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Chapter 20 Overview: Writing

Definitions, Descriptions, and Instructions

• Writing definitions
• Writing descriptions
• Writing instructions
• Writing manuals

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 1
What are definitions,
descriptions, and instructions?

• A definition is typically a brief explanation,


using words and (sometimes) graphics, of an
item or concept.
• A description is typically a longer explanation,
usually accompanied by graphics, of an
object, mechanism, or process.
• A set of instructions is a kind of process
description intended to enable a person to
carry out a task.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 2
Definitions have two main uses:

• Definitions clarify a description of a new


development or a new technology in a
technical field.
• Definitions help specialists communicate with
less knowledgeable readers.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 3
Use these four strategies when defining
terms for readers from another culture:

• Create a glossary (a list of definitions).


• Use Simplified English and easily
recognizable terms in definitions.
• Pay close attention to key terms.
• Use graphics to help readers understand a
term or concept.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 4
There are three types of definitions:

• parenthetical
• sentence
• extended

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 5
Sentence definitions follow a typical pattern:

Item = Category + Distinguishing Characteristics

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 6
Follow these four guidelines to
write effective sentence definitions:

• Be specific in stating the category and the


distinguishing characteristics.
• Don’t describe a specific item if you are
defining a general class of items.
• Avoid writing circular definitions.
• Be sure the category contains a noun or a
noun phrase rather than a phrase beginning
with when, what, or where.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 7
Eight techniques are
used in extended definitions:

• graphics • analogy
• examples • negation
• partition • etymology
• principle of operation
• comparison and
contrast

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 8
Decide where to place the definition:

• in the text
• in a marginal gloss
• in a hyperlink
• in a footnote
• in a glossary
• in an appendix

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 9
Descriptions are verbal and visual
representations of three types of items:

• objects
• mechanisms
• processes

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 10
Follow these four principles
when writing descriptions:

• Clearly indicate the nature and scope of the


description.
• Introduce the description clearly.
• Provide appropriate detail.
• End the description with a brief conclusion.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 11
Answer these five questions to introduce
object or mechanism descriptions:

• What is the item?


• What is the function of the item?
• What does the item look like?
• How does the item work?
• What are the principal parts of the item?

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 12
Answer these six questions to
introduce process descriptions:

• What is the process?


• What is the function of the process?
• Where and when does the process take
place?
• Who or what performs the process?
• How does the process work?
• What are the principal steps in the process?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 13
Provide appropriate detail in
mechanism and object descriptions:

• Choose an appropriate organizational


principle:
– functional
– spatial
• Use graphics.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 14
Provide appropriate detail in
process descriptions:

• Structure the step-by-step description


chronologically.
• Explain causal relationships among steps.
• Use the present tense.
• Use graphics.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 15
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.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 16
An example of a process
description based on a graphic

Source: U.S. Department of Energy, 2013:


www1.eere.energy.gov/bioenergy/pdfs/bioch
emical_four_pager.pdf.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 17
Consider five questions
when designing a set of instructions:

• What are your readers’ expectations?


• Do you need to create more than one set of
instructions for different audiences?
• What languages should you use?
• Will readers be anxious about the
information?
• Will the environment in which the instructions
are read affect the document design?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 18
Follow these two guidelines
to design clear, attractive pages:

• Create an open, airy design.


• Clearly relate the graphics to the text.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 19
Examples of a cluttered page design and an
attractive page design for instructions:

Source: Slide- Source: Anthro,


Lok, 2005 2005
<www.slide- <www.anthro.com/
lok.com/ assemblyinstructio
assembly/P246 ns/300-5237-
8/P2468.pdf>. 00.pdf>. Reprinted
Reprinted by by permission of
permission of Anthro
Slide-Lok. Corporation.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 20
Understand the four signal words
used in manuals and instructions:

• Danger indicates an immediate and serious


hazard that will likely be fatal.
• Warning indicates the potential for serious
injury or death or serious damage to
equipment.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 21
Understand the four signal words
used in manuals and instructions (cont.):

• Caution indicates the potential for anything


from moderate injury to serious equipment
damage or destruction.
• Note indicates a tip or suggestion to help
readers carry out a procedure successfully.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 22
This is an example of a safety label:

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 23
A typical set of instructions
includes these four elements:

• title
• general introduction
• step-by-step instructions
• conclusion

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 24
Consider these guidelines for writing
effective instructions titles:

• Write simple, clear titles that begin with


how-to statements or gerunds:
– How to Install the J112 Shock Absorber
– Installing the J112 Shock Absorber

• Avoid noun strings:


– J112 Shock Absorber Installation Instructions

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 25
Consider answering these six questions
when drafting introductions for instructions:

• Who should carry out this task?


• Why should the reader carry out this task?
• When should the reader carry out this task?
• What safety measures or other concerns
should the reader understand?
• What items will the reader need?
• How long will the task take?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 26
Follow these six guidelines
when drafting steps in instructions:

• Number the instructions.


• Present the right amount of information in
each step.
• Use the imperative mood.
• Do not confuse steps and feedback
statements.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 27
Follow these six guidelines
when drafting steps in instructions (cont.):

• Include graphics.
• Do not omit articles (a, an, the) to save space.

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 28
Typical elements in the front matter
of a manual:

• overview of the contents


• conventions section
• “where to get help” section
• list of trademarks

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 29
Typical elements in the
back matter of a manual:

• set of specifications
• list of safety regulations and industry
standards
• tips on maintenance and servicing
• copyright page
• index
• glossary
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 30
Consider these three questions when
writing instructions for multicultural readers:

• In what language should the information be


written?
• Do the text and graphics need to be modified?
• What is the readers’ technological
infrastructure?

Chapter 20. Writing Definitions, Descriptions, and Instructions © 2015 by Bedford/St. Martin's 31

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