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In Speech 101, we learned how to structure a speech to inform:
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1. Tell them what you re going to tell them. 2. Tell them. 3. Tell them what you told them.
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The same guideline can be applied to a nice, clear, wordy manual. Introduce the chapter or section with an outline of topics to be covered and close it with a summary of items discussed.
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6 Some Final Considerations
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Nothing says it like pictures. Use lots of pictures and graphics. One picture can also replace several paragraphs of prose. It s easy to make screenshots of your product in action forms and reports and sprinkle them liberally throughout your manual. Callouts boxes with descriptions pointing to various controls or fields on a form or report work particularly well for screenshots (see Figure 6-1). And when the user sees on the screen what you ve printed in the manual, they know they re on the right track.
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Figure 6-1. Screenshot with callouts
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Pictures and graphics also break up lengthy sections of text, making your manual more visually appealing. Which is important if you want to induce your customer to read the manual instead of calling you for answers. Whatever you write, try to make it entertaining and enjoyable to read. A little light humor can go a long way to making a boring topic approachable. Some writers think that a casual style detracts from the professionalism and dignity of their opus. Ask yourself what you would rather read, and then write like that.
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When to Start Programming . . .Again
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One valuable but frustrating consequence of writing a detailed manual is that it can reveal weaknesses or holes in your product. If you are writing a description of a function and it becomes difficult to express precisely why or how the function is used, that is a red flag. If you can t write about it clearly, you can bet the user won t be able to run it successfully.
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6 Some Final Considerations 163
If you come to a part of the description of a feature or function and find yourself wanting to write about something that simply isn t there a command button that you forgot, for example that s even more problematical. So now that you re all done programming and probably much of the way through Beta testing, you have to go back and rewrite a chunk of your program maybe a big chunk. Then the rewritten parts need to be sent through testing again. It can really play hob with your schedule. It can be frustrating. It can be exasperating. Yes, you can add these things to the Version Two List. But don t cut corners at this point. The extra effort will pay off.
Reference or Tutorial
There are two functions for a user manual, and a good manual will include them both, if necessary. Your manual can be used as a tutorial, teaching through scripts and examples, or as a reference document. There are two kinds of tutorials. The purpose of the first one is to teach the reader about the application as it s used apart from the software. In other words, you could run an accounting system manually using a thirteen-column green pad and a quill pen, but until you understand debits and credits and the other basics of accounting, you re not going to make much progress. So an accounting system manual might contain a tutorial covering the basics of the double-entry accounting system. Here, your audience is important. If you re selling to accountants, this kind of tutorial would be unnecessary. If you re selling to first-time business owners, this explanation might be essential. The second kind of tutorial teaches the user how to use your application by actually walking them through the operation of each function step by step, using an actual example, and having the user enter and report this sample data. As the user is led through the operational steps, the tutorial explains what the various fields on each form are for, what the different controls do, and what the data on the reports tells the user. This kind of tutorial is very tedious to write. It involves creating some sample data first, and then painstakingly analyzing the precise steps the user must execute to get the desired results. It must be even more unambiguous than the wordy Add a contact instruction discussed earlier, since the user will be pushing the keys in response to your instructions. You don t want to mislead them. On the other hand, this kind of tutorial is easy to edit. Just sit someone down at the keyboard who is unfamiliar with your application, and watch them as they read your manual and go through the steps, noting every place they stumble over an instruction. Once your user masters the operation of your application, they will have very little need to do the tutorial again. However, they ll have questions about how to use certain features of your application. At that point, your manual
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