In the context of procedural messages, describe the guidelines you should follow when writing instructions that require more than a few simple steps.

Question

What will be an ideal response?

Answer 1

Answers will vary. Before writing instructions, walk through each step to understand it and to locate potential trouble spots. Then attempt to determine how much employees already know about the process and to anticipate any questions or problems. Then as you write instructions that require more than a few simple steps, follow these guidelines:a. Begin each step with an action statement to create a vivid picture of an employee completing a task. Using an action verb and the understood subject you is more vivid than a sentence written in the passive voice.b. Itemize each step on a separate line to add emphasis and to simplify reading. Number each step to indicate that the procedures should be completed in a particular order. If the order of steps is not important, use bullets rather than numbers.c. Consider preparing a flow chart depicting the procedures. The cost and effort involved in creating a sophisticated flow chart might be merited for extremely important and complex procedures.d. Complete the procedure by following your instructions step-by-step. Correct any errors you locate.e. Ask a colleague or employee to walk through the procedures. This walk-through will allow you to identify ambiguous statements, omissions of relevant information, and other sources of potential problems. REJ: Please see the section "Procedural Messages" for more information.