Catalog / Technical Writing: Process Guides Cheatsheet
Technical Writing: Process Guides Cheatsheet
A quick reference guide for creating effective process guides in technical writing, covering planning, structure, style, and templates.
Planning Your Process Guide
Define Scope and Audience
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Scope |
Clearly define the process boundaries. What’s included? What’s excluded? Avoid ambiguity. |
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Target Audience |
Identify the intended audience (e.g., beginners, experts). Tailor the language and detail level accordingly. |
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Prerequisites |
List any required knowledge or skills the reader needs before starting the process. |
Gather Information
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Consult subject matter experts (SMEs), existing documentation, and relevant tools to gather comprehensive information about the process. |
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Document all steps, inputs, outputs, decision points, and potential issues. Use diagrams and flowcharts to visualize the process. |
Outline the Process
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High-Level Steps |
Break the process into major stages or phases. |
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Detailed Steps |
For each high-level step, list the individual actions or tasks involved. |
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Flowcharting |
Create a flowchart visualizing the sequence and dependencies of steps. |
Structuring Your Process Guide
Sections and Headings
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Use clear and descriptive headings and subheadings to organize the content logically. Follow a consistent hierarchy (e.g., H1, H2, H3). |
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Divide the guide into manageable sections, each covering a specific aspect of the process. |
Step-by-Step Instructions
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Numbering |
Use numbered lists to present the steps in the correct order. |
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Action Verbs |
Start each step with a clear action verb (e.g., ‘Click’, ‘Enter’, ‘Select’). |
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Visual Aids |
Incorporate screenshots, diagrams, and illustrations to clarify each step. |
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Expected Results |
Describe what the user should expect to see or happen after completing each step. |
Troubleshooting and FAQs
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Include a troubleshooting section to address common issues or errors that users might encounter. |
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Provide a frequently asked questions (FAQ) section to answer common questions related to the process. |
Writing Style and Best Practices
Clarity and Conciseness
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Use clear, simple language. Avoid jargon and technical terms unless necessary and clearly defined. |
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Keep sentences short and to the point. Eliminate unnecessary words and phrases. |
Consistency
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Terminology |
Use consistent terminology throughout the guide. Define key terms in a glossary if needed. |
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Formatting |
Maintain consistent formatting for headings, lists, and other elements. |
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Voice and Tone |
Use a consistent voice and tone throughout the guide (e.g., formal, informal). |
Accessibility
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Ensure the guide is accessible to users with disabilities. Use alternative text for images, provide captions for videos, and follow accessibility guidelines. |
Process Guide Templates
Template Elements
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A good template includes sections for Introduction, Prerequisites, Step-by-Step Instructions, Troubleshooting, and FAQs. |
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Ensure the template has predefined styles for headings, lists, and other elements to maintain consistency. |
Example Template Structure
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Process Guide Template
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Customization
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Branding |
Customize the template with your company’s logo, colors, and fonts. |
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Process-Specific Fields |
Add fields or sections specific to the process being documented. |
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Version Control |
Implement version control to track changes and ensure everyone is using the latest template. |