User manuals, guides that explain how to use the product, are required for software, computers, games, and devices.A user manual is a formal writing piece with a specific structure and should be written by someone who is familiar with the product.When writing a user manual, it's important to know who will be using the product and then write it with that in mind.To ensure a problem-free user experience, keep your writing clear, precise, and simple.
Step 1: An audience analysis is done.
The audience for the user manual should be those who will be buying your product or service.An audience analysis will tell you who your main audience will be.People will use your device if you talk to them.Under controlled conditions, offer test users prototypes and a draft of the user manual.Test users can give feedback about things that are not obvious or confusing in the user directions, and that feedback can be incorporated into your user manual.The manual should be written for the target or largest audience.Do the audience have illnesses, learning impairments or disabilities?To determine the best approach to writing a user guide.
Step 2: The design of the user manual should be coordinated.
If you were part of the team that helped design and develop the device or product, it might be difficult to look at the product objectively in order to explain its operation.In order to help you draft the user manual, you might want to ask the advice of a writer and a graphic designer.These individuals could be chosen from an outside company or organization.
Step 3: Do a task analysis.
Identifying and organizing the steps needed to use the device is a part of a task analysis.The materials and equipment needed for each step will be identified in a thorough task analysis.If you have a product that can perform many different tasks, you will need to perform a task analysis.It's possible to turn your headlights on or off in a car.As needed, create a task analysis for each of them.
Step 4: Ensure that your product complies with the requirements.
These requirements ensure that products are produced with user safety in mind, and will limit user exposure to dangerous conditions.The purpose and basic operational guidelines of a product must be clearly demonstrated in advertisements and user manual sources.The user manual of a product needs to be written in concert with the product's labels.Before you write an instruction manual, make sure your device is legal.
Step 5: Decide on the layout of the manual.
There are several ways to simplify your manual.You should put a bold heading at the start of each section.The headings "Setting Up Your Device," "Operating Your device," and "Troubleshooting" are bold.One way to simplify your manual is to use two columns, one on the right with text and the other just to the left of the text with bullet points, numbers, or small icons.Your manual might be mostly images with some text beneath each image to explain the device, or it could be mainly text with only a few accompanying images.A flow chart can be used to provide directions.When writing a user manual, think about your product and how it might be used.Don't mix different layout within a manual.Pick one and stick with it.
Step 6: The manual needs to be logically organized.
The user manual needs to go in a way that the user finds most beneficial.The manual should be split into chapters or sections that make sense for the product's use, and include a table of contents near the front of the manual so each section can be found quickly.A table of contents is important.When your audience may not be familiar with many terms, a glossary is needed.The best way to explain confusing terms is in the manual.Place a glossary in front of the manual after the table of contents.If there are more than a few tables or figures in the manual, a list of tables and figures is not necessary.An appendix is needed for things that can't be explained at another point in the manual because it would disturb the flow and focus.
Step 7: Make sure to include warnings.
The general warnings should give information about the dangers of improper use of the product.The user should be first to see the warnings in the front of the manual.Specific warnings should be included in the text of the user manual before a potentially hazardous step is suggested.It's a good idea to avoid using an electric device in the rain.It is possible to make sure that your hands and device are dry before plugging it in.To differentiate the warning from the rest of the directions in the user manual, include graphics such as a skull and crossbones or red text.You can explain the benefits of following the manual.
Step 8: The device should be described.
A small graphic depicting what the device looks like is included in your description.All the switches, knobs, and attachable parts should be labeled and named in the graphic.
Step 9: The setup instructions should be included.
Basic information about how to use the product or device should be included in the setup section.The fact that the device can't be constructed or set up by a home user is stated in bold at the top of the setup section.You should include warnings related to setup results and who to call in case of difficulty in setting up.
Step 10: Provide information about the operation.
Detailed information on how to use the device should be provided in this section of the user manual.Plug it in or wash your hands before using it.The user can expect feedback when using the device appropriately, as well as logical, numbered steps that describe how it should be used.Users should be referred to the troubleshooting section at the end of the section in order to solve problems that are hard to understand.Graphics should be included where necessary.Images as well as words are used to explain some steps.Do you use photographs or illustrations in your user manual?The relevant safety warnings about improper use or operation should be included in this section.Users of a chainsaw might be warned not to drink alcohol or use the chainsaw while on certain drugs.You should include links to online videos that demonstrate proper use and operation of the device if you think users would benefit.In the case of videos that show only one step, you could include them at the end of each step.Try to make your instructions easy to understand.If your manual is too complicated, you might lose people along the way.
Step 11: The summary should be at the end of the product.
The summary should be at the end of the manual, just before the index, in order to provide basic steps of operation.This should be a stripped-down version of the operational information section, with no more than one page.Explain how to use the device.Basic warnings, numbered steps and phone numbers that direct users to help should be included.To make it easier for the user to carry with them and reference, you could print the summary sheet on a removal laminated card or thick card stock.Users can reference the summary sheet directly on the product.
Step 12: Explain how to clean the device.
Explain how to clean your device.It's a good idea to list the cleaning supplies needed.Inform the reader how often they should clean.The user manual should include numbered step-by-step instructions for how to clean.It's a good idea to include details on how to disassemble if cleaning requires it.Failing to clean the device will result in a warning.You might say, "Failure to clean will result in a below optimal performance."
Step 13: The user needs to be told how to perform basic maintenance.
If the product or device can be serviced by the user, numbered directions should be included.If the batteries need to be changed after every 300 hours of use, there should be instructions on how to remove the dead batteries and insert the new batteries.Divide the maintenance portion of the manual into two parts if there are only certain maintenance tasks that can only be performed by a certified technician.
Step 14: Discuss storage options.
The user manual should explain how to store the product.Information about why storage is necessary and what the results of improper storage are should also be included.You could write "Store the product in a cool, dry place".Improper storage can shorten the life of your product.Doing so could lead to a fire.
Step 15: It's a good idea to include information about the problem.
A list of common problems and their solutions could be organized in this section.Group similar problems together.Users can find problems quickly.If there are several problems with the computer, list them together under a sub-heading like "Common Screen Problems." You should also include a phone number and email for customer service in this section.
Step 16: You can read other user manuals.
If you want to write a manual for your product, look at other user manuals.Pay attention to the structure, word choice and sentence style.Apple, Microsoft, and other major brands have user manuals that can help you write a more thoughtful user manual.Don't just read the user manual.You can read the manual for similar products.If you're selling baby products, you should read the manual.
Step 17: Select your standards.
The user manual will be more user-friendly if it is standardized.The Microsoft Manual of Style is a good style guide if you want to write a user manual.For instance, instead of using both "on/off switch" and "power switch," choose one or the other term and stick with it.
Step 18: Don't use passive voice.
A perspective in writing that explains things from the user's perspective is called active voice.The subject is not defined in the alternative voice, which is easier to understand.The Hemingway App can be used to identify passive passages in your writing.You should open the package slowly and carefully if you examine these two sentences, the first active and the other passive.The package should be opened slowly.
Step 19: Numbered instructions can be written.
The reader will be more focused on the process of using, connecting, or building the product if the instructions are numerically ordered.Write your user manual with simple, explicit steps, each numbered clearly, instead of writing a long paragraph or a series of un-numbered paragraphs.
Step 20: Begin each step with an imperative.
An imperative is an action oriented word.The reader will be clued in to the action required to complete the step if you start each step with a verbs.Do not begin your steps with a system response if you are writing about a product.Try not to start the step with "The screen will blink and turn blue."The screen will blink.
Step 21: What kind of words will you use?
The audience for a yo-yo user manual will be mostly young children.Simple words and vocabulary can be used to explain the yo-yo.If you are writing a user manual for a scanning electron microscope, your audience will be highly trained scientists who can understand highly detailed information so don't shrink from using specialized vocabulary or nuanced explanations.Try not to use jargon and technical language.Write at a sixth to seventh grade reading level to be effective.
Step 22: If you are shipping a product overseas, make sure your translations are correct.
Hire a translator to translate your user manual into the native language of the country you are shipping to.If you want a native speaker to read over the translation, use an online translation app.If your audience is made up of multiple language groups, you should include translations of the user manual.The translator should be familiar with the product, as there may be different words for specific terms in the target language that not are word-for-word translations.
Step 23: Keep your writing short.
Use a lot of short paragraphs.Put useful information into one or two-sentence chunks if you look for logical breaks in each section.At the sentence level, the same applies.You should keep your sentences short and simple.Break it up into smaller steps if it gets too long.The line breaks will make it easier to read, but this won't cause the word-count to go down.
Step 24: Look at the manual.
A manual can lose credibility due to mistakes.The manual can be edited by a coworker or technical writer.A proofreader should look for: Passive voice, confusing language, and long paragraphs.