What Should Be In A User Manual
Training manuals are particularly useful in the following situations:
- What Should Be In A User Manual Free
- What Should Be Included In A User Guide
- What Should A User Manual Contain
- What Should Be In A User Manual 2016
- What Is A User Guide
- What Should Be In A User Manual
- What Should Be In A User Manual Pdf
- Trainees can use the manuals for reviewing the subject after training.
- It lets the trainee concentrate on and partake in the training during the training session instead of taking detailed notes.
- It can serve as a reference document in the work place.
Developing a training manual is an important part in designing a formal training program. A formal training manual ensures consistency in the presentation of the training program. Another major advantage is that all the training information on skills, processes, and other information necessary to perform the tasks is together in one place. Training manuals should support the training objectives.
Manuals are generally developed using the most commonly used instructional design models - the 'ADDIE' model.
- 'A' stands for Analysis of the audience, and of training needs;
- 'D' stands for Design of training, its objectives, sequencing of tasks, etc.
- 'D' represents Development of training/instructional materials, that are consistent with the design requirements.
- 'I' means Implementation of the training, and
- 'E' is Evaluating the training.
Training manuals can be designed to be used as:
However, it is always good to clear the proposed manuals with the client prior to starting to compile them. Although strictly speaking the O&M Manuals need only contain operation and maintenance information, realistically the minimum information that should be included for each maintainable item of equipment is: Description of the works.
- Work books – often used in training sessions. It provides basic information, examples and exercises.
- Self-paced guides: designed for trainees to work through on their own.
- Reference manuals: for containing detailed information on processes and procedures.
- Handouts: provide general information to support training done during the session.
- Job aids: provide step-by-step instructions to be used in the work place.
- 4Presentation
- 5Training manual examples
Designing the manual[edit]
A well designed training manual, that is kept up to date, can become a valuable source of information to the organization. An effective manual:
- Is easy to read and has easy to follow instructions;
- Has an attractive design;
- Uses illustrations to enhance understanding;
- Can be used for future reference.
The following should be taken in consideration when designing the manual:
- Content – topics, tasks, procedures and other information arranged in a logical sequence and broken down into small units;
- Audience – their reading skills, previous work experience;
- How the manual is to be used during the training session, afterwards (for revision) and/or as a reference in the work place.
The training manual can have different versions for the trainer/presenter and the trainees. The version for the trainer would include the basic text, prompts for discussions and demonstrations or other activities. It could also include information or checklists on preparation for the session. The trainee’s version will have the basic text, examples and exercises, as well as space for making further notes.
Writing the manual[edit]
Once the purpose for the manual has been established and attention has been given to the preliminary design, the main task of writing is the next step. First, organize the contents into a logical sequence of topics. Break down the topics into smaller segments that describe a task, procedure or concept. Include an overview on how to use the manual. As preparation for the training session give a list of key points or a summary of what is going to be covered at the start of each chapter.
What are the key elements of a Training Manual[edit]
The Training Manual may contain the following elements
- A Cover page with plain or graphic with Title clearly written
- A Blank page after the cover page
- Table of contents
- An Introduction page on What-How-Who - 'What the Manual is about', 'How to use the Manual' & 'For whom the Manual is meant'
- A Navigational Tips page with visually catchy icons which will be used throughout the manual
- Expanding the Table of contents - Objectives / Description of each topic / Section Summary
- Placeholders for graphics
- Placeholders for work sheets
- Page for Conclusion
- Page for Further Reading
- Page for Bibliography / References / Citations
- A Blank page prior to closure
- Closing Cover page
The following advice has been given by many authors:
- Write in plain English: Avoid using technical terms, unless it is part of the work place vocabulary. In that case make sure technical terms are explained in simple language/terms. Spell out or explain acronyms and abbreviations.
- Use the active voice: It is concise.
- Be consistent in the use of terminology, tone and style of writing.
- Long sentences and paragraphs can be confusing. Use short sentences and phrases. Numbered steps are easier to follow than long paragraphs.
- Include illustrations (graphs, flow charts, tables, pictures, screen displays, examples of finished tasks) where appropriate to clarify concepts and enhance understanding. It also adds visual interest. Illustrations should be in proper proportion to nearby text.
- Write a detailed table of contents that include chapter headings as well as the next level of subheadings.
- Write a detailed index, including cross-references, to make it easy to find information. A good index makes the manual usable as a reference work for future use.
- Check spelling and grammar.
After the completion of the first draft get feedback from trainers/presenters and other key personnel. Implement any suggestions if appropriate.
The title page, table of contents, a glossary of terms (if used) and the index are prepared last. On the title page the following should appear: Name of the manual, author(s), company name, publishing date. A copyright notice can be included, as well as acknowledgement of contributors if appropriate.
Presentation[edit]
An attractive appearance and ease of use can motivate the trainees to use the manual and thus reinforce learning. Good page layout increase readability and make the information more accessible. The organization of the material on the page guides the eye of the reader – which areas get attention and in what order.
Graphic design principles[edit]
- Proximity: Group related pieces of information and other items together to form a cohesive unit, e.g. illustrations should appear on the same page as the related text. That is part of organizing the content in a logical order. Avoid too many separate elements on the page. Use close proximity to indicate unity between items. Use white space to separate unrelated items
- Alignment: The alignment of text and graphics is another technique in organising the page. All the elements (text and graphics) should appear unified and interrelated by their placement on the page.
- Repetition/Consistency: Consistency in the style of the elements (headings, graphics, arrangement) gives visual clues to the reader. It also unifies the different part of the manual and creates visual interest.
- Contrast: Creating contrast between sections visually organise the page, leading the eye in a logical flow from one section to the next. Contrast is created by the use of fonts, line thickness, colours, shapes and space. Create a strong contrast to be effective.
- Fonts (or type): Avoid using more than two or three fonts in a document. Fonts can be in italic, bold, light, heavy, or condensed versions. Avoid all uppercase – it is difficult to read – use bold, italic or other versions of the font for emphasis. Titles, headings and subheadings should be in a larger size font than the body of the text. When combining different fonts, use fonts that are clearly distinct to create contrast. It is often recommended to use a sans serif font for headings and a serif font for the body of the text.
- Colour: It could be used in text for emphasizing and in graphics where appropriate. When used judiciously it increases learning and retention. Avoid overuse of colour as it loses its interest value.
Ease of use[edit]
Another consideration apart from the page layout is the collation of the manual to make the final product easy to use. The following techniques might be helpful:
- Section dividers that extend beyond the page width make it easy to find sections, especially if it has the topics printed on the tabs. This is especially appropriate for a bulky manual that is to be used over several sessions.
- A detailed table of contents at the beginning of sections, in addition to the main table of contents at the front of the manual makes it more accessible.
- Allow wide enough margins to accommodate the type of binding used, as well as space for users to make key notes.
- When considering binding, use a method that would allow easy replacement of pages. The manual can be updated easily, which adds to its reference value.
Lastly, be aware of copyright and other legal issues before reproducing the manual.
Training manual examples[edit]
Example 1: based on the training checklist[edit]
This manual is used during on the job training and is available for reviewing between training sessions. This format is based on the checklist, which consists of a lists of tasks/skills to be taught, with extra columns where the trainer date and signs as the trainee progresses through the checklist.
| Discharge of returned items (Policy: Returns) |
|---|
Function of desk
|
Setting screen up for discharging
Handout: Printout of discharging screen |
Discharging books
Handout: OSH guidelines for discharge. |
Comment: This format works well in the on-the-job training situation where step-by-step instructions are given for fairly simple tasks. As it follows the checklist it makes reviewing easy while training is ongoing. Illustrations are difficult to incorporate in the text, which have been handled as handouts to overcome this restriction. Some of the handouts lend themselves to appendices, such as the 'OSH guidelines' in the example. Since this manual has only three main sections with all the handouts filed after each section, it is still easy to handle, especially with the detailed index in the front of the manual. If it had more sections, then this format would be cumbersome to use. Although a detailed index would enhance its reference value in the workplace, this isn't the ideal format to use for future reference.
Example 2: Text book style manual[edit]
Discharge of returned items
What Should Be In A User Manual Free
- Introduction:
All returned items are handled at this desk. When borrowers return their items, the items are discharged, resulting in the removing of the items form the borrower's record. Once the discharging is done, the displayed message will indicate what must be done with the discharged item.
- Setting screen up for discharging:
Discharging is done in Circulation Services (no. 2 on the main Circulation menu). To set the system up for discharging type in '2' at the command prompt (indicated by '>>'). Different commands will be displayed on the Circulation Services screen.
Illustration:Circulation Services screen.
To display the discharge screen type 'DI' at the command prompt. The date for discharging will be displayed and the system is now ready for discharging items.
Illustration:Discharge screen.
- Discharging books
Before discharging check that the settings of the scanner are correct: It must be set on 'discharge' and the sensitiser must be switched on.
Illustration: Scanner set up for discharging books
Stack books face down to a maximum height of 20 cm. Be careful to stack the books in a way that will prevent injuries - see the Occupational Safety & Health (OSH) guidelines (Appendix 1, p--). Slide the book past the scanner to wand in the barcode number of the book. Read the message on the screen and place the discharged book in the appropriate place.
Comment: This is the more traditional format which most people are familiar with. The illustrations are at the appropriate places which makes it easy to follow the text. The text tend to be 'wordier' than in the succinct bulleted style of the previous example. This format is good for future reference in the work place. It is also suited for describing more complex tasks and concepts. To assist navigation, a detailed index is essential, especially when it contains many sections.
What is a User Guide? A User Guide explains how to use a software application in language that a non-technical person can understand. In general, user guides are part of the documentation suite that comes with an application for example, Data Sheets, Release Notes,Installation Guides andSystem Administration Guides.
Technical Writers will often create a Documentation Plan before writing their user guide. This defines the scope, size, delivery format and resources required to produce the actual user guide.
As the name implies, User Guides are written to help people understand an software application or IT system. They are also called User Manuals. When writing a User Guide, use simple language with short sentences. This writing style helps the user understand the application.
Our User Guide templates can be used to create user guides, user manuals, getting started guides and other types of technical documents. A User Guide is an online or printed book that describes how to use a software application.
User Guides are the first port of call when something needs to be read. As many people read user guides when frustrated and after having lost patience with the software, you need to write your material to address their concerns quickly.
User Guides are often written for non-technical individuals. The level of content and terminology differs considerably from, for example, a System Administration Guide, which is more detailed and complex.
This rest of article offers some guidelines to consider when writing your User Guide, such as:
- Identifying your audience
- Writing sections
- Defining style guide and standards
- Delivery formats
Identifying Your Audience
As with all types of writing, the first step is to define your TARGET AUDIENCE. Your target audience are the people who will user your document. As different readers have different requirements, you need to consider their specific requirements. Use this template to learn more about the target audience for your projects and what they want to achieve, for example, read your user guide, visit your website or buy your product.
The worksheets include 130 points you can use to capture demographic date so that you have a more holistic view of their wishes, desires, fears, and preferences.- Identify the target audience
- Identify their level of technical knowledge
- Identify how they will use the guide
Audience Definitions
In the planning process, develop an audience definition that identifies:
- The user
- The system
- The tasks
Software is used to do specific things. Users want to know what the software can do for them, for example, how to print a page in landscape.
They are generally not interested in the nitty-gritty technical details; they want to click a button and get a result. The User Guide is to teach them how the software helps them to do something.
Depending on the guide in question, you may need to address several audiences. For example:
- Programmers who will troubleshoot the program
- IT Managers who want to know the resources the program requires
- Project Managers who want to confirm that the original requirements were met.
If you are writing for more than one audience, develop an audience definition for each one. Examine the definitions and see if you can address all audience types with one document. In many situations, you may need to write a number of documents, of which the users guide is only one.
- When planning, use the audience definition to focus your decisions.
- When writing, the audience definition serves as a guide for the documentation team and as a benchmark for evaluating the results.
Here are some questions that will help define your audience's needs:
- Where will they use the document, for example, in the office, at home, in their car?
- How much experience have they of using your application?
- Is this guide an upgrade to an existing application?
- Is your application new? If so, you may want to include a Getting Started document to introduce the software.
- How will they use the user guide?
- Will they install the software by themselves or do so over the internet?
- What level of detail is required?
- Will graphics help their understanding of how to use your product?
Writing the User Guide
Each user guide is comprised of front page, body sections, and a back page. The following section describes what each of these needs to contain.
Front Page (cover pages)
Include a cover page, table of contents, and a preface, if necessary.
Cover and Title Page
If the user guide is copyrighted, include a copyright notice.
Copyright © 2020 The Name Of Your Company.
Place the copyright notice on the cover (and also the title page).
Disclaimer
Include a standard disclaimer inside the front cover that outlines the Terms and Conditions for using this guide.
Preface
Use this section to reference other documents related to the software. Make sure you refer to the correct release number for all software and documents that you refer to. If necessary, include a section on 'How to use this guide' as an introduction.
Contents
You must include a table of contents. the only exception is if your guide is less than ten pages, in which case you should probably refer to it as a Getting Started guide or Reference Guide.
If this user guide is more than twenty pages, include an index at the end of the document.
Body of the guide
This is the heart of the guide. In the main body, separate the procedures (also called instructions) from reference materials. This will help the user navigate their way through the guide much faster.
Procedures
Procedures help the user perform specific tasks. They are also known as instructions or tasks. Examples of these may include:
- When, why, and how you can perform a task, for example, printing a document, cropping an image, uploading a file.
- What the screen will show after you perform a task, for example, an updated view of your bank balance.
- Examples of tasks and program operation.
Writing procedures
Writing procedures involves the following tasks:
- Identifying the major tasks
- Separating each major task into subtasks
- Writing a series of steps that walk the user through each subtask
- Using an 'if-then' approach when explaining decisions that users can make.
Chunking text
Breaking large pieces of information into smaller piece of information is called 'chunking.'
When writing user guides, you can separate information by menu options and their respective consequences, for example, showing the user the results of each action.
Subtasks that need to be performed can be divided into chunks. Each chunk can form a new chapter or section within the guide.
Use a consistent format for each section, for instance:
- Introduce each section with an overview of the task to be performed
- Describe the inputs and outputs. In other words, what the user must enter into the system and what the system will do as a result.
- Describe the procedures for accomplishing these tasks.
Number your steps
When writing procedures, number each step and use the imperative form of verbs, for example:
Press ENTER
or
Click 'Yes' and press ENTER to submit your details.
Using the If-Then Approach
When users are allowed to make decisions, use an If-Then approach to show the different result for each decision they make.
If you choose 'Yes,' the program will make Firefox your default web browser. If you choose 'No,' it will set Opera as your default browser.
Use diagrams to illustrate more complicated procedures.
Reference Materials
User turn to reference material when they need detailed information on a specific topic, for example, settings or parameters they must enter.
Reference materials can include:
- Program options, for example, different menus and buttons that are presented to the user
- Keyboard options, for example, hold AltGr and 4 to show the Euro symbol
- Error messages that may arise when you use the application
- Troubleshooting tips to resolve these issues
- Frequently asked questions that the user may have about the software
Back Matter
Add a Glossary of Terms and an Index towards the end of the document.
What Should Be Included In A User Guide
Glossary
The glossary should cover all acronyms and industry terms used in the document. Help the user understand your material. Do not alienate them by using jargon and assuming that they know the meaning on these words.
- A short glossary can appear at the front before the table of contents
- A larger glossary should appear in the back matter.
Highlight glossary terms (by italics, for instance) the first time they appear in text.
Index
Any guide longer than 20 pages benefits from an index. An index helps users locate specific items very fast without having to search through the entire document manually. Large documents without an index are impossible to use efficiently.
Establishing Standards
As well as writing the guide, you also need to consider how the document will be delivered, for example, as a book, online or a PDF.
Areas that need consideration include:
- Format (the design and layout of the pages)
- Style (elements affecting readability, such as font, size, color)
- Other requirements that are specific to each delivery format. For example, PDFs may need security settings applied so material cannot be copied; partner logos may need to be added; terms and conditions may need to be updated.
Document Format and Structure
If you are writing a user guide for a client, rather then your own company, check if they use a specific style guide or have a preference for how the document should be presented. Check this with the client during the planning phase.
Use a document map to organize the guide. To do this:
- Use headings for organizing information.
- Include page numbers and section titles on every page, either in footers or headers.
- Consider using dual columns. This lets you put headings in the left-hand column and the text in the right-hand column.
Style
Use an appropriate style. Decide on the technical level of your language, how you address the user, and conventions that are required.
Technical Language
Match the level of technical language with the audience ¯s level of proficiency. Always underestimate the knowledge of your readers rather than overestimate it.
Limit technical terms to those the user will encounter. If you must define a large number of terms, use a glossary to supplement definitions in the text.
Addressing the User
When writing procedures, use the active voice (e.g. Click this) and address users directly (write 'you' rather than 'the user').
What Should A User Manual Contain
When explaining an action, use the 'command' form of the verb:
'Choose an option from the menu and press [ENTER].'
Presenting your material
You can improve the readability of your documents by using specific formats to distinguish different types of information.
For example, you can distinguish the user's input from the system's response by:
- Indenting text
- Using columns to layout text
What Should Be In A User Manual 2016
- Providing illustrations or photographs that highlight key areas
What Is A User Guide
- Using different fonts and type features (bold, italics and underline)
What Should Be In A User Manual
Nonverbal devices, such as icons or diagrams, help supplement verbal instructions.
Special Requirements
If the guide is to be used outdoors, in a car, or on the move, make sure the font size is large enough to read easily.
Use spiral biding so the book does not to break easily, and high-quality paper so the text does not smudge or leave stains on the reader's hands.