by Dan Blade

Created on: June 12, 2010

Manuals and procedural policies are a integral part of every organization. These written directives are used to help guide every facet of the organization's operations.

Writing manuals and procedures can be difficult, especially if the individual creating the manual is not a veteran to the topic.  Even experienced writers can have trouble with the task. 

No matter the topic, business, mechanical, construction or military, there are several concepts to keep in mind to make a manual or procedures like Standard Operating Procedures (SOP), that will be most useful to the reader.

*Audience

You need to know the reader that will need to follow the document.  Will the reader possess technical or general knowledge?  Are they experienced or novice in the topic? What is the educational level?  All of these items will guide how you write.

*Be clear and concise

A good outline (Table of Contents) will keep you on target for each paragraph of the document.  It is important not to wander in and out of an idea. Once you are done re-read to ensure everything is right.

*Use an active voice

Avoid using a passive voice by reducing the “to be” verb.  This gives more energy and authority to the document.  Instead of saying “Place the bolt into the board“, state “Insert bolt through the board”.

*Vignettes

The use of short stories within the document will help explain the subject and give a reader a needed break from the topic.  Ensure the subject of the vignette it related to that part of the document. 

For example using the use of US Navy ships to evacuated San Francisco for Immediate Response Authority is dated, but no less relevant today than it was over a century ago.

*Proper level of detail

It is important to write the proper level of detail. Writing the manual too broad or general could leave a reader guessing what they need to do.  On the other hand if it is too detailed, this could make the reader feel like they are being treated poorly or insulted.

*Graphics, Images, Figures and Diagrams

If you are creating a ‘how to’ type of manual, it helps to integrate snapshots or graphics to help explain the procedure. Any graphics or diagrams should be useful, especially if you are walking someone through a database or other technical procedure which will unravel on a screen.

Visuals serves a dual purpose, first it lets your reader know what to expect and second, reassures them they are in the place they are supposed to be in the software applications.

By following these tips on writing, especially manuals and procedures, your document will be a more useful for the reader.  These suggestions could mean the difference between someone following the manual or throwing it on the self to gather dust.

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