Lesson 6: manual writing style

• Engels
• MBO
• Studiejaar 1

Open only your laptops and remove any distractions such as phones, earbuds, and perhaps even yourself, please.

How are you feeling right now?

😒🙁😐🙂😃

What do you remember of 'Simplified English'?

At the end of today's class...

You are able to say the benefits of simplified English.

You are able to simplify your
own English. 

Schedule for today

1. Simplified English

2. Practice

3. Lecture

4. Ideally 'meeting with the client' round off

Simplified English

A collection of words and writing rules specifically made to help write instructions and instruction manuals so that any individual (in the world) can clearly read the manual with ease.

''It was not meant to become a writing standard for all documentation, but due to its success it was adopted by many industries'' (simplifiedenglish.net)

How to simplify English?

Ideally using your own knowledge, but...

Rewordify.com also helps :)

Practice Simplified English

In word or a notepad, make the sentences below simple.

1. Before acceptance of unit, carry out the specified test procedure.

2. Guarantee the installation of the pins before assembly, in order to minimize the chance of any accidents. 

Need help? Scan the QR-code

Done? Look up the benefits of simplified English >

Possible answers

1. Before acceptance of unit, carry out the specified test procedure.

•  Before you accept the unit, you must do the specified test procedure
  

2. Guarantee the installation of the pins before assembly, in order to minimize the chance of any accidents.

• Make sure that the pins are installed before installation, to prevent accidents. 

Research time, 5 mins

Look up the benefits of Simplified English and jot them down,

use the links below.

First look on this website:

simplifiedenglish.net/simplified-english/

Second website:

www.argosmultilingual.com/blog/how-to-lower-your-publishing-costs-and-make-your-content-easier-to-read-ste

What are the benefits of SE?

Benefits of Simplified English

• It has many benefits such as saving time when reading hard texts, improves comprehension, reduces frustration, etc.

• The main point of SE is decreasing misunderstandings (for non-natives, but also for someone who doesn't know jargon).

WhatsApp-Break 5 mins :)

At the end of today's class...

You are able to say the benefits of simplified English.

You are able to simplify your
own English. 

Lecture time

What are aspects of a GOOD manual?

1. Stick to the topic at hand

As much as people love anecdotes of your great-grandma about how she cleaned your bum when you were little, there's an appropriate setting for such stories. The middle of an instruction manual is not it.

2. Be descriptive

• Vague words: "thing," "part," and "stuff" -> ambiguous instruction. 
•  Completing a step may require several intricate parts - calling a part "this thing" doesn't help anyone.

3. Avoid using the first person

There's no "I" in team, and there shouldn't be any in your writing. 

You have a more authoritative tone of voice by not using statements such as "I did this" in your instructions.

4. Take awesome photos

Photos are the number one thing that draw people to your instructions. 

Taking quality photos doesn’t demand expensive equipment, you can use your smartphone / a screenshot.

5. Use pictures to orient your reader

When taking photos, the orientation of the object should remain consistent as much as possible throughout instructions. The reader will be able to identify his or her relative location with greater ease. 

If your manual is about a rotating object, include a statement such as "Flip the device" or "Rotate the device 90 degrees clockwise" to help the reader do the same and follow along.

6. Minimize background info

A little background info is great: why you're doing this, who stands to benefit from the manual, what people need to do to prepare, etc. However, leave it at that. Most people spasm at the thought of reading a novel before diving into a guide. 

After all, when's the last time you read the full instruction manual that came with your TV?

7. Don't use passive voice, use ACTIVE!

Be direct in your instructions - do not fall into the passive trap.

Active: the managers of the Very Good ICT Company approved this manual.

Passive: this manual was approved by the managers of the Very Good ICT Company.

7. Benefits of active voice

Active: employees need to secure their accounts with stronger passwords.

Passive: the accounts need to be secured with stronger passwords by the employees.

The first sentence is more concise and clear. The structure is simpler, and the word count is lower. The message will definitely be understood and memorized by the employees. Also, the active sentence sounds stronger, and so it will be more likely taken seriously.

Usefulness of passive voice?

Passive voice often gets criticized as a weak and evasive form of expression. But it is useful for those instances when you want to emphasize the fact of an action having taken place rather than who performed the action. It is also helpful for instances when the doer of an action (also known as the agent) is unknown.

• Active voice: the kids have cleaned the kitchen.
  
• Passive voice: the kitchen has been cleaned.

8. Be simple, not unnecessarily talkative.

• People will not use your manual if they cannot understand what you're talking about, it isn’t Shakespeare.

Which is, in your opinion, the most important?
1. Stick to the topic at hand | 2. Be descriptive | 3. Avoid using the first person 4. Take awesome photos | 5. Use pictures to orient your reader
6. Minimize background info | 7. Don't use passive voice, use ACTIVE! 8. Be simple, not unnecessarily talkative.

Time left? Meeting with client