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How can you write clear instructions?

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Writing clear instructions is a valuable skill that can help you communicate effectively, avoid confusion, and achieve your goals. Whether you are writing a manual, a tutorial, a recipe, or a guide, you need to consider your audience, your purpose, and your format. In this article, you will learn some tips and best practices for writing clear instructions that are easy to follow and understand.

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1 Know your audience

Before you start writing, you need to know who your audience is and what they need from your instructions. Think about their level of knowledge, their expectations, their goals, and their challenges. You want to write instructions that are relevant, helpful, and respectful of your audience. Avoid using jargon, slang, or technical terms that your audience may not understand. If you have to use them, explain them clearly and provide examples. Use simple and clear language that your audience can easily comprehend.

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Erica Nelson, MSHS, MBA

Servant Leader | Intercessor | Pastor | Results-Proven Strategist | Author | Poet | Songwriter | Brand Strategist | Christian Motivational Speaker + Influencer | Intentional
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It's important to know exactly what you're trying to relay to your audience to gauge how much you should include. For example, if you're writing instructions to your employees concerning a process, you'd want to be as clear and concise as you can. You should include examples, even pictures of the process (like what menu, what button to push, what screen the instructions refer to).

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2 Define your purpose

Next, you need to define your purpose and scope for your instructions. What are you trying to teach, explain, or show your audience? What are the main steps or tasks involved? How much detail do you need to provide? You want to write instructions that are specific, concise, and accurate. Avoid adding unnecessary or irrelevant information that may confuse or distract your audience. Use headings, subheadings, and numbers to organize your instructions and make them easy to follow.

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Vibha Soni

Digital Writing Coach - Empowering Writers Through Self-Discovery and Expert Guidance To Land Their Dream Jobs | Content Creator| Mentor | Author | Public Speaker | LinkedIn Top Voice
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A single incorrect instruction can result in an unfavorable outcome. So, always write and share clear instructions in bullets! -> Define your why, what, and how; means explain flow of information -> Provided guidelines, style guide, referencing style, brand colour, and every small piece of information -> Provide information about your clients and their interests -> Use simple words and mention to add required media at the right place -> Give examples to avoid issues

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Erica Nelson, MSHS, MBA

Servant Leader | Intercessor | Pastor | Results-Proven Strategist | Author | Poet | Songwriter | Brand Strategist | Christian Motivational Speaker + Influencer | Intentional
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Definitely use bullet points and numbers. Include indentations, where necessary. The use of headings and subheadings provide further clarification and breaks up the instructions, causing the reader to pay closer attention.

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3 Choose your format

Another important aspect of writing clear instructions is choosing the right format for your medium and message. Depending on your purpose and audience, you may use text, images, videos, diagrams, charts, or other visual aids to convey your instructions. You want to use a format that is appropriate, consistent, and accessible for your audience. Avoid using too many or too few formats that may clutter or limit your instructions. Use white space, fonts, colors, and captions to enhance your instructions and make them appealing.

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Erica Nelson, MSHS, MBA

Servant Leader | Intercessor | Pastor | Results-Proven Strategist | Author | Poet | Songwriter | Brand Strategist | Christian Motivational Speaker + Influencer | Intentional
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Yes, some instructions may require you to include the use of PowerPoint or another medium as opposed to using a simple email or MS Word document. Asking the party in which you are instructing, how best can I convey these instructions, process? What works better? Also, asking Management would be beneficial.

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4 Write clear steps

The core of your instructions is the steps that your audience needs to follow to complete a task or achieve a goal. You want to write clear steps that are logical, sequential, and actionable. Avoid using vague or ambiguous words that may leave room for interpretation or error. Use imperative verbs, numbered lists, and bullet points to indicate the actions that your audience needs to take. Use transitions, connectors, and signposts to show the order and relationship between the steps.

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Erica Nelson, MSHS, MBA

Servant Leader | Intercessor | Pastor | Results-Proven Strategist | Author | Poet | Songwriter | Brand Strategist | Christian Motivational Speaker + Influencer | Intentional
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Be sure that the sequence of the instructions is clear and do not leave room for the audience to decide their own interpretation, this is why knowing your audience and what you wish to convey are important.

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5 Provide examples and feedback

One way to make your instructions more clear and effective is to provide examples and feedback for your audience. Examples can help your audience visualize the steps, understand the concepts, or apply the skills that you are teaching. Feedback can help your audience check their progress, correct their mistakes, or reinforce their learning. You want to provide examples and feedback that are relevant, realistic, and supportive for your audience. Avoid using examples and feedback that are confusing, inaccurate, or discouraging.

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Erica Nelson, MSHS, MBA

Servant Leader | Intercessor | Pastor | Results-Proven Strategist | Author | Poet | Songwriter | Brand Strategist | Christian Motivational Speaker + Influencer | Intentional
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Feedback is neccessary; running what you have written and illustrated may be helpful so that editions and/or corrections can be made, beforehand. Also, think of the questions that might arise from the instructions that you've written. If you know, in advance, what needs to be further explained, illustrated, you can avoid having to make as many corrections and/or editions, afterward.

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6 Test and revise your instructions

The final step of writing clear instructions is to test and revise them before you publish or share them with your audience. Testing can help you identify any errors, gaps, or inconsistencies in your instructions. Revising can help you improve the clarity, accuracy, and usability of your instructions. You want to test and revise your instructions from the perspective of your audience. Ask someone else to follow your instructions and give you feedback. Use their feedback to make any necessary changes or improvements.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you write clear instructions?

1

2

3

4

5

6

7

1 Know your audience

2 Define your purpose

3 Choose your format

4 Write clear steps

5 Provide examples and feedback

6 Test and revise your instructions

7 Here’s what else to consider

Writing

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How can you write clear instructions?

1

2

3

4

5

6

7

1 Know your audience

2 Define your purpose

3 Choose your format

4 Write clear steps

5 Provide examples and feedback

6 Test and revise your instructions

7 Here’s what else to consider

Writing

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