Sets of Instructions

Sets of Instructions
SEN 406: Technical Report Writing
Copyright © 2004 Houghton Mifflin. All Rights Reserved. 9-1

Contents
n Planning the Set of Instructions

Globalization and Instructions
n Writing the Set of Instructions
n Field-Testing Instructions
Copyright © 20014 Wadsworth. All Rights Reserved. 9-2

Planning the Set of
Instructions
To plan your instructions, determine your goal, consider your
audience, analyze the sequence, choose visual aids and follow
the usual forms.
n Determine Your Goal
The goal of instructions is to enable readers
to complete a project- arrive at a definite end result;
to learn a process- become proficient enough to perform the

process without the set of instructions.

Planning the Set of
Instructions: Cont.
n Consider the Audience
The reader’s knowledge level determines how much information you

need to include.
estimate their knowledge level- the audience will be either
§ beginners, who know nothing about the process;

§ intermediates, who understand the process but need a
memory jog before they can function effectively.
9-4
Copyright © 2014 Wadsworth. All Rights Reserved.
Planning the Set of
Instructions: Cont.
identify constraints- include tips on
emotional constraints:
§ what should take palace at each step;

§ what to do if something else happens.
§ materials needed to complete the process;
§ special environmental considerations;
§ safety concerns.
physical constraints:
§ materials needed to complete the process;

§ special environmental considerations;
§ safety concerns.
9-5
Planning the Set of
Instructions: Cont.
examples for different audiences- how does the
audience affect the set of instructions:
Instructions for an Intermediate

1. Install the port filters.
2. Connect the data cable to the gateway.
3. Attach the computer to the gateway using an Ethernet cable.
4. Plug the power cable into the gateway.
compare the brief version of

“Instructions for an intermediate”
with “ Body of a Set of Instructions” sent on
canvas

Planning the Set of
Instructions: Cont.
n Analyze the Sequence
To analyze the sequence,
determine the end goal- what do you want the reader to

achieve;

Planning the Set of
Instructions: Cont.
analyze the tasks- the two goals to analyze the tasks are
§ determine to sequence;
§ name the steps.
name and explain the tasks- name each task and explain
any subtask or special information that accompanies it.
analyze conditions- analyze any special conditions that the

audience must know about.
example of process analysis- an easy way conduct an analysis is
§ make a flow chart of the process;

§ put the steps in boxes;
§ put notes in circles.
Planning the Set of
Instructions: Cont.
n Choose Visual Aids
Visual aids either clarify or replace the prose explanation
Guidelines for choosing visual aids are to
§ use a visual aid to orient the reader;

§ use a visual aid to show the effect of an action.
§ decide if you need one or two visual aids for the entire
process or one visual aid per step

Planning the Set of
Instructions: Cont.
§ place the visual aid as close as possible to the
relevant discussion, usually either below the text or
to the left.
§ make each visual aid large enough.
§ clearly identify each visual aid
§ refer each visual aid at the appropriate place in the
text.
§ use callouts--letters or words to indicate key parts.

Planning the Set of
Instructions: Cont.
n Follow the Usual Form for Instructions
The instruction states the purpose of the set of instructions and the
steps present all the actions in chronological order:
guidelines for steps and visual aids are to
§ place a highlighted (underlined or boldfaced) head at

the beginning of each section.
§ number each step;
§ start the second and following lines for each step under
the first letter of the first word in the first line.
§ use margins to indicate “relative weight” (show substeps
by indenting to the right in outline style);
9-11
Planning the Set of
Instructions: Cont.
§ decide where you will place the visual aids
(usually place them to the left or below the text);
§ Use white space above and below each step
(do not cramp the text).
§ choose one or two column (their arrangement
can very)

Planning the Set of
Instructions: Cont.
Globalization and Instructions
Knowing your international audience means knowing their cultural

norms. You need to know how to present ideas to them.
Some problems to be especially aware of include the

following:
1. Noun phrases can be extremely difficult

to decipher;
2. Another language feature that difference between

simple and progressive tenses, which American
English speakers understand intuitively, but
speakers of English as a second language might
not.
9-13
Planning the Set of
Instructions: Cont.
Globalization and Instructions: Cont.
3. In instructions for lay people, the natural voice is

the active voice.
4. Even with strict conventions, instructions may

vary form one culture to another.

Writing the Set of
Instructions
A clear set of instruction has an introduction and a body.
n Write an Effective Introduction
Depending on the your analysis of he audience’s knowledge level and

of the demands so the process
§ state the objective of the instructions for the reader.
Depending on the audience, also,
§ define the process;

§ define important terms;
9-15
Writing the Set of
Instructions
§ list any necessary tools, material or conditions;
§ explain who need to use the process;
§ explain where and/or when to perform he process;
§ list assumptions you make about the audience’s
knowledge.
A sample instructions to a set of instructions (on

canvas) - note that the writer
§ states the objective;
§ defines the topic;
§ lists knowledge assumptions;
§ lists materials.
9-16
Writing the Set of
Instructions: Cont.
n Write an effective Body
Construct steps carefully- to make each step clear, follow the following
guidelines:
§ number each step;

§ state only one action per number (altogether the effect of
the action is often included in the step);
§ explain unusual effects;
§ give important rationales;
§ refer to visual aids;
§ make suggestions for avoiding or correcting mistakes;
§ place safety cautions before the instructions.
(See sample Sets of Instruction on canvas)

Writing the Set of
Instructions: Cont.
n Field Testing Instructions
A field test is a method of direct observation by which you can check he

accuracy of your instructions:
To perform a field test
§ ask someone who is unfamiliar with the process to follow

your instructions while you watch;
§ If you have written the instructions correctly, the reader
should be able to perform the entire activity without asking
any questions;
§ keep a record of all places the reader hesitates or asks a
question.
9-18
Questions???
You can also use the discussion forum on Canvas!!!
7-19
Works Cited
Bhatia, Vijay K. Analyzing Genre: Language Use in Professional Settings, Longman,
1993, Print.
Castro, Elizabeth. HTML for the World Wide Web. Berkeley, CA: Peachpit,1998, Print.
Dehaas, David. “Say What You Mean.” OHS Canada. Web. 28 May 2012.
<http://www.ohscanada.com/training/saywhatyoumean.aspx>.
Lawler, Sean. “9 Tips for Writing Instructions Your Speakers Will Understand.” Big Ideas Blog. 2010.
Web. 28 May 2012. <http://blog.omnipress. com/2010/08/9-tips-for-writing-instructions-your-speakers-
willunderstand/>.
Mousten, B. Communication in English for Science and Technology. Aarhus School

of Business, 2007. Print.

Works Cited
Mousten, B., Humbley, J., Maylath, B., and Vandepitte, S. “Communicating Pragmatics About Content
and Culture in Virtually Mediated Educational Environments.” Chapter 12 in St. Amant, K. and Kelsey,
S. IGI Global, 2012. Print.
Schell, Martin A. “Frequently Asked Questions About Globalization and Localization.” American
Services in Asia. Web. 28 May 2012. <www.globalenglish.info/faq.htm#two>.
Starke-Meyerring and Wilson, M., eds. Designing Globally Networked Learning Environments—
Visionary Partnerships, Policies, and Pedagogies. Sense Publishers, 2008. Print.
St. Amant, K., and Kelsey, S. Computer-Mediated Communication across Cultures—

International Interactions in Online Environments. IGI Global, 2012. Print

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Sets of Instructions

SEN 406: Technical Report Writing

Copyright © 2004 Houghton Mifflin. All Rights Reserved. 9-1

n Planning the Set of Instructions

n Writing the Set of Instructions

Copyright © 20014 Wadsworth. All Rights Reserved. 9-2

n Determine Your Goal

The goal of instructions is to enable readers

to complete a project- arrive at a definite end result;

to learn a process- become proficient enough to perform the

Copyright © 2014 Wadsworth. All Rights Reserved. 9-3

The reader’s knowledge level determines how much information you

estimate their knowledge level- the audience will be either

§ beginners, who know nothing about the process;

§ what should take palace at each step;

§ materials needed to complete the process;

Instructions for an Intermediate

compare the brief version of

Copyright © 2014 Wadsworth. All Rights Reserved. 9-6

n Analyze the Sequence

To analyze the sequence,

determine the end goal- what do you want the reader to

Copyright © 2014 Wadsworth. All Rights Reserved. 9-7

analyze conditions- analyze any special conditions that the

example of process analysis- an easy way conduct an analysis is

§ make a flow chart of the process;

Visual aids either clarify or replace the prose explanation

Guidelines for choosing visual aids are to

§ use a visual aid to orient the reader;

Copyright © 2014 Wadsworth. All Rights Reserved. 9-9

Copyright © 2004 Houghton Mifflin. All Rights Reserved. 9-10

guidelines for steps and visual aids are to

§ place a highlighted (underlined or boldfaced) head at

Copyright © 2014 Wadsworth. All Rights Reserved. 9-12

Knowing your international audience means knowing their cultural

Some problems to be especially aware of include the

1. Noun phrases can be extremely difficult

2. Another language feature that difference between

3. In instructions for lay people, the natural voice is

4. Even with strict conventions, instructions may

Copyright © 2004 Houghton Mifflin. All Rights Reserved. 9-14

n Write an Effective Introduction

Depending on the your analysis of he audience’s knowledge level and

§ state the objective of the instructions for the reader.

Depending on the audience, also,

§ define the process;

A sample instructions to a set of instructions (on

§ number each step;

(See sample Sets of Instruction on canvas)

Copyright © 2014 Wadsworth. All Rights Reserved. 9-17

n Field Testing Instructions

A field test is a method of direct observation by which you can check he

To perform a field test

§ ask someone who is unfamiliar with the process to follow

Mousten, B. Communication in English for Science and Technology. Aarhus School

Copyright © 2014 Wadsworth. All Rights Reserved. 9-20

St. Amant, K., and Kelsey, S. Computer-Mediated Communication across Cultures—

Copyright © 2014 Wadsworth. All Rights Reserved. 9-21

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