How to write instructions for a non-technical audience
I’m not a stereotypical technical writer.
I don’t write for developers, programmers or system architects and I don’t go near API documentation.
I prefer the challenge of writing about tech and other complex subjects for non-technical audiences. There’s something really satisfying about sifting through a messy pile of knowledge, handpicking the helpful nuggets and crafting them into a clear message for the masses.
To make technical information more accessible and engaging for a non-technical audience, I’ve found that following these seven rules always gets me the best results.
1. Include only essential information
To make sure your instructions are clear, it’s important to only include technical information that is necessary. Put yourself in your reader’s shoes and consider what information they already know, what they need to learn, and how much they care about the subject. For example, when writing about dishwashers, most people are interested in its size, ease of use, and cost, rather than the specifications of the water pump and drainage system.
2. Use plain English
Plain English is a style of writing that is clear, concise and easy to understand. The goal of plain English is to make content accessible to as wide an audience as possible, regardless of their background or education level. Plain English uses common words, short sentences, active voice and avoids technical jargon. If you can’t explain something in plain English, it might be best to leave it out.
3. Explain technical terms
When writing instructions, keep in mind that your readers may not be familiar with related technical terms. For example, if you’re not a graphic designer, you probably won’t know what a “vector file” is and how it differs from a “PSD file.” To avoid confusion, list all the technical terms mentioned throughout your instructions at the beginning, and describe what they mean in plain English.
4. Minimize acronyms
Acronyms can be confusing for non-technical readers, so it’s best to spell out the words unless it’s essential to use the acronym. When using acronyms, spell out the full word or phrase, and then put its acronym in parentheses. For example, “Random Access Memory (RAM) is a type of computer memory used to store data temporarily while a computer is running.”
5. Be consistent
When using technical terms and concepts, use the same language consistently to avoid confusing your readers. For example, if you use the word “cache” to refer to a small, fast computer memory storage area, don’t interchange it with “buffer.” Stick with one term only.
6. Use visual aids
Consider using diagrams, tables, charts, and lists to help explain complex information. Let’s say you’re writing instructions for a software application. The installation process involves several steps, such as checking system requirements, agreeing to a license agreement, selecting the destination folder, and installing components. Creating a flowchart to represent this process can help make it easier to follow, especially for someone who’s not familiar with software installations.
7. Check for readability
Use the Flesch-Kincaid readability test to measure the readability of your instructions. The test is commonly used in the fields of education, journalism, and technical writing to assess the readability of a text and to make recommendations for improvement, if necessary. It’s also used by software programs, such as Microsoft Word, to help writers optimize their writing for a specific audience or reading level.
Now it’s your turn
Use the seven rules outlined in this post to write clear and engaging content for your readers. If you want to hone your writing skills, you can enroll in my course “Technical writing: How to write instructions for everyone.”
