Author: Mr.N.G.Kesari
In my opinion, the size of a user’s manual should relate to the size of the product. A thumb-sized IPod’s manual should be of a size that the user could carry in the pocket. Therefore, it is of utmost importance that the instructions are in plain and simple English, to the point and brief. Let me illustrate my point with some examples of poor technical writing. These examples clearly indicate the need to “cut the clutter”.
How do I use a peeler?
“With gratitude meaning you use the product of firm, very much from the bottom of the heart. Please must take a look first this manual before using. Pleasing furthermore must keep this manual.
Please at the time of dismantling wrappingly, be careful and do not run into the knife blade because of for mow the wound hand easily.
The handle is placed in to slip away the slippery appearance descend (oil, water, wash away dirt etc) to please do not make use.
Under the heavy circumstance in burthen please avoid usage, because of causing like this and easily transform.”
What was that all about? Hold your breath; it’s the beginning of the User’s Manual for a simple peeler made in China. This text has been taken verbatim out of the manual. Could you make out what it was that the manufacturer was trying to put across? Why would they not hire a person to write this in plain language?
Fortunately for the manufacturer’s bottom-line the User’s Manual was inside the packaging and one could read the manual only after the product had been bought.
User manuals and service calls!
Yet another example of a poorly written technical manual is evident as you read this transcript of a service call to an electronics dealer.
ABC Electronics
Caller: ‘Can you give me the telephone number for Jack?’
Operator: ‘I’m sorry, sir, I don’t understand who you are talking about’.
Caller: ‘On page 1, section 5 of the user guide, it clearly states that I need to unplug the fax machine from the AC wall socket and telephone jack before cleaning. Now, can you give me the number for Jack?’
Operator: ‘I think you mean the telephone point on the wall’.
Section 5 on page 1 should have read, “Unplug the fax machine from the AC wall socket as well as the telephone jack from its socket, before cleaning” – No scope for misinterpretation here!
Another case in point
Here is another one on poor technical writing:
In order to create a graph that can show the current data:
– The user should click on the toolbar and select the ‘Draw’ command.
– From the list of graph types, the user should select a graph type.
– The graph the user selected will display on the screen.
This could be replaced by:
To display the data as a graph:
Click on Tools -> Graph -> Graph type.
Short, simple and to the point, see!
Plain Speak
English is not the spoken language in a majority of countries around the world. Therefore, it is very important to keep the language simple and to the point and use words that can be easily understood. Here are some examples of fancy words with suggested substitutions alongside:
| Additional | Extra |
| Advise | Tell |
| Commence | Start |
| Consequently | So |
| Forward | Send |
| In excess of | More than |
| In the event of | If |
| Particulars | Details |
| Per Annum | A year |
| Prior to | Before |
| Regarding | About |
| Terminate | End |
| Should you wish | If you wish |
At the other end of the spectrum is the legal language bequeathed to us by the British.
“Whereas the user hereinafter referred to as the party of the first part and the manufacturer hereinafter referred to as the party of the second part …”
Good Lord! Pity the judge who has to listen to / read this drivel day in and day out.
Don’t try to showcase your vast vocabulary. Your goal is to write for worldwide comprehension and not a few English-speaking people!
About the author:
Kesari has a bachelors degree in Science as well as in Electronics Engineering. He was with the Defence R&D Organization for 20 years before he quit to start out on his own. He now manufactures surgical diathermy units and traction units for physiotherapy, in a small way. He has a good sense of humor and writes on topics that catch his fancy. He loves to trek in the Himalayas. He is based in Bangalore, India.
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Comments:
{ 1 comment… read it below or add one }
I completely agree with you Mr. Kesari. As much as I appreciate writers who use sugar coated or spicy language, I find that I can relate with writers who drive home the same point in simple, plain English.