How to write an instruction?
A special place among the instructions is occupied byguides designed for company employees - they describe how the employee should behave properly in the workplace, what duties to perform at what hour to come to work, and at what time to leave. How to write an instruction so that it is understandable and at the same time, helps the person fulfill the rules that are specified in it?
The instruction must be written logicallycorrectly, that is, it follows the sequence of actions that a person must perform in order to achieve a certain result. At the same time, this document should not be too long, since it is difficult to read and understand it from beginning to end, at least for the first time. All phrases and words should be simple, except for technological instructions, where it is impossible to do without using special technical, medical or other narrow-profile terms.
It should not be forgotten when drafting instructions,that every new paragraph in this document is a call to action, and it is necessary to use verbs in the imperative mood. The instruction should not contain "ornamental" words, but also questions. There should not be any deviation in it. If possible, simple and understandable actions should be indicated, and each subsequent step of the instruction should depend on the result obtained from the previous step. The instructions often use all kinds of schemes, thanks to which a person can understand much faster than reading a textual statement. Of course, before writing a job description, you do not need to think about creating a scheme, since this document is always presented in a purely textual version.
When writing job descriptions for eachan official, the company's management must decide whether it needs such a document at the enterprise or not. The fact is that the Labor Code does not oblige managers to draw up such instructions, although the Ministry of Labor often insists on drawing up job descriptions. The rules for drafting job descriptions are the same as the general rules for drawing up similar documents, but here are some features.
Before correctly writing an instruction foran official, it is necessary to clearly understand the terms of reference, rights and tasks of this employee. Since the job description must take into account both the rights and duties of the employee, and the rights of the employer, then, as a rule, such items are used:
- General provisions (determine the functional purpose of the document, etc.).
- Job duties (description of the specific duties of the employee, which he must perform with a specific regularity).
- Employee rights (list of rights that are granted to the employee for the successful performance of his work duties).
- Official communications (the positions with which the employee interacts in the course of carrying out their official duties are indicated).
- Responsibility of the employee for the failure of the deadlines for the performance of his work.
- Evaluation of the work of an employee.
Final provisions (the procedure for making changes to the document, the date from which the job description comes into force).
The technological instruction is written taking into accounttechnological sequence of operations or actions. The whole text is written in plain language, but with the parameters of the object, over which you want to perform actions. Before writing a technological instruction, it is necessary to know what equipment was used to manufacture a particular object. The instructions record information about the temperature mode, pressure and power, as well as other parameters necessary for the correct operation.
Typically, to shorten the text,in technological instructions, alphabetic codes for the designation of tools and devices. The text of the technological instruction should be broken not just into paragraphs, but as short as possible paragraphs. You can make font selections, which will help to focus the reader's attention on the most important actions described in the instruction. Exactly and logically set out the thoughts, and the person who studies the written technological instruction, will be grateful to you.
The operating instructions are prepared for eachgroup of goods, so it should have a table of contents and technical characteristics of the object (household appliances) or the composition of the goods, if these are fabric things. Before you write the operating instructions to the device that requires assembly, you must specify how to assemble it, what tools should be used for this. The assembly diagram should be presented in the instruction in the figures, where each part has its own serial number.
If there are buttons on the device, you need tospecify which button is intended for. It is specified in the instruction of the rule for setting specific device parameters, if provided by the manufacturer. The following describes the conditions under which the device can be operated, including the power required for normal operation. Inform the user what actions he should not take in order not to disrupt the operational properties of the device.
Specify the rules of care of the device. If the instruction is made for household appliances, then it must indicate possible problems and ways to eliminate them. In the conclusion of the instruction precautionary measures are written.