《技术与商务交流英语（第二版）》课件Chapter 17 Instructions.pptx

1、Objectives and OutcomesLearn how to write instructions,which includes:1.Purpose and Audience2.Main Tasks and Subtasks3.Step-by-step Instructions4.Notes and Hazard Notices5.Graphics6.Organization of Instructions7.Example of a User ManualOverviewInstructions are step-by-step explanations of how to do

2、somethinghow to build,operate,repair,or maintain things.Effective instructions enable users to complete a job safely and efficiently.Instructions are one of the most important genres of technical writing because almost anyone with a responsible job writes and reads instructions in this technological

3、 age.I.Purpose and AudienceTo direct a user to accomplish a task without causing any damage or injury to the user,the object,or any third party.Injuries and damages often result from a misuse of consumer products,such as power tools,car jacks,or household cleaners.Before writing an instructional doc

4、ument,you should conduct an audience analysis to determine their level of familiarity with the topic.When determining exactly how much information is enough for your audience,you should consider the following suggestions:I.Purpose and Audience When writing instructions for consumer products,assume t

5、he lowest reading level of your audience and simplify the text.Focus on the operation of the producthow to use it.Do not focus on the functions of the producthow it works.Provide all the information users need so that the instructions can stand alone.Include only what users need to complete the task

6、.Eliminate any unnecessary information.Support the text with visuals.Repeat information if it reduces the users need to flip back and forth between pages.Divide the task into simple steps.Allow users to focus on one step at a time.Adjust the information to the users background and the difficulty of

7、the task.Do not include too much information on one page.Persuade users that this procedure is necessary or beneficial,or encourage them that they can complete this procedure easily and competently.Main Tasks and SubtasksAn important consideration is the amount of tasks there are in the instructions

8、 procedure.The term procedure refers to the whole set of activities your instructions explain.A task is a group of actions within the procedure.For example,a simple procedure like changing the oil in a car consists of only one task,whereas a computer operation procedure has many more.A user manual f

9、or a complex commercial product usually contains the following main tasks:Unpacking and setup tasks;Installing and customizing tasks;Basic operating tasks;Routine maintenance tasks;Troubleshooting tasks.Each main task may contain a set of actions as few as several steps,or as many as hundreds of ste

10、ps.Therefore,after identifying your main tasks,you need to divide them into subtasks so that you can provide information in a step-by-step guide.For instance,the basic operating tasks of a computer can be divided into keyboard operation键盘操作,mouse operation鼠标操作,etc.You should remember that the number

11、 of steps in each task and subtask should be nine or fewer so that it is easy for readers to follow.Step-by-step InstructionsMost tasks are performed as a series of ordered steps.Steps should be clearly written and correctly ordered;otherwise they may cause users to make mistakes or fail to complete

12、 a task.Using direct address,active voice and imperative mood Placing conditions at the beginning of conditional stepsMaking each step an action for users to takeGrouping stepsSequencing stepsUsing a parallel structure 1.Using Direct Address,Active Voice and Imperative MoodInstructions must be under

13、stood on the first reading because users usually take immediate action.To emphasize the users role,you should write instructions in the second person and address them directly.The best way is to begin each step with an action verb,and use the active voice and imperative mood.Examples:IndirectThe use

14、r types in his or her user name用户名.It is important to type in the user name.The user name is typed in.DirectYou should type in your user name.Type in your user name.2.Identifying Conditions at the Beginning of Conditional StepsConditional steps are those that users follow only if certain criteria ap

15、ply.Conditional steps generally begin with the word“if,”as in“If you are new,register first.”Users who meet the criteria for a step must follow that step.You should always start conditional steps with the condition.Users who do not meet the criteria can skip the step after reading the condition.Exam

16、ples:ConfusingRestart the computer if the screen displays an error message.Type in your access code if you want to log on.Run the InforExec program to reconfigure your settings.(Info Extended only)ClearIf the screen displays an error message,restart the computer.If you want to log on,type in your ac

17、cess code.Info Extended only:Run the InforExec program to reconfigure your settings.As stated previously,steps of instructions generally begin with action verbs.If you must provide conditional words and phrases before the verbs,you may put them in brackets and emphasize the verb in bold faced letter

18、s.For example:To log on type in your access code.In the Edit menu,click on Copy.【在编辑菜单中】点击“复制”。If your software is not yet registered,specify your 12-digit serial number in the numericalfield.【如果你的软件尚未注册】在数域键入你的12位序 列号。3.Making Each Step an Action for Users to TakeEach step should correspond to an a

19、ction that the user performs.A step is not complete if it has no action for the user to do.Tasks do not discuss how the user and product interact.Tasks list only the actions that the users must take to complete the task.Examples:ConfusingSet the POWER switch to ON.The POWER/BATTERY indicator lights

20、up.Set the FUNCTION switch to RADIO.ClearSet the POWER switch to ON.The POWER/BATTERY indicator lights up.把“电源”开关置于“开”的位置。“电源/电池”指示灯亮起。Set the FUNCTION switch to RADIO.把“功能”开 关置于“收音机”位置。Step 2 in the first example is the result of step 1.It describes a product action,not a user action.Therefore,it i

21、s combined with step 1 in the revision.4.Grouping StepsGrouping breaks a maze of steps into groups of manageable steps and thereby makes the procedure more understandable to the user.To begin by making a complete list of every step that needs to occur.Mark the most important steps.Some will be impor

22、tant because they could be dangerous if missed.Try to group steps according to their functions.You can divide a long list of steps into several groups with no more than nine steps in each group.Organize each group into a list of instructions.5.Sequencing StepsYou should use shorter sentences than us

23、ual to state steps,but do not“telegraph”your message by omitting the articles a,an,and the.Use one sentence for one step,so users can perform one step at a time.If a single step covers two related actions,describe these actions in their required sequencewhat is to be done first comes first.Examples:

24、Confusing:Turn on the television after connecting the AC mains lead to an AC outlet.Logical:Connect the AC mains lead to an AC outlet;then turn on the television.把电源线连接到交流电插座；然后开启电视机。Transitional expressions衔接词connect related ideas;such transitions as in addition,next,meanwhile,finally,ten minutes l

25、ater,then and before mark time and sequence.Steps of instructions in a list are usually arranged in chronological order.The following list provides some commonly used formats for steps in instructions:Fixed-order steps固定顺序步骤 are those that must be performed in the presented orderwhich means the firs

26、t listed step should be completed first.These steps are usually arranged in a numbered list 编号列表,which is the most common format of instructions.Variable-order steps可变顺序步骤are those that can be performed practically in any order.Good examples are the steps in a troubleshooting guide that tell you to

27、check for various possible issues when you are trying to fix something.A bulleted list 项目符号列表is the appropriate format for this type.Alternate steps可选择步骤are those that provide two or more ways to do the same thing.Alternate steps are also used when various conditions might exist.With this type,you s

28、hould use bulleted lists with“or”inserted between the alternatives.Nested steps嵌套步骤 are sub-steps within a step.In some cases,an individual step within a procedure is rather complicated and needs to be broken down into sub-steps.You then indent further进一步缩进 and organize sub-steps in a bulleted or nu

29、mbered list.6.Using a Parallel StructureThe steps in a list should be parallel to each otherthat is,in identical grammatical forms.Parallelism is especially important in a list of instructions because the repetition of grammatical forms emphasizes the step-by-step organization.Examples:Unparallel Li

30、stTo record from external microphones,follow these steps:Connect two external microphones to the MIC sockets.The REC button is pressed.You should speak into the external microphones.Adjusting the VOLUME control for your desired sound level.Parallel ListTo record from external microphones,follow thes

31、e steps:Connect two external microphones to the MIC sockets.Press the REC button.Speak into the external microphonesAdjust the VOLUME control for your desired sound level.Notes and Hazard NoticesInadequate notices of warning,caution,or danger are a common cause of law suits.Each hazard notice is leg

32、ally required to describe the specific hazard,detail the consequences of ignoring the hazard,and offer instructions for avoiding the hazard.The following are the commonly used forms of notices in instructions:Forms of NoticesVisual Requirements for Hazard Notices 1.Forms of NoticesNote注意注意.A note is

33、 used to clarify a point,emphasize vital information,or describe options.Example:NOTE:During the process of recording,the monitor sound must be reduced as much as possible to prevent howling.在录音过程中，尽量降低监听音以防止啸叫。Caution当心当心.A caution is used to prevent possible mistakes that could result in injury or

34、 equipment damage.Example:CAUTION:To avoid losing your work due to power failure,save your work on a disk every few minutes.为避免因停电而造成内容丢失，每隔几分钟就要把 键入计算机的内容在磁盘上保存一次。Warning警告警告.A warning,usually presented in orange,is used to alert users to potential hazards to their health or life.Example:WARNING:To

35、 prevent electrical shock,always disconnect your photocopier from its power source before cleaning internal parts.为预防触电，在清洁 复印件内部之前一定要切断电源。Danger危险危险.A danger notice,usually presented in red,is used to identify an immediate hazard to a users health or life.Example:DANGER:The red box contains DEADLY

36、radioactive material.Do not break the safety seal under any circumstances.红色箱子里装有致命放射性物质。任何条件下都不得打开安全密封。Preview the hazards in the introduction of your user manual and place each notice(clearly highlighted by a ruled box,a distinct type face,a larger type size,or a color)immediately before the relat

37、ed step.在引言部分要首先说明危险，并把危险警告以突出的形式（边框、不同字体、大型字号、颜色）直接放在相关步骤的前面。2.Visual Requirements for Hazard NoticesIn order to keep the hazards prominent in the users mind,you should draw the users attention with symbols,or icons,as a visual signal.For example:V.GraphicsGraphic illustrations are important for re

38、aders to visualize what they are supposed to do.The types of graphics for instructions include symbols,icons,representational and schematic diagrams,flowcharts,photographs,and prose tables.In order to use graphics effectively in your instructions,consider the following suggestions:Include a graphic

39、illustration for any step that might be hard for users to follow.The less specialized your users are,the more graphics they are likely to require.Position the graphic to match the users angle of vision in performing the activity or operating the equipment.Name the angle(side view,top view)of the pic

40、ture if you think users will have trouble figuring it out themselves.Avoid illustrating any action simple enough for users to follow,such as“PRESS RETURN”for anyone familiar with a keyboard.For details on effective use of visuals,see Chapter 8 Graphics.VI.Organization of InstructionsInstructions var

41、y widely on the basis of different tasks and different audiences,so there is no set organization for them.The following example is a summary of the sections you will commonly find in instructions.It does not mean that all these section must be in the actual instructions you write,nor that they have

42、to be in the order presented here,nor that they are the only sections possible in instructions.Example:Common Model for the Content and Organization of InstructionsTitle Be specific with the title and describe the real task.For example,The title“Authorizing Access to Data”授权使用数据 is more specific tha

43、n“Administering Authorization”执行授权;“Collecting Data”收集资料 is clearer than“Using Collectors”使用收集器,which is too general.Introduction State or define the procedure to be discussed as well as its scope.定义将要说明的程序及其范围。Indicate what the audience needs in terms of knowledge and background to understand the i

44、nstructions.说明读者理解该说明书需要具备的知识和背景。State general conditions in which this procedure is done.陈述完成该程序的常规条件。State general warnings,cautions,and dangers.Emphasize key points or exceptions.陈述常规的警告、注意和危险。Provide an overview of contents to be covered.对说明书内容的概述。Background Use a background section only if user

45、s need to understand some general concepts or theory before they can follow the instructions.如果使用者在按照说明书操作之前需要了解一些基本概念和理论，则需要使用背景部分。Equipment and Supplies设备（工具）与材料设备（工具）与材料 List the equipment,the tools you use in the procedure(such as mixing bowls混合皿,spoons,bread pans,hammers,drills,and saws).List t

46、he supplies,the things that are consumed in the procedure(such as wood,paint,oil,flour,and nails).Note:Equipment and supplies are typically listed in a simple vertical list.Use the two-column list if you need to add some specifications to the itemsfor example,brand names商标,sizes,amounts,types,model

47、numbers型号,and so on.Trouble-Shooting Guide and Maintenance故障排除故障排除与日常维护与日常维护 List the anticipated problems users might have in the process of operation,and provide possible solutions to each problem.Provide measures to keep the product in its proper condition.Specifications规格规格 Give detailed,exact s

48、tatements of particulars,especially statements prescribing materials,dimensions,and quality of work for the thing to be built,installed,or manufactured.给出产品的细目，包括尺寸和产品在制造、安装或生产方面的工作质量。VII.Example of a User ManualThe following is an example of a user manual on how to operate a digital camera:Instruct

49、ion Manual先锋先锋2100型数码照相机使用说明书型数码照相机使用说明书Safety Instructions安全说明安全说明The battery pack can burst,start a fire or even cause chemical burns if it is mishandled.Observe the following cautions:电池组如果被错误处理会燃烧起火甚至引起化学燃烧。请看下列注意事项：Do not disassemble the battery pack.请勿拆卸电池组。Do not crush,drop,or step on the bat

50、tery.请勿压坏、掉落或踩到电池上。Do not expose the battery to high temperatures above 60C(140F).请勿将电池置于60C(140F)以上高温下。Be sure to charge the battery pack with a genuine Xianfeng battery charger.一定要用真正的先锋电池充电器给电池组充电。Keep the battery out of the reach of small children.把电池放在小孩够不到的地方。Notes on using the camera相机使用注意事项相