Looking to create an awesome instruction manual? This blog post will make you a pro on how to create a stellar instruction manual. A free template is also there to make things easier for you! One of the first things customers of your business do before reaching out to you with questions about your product review your instruction manual!
In order to make a customer journey as smooth as possible, the user manual should be an integral part of any product experience. Businesses should start planning these documents as early as possible in order to note down each and every step and minor problem that can cause a problem in the future.
Almost all products, whether physical, hardware, or software, are aided with an instruction manual to help users get up to speed with their product quickly. The problem arises when you actually sit down to write an instruction manual for the first time.
Instruction manuals are not novels. They read them to get actionable advice on how to navigate your product or to overcome an issue when they encounter one. Customers typically look at the table of content, find the topic or page they are looking for, and then quickly read the part which they want to know more about.
Nobody is reading manuals from start to finish, but everyone is reading parts of it. This is why you need to be extremely detailed while writing this technical document. A successful user manual provides users with quick and detailed answers to the questions that they might have about your product. Below are some tips on writing user manuals that will help you write an awesome instruction manual that your customers are bound to find useful!
The first step in creating an effective manual is to have a clear objective in mind. Make sure you know exactly what your instruction manual needs to cover in order to avoid information overload or confusion.
In order to create an effective user manual, you need to have a good idea of what type of content you want to include in it. Compile all the information, knowledge, process, checklists, etc. Make sure you are thorough with every point and have everything you need to write the instructions. Never, ever, rely on your memory! Even skipping a small step may lead to confusion amongst the readers. Ask all persons with in-depth technical product knowledge that contributed to delivering information, to review the work so far.
I prefer to work with a technical authoring tool for the review process or simply via Google Doc. Visuals include all kinds of graphical representations, such as line drawings, photos, screenshots, video, symbols, tables, charts, graphics and infographics. You can use line illustrations to support, replace or augment text and to present a chronological sequence of a process or steps to be followed.
Make sure that the sequence of illustrations that you place in your user guide is logical and comprehensible. When you place illustrations as close as possible to the text to which they relate, it is clear to which textual instruction they belong. Ensure that related text and illustrations are viewable at the same time and that they support each other in order to enhance comprehensibility. Compared to photos, you have much more freedom with illustrations to focus on important details.
You can easily leave out less relevant information or enlarge certain parts. Keep in mind that creating comprehensible illustrations requires skills. Although there are many tools available that can support you, having them created by a competent graphic artist or technical illustrator might be a wise decision.
When creating illustrations, keep printing quality or screen resolution in mind. Illustrations used on screens require a resolution of 72 dpi and, for print, resolutions of minimum dpi are preferable. Add numbered captions to your illustrations so it is clear to the user what the illustration is about and so the illustration is easy to identify when referred to in the text. Illustrations can also be used to identify product parts and main functions, represent a schematic version of your product or for example the electric scheme.
Sometimes photos are used instead of illustrations. However, I really prefer the use of line illustrations as these are often much clearer. When creating illustrations, you can leave out irrelevant information or easily emphasise important information. With photos this will be more complicated. Screenshots can be used to visually represent the user interface of a control panel, software on a desktop computer or an app.
Screenshots can give an overview of functionalities or be used to show what needs to be done or to present the result of a certain action. You can use tables to organise numeric or verbal data. For example, technical data are more legible when presented in a table. In many cases, a table can fully replace text.
Make sure to set out tables clearly, informatively, and in a consistent design. Position tables next to the relevant text. As an exception, reference tables such as a spare part list can be placed in annexes.
The use of video could be your choice when you clearly want to demonstrate something, show movement, a state or force. Also, as video is increasingly popular, you might want to use it when reaching as many people as possible is your goal. Video can be realistic filmed with a camera , a 3D animation or an illustrated animation, as long as you keep in mind that videos should be short and relevant. When using video, synchronised spoken or written text, or both, can be used to accompany the sequences.
Another increasingly important form of animation, is interactive animation. Interactive animation can be best described as a sequence of visual and auditory elements. It can best be used to explain complex processes, such as a sequence of installation instructions. When done correctly according to minimalism principles , video and interactive animation often is more effective than any other form of instructions.
According to research, viewers remember information for a longer period making it more effective and viewers learn quicker making it more efficient. Keep in mind that, as video might require a stable internet connection, it is less suitable in areas with bad reception. Have a look at this incredibly funny video of Virgin America in which they present their safety instructions. You can use infographics, graphics, charts and diagrams to show patterns, organise and visually present data, show relationships, create overviews etc.
Symbols, icons and safety signs are often used in instruction manuals. They are characterised by having a predefined and clearly identifiable meaning and are used to transmit information. If a graphical concept is represented by a graphical symbol registered in a standard, it is highly recommended to use this symbol. Examples of clear icons according to ISO Icons can be used to represent objects or functions. Make sure you use them uniquely and consistently for just one purpose.
Never use different icons for the same object or function. For more directions on when to use text or visuals, see this post.
Luckily, more and more companies see the importance of both an attractive design and the use of several media to bring the information to the reader. There are many ways to communicate the use of a product with its user. You can determine the media of the information based on the needs of the target audiences. Make sure that the media provide easy access to the information throughout the intended lifetime of the product. Therefore, always keep in mind the lifetime of the product and even consider mentioning it in the instruction manual.
Some examples of possible media for user instructions are text, visuals photographs, safety signs, graphical symbols and illustrations , video including auxiliary means such as audio and subtitles , animations, speech, braille, augmented reality, virtual reality, leaflets or stapled booklets with text, illustrations and printed information on the packaging or on the product itself. Although regulations slowly become less strict, always inform yourself about any legal requirements on the publication form in the country where you are selling your product.
See this article about online publication as well. Available technical authoring tools can help you to create both online and print user instructions, using the same single sourced content. Single sourcing with MadCap Flare. Regardless of the chosen medium, it is also important to format the information for both the media and the target audience.
Use a clean, readable sans-serif font. Ensure that the font size fits the needs of the audience. Avoid using multiple font styles. Use bold, italic or courier typeface for terminology, reference information or input.
Information that is printed onto. When information is only given on the packaging or in materials accompanying the product, make sure it is in a durable form. It should survive frequent use during the lifetime of the product and in an environment where the product is intended to be used.
Part of how you present your user guides has to do with the language. It is generally agreed, and in most cases mandatory, to provide the instructions in the language of the country where the product is being sold.
For easy of distribution, these instructions are provided in 24 languages. I have now developed the content in chapter 2 texts and 3 visuals and the form in chapter 4, so it is time to finalise the user guide. The first thing you want to do is to proofread your instruction manual. Proofreading is the process of examining your written user instructions for errors.
It can be difficult to proofread your own work and see the errors you made. If you're reading through your own work, your mind will read it like how it should have been written. Once the proofreading has been done, you have a good starting point for the translations. Also, it is generally agreed that an English instruction manual is the best starting point for translations.
Secondly, as English is the most spoken second language in the world, translating from English into another language is cheaper. It is easier to find someone to translate from English into Dutch, than from Dutch into English. When finding someone to translate your instruction manual, try to look for a translator with similar translation experience. This might be a translator who is experienced in translating technical content, translating similar products, or in translating user guides.
When translating into multiple languages, working with a translation agency might save you lots of time, as they can take over the often complex project management.
You might consider asking the translator or agency about their quality procedures and who is going to revise the text after translation. According to the standard, translators should have basic competencies as stated in proficiency level 1, should be as fluent in the original language as in the target language, should be native speakers in the target language and should be familiar with the type of product and any product-specific terminology.
As you know who your audience is and how your product works, you can increase the quality of your translations by providing the translator or agency a glossary or a list with the terminology that you want to use. The tool that you use to create your final instruction manual largely determines how the output, DTP and translation process is organised.
These tools have reuse of content as a starting point. By clearly separating content from form, the output process is automated, whereas with InDesign you will need several DTP hours. Also, most CMS or CCMS tools intended for technical authoring, allow you to create both online and print output using the same content.
Once you have finished and published your instructions, or maybe one step earlier, a usability test helps you to check if your users understand what you have assumed and written. Make sure to use naive and actual users that represent your audience and do not use designers or product experts.
Watch the participants of the user research closely when they are using the user manual to get something done. Examine where they zip through it.
Note where they get confused, completely lost or fail when performing a task. You can also record and analyse the research. Listen closely to what the users have to say and use all this information to then adjust your instruction manual accordingly.
To create a great first impression, you might have decided to make purposeful and effective use of colour or contrast. Colour-coding also helps to aid navigation,.
When using colour or contrast, make sure you consider the needs of disabled users, such as users with low vision or who are colour-blind. Test your use of colours during the usability research, to ensure they can be read by colour-blind users. Consider providing alternative instruction manuals in Braille, large print, audio etc. Well, there is a lot to say about how to write a user manual. And I have only covered the most important topics!
I hope that with this summary, I have given some useful input based on my ideas of writing good user guides. By following the tips from this article and looking at the provided examples, I hope you have a better understanding of creating better information for use.
So, what's next? This case study including a free user manual template contains tons of additional information. If you find that this post is helpful to you, I would appreciate it if you could leave a comment below. Or how to write a user manual like this quick start guide for LIDL? Like this user manual for Gazelle? Like these user guides and online help? And finally, how to create an instruction manual , like this one: Then read on.
Watch this video to see if you can publish your user manual online. Serve information needs by gaining knowledge about your user The first thing you may want to do on your way to provide users with the right content is to get to know both the subject and user better.
Ask yourself questions like: What describes the user? What is their age, gender etc.? What tasks do they need to perform? Why is the task being carried out? How frequently will it be carried out? In what environment will the product be used? What language do they speak? Is the user under stress? What is their background? Is the product used professionally, commercially or privately?
What technical experiences, qualifications, education, training, knowledge or skills do they have? Does the user have access to the internet? Why is this important? To create a persona: Ask yourself the correct questions to identify and get to know the user. Find images online or in magazines that represent the user, their hobbies, the environment, their skills etc.
Use a photo editing tool or old-school scissors and paper to create a collage representing your user. Write an introduction in your user manual that describes the user. For example: These instructions are intended for the end-user of the [machinery name]. Persona of the user for the IsoVox recording studio Gaining knowledge about your users helps you to focus on what is important to them. Have technical knowledge, but not too much This may seem like common sense, but knowledge really is the key to writing instructions that really help your users.
So, technical people may not always be the right persons to engage customers. Both too little and too much technical knowledge can have their disadvantages. Useful questions are: What is the intended use? What are the names of the most important parts? How is the product delivered to the end-user?
How do I transport and store the product? How do I use the product? How do I change the settings? How do I maintain the product? How do I repair the product? What are the possible errors and how do I solve them? How do I dismantle and dispose of the product? Are there any spare parts available? What are the technical specifications? What risks do I encounter during the stages of the product life cycle?
When studying existing material, you will most likely find similarities and differences. So what exactly is a subject-matter expert? Some tips when interviewing your SMEs: Make sure to do your homework well. Problems are very specific, such as: How do I attach the feet to my microwave?
How do I replace the mould of my machinery? What does the red flashing LED light mean? Am I allowed to clean the housing of my product with a detergent? So the main problem would be: How do I make the Roof Washer ready for use?
All the rights are reserved for the owner of the template. Skip to content. There are some basic terms which you need to read or accept before downloading the provided template; a Permission for Usage The basic term or condition you need to accept is, you will download this template only for personal use and you can not sell the template to third party.
Post navigation Previous. Understanding who your audience is can be half the battle when writing a user manual. Identifying your audience helps you decide what type of information and how much detail you need to include the manual as well as how the information should be presented. There is a big difference between writing an instruction manual that focuses on explaining how to use an item versus how to repair one.
Start your first draft by making a list of all the steps that someone needs to follow to perform whatever task s the manual is supposed to explain. Once you have made a list, use the list of steps you created to try performing the tasks s yourself.
This will help you determine if the list is sufficient as is or if changes need to be made. Revise as needed and keep working through the instructions until they are easy to follow as written.
Take your latest draft and use your technical writing skills to translate them into the how-to portion of the manual. Bullet points are good for this. The actual steps should be presented as a numbered list that readers can follow step by step. Once the steps have been laid out, consider where graphic elements can help make it easier for readers to follow and apply them.
Develop appropriate charts, graphs or illustrations to include in the text along with the steps. Place them on the page so readers can clearly see what part of the written instructions correlate to each image. Once the main part of the instruction manual the actual instructions has been written, focus your attention on crafting the other sections of the topic.
User manuals need to be brief and detailed. Whatever sections are included, they should be written in a technical writing style that focuses on conveying maximum information in as few words as possible.
Being wordy just to add content and to make the manual longer is never recommended.
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