306 Memorandum
Date: SpringSemester 2013
To: English 306 Students
From: Rick Van Noy, English 306 Instructor
Subject:
Instructions
Again and again in their work, professionals find themselves having to explain
to people how to do things. Sometimes they have the advantage of being able to
physically show them, but often they must rely on written instructions. Choose
a topic from your major or an area of interest, but it must be somewhat
technical (i.e., hard to do. Avoid "5 minute lasagna." How to
make a bouillabaisse might be acceptable.).
When you write your set of instructions, follow the suggestions below. Remember
that your purpose is not necessarily to demonstrate that you understand the
process, but to write a set of instructions that will be easy to follow: that
will teach someone else how to do it. The mistake most people make is that they
choose the visuals first. They find a picture they like and write the
instructions for it. The reverse is true. First think of a process
you'd like to illustrate, then find (even if you have
to draw) the visuals or flow chart or diagrams to go with that
process. These instructions must be written by you. For the purposes
of this assignment, you may "borrow" graphics under fair use (but you
should acknowledge source), but you must not plagiarize someone else's
explanations of a particular process. Most of the time technical writers
work with graphic artists, so you can also create the space for the graphic and
then sketch in a drawing later (the quality of the drawing is not a factor in
the grading process).
- Understand the process. Do it yourself, without help,
before you try to tell someone else how to do it.
- Define your audience carefully. What do they already
know about the process or any equipment involved in it?
- Identify all the materials and equipment the user will
need to perform the process. Include a parts or materials list
first.
- Decide what kind of illustrations or graphics to use to
help your reader understand how to perform the process. For printed
instructions on performing processes, drawings may be the best.
Photographs of equipment may be useful.
- Begin with a general introduction identifying the
process and audience.
- Make sure you include all the necessary steps and that
you state the steps in chronological order. One step per enumerated
item.
- State them clearly and concisely. Use imperative verbs
if appropriate. Use simple diction. Define any terms your audience may not
know. Consider using an analogy if you are writing for lay readers.
- Use a familiar-to-unfamiliar sequence (or old new), use
parallel phrasing, write in the affirmative, and use transitions to mark
time-sequence.
- Use abbreviations and acronyms only if they will make
it easier for the reader to follow the instructions. Be sure to define any
abbreviations or acronyms your audience probably will not know.
- Insert cautions, warnings, etc. where they belong: before
the step you are warning the reader about. Clearly label them and distinguish
them from the rest of the text. (caution =
injury, warning = serious injury, danger = possible death).
- Enumerate steps in the process. If you divide into
sections, don’t begin again at #1.
The most common weakness in instructions is failing to provide all the necessary information. This one does not need to be in the form of a memo. Give it a title that conveys your specific subject. Use at least one graphic (clip art is not professional). Be sure to 1) label graphics, 2) refer to them in the text, and 3) place them close to where you refer to them. If you get your graphic from somewhere else, you should give an image credit.
Criteria:
To earn an A: You write a set of instructions that follow the guidelines above. You use two graphics that are appropriate to the step you're trying to illustrate (they are also labeled, referenced, and close to the reference). Your instructions are well-designed, user-friendly, and free of mechanical errors. You have attempted to write about a complex process.
To earn a B: You write a set of instructions that follow the guidelines above. You use one graphic that is less professional in appearance (clip art that may not so adequately match the step you need an illustration for) and appropriate to the step you're trying to illustrate. Your instructions are well-designed, user-friendly, and relatively free of mechanical errors, but they may not have taken a "risk" as the best papers do. Stayed in safe territory.
To earn a C: You write a set of instructions that follow the guidelines above. You use one graphic that is less professional in appearance (clip art that doesn't match the step you need an illustration for) and appropriate to the step you're trying to illustrate. Your instructions are not that well designed (and pay poor attention to layout, white space, etc.), and contain some mechanical errors. However, they have been spell-checked and proofread.
Need some ideas?:
how to read readability statistics
how to use a software (alt +shft+print scrn, and then "paste"--ctrl+v
will allow you to copy boxes that appear on your screen)
change a diaper
Two Alternatives:
You may also design a brochure for
a business (or your classroom—like your class welcome and rules). One example,
create a brochure for your summer camp.
You could also explain a concept (or
process). In sports,
squeeze play, power play (heck, hockey rules), wishbone offense, serve and
volley, high intensity training. But determine if these are better
completed as instructions (above) or something more like an essay, with visuals
or flow chart. In health: addiction
(like to checking our phones or other), toxicology, glycemic index . . . .Environment:
Toxic Release Inventory, endangered species . . . Personal finance: socially conscious investing.