If you’ve ever tried to follow a set of instructions that made you feel like you were decoding ancient hieroglyphics, you’re not alone. Technical instructions can be notoriously difficult to follow — especially if they’re packed with jargon, long sentences, or unexplained steps. Whether you’re writing a technical manual for a software platform or documenting internal procedures, your goal should be clarity and usability.
So how do you make technical instructions easier for everyone to understand?
Important Caveats
First, understand that you’re going to need to follow a different approach for each conceivable potential audience, as not everyone learns the same way. That said, no matter what industry you’re in or who your audience is, certain principles make technical instructions more accessible.
Let’s break down what goes into a set of instructions people can actually follow.
Know Your Audience
Before you write a single word, think about who you’re writing for. Are they technical experts, beginners, or somewhere in between? The more you know about their knowledge level, the better you can tailor your instructions. Don’t assume they already know what you know—explain terms if there’s a chance someone won’t be familiar.
Prioritize Clarity
Your first priority should be clarity. Every word, sentence, and instruction should serve a purpose. Use simple language whenever possible, and avoid cramming multiple ideas into a single step. If you’re referring to specific tools, files, or actions, name them precisely – there’s no room for vagueness in technical communication if you want your audience to follow you.
Optimize for Logical Flow
People prefer to follow instructions step-by-step, so the order of your content matters. Put yourself in your reader’s shoes. What would they need to know first? What comes next? Walk through the process yourself to make sure the flow makes sense for a layperson. If it doesn’t, rearrange.
Include Visuals for Illustration and Reinforcement
Words are powerful, but sometimes a visual is necessary (or at least helpful) to make everything click. Use screenshots, diagrams, or icons to reinforce your instructions to help bridge any gaps in understanding, especially for more complex procedures. Just make sure visuals are labeled clearly and placed close to the corresponding text.
Formatting for Scannability
Most people don’t read instructions word-for-word; they scan, and you need to cater to this. Use bullet points, numbered steps, bold headers, and plenty of white space. Keep paragraphs short, and if a section is getting too long, consider breaking it into smaller chunks.
Define Terms Early
If you have to use technical terms, define them up front. Consider adding a glossary if your document includes more than a few niche terms. Even seasoned pros appreciate a quick refresher, and it saves readers from jumping to another source mid-instruction.
Use Consistent Language
Stick to the same words throughout your document. If you call something a “dashboard” in step one, don’t switch to “interface” in step three. Inconsistent language causes confusion and slows the reader down. Consistency also applies to formatting, tone, and punctuation.
Test Your Instructions
One of the best ways to ensure your instructions work is to ask someone else to follow them. Choose someone who matches your target audience and see how far they get without asking for clarification. This kind of real-world testing will highlight gaps and assumptions you didn’t even realize you were making.
Include Troubleshooting When Relevant
If a step is likely to cause problems or raise questions, address them proactively. A short “if this, then that” note can save users a lot of frustration. You don’t need to cover every edge case, but it helps to anticipate common issues and provide quick fixes.
Break It Up, Then Build It Back
Sometimes the best way to simplify instructions is to go too far first. Write out everything, no matter how messy or redundant it seems. Then step back and trim, restructure, and rewrite, keeping an eye out for superfluous fluff or confusing sections. In the end, you’ll have a smoother, more user-friendly guide.
Maintain and Update Regularly
Technical content ages faster than we’d like. Software changes, tools evolve, and company procedures get updated. Outdated instructions can be worse than no instructions at all. Set a regular schedule for reviewing and updating your content, and include a “last updated” tag so readers know it’s current.
Clear Instructions Build Confidence
When your instructions are easy to follow, you’re doing more than just saving time—you’re building trust. Readers feel empowered when they can complete a task without asking for help or hunting down extra resources. Whether it’s an internal guide or a customer-facing manual, better instructions lead to smoother workflows, fewer mistakes, and happier users.
The next time you sit down to write technical instructions, remember these steps, and if all else fails, err on the side of simplicity in the eyes of your reader. And if you keep the reader in mind from start to finish, you can’t go too far wrong.
