Communicating clear and easy-to-understand written instructions via email or a handwritten note sounds easy until we try to write it ourselves.

In written communication, the receiver of your message has to rely on himself to read and understand your instructions in his own terms. As a result, the end message may differ from what you intend to impart.

Whether you are looking to write instructions for a user manual, or for instructing a co-worker to perform a task, it’s always a good skill to learn how to communicate directions for carrying out a procedure in an effective manner.

Here are some key points to take note of before you start delegating tasks to your co-workers:

1. Divide the task into sequentially ordered steps

Imagine receiving this message in your inbox at work: “Hey, can you help me by photocopying the reports on my desk?”

At first glance, it seems like a simple request. But upon further consideration, you realise that you’re missing some information.

What type of reports? Where is the desk at? How many copies do I need to make? Single-sided or double-sided? Black and white, or colour? Is there a deadline for this job?

If a simple task like photocopying documents can be communicated in an ambiguous way, what more larger and more complicated tasks?

To help your co-workers understand you better, start by breaking up the assigned task into smaller steps. Be as specific as possible and avoid rambling about the same point when providing step-by-step instructions.

Remember, what may seem obvious to you may not be clear to the recipient of your message.

2. Use short sentences and paragraphs

When it comes to getting a project or task accomplished, get straight to the point. The longer your sentences and paragraphs, the higher the likelihood of someone skimming through your message.

And this is by no fault of their own.

The last thing your co-workers need is to regain focus while reading your message in a noisy and busy office environment.

They may even switch off after a while and choose to ignore your message altogether.

3. Use action words at the start of each step

When it comes to giving instructions or setting business rules, it is best to start each sentence with an action verb.

For example, writing “Click the green button” is better than “You should click the green button”. The former not only gives a clear indication of what needs to be done, it reads better as a command and instruction to the reader.

4. Avoid technical terms and jargon

Never assume that the recipient of your message knows the same industry acronyms and technical jargon as you do.

As a digital agency, terms like “SEO” and “inbound marketing” are easy to understand because we’re in the industry.

But we cannot expect our clients from other industries to understand it like we do.

In such a situation where the words “SEO” and “inbound marketing” need to be brought up to our clients on a frequent basis, what we do is make it a point to explain the terms in the very first email we send to them.

It also helps to let your clients know that they are free to clarify anything with you should they have difficulty understanding any terminology.

5. Write in second-person narrative

When writing instructions, use these second-person pronouns: you, your, yours, yourself, yourselves.

Many user manuals and guides use the second-person narrative because they are instructions directed at the person reading it. This narrative also provides more clarity as it allows the reader to experience the process as if they were already doing the task.

6. Provide alternatives

When instructing someone to complete a task, it is important to note that not every task can be fulfilled due to unforeseen circumstances.

For example, your request to a colleague to book a meeting room for you may not go through if it has already been fully-booked by others. Instead of insisting and getting nowhere, provide other options like setting up a meeting at a co-working space, or holding a conference call on the very same day.

Giving alternatives in instructions are great because both you and your recipient will spend less time going back and forth emailing and floating other options to you.

Want to read more articles like this? Check out our Quix Studios Blog for insights on business strategy, copywriting and technology.