What are Instructions
Characteristics of instructions
Mission Destination Procedure Time Anticipation Failure
Types of Instructions
Written Instructions Oral Instructions
Product Instructions
Written Instructions
Goal- To make point so oblivious and the step so self explanatory that reader will not have to ask for additional help
Basic Four Elements
- An Introduction - A list of Equipment's and material - A description of steps involved - A conclusion
How to write instructions
Audience and Situations
Writing styles
Grouping of tasks General writing, caution and danger notice
Scenario
Graphics in instructions
Tables Charts Graphs Numbers
Tables and numbers
Charts and Graphs
Oral Instructions
Oral instructions are a form of dyadic communication. Speaking in such situation as reporting, briefings, etc., gives you less freedom than when instructing. Here you have more room for individual creativity.
Audience analysis
You adapt your writing to meet the needs, interests, and backgrounds of the intended readers.
Types of Audience:
Experts Technicians Executives Non-specialist
Factors for Audience Analysis
Background- Knowledge, Experience, Training Needs and interests Other demographic characteristics More than one audience Wide variability in an audience
Audience Adaptation
The business of writing to your audience may have a lot to do with inborn talent, and intuition. However, there are some controls you can use to have better chance to connect with your readers.
The following controls have mostly to do with making information more understandable for non-specialist audience:
Add keep information Omit unnecessary information Change the level of the information Add examples Write stronger introductions Work on sentence clarity and economy Use more or different graphics Use readable type style
Product Instruction
Good product instruction are accurate, can be easily understood and used , and are suited to the environment in which they are used. Instructions are needed whenever the design of a product does not guide people to use the product properly. Product instruction should give people the information they need, when and where they need it .
Characteristics of good product instructions
Logical sequences of actions ,discrimination ,and judgments leading to
successful outcomes.
Concise ,understandable and direct , and therefore appropriate for users. Hazards indentified and emphasized. Formatted for the way people use them .
Physically attractive to encourage use.
Good product instruction rely upon good analysis
User are identified and characterized
Task logic is developed and tested
Needed behavioral skills and abilities are delineated
Working conditions are investigated and described
Hazards are indentified and strategies developed
Product instruction can take any form
The primary purpose for product instruction is to convey essential information to users when it is not available or cannot be communicated through the design of the product itself
Instruction sheet ,control labels, stickers ,tags
The familiar instruction sheet packaged with many products is only one of many ways to provide information to user. Control labels and symbols ,dial marking ,name plates ,and other signs and marks on product also serve as instructions.
Different forms
Instruction sheet
Control labels
Stickers and Tags
Warning, Cautions, Notice
Function of instruction
Procedural guides Decision aids Troubleshooting guide
INFLUENCE ON THE ORGANIZATION
Low Morale
Spread hard feelings and frustration
Creating a sour mood
Causing Delays in Project
Poor Performance
Dissatisfied Customers
Distortion of organization mission and objective
Examples
Instructions in schools
Its been observed that teachers constantly utilize phrases with double meanings. These most commonly used include the following: Okay You need to Are there any questions
Instructions while giving directions
Continue 200 meters to the North, turn right at the corner where there's a big mango tree, go 100 meters more and then continue north again about 25 meters, in front of a house with a black gate where there's a very aggressive white dog.
Instructions in restaurant
Given menu: Salty biscuit Bun Lady finger Jelly and Cold drink
Outcome :
Small pastries
Club soda Sweet biscuits
Instructions in workplace
Once a manger gave some documents related to his personal assistance and asked her to read the documents and burn them. The P.A was completely new to that concept so she read the documents and she burnt them.
Instructions through manual
Comparison between the table of content of instruction manual of IFB microwave oven and Samsung microwave oven.
IFB
Specifications Part names Installation instructions Safety instructions Food doneness sigh Defrosting sign Grilling tips Convection tips Operating instruction's Service call check
Samsung
Control panel Oven Accessories Using instruction booklet Installing your microwave How a microwave oven works Cooking/reheating Fast preheating the oven Cooking by convection Grilling Technical specifications
Conclusion
Dont Give Orders, Give Instructions Instead.
Advantages of giving instructions
Give employees the freedom to come up with their best way of getting
that task done.
Employees think of ways to get the job done. Employee feels involved and motivated.
Things to remember as a manager
When giving instruction or direction about money issues, don't say
things like, "Spend as much as you need to in order to get the job
done," unless you absolutely mean it. Context is critical. Differentiate between something that MUST be done as opposed to something you would PREFER to have done.
A clear and straight instruction not only reflects the clear thought process of the manger but also reflects the overall cooperate vision of the organization.
