How To Write a User's Manual
Writing a user manual that really works takes a lot of thought and care. A wide variety of products need to come equipped with a user manual -- everything from a simple kitchen appliance to a $50,000 sports car. However, regardless of the product's complexity, a set of simple rules apply to writing user manuals that are easy to follow and easy to understand.
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Instructions
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Know the product you are writing about:, It's critical for the writer to use the product for at least several days before writing a manual for it. Use the product in any way you can imagine. Look for benefits and cautions.
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Use the product and keep a diary. While you use the product, keep a note pad handy and make notes about your experience. Write notes about problems you had assembling it or installing or operating it. These will help you spare the customer from experiencing the same problems you had.
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Create a layout. The structure is very important. The manual needs to be a reference tool. This means it will need TABS printed on the edges of each page for each section. These sections need to be in order of use for a first-time owner.
Typical tabs would include:
* What's in the Box
* Getting Started
* Connections (or Installing)
* Setup (or Configuration)
* Basic Use (or Operation)
* Advanced Use (or Operation)
* Special Features
* Troubleshooting
* Specifications
* Parts List
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What's in the Box. When the customer opens the box, they need to know what should in the box in case something is missing. List all parts in full basic form. Example: Player, remote, cable, manual, and batteries. Pictures of these parts are also a great help as some users may be inexperienced and need assistance in identifying parts. If this product needs to be assembled, show every set of parts with size descriptions. For example: 3/4-inch #8 screw, qty. 12.
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Getting Started. All devices have something that needs to be done first. Explain to the reader what needs to be done before they continue with the manual. This might include removing hidden packing material inside the device, removing a transit screw or installing a part that must be installed before starting, such as an ink cartridge, or removing clear protective plastic film over displays or other parts.
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Connections (or Installing). Use step by step directions -- walk through the process as you make notes and again when you are writing the draft -- showing images of how to connect or install the product. In the case of software, show screen shots of every stage of installation. In the case of connecting or installing a device, show action photos of the product being installed. Photos are very important: Avoid using drawings, which are often inaccurate and out of proportion. Your manual will be better if you use photos.
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Setup (or Configuration). In this section, use step by step directions with images on how to configure or setup your product. This is common to software or devices that are controlled by software or firmware. This would also relate to mechanical setup or adjusting limit switches, etc. Detail each step with clear photos or screen shots.
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Basic Use (or Operation). In this section, list all basic operations. These are the basic operations that would be used daily. If the device uses a remote control, use a sidebar to explain what buttons are used to duplicate this action on the remote (if applicable).
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Advanced Use (or Operation). In this section, list all basic operations. These are the advanced operations that would be used mainly by advanced users. If the device uses a remote control, use a sidebar to explain what buttons are used to duplicate this action on the remote (if applicable).
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Special Features. Special features are those that set your product apart from others.
In this section detail each feature with a step by step process on how to perform the operation with screen shots or photos.
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Troubleshooting. This section is a large table that lists common problems user might encounter with a known cause and solution. In this section try avoid the ridiculous such as no power = plug in the unit. Start with general issues like "Sound but no video", "Video but no sound", "Starts up but shuts itself off again". Your product is unique, so take some time with this area to make it really useful.
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Specifications. In this area, list electrical specifications, physical dimensions, weight, fidelity specs if applicable. Also list limitations such as a sound meter's range, the maximum power output of an amplifier or maximum speed of a drill or saw.
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Parts List. In this area provide an exploded view of your device if its not software. The parts list should cover all detailed parts with part numbers and names. This page should also include a phone number, website, and email address to obtain replacement parts as appropriate for your product. Do not list process as these are subject to change.
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Tips & Warnings
Picture are worth a thousand words. The best manuals include meaningful clear photos. Use color when possible.
Organize the manual in the order the user would need these items the first time the manual is used.
Use clear plain language. Hire a proofreader who is fluent in the language you are writing in.
Include multiple languages if possible.
References
- Photo Credit Photos by Mrchuck999
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Comments
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anybody have any experience in creating user manuals.
