to do at each step. To use visuals effectively, consider these strategies:

• Write clear figure captions.

• Reference visuals within the text.

• Place visuals near their textual references.

The reader’s eyes should move directly from the text to the corresponding visual. If they must flip to another page in a manual or move to another screen on a website, their concentration is broken, increasing cognitive load (the mental effort required to understand the instructions). For more information on using visuals effectively, see Chapter 4: Visuals.

Emphasize safety in instructions: Safety is a critical component of effective instructions. Always inform users of potential hazards or conditions that could lead to failure. Use widely recognized safety icons to highlight potential hazards. Additionally, choose the appropriate level of warning based on the severity of the risk. The four commonly used levels of warnings are as follows:

Note: Used for non-hazard-related messages—often for equipment protection or general information. Let’s look at the following examples:

Caution: Indicates a potential hazard that may result in minor or moderate injury or equipment damage. Let’s look at the following examples:

Warning: Indicates a potential hazard that could result in death or serious injury if not avoided. Let’s look at the following examples:

Danger: Indicates an immediate hazard that will result in death or serious injury if not avoided. Let’s look at the following examples:

Provide expected results: To guide users effectively, instructions should conclude with the expected result or outcome. Ending abruptly can leave readers uncertain. For example, if your final step reads Click Finish on the pop-up window, users may wonder, “What happens next?” Instead, include the outcome: Click Finish on the pop-up window. The process completes, and your changes are saved. Clearly describing what users should see or expect at the end of a step helps them confirm whether they have completed it successfully.

Final Thoughts

Effective instructions should be

Clear: Use direct language.
Concise: Remove unnecessary words and redundant information.
Consistent: Maintain a predictable structure and vocabulary. Use parallel grammar.
Audience-appropriate: Adjust the level of technicality to match the reader’s background.
Well-supported with visuals: Use visuals to enhance understanding.

By following these principles, instructions are more likely to be clear, usable, and support safe task completion.

Writing Manuals for Usability

Manuals are essentially extended versions of instructions. They follow the same principles but tend to be more comprehensive. Common types of manuals include

• assembly manuals (e.g., guides for furniture assembly)
• owner manuals (e.g., guides for cars or appliances)
• operator manuals (e.g., guides for industrial machinery)
• service manuals (e.g., guides for maintenance and repair)
• technical manuals (e.g., in-depth engineering documentation)

All principles recommended for writing instructions apply to manuals as well.

Structuring Instruction Guides and Manuals

Include the following components in your instructions:

A clear and specific title: Your title should accurately reflect the task covered in the instructions. Ensure that it clearly communicates the action involved.

This title is vague and does not indicate an action or task.

This title specifies the task and the action involved.

A Strong Introduction: Instructions, like other technical documents, begin by establishing a broader picture before moving to specific details. The introduction provides an overview of the task or procedure, giving the reader context and establishing its importance. It outlines the overall goals and any prerequisites to help readers understand what to expect and why they should follow the instructions.

At the very least, a good introduction should include

• A definition of the overall process described
• A statement of purpose—what the process accomplishes
• Any necessary background theory or principles (if relevant to the reader)
• Tools or resources required to complete the procedure
• A list of individual steps that will be detailed in the body of the instructions

The introduction can also motivate the reader to complete the task. For example, if you are teaching readers how to back up important files, you could highlight the risks of not doing so.

Clearly state any assumptions about the reader’s background knowledge. This helps them determine if the instructions are suitable for them. For example, in a guide for backing up data, you might include:

Additionally, define any specialized terms that appear in the instructions. For instance, imagine that you are writing instructions on how to set up an external hard drive. You might use the term initialize when describing the steps required before the drive can be used. However, this term might be unfamiliar to some readers; therefore, it might be helpful to explain what initialize means in the introductory text

The final part of the introduction should list the steps that will be covered in the body of instructions.

A Discussion of the Steps: The discussion of the steps explains how to complete each step, while providing essential background on equipment, safety, and expected results.

When describing individual steps, follow a consistent and predictable pattern to enhance readability and usability. A well-structured approach makes instructions easier to follow, improving user experience and overall effectiveness. The process should follow follows this structure:

• Define the step. Start by describing what happens in this step.
• Provide necessary information. Note any dangers, cautions, or required tools and equipment.
• Give specific directions. Clearly explain how to execute the step.
• Describe the expected result. Let the user know what should happen when the step is completed correctly.
• Transition to the next step. Provide a logical connection if there is a following step.

Effective Conclusion: Like other types of documents, instruction guides and manuals should end with a conclusion. Effective conclusions may do the following:

• Indicate that the task has been successfully completed.
• Summarize key steps in a concise manner.
• Provide resources for additional information, if applicable.