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A user guide, also commonly called a technical communication document or manual, is intended to give assistance to people using a particular system.[1] It is usually written by a technical writer, although user guides are written by programmers, product or project managers, or other technical staff, particularly in smaller companies.[2]
User guides are most commonly associated with electronic goods, computer hardware and software, although they can be written for any product.[3]
Most user guides contain both a written guide and associated images. In the case of computer applications, it is usual to include screenshots of the human-machine interface(s), and hardware manuals often include clear, simplified diagrams. The language used is matched to the intended audience, with jargon kept to a minimum or explained thoroughly.
Contents of a user manual[edit]
The sections of a user manual often include:
- A cover page
- A title page and copyright page
- A preface, containing details of related documents and information on how to navigate the user guide
- A contents page
- A Purpose section. This should be an overview rather than detail the objective of the document
- An Audience section to explicitly state who is not as well as who is required to read, including optionals
- A Scope section is crucial as it also serves as a disclaimer, stating what is out-of-scope as well as what is covered
- A guide on how to use at least the main function of the system
- A troubleshooting section detailing possible errors or problems that may occur, along with how to fix them
- A FAQ (Frequently Asked Questions)
- Where to find further help, and contact details
- A glossary and, for larger documents, an index
History[edit]
User guides have been found with ancient devices. One example is the Antikythera Mechanism[4], a 2,000 year old Greek analogue computer that was found off the coast of the Greek island Antikythera in the year 1900. On the cover of this device are passages of text which describe the features and operation of the mechanism.
As the software industry was developing, the question of how to best document software programs was undecided. This was a unique problem for software developers, since users often became frustrated with current help documents[5]. Some considerations for writing a user guide that developed at this time include:
- the use of plain language[5]
- length and reading difficulty[5]
- the role of printed user guides for digital programs[6]
- user-centered design[6]
Computer software manuals and guides[edit]
User manuals and user guides for most non-trivial software applications are book-like documents with contents similar to the above list. They may be distributed either in print or electronically. Some documents have a more fluid structure with many internal links. The Google Earth User Guide[7] is an example of this format. The term guide is often applied to a document that addresses a specific aspect of a software product. Some usages are Installation Guide, Getting Started Guide, and various How to guides. An example is the Picasa Getting Started Guide.[8]
In some business software applications, where groups of users have access to only a sub-set of the application's full functionality, a user guide may be prepared for each group. An example of this approach is the Autodesk Topobase 2010 Help[9] document, which contains separate Administrator Guides, User Guides, and a Developer's Guide.
References[edit]
- ^'Online Technical Writing: User Guides'. hcexres@io.com. Retrieved 13 August 2009.
- ^Gary Blake and Robert W. Bly, The Elements of Technical Writing, pg. 143. New York: Macmillan Publishers, 1993. ISBN0020130856
- ^'Manuals Brain - all useful manuals at one place!'. manualsbrain.com. Retrieved 2017-08-15.
- ^'Boffins decipher manual for 2,000-year-old Ancient Greek computer'. Retrieved 2018-11-29.
- ^ abcChafin, Roy (January 1982). 'User Manuals: What Does the User Really Need?'. SIGDOC '82 Proceedings of the 1st annual international conference on systems documentation: 36–39 – via ACM Digital Library.
- ^ abMcKee, John (August 1986). 'Computer User Manuals in Print: Do They Have a Future?'. ACM SIGDOC Asterisk Journal of Computer Documentation. 12: 11–16 – via ACM Digital Library.
- ^'Google Earth User Guide'. Google. 4 June 2009. Retrieved 13 August 2009.
- ^'Getting Started with Picasa: Getting Started Guide'. Google. 15 June 2009. Retrieved 13 August 2009.
- ^'Autodesk Topobase 2010 Help'. Autodesk. Retrieved 13 August 2009.
- ^Manualdevices - Free User Manual 'Manualdevices - Free User Manual ', Retrieved on 01 August 2019.
See also[edit]
Inspired by an article by Ben Dattner in Business Week, I created a personal user manual for my team to help understand my flavor of craziness. This is now a standard practice for everyone at the Taproot Foundation. People are way more complicated than machines and it is about time we start helping our colleagues understand how we work.
User's Manual: Aaron Hurst
My Style I get energy from exploring ideas and creating opportunities. I am constantly gathering information and design ideas, tossing them around in my head until something pops. Once the idea is there, I quickly want to work with folks who can partner with me to prototype and pilot it. I have very little patience for sitting too long in analysis -- most learning happens in the field.
What's A Manual Car
When to Approach Me I like to solve problems and remove barriers. I love being able to help others move the ball forward. Approach me just about any time -- I'll let you know if I'm busy.
Manuals Online User Manuals
What I Value My grandfather always said 'keep exhilaration in front of exhaustion' and that really aligns with how I approach work and what I expect from those around me. I am inspired by potential and expect everyone to show initiative. I deeply value resourcefulness and am frustrated by cheapness. I highly value trust. Finally, I take everything seriously (life is precious) and nothing seriously (we are all going to die) at the same time.
Communicating with Me Be crisp about what you need and articulate whether you are looking for my input or a decision. If I say something you disagree with -- tell me! I do not like second guessing.
How I Make Decisions I make decisions quickly, seeing them as part of an iterative design process with values, logic and data as the inputs. I respect everyone and appreciate honest feedback. If anyone gives me solid logic or better data that clearly points in another direction, I'll make rapid course corrections. I frequently speak with conviction, which some people assume means I'm set in my thinking, but I'm actually 'opinionated but open-minded,' as Jack Knight put it.
How to Help Me I move quickly and have a terrible eye for detail (but I highly value having details addressed). Therefore, help me make sure the details are covered and don't assume I know which details need attention.
For similar reasons, I am great at starting projects but need partners to ensure they are brought to completion. If you are taking over one of my initiatives, be aggressive about getting the information you need to be set up for success.
A User Vs An User
What I Will Not Tolerate Like Reagan, I trust and then verify. If I find a reason not to trust you, it is hard to rebuild my confidence. Easy ways to lose my trust: not admitting mistakes, giving me misleading information, negative surprises, misrepresenting the organization, treating other people poorly and being too hierarchical.
Be Proactive! Proactive communication about the skills you want to develop and how you want to develop them is vital, and then I'll do my best to help clear the way. I believe in giving people opportunities to grow, and pushing them beyond their comfort zone.
A User Or An User
I also realize that my mentoring style isn't right for everyone. I'm more than willing to leverage my network to help people find the right mentor -- but I'm unlikely to do this unless you show initiative.
What's A User Agent
What would you include in your user manual? Here are five tips on how to create your own user manual.