Prof. Wozencraft ENG227

1. What are definitions,
descriptions, and instructions?
• A definition is typically a brief explanation of
an item or concept using words and
(sometimes) graphics.
• A description is typically a longer explanation,
usually accompanied by graphics, of an
object, mechanism, or process.
• A set of instructions is a kind of process
description intended to enable a person to
carry out a task.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 1

2. Definitions have two main uses:
• Definitions clarify a description of a new
development or a new technology in a
technical field.
• Definitions help specialists communicate with
less knowledgeable readers.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 2

3. Use these four strategies when defining
terms for readers from another culture:
• Add a glossary (a list of definitions).
• Use Simplified English and easily
recognizable terms in definitions.
• Pay close attention to key terms.
• Use graphics to help readers understand a
term or concept.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 3

4. There are three types of definitions:
• parenthetical
• sentence
• extended
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 4

5. Sentence definitions follow a typical pattern:
Item = category + distinguishing characteristics
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 5

6. Follow these four guidelines to
write effective sentence definitions:
•Be specific in stating the category and the
distinguishing characteristics.
•Don’t describe a specific item if you are defining a
general class of items.
•Avoid writing circular definitions.
•Be sure the category contains a noun or a noun phrase
rather than a phrase beginning with when, what, or
where.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 6

7. Eight techniques are
used in extended definitions:
• graphics
• examples
• partition
• principle of operation
• comparison and contrast
• analogy
• negation
• etymology
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 7

8. Decide where to place the definition:
• in the text
• in a marginal gloss
• in a hyperlink
• in a footnote
• in a glossary
• in an appendix
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 8

9. Descriptions are verbal and visual
representations of three items:
• objects
• mechanisms
• processes
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 9

10. Follow these four principles
when writing descriptions:
• Clearly indicate the nature and scope of the
description.
• Introduce the description clearly.
• Provide appropriate detail.
• Conclude the description.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 10

11. Answer these five questions to introduce
object or mechanism descriptions:
• What is the item?
• What is the function of the item?
• What does the item look like?
• How does the item work?
• What are the principal parts of the item?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 11

12. Answer these six questions to
introduce process descriptions:
• What is the process?
• What is the function of the process?
• Where and when does the process take place?
• Who or what performs the process?
• How does the process work?
• What are the principal steps of the process?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 12

13. Provide appropriate detail in
mechanism and object descriptions:
• Choose an appropriate organizational
principle:
 functional
 spatial
• Use graphics.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 13

14. Provide appropriate detail
in process descriptions:
• Structure the step-by-step description
chronologically.
• Explain causal relationships among steps.
• Use the present tense.
• Use graphics.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 14

15. An example of a process
description based on a graphic
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 15

16. Consider five questions
when designing a set of instructions:
• What are your reader’s expectations?
• Do you need to create more than one set of
instructions for different audiences?
• What languages should you use?
• Will readers be anxious about the information?
• Will the environment in which the instructions
are read affect the document design?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 16

17. Follow these two guidelines
to design clear, attractive pages:
• Create an open, airy design.
• Clearly relate the graphics to the text.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 17

18. Examples of cluttered
and attractive page designs
Source: Slide- Source: Anthro,
Lok, 2005 2005
<www.slide- <www.anthro.com/
lok.com/ assemblyinstructio
assembly/P246 ns/300-5237-00.pdf
8/P2468.pdf>. >.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 18

19. Understand the four signal words
used in manuals and instructions:
• Danger indicates an immediate and serious hazard
that will likely be fatal.
• Warning indicates the potential for serious injury or
death or serious damage to equipment.
• Caution indicates the potential for anything from
moderate injury to serious equipment damage or
destruction.
• Note indicates a tip or suggestion to help readers
carry out the procedure successfully
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 19

20. An example of a safety label
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 20

21. A typical set of instructions
includes these four elements:
• title
• general introduction
• step-by-step instructions
• conclusion
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 21

22. Write effective titles for instructions:
Effective titles:
• How-to. “How to Install the J112 Shock
Absorber”
• Gerund. “Installing the J112 Shock Absorber”
Ineffective titles:
Noun strings. “J112 Shock Absorber Installation
Instructions”
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 22

23. Consider answering these six questions
when drafting introductions for instructions:
• Who should carry out this task?
• Why should the reader carry out this task?
• When should the reader carry out this task?
• What safety measures or other concerns should
the reader understand?
• What items will the reader need?
• How long will the task take?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 23

24. Follow these six guidelines
when drafting steps in instructions:
• Number the instructions.
• Present the right amount of information in each
step.
• Use the imperative mood.
• Don’t confuse steps and feedback statements.
• Include graphics.
• Do not omit articles (a, an, the) to save space.
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 24

25. Typical elements in the
front matter of a manual:
• introduction or preface
• overview of the contents
• conventions section
• “where to get help” section
• list of trademarks
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 25

26. Typical elements in the
back matter of a manual:
• set of specifications
• list of safety regulations and industry
standards
• tips on maintenance and servicing
• copyright page
• index
• glossary
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 26

27. Consider these three questions when
writing instructions for multicultural readers:
• In what language should the information be
written?
• Do the text or graphics need to be modified?
• What is the reader’s technological
infrastructure?
Chapter 20. Writing Definitions, Descriptions, and Instructions © 2012 by Bedford/St. Martin's 27