Have you ever assembled furniture without clear instructions, troubleshot a machine, or installed software without knowing the exact steps? It's frustrating, right? Surely, there will always be how-to guides or step-by-step instructions included. But the question really is, do the instructions make the task easier or more complicated for the target audience?
Not everyone is naturally skilled at putting things together or fixing problems. That's why it's important to create clear, concise step-by-step instructions. In this guide, we will discuss tips on how to create clear and concise instructions that people will love to use.
Step-by-step instructions are detailed guidelines that break down a process or task into a series of sequential actions. Each step-by-step process is clearly defined and presented logically, making it easier for the user to follow and complete the task successfully. These instructions are commonly used in manuals, guides, and tutorials to help users understand and perform tasks efficiently.
It's normal for employees to feel overwhelmed or uncertain when tackling a complex or unfamiliar task. The human brain thrives on structure and organisation. Breaking down tasks into smaller, manageable steps reduces cognitive load and helps build confidence in completing a task.
Here's why these step-by-step instructions are important for the human brain:
Working memory plays a vital role in processing and following instructions. It connects perception, attention, and long-term memory. However, working memory has limitations when faced with complex or lengthy instructions; individuals may struggle to retain all necessary details.
Step-by-step instructions help reduce cognitive overload by breaking down tasks into manageable parts. This is particularly important for complex tasks, as it prevents the brain from overloading with too much information at once.
Research indicates that repetition and spaced learning effectively improve memory retention. Step-by-step instructions enable repeated practice, helping learners strengthen the neural pathways associated with the task.
Since step-by-step instructions provide structure and organisation, they offer a multitude of benefits:
New employees need clear instructions to adapt quickly and easily. With step-by-step instructions, they don't have to rely solely on repeated guidance from others. For example, digital employee onboarding tools like those used by M2 Overland can provide a standardised framework for new hires to follow.
"We find that we get a lot more engagement and procedures actually being followed rather than providing our staff with a written set of instructions. They scan a QR code, they click a link, they go straight to loop videos that show them how to carry out the procedure"
Nick Langan, General Manager, M2 Overland
By leveraging Knowby’s clear and easily accessible digital instructions to showcase how to use the product, Bearhug was able to increase the conversion rate sample to sale by 30%.
One significant challenge Bearhug faces is customer resistance, as they are replacing products and processes that have been entrenched since the 1940s. However, they have effectively addressed this challenge by using step-by-step guides — boosting conversion rates while reducing the resources required to manage customer relationships.
Consistent instructions lead to consistent results. Step-by-step instructions ensure consistency in how tasks are approached and completed. This helps businesses maintain quality and reduces errors caused by miscommunication or individual differences in task execution.
When key information is documented in clear steps, it becomes widely accessible rather than siloed with a single individual or small team. This helps prevent knowledge gaps and ensures that tasks can be completed even when individuals are absent.
Detailed instructions allow users to complete tasks independently. This means staff members no longer need to walk others through processes or answer repetitive questions.
Clear instructions improve comprehension and retention, especially for non-intuitive tasks. Breaking these complex processes into smaller steps reduces cognitive overload. Whether it's assembling furniture or writing code, those who follow detailed steps are far less likely to make mistakes.
Step-by-step guides help staff learn new tools and processes quickly, saving time and reducing training costs. Clear instructions minimise errors, cut operational costs, and improve efficiency. For example, Cotecco reduced remote callouts by 90% with Knowby digital guides.
“Since implementing Knowby, we have saved thousands in travel and repair costs. Knowby instructions have transformed how we support our remote clients, and it's had a significant impact on our bottom line.”
Step-by-step instructions can help businesses comply with health and safety regulations. Clear guidance helps workers follow standard operating procedures that comply with safety standards, reducing accidents and injuries.
Consistent instructions ensure consistent results. Following the same steps for tasks every time simplifies processes and improves quality control. This not only enhances product or service quality but also strengthens the overall customer experience. With enhanced quality control in place, businesses can identify and address issues more effectively, ensuring reliability and satisfaction.
Step-by-step instructions capture the documentation process and transform it into intellectual property. This documentation can help protect businesses' IP and trade secrets. This is the case for Bronco Built, who utilised Knowby to document customer-facing instructions and their IP, adding significant value to the organisation.
But what makes a guide effective? Here are four essential principles to guide you:
Aside from following the principles mentioned above, there are a few key components that your step-by-step document should include:
A clear and concise title sets the tone for the task, such as "How to Complete Onboarding for New Hires Using Knowby." Follow it with a brief overview explaining the purpose and result. For example, "This guide will help new employees complete their onboarding process on Knowby, ensuring they understand company protocols and compliance standards."
Provide a checklist of what's required to get started. For instance, when setting up technical equipment, a Knowby instruction might list items such as "Laptop, ethernet cable, and Knowby app access credentials." If substitutions are applicable, such as using Wi-Fi instead of an ethernet connection, that can also be specified.
Highlight any specific actions to be done before beginning the main task. For example, when using Knowby for safety training, it could include steps like "Ensure all trainees have an active Knowby account," or "Create a quiet, distraction-free room for conducting the session."
Detailed and numbered steps are crucial for clarity. If you're onboarding a new employee, instructions could look like this:
Anticipate errors and offer solutions. For example, if someone encounters issues while using a tool for setting up equipment, you might include, "If you receive a 'Connection Failed' error, check your internet connection or refer to the troubleshooting guide available in Knowby's support section." By addressing potential challenges, users feel supported and confident using the instructions.
End by outlining how to confirm the task is complete. For instance, with safety training using Knowby, the final step could be, "Ensure all trainees have completed the course quiz and received their certification badge in the app." Additionally, offer actionable tips like, "Schedule a refresher training session every six months to maintain compliance standards." Knowby's progress tracking process documentation ensures tasks are completed and verified.
Knowby is a digital platform revolutionising how businesses and individuals create, manage, and share instructions. From onboarding new employees to running complex machinery, its step-by-step guides make training and task execution easier, faster, and more reliable.
Its intuitive platform makes it easy to produce step-by-step instructions using a mix of text, images, and video. If you're ready to streamline your processes and train your team more efficiently, start creating your step-by-step guides with Knowby. Start your 30-day free trial today!