Writing instructions is a bit of an art. You’d think it would depend on the difficulty of the task you’re describing. An easy task needs simple instructions, but a complex task needs detailed instructions. Right?
Actually, it depends.
Let’s look at the instructions for my first ever job — as a milk monitor in my first year at school.
Quarter-pint bottles of milk sat in a crate by the window in the sunshine. We drank them through straws at morning break. The milk was warm and tasted funny. I’ve not drunk milk since. Not once.
The milk routine was simple:
What is a monitor? Who is a monitor? How many monitors are there? Do they know what a crate is? Do I need to explain? Is it best for a monitor to carry a bottle in each hand, or one bottle at a time? Or is it best for two or three monitors to carry the whole crate of milk and pass it around the group?
Ah-ha — of course, the milk monitors don’t carry the milk at all! The children in the class form a line by the crate, then the monitors pass one bottle and one straw to each child in the line.
But I’ll need to be more precise than that: one monitor passes one bottle and one straw to the child at the front of the line. The child takes their bottle and straw, says ‘thank you’, and then walks (no running) to sit down at their desk. A new child is now at the front of the line and the monitors repeat the handing out until the line is gone.
Right. Now how do we get the caps off?
How much detail is enough and how do you decide? The key is audience. Who are your instructions for? What can your audience reasonably be expected to know? Put yourself in your audience’s shoes and write to be clear for them.
Our Writing Effective User Manuals and Instructions workshop will teach you how to write instructions that offer quick answers to readers’ questions and help them complete tasks successfully.