How to Write a User Manual

Difficulty: Moderate

Instructions

Step 1

Know the product you are writing about:
It’s critical the writer use the product for at least several days before writing. Use the product in any way you can imagine. Look for benefits and cautions.
Step 2

Use the product and Keep a diary.
While using the product keep a note pad handy and makes notes about your experience. Write notes about problems you had assembling or installing or operating. These will help you spare the customer from the same problems you had.
Step 3

Create a layout:
The structure is very important. The manual needs to be a reference tool. This means TABS printed on the edges of each page for each section. These sections need to be in order of use for a 1st time owner.
Typical tabs would be:
* What’s in the Box
* Getting Started
* Connections (or Installing)
* Setup (or Configuration)
* Basic Use (or Operation)
* Advanced Use (or Operation)
* Special Features
* Trouble Shooting
* Specifications
* Parts List
Step 4

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 description
(Example: ¾ inch #8 screw qty 12)
Step 5

Getting Started
All devices have something that needs to be done first. Explain to the reader, what needs to be done before continuing 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.)
Step 6

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.
Step 7

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 controlled by software or firmware. This would also relate to mechanical setup or adjusting of limit switches etc. Detail each step with clear photos or screen-shots.
Step 8

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 side bar to explain what buttons are used to duplicate this action on the remote (if applicable).
Step 9

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 side bar to explain what buttons are used to duplicate this action on the remote (if applicable).
Step 10

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.
Step 11

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 to take some time with this area to make it really useful.
Step 12

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.
Step 13

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.

Comments

MidniteWriter said

Flag This Comment

on 7/23/2009 Great 13 steps on creating a user manual. Never would have thought of at least half of them! 5*

tracysmith159 said

on 7/4/2009 Good article. I wish people who wrote manual for putting together furniture would list the parts better though. I have no clue from one screw to the next.