• How To Write User Documentation
• How To Write A Manual
• How To Write A Good Software User Guide
• Software For User Manual Writing
• How To Write Instruction Manual

It really depends on your audience, purpose, and content/length. If you are writing short memos, reference guides, or release notes for developers and engineers, then MS Word will do just fine, especially if it’s a 10 or 20 page document. In the step-by-step guide on how to write an instruction manual above, I’ve already mentioned some useful tools, but now I’d like to provide you with a detailed list of software that is helpful in creating user. Software User Guide. For the safe use of your camera, be sure to read the “Safety Precautions” thoroughly before use. Types of software installed on your computer varies depending on the method of installation from the Caplio Software CD-ROM. For details, see the “Camera User Guide”. Mar 03, 2015  In the picture below, you can see the volume of production vis-a-vis freedom of lay- out and design of the Manual. There are various software tools to make a Manual depending on the type of volume and design you want to produce. Depending on the volume and lay- out design, software applications are classified as follows.

Most of us don’t think about how to write a training manual until we meet customers, co-workers, or students repeatedly asking the same questions. Still, you can’t appreciate the availability of a comprehensive training manual template more than after answering the same questions several times per day. Have you ever been in this situation? Even if you haven’t (yet), read these step-by-step instructions and use our training manual templates and a special-purpose tool to create an awesome training manual and never suffer from a lack of user documentation.

Training manuals are essential for any process related to training or onboarding – be it customer support, employee training, task delegation, new hire onboarding, or online learning. Once, I was working with three new employees who kept asking similar questions regularly – that is when I understood the true value of training and theonboarding process. That is why I have prepared this extremely useful article and training manual template for you – read on to find it!

A winning training manual takes the employee on a seamless journey from an understanding of training objectives right down to equipping the employee with the relevant skills to execute the task on hand. If you are writing a technical user guide or process documentation for e-learning purposes, or for archival in your organization’s server, a good training manual should be easy to understand, intuitive enough for the viewer to manoeuvre through and well sectioned for easy reference. According to theAssociation for Talent Development of the United States (ATD), 45% of learning hours in an average organization were developed via online or e-learning methods in 2017, and this is an increase of 41% vs. 2015.

Understanding how to write a training manual is an inherent skill necessary for the success and continuity of businesses. Read on to discover 5 steps on how to write a training manual and find a training manual template enclosed.

Step 1. Identify The Objectives of the Training Manual

It’s crucial to identify the objectives of the training program as this will set the tone and manner of the training manual and determine its success. According to a report by24×7 Learning “Workplace Learning – 2015,” only 11% of learners admitted to applying the skills learnt from training received to their job. This highlights the importance of ascertaining learner’s needs and mapping them against organization objectives for integration into the training program.

Some common training manual objectives include:

• On-boarding of new employees and acclimatization to organizational job culture
• Up-skilling existing employees with new skills required for their job
• Improving soft skills an employee lacks to address gaps in a periodic performance review
• Reducing the number of accidents by providing safety tips to workers
• Changing employee attitudes and increasing productivity
• Preparing employees for promotion by imparting advanced skill sets

Whichever objective your training manual strives to achieve, starting out by outlining the objectives will help you identify the successive important elements of the training program to create a cohesive flow.

Step 2. Identify the Target Audience

A training manual can be as effective as a trainer skilled in connecting with the target audience and making the learners understand the content. Whether you are an external or internal trainer, understanding the organization’s objectives, culture and target audience will help you adopt the right approach to deliver training materials. Write your training manual template keeping in mind the demographics and psychological behaviors of the learners, their backgrounds, their jobs, industry, and language proficiency. By understanding the subtle nuances of your target audience, you will avoid developing a training manual template with a low completion rate, or result in recurring on-the-job errors that the training manual failed to address.

Step 3. Select Tools

Now that you have identified your training objectives and target audience, it is time to select the necessary tools and develop your training materials. For this purpose, we strongly recommend usingStepShot Guides. If you’re wondering how to write a training manual, this tool will help you create it with no hassle and minimal time expenditures. As usual, this software documentation tool is used to create training manuals, user guides, product manuals, video tutorials, help articles, and other docs designed to teach a user how to use a program or how to accomplish a procedure. Thus, ERP consultants, IT support managers, HR managers, small business owners and CEOs, and customer support agents frequently use StepShot Guides to create training manuals for their customers or coworkers.

How to write a training manual with StepShot Guides

1. LaunchStepShot Guides.
2. Go through the procedure you want to explain (the tool will automatically capture your actions as annotated screenshots and step descriptions).
3. Edit and improve the training manual using the comprehensive editing toolset provided by the app.
4. Export the training guide to PDF, Word, HTML, WordPress, video, or as images.

Just imagine, by launching StepShot Guides, you can automatically capture screenshots and effortlessly create a training manual and a training manual template with the help of customizable templates and export them into whatever format you need. Owing to a simplified capturing procedure, you won’t need to use a bunch of programs like a screenshotting tool, image editor, and word processor. Similarly, you no longer need to toggle between different software programs to input comments, remarks or icons to draw attention to specific screenshots. StepShot Guides alone will substitute all these tools and you’ll be free of dull and monotonous copypasting in several tools. In addition, StepShot Guides offers integration with popular organization platforms includingConfluence, WordPress, and StepShot Cloud. Research indicates that StepShot cuts short 90% of the time required for a software documentation routine, thanks to its effortless cross-integration across platforms.

Step 4. Develop Your Training Materials

While designing your training materials, keep the following tips in mind:

• Introduce the objective of the training manual and what the audience can achieve at the end of the course.
• Inform the audience that there will be an assessment and a minimum qualifying mark in order to pass the assessment. Failing which, a retake of the assessment is required until the qualifying mark is met.
• Paint the step-by-step scenario or solution you would like to present. For example, if there has been a decrease in the performance rates caused by poor experience in software usage, a user guide, video tutorial, or anSOP can be used to demonstrate to trainees how to use the program.
• Use a combination of text andvisuals to break the monotony and increase the learners’ engagement.
• Promote interactivity throughout the training manual by making the learners click on icons to reveal information or launch a video.
• Include problem-solving discussion topics to encourage interactivity and feedback from the learner.
• Summarize the key points and recapitulate key learning at the end of each module to create reinforcement and instill long-term memory.
• For process guides, providestep-by-step screenshots in a sequence that the actual user will go through. This clarity will minimize user frustration and free the trainer’s time from managing more follow-up queries from the learner post-training.
• As a general rule of thumb, keep the learning experience up to 20 minutes maximum. Exceeding this duration will cause the learner’s attention to waiver and the learner will be more prone to fast forward through the training manual, causing the learner to fail the assessment or retake the assessment multiple times.
• If face-to-face training is conducted, do not hesitate to trigger a follow-up online quiz after the training session to assess the individual learners’ knowledge and reinforce the information that was presented during the classroom session.

Step 5. Develop an Assessment Component

Having an assessment or quiz at the end of training is crucial as it provides a measurement of the training efficacy to the trainer and sets success benchmarks to the learner. Bear in mind that the assessment must not be too technical or mathematically challenging. A good and reasonable passing test score for e-learning is 80%, as this implies that the learner has a robust understanding that will allow the individual to operate in the desired manner.

Step 6. Get Feedback and Perform Usability Testing

Although you already know how to write a training manual, ensure that your training manual is proofread by another team member and another individual with your learner’s profile. By obtaining a fresh perspective, you will be able to single out typo errors and ensure that the content is accurate, clear and comprehensive. Do not forget to test the training on individuals who are like your learners. Usability test will allow you to identify system bugs that will otherwise be a blind spot.

If you’re still not sure how to write a training manual, make use of this training manual template as of an example.

DOWNLOAD a Training Manual Template in PDF

According to theAssociation for Talent Development, it is not surprising that companies who invest in training initiatives enjoy 24% higher profit margins than those who spend less. Furthermore, knowing how to write a training manual and an effective user guide helps organizations reduce operational errors, thus creating a positive client experience and expedited execution of new knowledge at a faster speed. In the existing increasingly competitive business environment, efficiency, a speed of delivery, and cost management will set you apart from the pack. This underscores the importance of documentation ninjas as a valuable asset to organizations, and with the right tool like StepShot Guides, anyone can become a documentation ninja.

What is a User Guide? A User Guide explains how to use a software application in language that a non-technical person can understand. In general, user guides are part of the documentation suite that comes with an application for example, Data Sheets, Release Notes,Installation Guides andSystem Administration Guides.

Technical Writers will often create a Documentation Plan before writing their user guide. This defines the scope, size, delivery format and resources required to produce the actual user guide.

As the name implies, User Guides are written to help people understand an software application or IT system. They are also called User Manuals. When writing a User Guide, use simple language with short sentences. This writing style helps the user understand the application.

Our User Guide templates can be used to create user guides, user manuals, getting started guides and other types of technical documents. A User Guide is an online or printed book that describes how to use a software application.

User Guides are the first port of call when something needs to be read. As many people read user guides when frustrated and after having lost patience with the software, you need to write your material to address their concerns quickly.

User Guides are often written for non-technical individuals. The level of content and terminology differs considerably from, for example, a System Administration Guide, which is more detailed and complex.

This rest of article offers some guidelines to consider when writing your User Guide, such as:

• Identifying your audience

• Writing sections

• Defining style guide and standards

• Delivery formats

Identifying Your Audience

As with all types of writing, the first step is to define your TARGET AUDIENCE. Your target audience are the people who will user your document. As different readers have different requirements, you need to consider their specific requirements. Use this template to learn more about the target audience for your projects and what they want to achieve, for example, read your user guide, visit your website or buy your product.

The worksheets include 130 points you can use to capture demographic date so that you have a more holistic view of their wishes, desires, fears, and preferences.

• Identify the target audience

• Identify their level of technical knowledge

• Identify how they will use the guide

Audience Definitions

In the planning process, develop an audience definition that identifies:

• The user

• The system

• The tasks

Software is used to do specific things. Users want to know what the software can do for them, for example, how to print a page in landscape.

They are generally not interested in the nitty-gritty technical details; they want to click a button and get a result. The User Guide is to teach them how the software helps them to do something.

Depending on the guide in question, you may need to address several audiences. For example:

• Programmers who will troubleshoot the program

• IT Managers who want to know the resources the program requires

• Project Managers who want to confirm that the original requirements were met.

If you are writing for more than one audience, develop an audience definition for each one. Examine the definitions and see if you can address all audience types with one document. In many situations, you may need to write a number of documents, of which the users guide is only one.

• When planning, use the audience definition to focus your decisions.

• When writing, the audience definition serves as a guide for the documentation team and as a benchmark for evaluating the results.

Here are some questions that will help define your audience's needs:

• Where will they use the document, for example, in the office, at home, in their car?

• How much experience have they of using your application?

• Is this guide an upgrade to an existing application?

• Is your application new? If so, you may want to include a Getting Started document to introduce the software.

• How will they use the user guide?

• Will they install the software by themselves or do so over the internet?

• What level of detail is required?

• Will graphics help their understanding of how to use your product?

Writing the User Guide

Each user guide is comprised of front page, body sections, and a back page. The following section describes what each of these needs to contain.

Front Page (cover pages)

Include a cover page, table of contents, and a preface, if necessary.

Cover and Title Page

If the user guide is copyrighted, include a copyright notice.

Copyright © 2020 The Name Of Your Company.

Place the copyright notice on the cover (and also the title page).

Disclaimer

Include a standard disclaimer inside the front cover that outlines the Terms and Conditions for using this guide.

Preface

Use this section to reference other documents related to the software. Make sure you refer to the correct release number for all software and documents that you refer to. If necessary, include a section on 'How to use this guide' as an introduction.

Contents

You must include a table of contents. the only exception is if your guide is less than ten pages, in which case you should probably refer to it as a Getting Started guide or Reference Guide.

If this user guide is more than twenty pages, include an index at the end of the document.

Body of the guide

This is the heart of the guide. In the main body, separate the procedures (also called instructions) from reference materials. This will help the user navigate their way through the guide much faster.

Procedures

Procedures help the user perform specific tasks. They are also known as instructions or tasks. Examples of these may include:

• When, why, and how you can perform a task, for example, printing a document, cropping an image, uploading a file.

• What the screen will show after you perform a task, for example, an updated view of your bank balance.

• Examples of tasks and program operation.

Writing procedures

Writing procedures involves the following tasks:

• Identifying the major tasks

• Separating each major task into subtasks

• Writing a series of steps that walk the user through each subtask

• Using an 'if-then' approach when explaining decisions that users can make.

Chunking text

Breaking large pieces of information into smaller piece of information is called 'chunking.'

When writing user guides, you can separate information by menu options and their respective consequences, for example, showing the user the results of each action.

Subtasks that need to be performed can be divided into chunks. Each chunk can form a new chapter or section within the guide.

Use a consistent format for each section, for instance:

• Introduce each section with an overview of the task to be performed

• Describe the inputs and outputs. In other words, what the user must enter into the system and what the system will do as a result.

• Describe the procedures for accomplishing these tasks.

Number your steps

When writing procedures, number each step and use the imperative form of verbs, for example:

Press ENTER

or

Click 'Yes' and press ENTER to submit your details.

Using the If-Then Approach

When users are allowed to make decisions, use an If-Then approach to show the different result for each decision they make.

If you choose 'Yes,' the program will make Firefox your default web browser. If you choose 'No,' it will set Opera as your default browser.

Use diagrams to illustrate more complicated procedures.

Reference Materials

User turn to reference material when they need detailed information on a specific topic, for example, settings or parameters they must enter.

Reference materials can include:

• Program options, for example, different menus and buttons that are presented to the user

• Keyboard options, for example, hold AltGr and 4 to show the Euro symbol

• Error messages that may arise when you use the application

• Troubleshooting tips to resolve these issues

• Frequently asked questions that the user may have about the software

Back Matter

Add a Glossary of Terms and an Index towards the end of the document.

Glossary

The glossary should cover all acronyms and industry terms used in the document. Help the user understand your material. Do not alienate them by using jargon and assuming that they know the meaning on these words.

• A short glossary can appear at the front before the table of contents

• A larger glossary should appear in the back matter.

Highlight glossary terms (by italics, for instance) the first time they appear in text.

Index

Any guide longer than 20 pages benefits from an index. An index helps users locate specific items very fast without having to search through the entire document manually. Large documents without an index are impossible to use efficiently.

Establishing Standards

As well as writing the guide, you also need to consider how the document will be delivered, for example, as a book, online or a PDF.

Areas that need consideration include:

• Format (the design and layout of the pages)

• Style (elements affecting readability, such as font, size, color)

• Other requirements that are specific to each delivery format. For example, PDFs may need security settings applied so material cannot be copied; partner logos may need to be added; terms and conditions may need to be updated.

Document Format and Structure

If you are writing a user guide for a client, rather then your own company, check if they use a specific style guide or have a preference for how the document should be presented. Check this with the client during the planning phase.

Use a document map to organize the guide. To do this:

• Use headings for organizing information.

• Include page numbers and section titles on every page, either in footers or headers.

• Consider using dual columns. This lets you put headings in the left-hand column and the text in the right-hand column.

Style

Use an appropriate style. Decide on the technical level of your language, how you address the user, and conventions that are required.

Technical Language

Match the level of technical language with the audience ¯s level of proficiency. Always underestimate the knowledge of your readers rather than overestimate it.

Limit technical terms to those the user will encounter. If you must define a large number of terms, use a glossary to supplement definitions in the text.

How To Write User Documentation

Addressing the User

When writing procedures, use the active voice (e.g. Click this) and address users directly (write 'you' rather than 'the user').

When explaining an action, use the 'command' form of the verb:

'Choose an option from the menu and press [ENTER].'

Presenting your material

How To Write A Manual

You can improve the readability of your documents by using specific formats to distinguish different types of information.

For example, you can distinguish the user's input from the system's response by:

• Indenting text

• Using columns to layout text

• Providing illustrations or photographs that highlight key areas

• Using different fonts and type features (bold, italics and underline)

How To Write A Good Software User Guide

Nonverbal devices, such as icons or diagrams, help supplement verbal instructions.

Software For User Manual Writing

Special Requirements

If the guide is to be used outdoors, in a car, or on the move, make sure the font size is large enough to read easily.

John deere x300 mower manual. Use spiral biding so the book does not to break easily, and high-quality paper so the text does not smudge or leave stains on the reader's hands.

How To Write Instruction Manual

PS - Download the User Guide Templates here