Expert Recommendations for Writing an Effective Software User Manual

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Expert Recommendations for Writing an Effective
Software User Manual
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WHAT IS A USER MANUAL?

• According to Wikipedia a user manual or user
  guide is a technical communication document
  intended to give assistance to people using a
  particular system.
• The truth is, no one will intend to read the user
  manual cover-to-cover. So it is important to
  write training manual effectively.
• We collected expert recommendation on how to do
  so.

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PUT ON THE USERS HAT
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• When writing an operations manual, you should put
  on the users hat and think like a user.
  Understanding what the user will look for or what
  information are significant to them, will be a
  great help on how you will write your manual. You
  will be able to write a good content when you
  comprehend what your users need to know.

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USE ACTIVE VOICE
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• Using an active voice when writing software
  manual is efficient as it is easier to read and
  understand.
• Using sentences with active voice makes it clear
  that the reader is the person who will complete
  the action. By using this tone or language, you
  will make your writing more clear, concise, and
  direct.

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CLEAR INSTRUCTION IS THE KEY
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• Primarily, giving instructions is the role of a
  user manual. Thus, giving clear instruction will
  make your material effective.
• When writing a training manual,
• Ensure that you provide the correct sequence of
  the procedure.
• And also use terms that are comprehensible. Avoid
  using technical terms.
• Provide visual stepping stones (e.g. Step 1, Step
  2 etc.)

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FOCUS ON THE READER
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• Remember that your user will read the manual, so
  it is best to focus on the reader. Use the word
  you and the active voice. Speaking directly to
  the reader will,
• Emphasize the message that the information is
  intended for the reader
• Pull readers into the document and make it
  relevant to them
• This is how to write a training manual
  effectively.

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ENHANCE FINDABILITY
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• It will be frustrating to your user if they are
  unable to find what they are looking for.You may
  enhance findability by using keywords that the
  user may use to find the data. As said earlier,
  putting on the users hat will be of great help
  when you start writing operations manual.
• Working with real users can help you identify
  keywords they use.

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ORGANIZED
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• A well-thought-out software manual writing can be
  effective. Organize your manuals information by
  hierarchy.
• Divide into sections ordered by
• Chronology of use.
• Frequency of use.
• Functional categories.
• Expertise level (beginner vs. expert user)
• By doing so, you are able to provide as
  systemized material.

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APPEARANCE
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• Of course it is not only the content that is
  significant to manual writing software but also
  the visual factors.
• Use fonts that are readable in any kind of
  environment setting. Make sure you have a high
  text-to-background contrast (black on white is
  best). You can also use color coding, this will
  also be of great help in enhancing findability.

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WHAT TO AVOID
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• Avoid lengthy paragraphs.
• Do not assume the user has prior experience or
  product knowledge.
• Avoid using multiple font styles.
• Avoid unnecessarily cross-referencing to other
  parts of the user manual.
• Avoid a text-book look
• Avoid these and you are able to write training
  manual successfully.

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HOW CAN WE HELP?

• Designing and writing user manuals may be a
  little difficult. But with our team of experts,
  we guarantee that we can deliver you an excellent
  material, tailored fit for your product and user
  friendly to your clients.
• Get help on how to write training manuals with us.

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