Talk to people who will use your device. Offer test users prototypes of the device and a draft of the user manual under controlled conditions. Solicit these test users’ feedback about things that are not obvious or confusing in the user directions and incorporate changes into your user manual based on this feedback. You can never please your entire audience; write the manual to suit the target or largest audience. Think about the audience’s age, health (do they have illnesses, learning impairments, or disabilities?), and educational level to determine the best approach to writing the user guide.
If you have a product that can perform many different tasks or sub-tasks, you will need to perform a task analysis on each task. For instance, in a car, you can honk the horn, strap yourself in, and turn your headlights on or off. Create a task analysis for each of these as needed.
For the user manual of a product to be effective, it needs to be written in concert with labels affixed directly to the product. Ensure your device is legally licensed for sale before writing instruction manual.
Another way to streamline your manual is to use two columns, one on the right with text and the other just to the left of the text with bullet points, numbers, or small icons like warning signs or red exclamation marks. [3] X Research source Your manual might be mostly images with some text beneath each image to explain the device, or it could be primarily text with only a few accompanying images. You could also use a flow chart to provide the user with directions. Think about your product and how each method might be of use when writing your user manual. However, avoid mixing different layouts within a manual. Choose one and stick with it.
A table of contents is especially necessary for longer manuals. A glossary or index is needed when there are many terms to explain that your audience may not be familiar with. However, glossaries are not recommended; the best choice is to explain confusing terms in the text of the manual itself. If you choose to include a glossary, place it in front of the manual, just after the table of contents. A list of tables or figures is only necessary if there are more than a few tables or figures in the manual. An appendix is needed for things that should be explained but cannot be explained at another point in the manual because it would disturb the flow and focus.
For instance, a general warning for an electric device might be to avoid using it during rain. A specific direction might be to ensure that your hands and the device are both dry before plugging the device in. Include graphics (such as a skull and crossbones) or different-colored text (like red text) to differentiate the warning from the rest of the directions in the user manual and draw users’ attention to it. You could explain the benefits of following the manual instead of working independently. [5] X Expert Source Joe SimmonsCorporate Trainer Expert Interview. 29 June 2021.
A parts list Unpacking instructions Warnings related to setup Results of an improper setup Who to call in case they encounter difficulty in setting up
At the end of this section, users should be referred to the troubleshooting section in order to solve problems that can’t be quickly explained. Include graphics where necessary. Some steps are best explained with images as well as words. Think about using photographs or illustrations in your user manual. In this section, as in every section, be sure to include relevant safety warnings about improper use or operation. For instance, you might warn users of a chainsaw not to drink alcohol or use the chainsaw while on certain medications. If you think users would benefit, consider including links to online videos that demonstrate proper use and operation of the device. You could include these videos either at the beginning of this section, or (in the case of videos that illustrate only one step) at the end of each step. Try to keep your instructions as simple as possible. If your manual gets too complicated, you might lose people along the way. [7] X Expert Source Joe SimmonsCorporate Trainer Expert Interview. 29 June 2021.
If you expect the user will remove the summary sheet or need to consult it frequently, you could print it on a removal laminated card, or thick card stock to make it easier for the user to carry with them and reference. Alternatively, include a summary sheet directly on the product so that users can reference it quickly and easily.
If cleaning requires some disassembly of the product, or removal of a certain part or parts, be sure to include details on how to disassemble. Include a warning about the results of failing to clean the device will be. For instance, you might say, “Failure to clean will result in a below optimal performance. ”
If there are some maintenance tasks that can only be performed by a certified technician, divide the maintenance portion of the manual into two sections.
“Store the product in a cool, dry place. Improper storage could shorten the life of your product due to the buildup of moisture. ” “Do not expose product to heat or store at temperatures above 120 °F (49 °C). Doing so may lead to combustion. "
For instance, if there are several problems with the computer displaying a blue screen, list them together under a sub-heading like “Common Screen Problems. ” You should also include a phone number and/or email for customer service in this section.
Don’t just read any user manuals. Read the manuals for similar products that you are selling. For example, if you’re selling baby products, read baby manuals, not tech.
For instance, instead of using both “on/off switch” and “power switch” in your user manual, choose one or the other term and stick with it.
Try the Hemingway App (www. hemmingwayapp. com) to identify passive passages in your writing. Examine these two sentences, the first active and the other passive, for examples of each: You should open the package slowly and carefully. The package should be opened slowly and carefully.
For example, if the screen will turn blue and blink, don’t start the step with: “The screen will blink and turn blue. ” Try: “Press and hold the home key. The screen will blink and turn blue. "
In general, try to avoid jargon and technical language. To be effective to the broadest array of users, try to write at a sixth to seventh grade reading level.
If there are multiple language groups represented in your audience, include translations of the user manual in each relevant language. The translator should be familiar with the product, as there may be different words for specific terms in the target language that not are word-for-word translations.
If a step is starting to get too long, break it up into smaller steps. This won’t cause the word-count to go down, but the line breaks will make it easier to read.
Passive voice Ambiguous or confusing language Complicated sentence structure Overly long paragraphs
