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Four Instructive Questions for Instructions

Four Instructive Questions for Instructions

Instructions

    Whether you’re telling the new intern at work just how to file a new client’s folder, or giving your sister a rundown on how Fido likes his dinner prepared, you’re giving instructions. As a general rule, it’s easier to give instructions in person — the instructee can ask for clarification on anything he doesn’t understand.

    When you’re writing down instructions, though, it can be much harder to explain each step needed to complete the task. Think about doing your own taxes: the IRS’ instructions are enough to drive some of us to paying hundreds of dollars just to avoid dealing with the dratted things. As you write your instructions, keep the following questions in mind to make both writing them and following them at least a little easier.

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    What is the end result?

    “Rinse. Wash. Repeat.” The typical shampoo instructions bother me on a fundamental level. It’s mostly that I’m not sure when I should stop repeating. Just how shiny is my hair supposed to be in the end? How will I know when it’s clean enough to stop washing? I try to avoid getting existential in the shower, but this set of instructions shows the problem with half the directions that cross my desk. There’s no end, no goal, no product that makes it easy for the person following along at home to know that she can stop.

    When writing a set of instructions, the first thing you should make note of is the end result. Even a good title can take care of this task: a cook following instructions on “How to Boil a Pot of Water” can probably figure out that he can stop when the water starts boiling. Want to prove the point? Leave an untitled set of instructions on an office assistant’s desk and head out for the weekend. Long before you get to the beach, you’ll be getting a phone call to ask just what is sitting on the desk.

    Do you have the same starting point?

    I once wound up driving almost fifteen miles out of my way trying to get to a friend’s house. I followed his directions to the letter — I thought. Turns out, he had given me directions from some place quite close to his house, assuming I could get there on my own. And I probably could have gotten that far without directions, if I had known that I needed to start there.

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    Make your starting point clear, whether you’re giving driving directions or telling someone how to hook up their new television. The starting point may not even be an address; it may be a list on ingredients or necessary equipment that your user should have ahead of time. Think about running a combine out at the farm. If you had to run one, you might be able to, with good instructions. But would you recognize the combine in the first place?

    Are you speaking the same language?

    My version of the English language doesn’t quite match one of my clients. I mentioned that perhaps we should use social networking to market his business. He was with me to that point, but when I put together a list of steps for how we should proceed, he wasn’t familiar with a whole set of terms: “What the heck is tweeting? Do I need to buy a bird?” Some times we get so used to the jargon or dialect of our day-to-day conversations that we don’t realize that someone new to the concept — the exact type of person needing instructions — doesn’t use the same words in the same way.

    Your instructions don’t need to devolve into tasks within tasks and attempts to introduce that new intern to all the office terminology in one go. Just write your instructions to a less knowledgeable audience — think about your dear grandma who just isn’t up on modern day slang while you’re writing.

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    These questions can apply to visual instructions just as much as written directions. Symbols and icons don’t always communicate well, despite the claim that ‘a picture is worth a thousand words.’ One lasting example is the sign on the ladies’ room door — that all-important instruction on just who is allowed entry. In the U.S., we have that funky stick figure with the fins on either side, meant to represent a skirt. In many Middle Eastern countries, though, the ladies’ room is indicated with a veil. Icons can trip us up just as easily as words.

    Can you test it?

    A set of instructions don’t need the same user testing that your new website design should probably undergo. But handing it to the guy at the next desk over, and asking “Does this make sense?” can speed up the time it takes someone to follow your directions by hours. Even thirty seconds of minor corrections is not too much effort, especially if you’re paying someone by the hour to complete this task. In some situations, of course, testing is impossible. It’s worth the effort if you can arrange it, though.

    If you are planning to use the same set of instructions multiple times, it’s worth asking the person who carried out the task to let you know of any specific problems. Clear them up now and you can minimize problems down the road.

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    Last thoughts

    And even perfectly-phrased instructions aren’t a guarantee that everyone will figure out what you mean. But they do up the odds that your new intern will survive her first day in the office and that you’ll manage to keep all of your hair. So write your instructions, breath deeply and relax with the knowledge that you’ve written a darn good set of instructions.

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    Last Updated on November 26, 2019

    How to Motivate Yourself: 13 Simple Ways to Try Now

    How to Motivate Yourself: 13 Simple Ways to Try Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started.

    Whether you’re starting a business, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques here:

    1. Go Back to “Why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for Five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move Around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the Next Step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find Your Itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct Your Fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a Partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart Your Day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read Books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the Right Tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be Careful with the Small Problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a Mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on Success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    Bonus: Staying Motivated Forever

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you: How to Get Motivated and Be Happy Every Day When You Wake Up

    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

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    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits: Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

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    Featured photo credit: Pexels via pexels.com

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