What are the common mistakes to avoid when writing user manuals for different audiences and contexts?

Try not to say "will" when you talk about "In this article...we will..." It's the present for the reader, you are introducing an article that already exists. "In this article, we talk about ...." is better. I call this an unnecessary will.

Audience analysis is critical, but so too is writing in plain, accessible language. Even if you are writing a user manual for software, you won't always know the reader's language level. Technical terms should be explained in a glossary or at the first mention. Acronyms should be minimized or at the least identified the first time they are used. Acronyms inhibit understanding and exclude people whose first language is not English or who have sight disabilities. In addition, just because it's a technical manual does not mean it has to be boring and overly complicated. Write a user manual people will enjoy reading!

I heartily agree with this guidance. Too often we don't factor in the option of producing documents in a variety of media. At the very least, the manual should be easily printed for hard copy use and also produced so it can be read online or as a PDF. If you need to print out the manual, make sure to factor that into any URLs. The URLs should be spelled out and not just hyperlinked in the document.

The number one mistake I see in user manuals, whether it be for software, processes, or a physical product, is that the context is communicated through subtext and not made explicitly clear. Knowing the specific use cases for user manuals is critical. Answering "What problem is this user manual solving?" will help you get to "Why does the end user need this manual?" and "How should it be delivered?" If your writing centers on the specific use cases your customer is experiencing and the context is made explicitly clear in every section, the user manual will be accessible to all levels. Beginners will be able to dive in without lingering questions while more advanced folks will be given that extra clarity -- the "Why this is important."

Please hire a professional technical writer/editor! They are trained to integrate the work of several writers into one voice and ensure consistency and accuracy. Ideally, the technical writer/editor will have an English or journalism degree...or some other relevant degree that taught them to write and edit well. Plain language in a user manual is essential. Make sure you convey this importance to the technical writer/editor, as some have become accustomed to highly technical writing.

Short examples would be nice here. Show a "Do it this way..." "Not this way" kind of thing. Passive vs Active. Imperative mood. I would also include "Tell the person what they are going to do before you tell them what button to push." So: NO: "Click Delete to delete all your files." YES: To delete all your files, click Delete."

As the title asks, what are the common mistakes to avoid? I'd have to say wordiness. Even when we know our audience, we can't afford to confuse them with more words than are necessary. And since our content is globally shared (sometimes without intent), using a minimalistic approach for localization purposes will help get your message across clearly and accurately.

A basic technical writing principle I also see violated a lot in end user documentation and customer-facing communications is using unordered, or bulleted, lists when presenting a series of steps to follow. Instructions and workflows should always be numbered steps. This makes the writing clear and easy to refer back to. Unordered/bulleted lists should be reserved for interchangeable options. If there are multiple ways to solve a problem or complete a task in your documentation, consider segmenting the information by use case, so you can provide easy-to-read numbered steps for each workflow.

I agree that you should "test and revise your content based on feedback and evaluation" but it should not be "the final step." The earlier you can get feedback the better your manual will be and the fewer revisions need be made if you get more right up front. Also, waiting for the "final step" usually means that it's too late. You might get it into the second edition but highly unusual to be able to make major changes to the first.

the best user manuals are battle-tested! Don't underestimate the power of revision. Having real people (target audience or colleagues) review your draft can expose areas that need improvement. Their feedback helps you identify confusing sections, missing steps, or unclear language. By revising based on their input, you can ensure your user manual is clear, accurate, and truly user-friendly

Get a second pair of eyes on your document! Really important! An editor, or a colleague. Especially if it's a tech doc, get your SMEs involved. If you can, talk to real users and maybe even "beta test" your document. Usability testing is really helpful.

The content in this article is mainly about the best practices to follow when writing user manuals. However, the title of this article says what are the common mistakes to avoid. Those are not exactly the same thing.

I saw you posted another article one day later (on March 23) after my comments below with the title about best practices as I suggested below. Just wondering is this done by an AI or some human being behind the scene? Interesting.

In troubleshooting guides, consider avoiding terms such as “easy-to-use”. It creates the implication that the audience will not be capable of solving the issue for not quickly understand the steps, which can be off-putting.