To write an effective manual one must think systematically, understand the process thoroughly and be able to describe it clearly step by step. If any of these abilities is absent or these actions ignored, the result will be a confusing manual, which leaves the reader no better able to complete the process after reading it than he or she was before. To write a quality manual, use the following procedure.

1

Know the material--and the product--inside out. Make certain you understand the procedure completely--from both a practical and a theoretical standpoint. Ensure that you can successfully carry out the process you'll be describing by going through the necessary steps yourself repeatedly until you are convinced that you know how to complete them properly and explain them clearly.

2

Assume that your reader knows nothing at all about the process you'll be describing when you write your manual. This will remind you to take nothing for granted as you explain how to complete the procedure and will prevent you from leaving gaps in your explanation that your reader will find frustrating.

3

Use diagrams to clarify information that would be difficult to convey accurately in words. Also use them for information that is so complex as to be confusing to the reader without a visual representation of the item, part or process to which he can refer as he carries out the manual's instructions.

4

Make the reader understand the purpose of each action and each step in the process, motivating her to complete each one by explaining the reason for it and the benefits of following the directions presented in the manual. Don't make the reader guess why an action might be necessary or wonder how it would be helpful. Doing so might cause her to skip a necessary step or avoid an entire process that could greatly simplify her life--and greatly increase her enthusiasm for your product.

5

Break the process down into small, easy-to-remember steps. Then present the steps in sequential order, from first to last, being sure that each step leads logically to the next. Be sure not to omit any important background information that will clarify the next step and place it into the proper context.

6

Write in plain, clear, simple language, and be sure the wording you use to write your manual is not ambiguous. If an instruction can be understood in more than one way, rewrite it until it becomes crystal clear precisely what you want the reader to do.

7

Test the manual on a sample group of subjects who fit the profile of the intended user group. Observe how easy or difficult it is for the group to complete the procedure for which the company has commissioned you to write this manual. Solicit feedback from your experimental group about their experience and suggestions on what you might do differently to improve it. Then write any changes into the manual that would facilitate greater ease of use by those who purchase this product in the future.