Chapter 10: Writing definitions, descriptions, and instructions

Sentence definitions follow a typical pattern

item=category + distinguish characteristics

typical elements in the front matter of a manual

overview of the contents conventions section "where to get help" section list of trademarks

Typical elements in the back matter of a manual

sets of specifications list of safety regulations and industry standards tips on maintenance and servicing copyright page index glossary

Provide appropriate detail in process descriptions

structure the step-by step description chronologically explain causal relationship among steps use the present tense use graphics

End descriptions with a brief conclusion

to conclude descriptions of mechanisms and objects, state briefly how the parts function together to conclude a process description, provide a short paragraph summarizing the principal steps to conclude longer descriptions, discuss the implications of the process

consider these guidelines for writing effective titles for instructions

write simple, clear titles that begin with how-to statements or gerunds avoid noun strings

Definitions have two main uses

1. clarify a description of a new development or a new technology in a technical field 2.help specialists communicate with less knowledgeable readers

Follow these four guidelines to write effective sentence definitions

1.Be specific in stating the category and the distinguishing characteristics 2.don't describe a specific item if you are defining a general class of items 3.Avoid writing circular definitions 4.be sure the category contains a noun or a noun phrase rather than a phrase beginning with when, what, or where

Follow these 4 principles when writing descriptions

1.clearly indicate the natural and scope of the description 2.introduce the description clearly 3.provide appropriate detail 4.end the description with a brief conclusion

Use these 4 strategies when defining terms for readers from another culture

1.create a glossary (a list of definitions) 2.use simplified English and easily recognizable terms in definitions 3.par close attention to key terms 4.use graphics to help readers understand a term or concept

Follow these two guidelines to design, clear, attractive pages

1.create an open, airy design 2.clearly relate the graphics to the text

Eight techniques are used in extended definitions

1.graphics 2.examples 3.principle of operation 4.partition 5.comparison and contrast 6.analogy 7.negation 8.etymology

Consider these 3 questions when writing instructions for multicultural readers

1.in what language should the information be written 2. do the text and graphics need to be modified 3.what is the readers' technological infrastructure

Follow these 6 guidelines when drafting steps in instructions

1.number the instructions 2.present the right amount of information in each step 3.use the imperative mood 4.do not confuse steps and feedback statements 5.include graphics

Descriptions are verbal and visual representations of 3 types of items

1.objects 2.mechanisms 3.processes

There are 3 types of definitions

1.parenthetical -brief clarification within an existing sentence 2.sentence -one sentence clarification that is more formal than a parenthetical definition 3.extended -a more detailed explanation, usually one or more paragraphs, of an object, process, or idea

A typical set of instructions includes these 4 elements

1.title 2.general introduction 3.step-by-step 4.conclusion

Consider 6 questions when designing a set of instructions

1.what are your readers' expectations 2.what are your readers' abilities 3.do you need to create more than one set of instructions for different audiences? 4.What language should you use 5.will readers be anxious about the information? 6.will the environment in which the instructions are read affect the document design

Answer these 5 questions to introduce object or mechanism descriptions

1.what is the item? 2.What is the function of the item? 3.What does the item look like? 4.How does the item work? 5.What are the principal parts of the item

Answer these 6 questions to introduce process descriptions

1.what is the process 2.what is the function of the process 3.where and when does the process take place 4.who or what performs the process 5.how does the process work 6.what are the principal steps in the process

Consider answering these 6 questions when drafting introductions for instructions

1.who should carry out this task 2.why should the reader carry out this task 3.when should reader carry out this task 4.what safety measures or other concerns should the reader understand 5.what items will the reader need? 6.How long will the task take

Provide appropriate details in mechanism and object descriptions

choose an appropriate organizational principle: -functional -spatial use graphics