09 Repeat simple patterns in your writing

Focus on the content, not the presentation. A procedures manual is not the best place to experiment with creative 'artsy' elements - like popups and flashy graphics, colours and fonts - that detract from content. Save your creative urges for marketing and sales documents, and concentrate on lean, clean and direct content.

Some writers find procedures boring because the work is so predictable and consistent, but being predictable and consistent works. Clear patterns and logical presentation help make the documentation transparent to readers and help them focus on the information and task at hand: the 'what' you are saying rather than the 'how' you present it.

Consider the following when you set up and maintain repeating simple patterns:

• Use a single style and voice in a single document
• Use a corporate, institutional or departmental style guide, or published guide
• Establish and maintain consistent naming conventions for titles and headings
• Provide the same level of detail for each procedure
• Generally use simple present tense and active verbs (for example, 'type', 'print' and 'press Enter')
• Always use names, titles, key words and phrases consistently (for example, write 'the Training department' or 'the training department', but not both; similarly, write
  'Enter your name' or 'Type your name and press Enter', but not both)
• Arrange steps in strict sequential order (the order in which they occur). If the step has two potential outcomes, discuss both in the same step.
• Limit each step to a single action
• Precede tasks performed in a specific sequence with numbers or letters
• Precede non-sequential lists (even alphabetic lists) with bullets
• Use punctuation consistently
• Create notes, warnings and callouts in standard, predictable patterns
• Format fonts, bullets, graphics, layout and colour consistently and identically across all topics

DOCUMENTING PROCEDURES 09: Repeat simple patterns in your writing