10 steps to write a process instruction

You have to write process instructions every day as a technical writer. Writing instruction is hard because you have to organize your ideas and choose the right tone to get your point across. Here are ten simple steps you can take to make things easier;

1. Before you start writing instructions, make sure you know how to do the task and what the end result should look like. This is the most important step.

2. Once you have a general outline, you should figure out how to write the steps in a way that makes sense. You shouldn't skip any small steps. Also, don't assume that your audience will understand or do it on their own.

3. You should not say what you think, want, or choose. Writing technical process instructions has to be formal and exact.

4. Use the active voice and start the sentence with a verb when you write instructions. For example,
   a. Type in a Username and Password.
   b. Choose "My Story" from the "Dashboard" column.

5. If the steps are easy to follow, break them up into smaller steps and number them. For example, write one or two sentences for each step.
   a. To Change Password do the following;
   a.1 Type in your old password.
   a.2 Type in a new password.
   a.3 Click the button that says "OK."

6. You should add a sentence or phrase that lets your audience check to see if they did the task correctly.

7. Add pictures with labels for each step. Labeled pictures also help your audience figure out if they did the task correctly.

8. At the top or for any step where it's needed, write out dangers or warnings clearly. You can also add labels like "Important," "Warning," "Danger," "Special Notices," or "Note." When necessary, give your audience important information. Also, use a sentence that tells someone to do something. For example,
   Install the ABC v1.1.1 app now!

9. Don't use words like "see," "view," or "always." Instead of writing,
   a. Under "Vocabulary," you can "see" the list of words used.
   You are able to write
   a. You can find the list of words in the section called Vocabulary.

10. You need to make sure that the image used matches the descriptive text and is formatted correctly (with bold, italics, highlights, double-quotes, and so on). If you have a picture with a column called "Action," you can see all of a user's actions. When you give instructions for the writing process, format the word "Action." It grabs a user's attention and makes them want to find the same thing while they follow your instructions. For example,
    a. Click the "Action" button to see all of your activities.

As a final tip, always go over, edit, and check your work with your product team. As a technical writer, it's your job to give your readers clear, focused, and simple steps so they can get their work done.

Keep writing. :)