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  • BADGE – Becoming a Digital Global Engineer

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    BADGE – Becoming a Digital Global Engineer
    Project 2019-1-FR01-KA203-063010 (167 512 512)

  • Writing technical instructions - Objectives


    • After studying this lesson on writing technical instructions, you will be able to

      • identify the main features;
      • use the correct style;
      • write clear technical instructions.

  • Warm-up questions


      1. For what reasons might an engineer need to write technical instructions?

      2. Who needs to read such instructions?

      3. What / who do we need to consider when writing technical instructions?


  • Did you know…

    • Processes can be explained in two ways: either in a descriptive or prescriptive way. A descriptive text will explain how a process is carried out. The audience reads this to have an understanding of the process, but not necessarily to do it themselves. An example of this might be a text describing how a telephone works. A prescriptive text, however, consists of a set of instructions which the audience can follow in order to carry out the process themselves, such as installing a car battery.

  • Reading

    • There are many instances in everyday life when we need to follow instructions, such as in order to find out how to build new furniture, to make a dish, to install new software or to use a new electrical device, among others. In engineering, the writing of instructions is extremely common, and this may be done for a number of reasons, and for different types of audience. For example, you may need to instruct technicians on how to operate machinery or give instructions to the general public on the safe use of a product manufactured by the company you work for. In any case, instructions need to be written in a clear and concise way so that they are easy to follow, and the audience is able to complete the process or task without injury, and without wasting time or money.


      Technical instructions have certain features in common:

      1. they are often written in numbered steps;

      2. they are usually written in the imperative form, eg: Turn the handle to the left. Do not leave in direct sunlight;

      3. they include warnings and advice on care needed, often using modal verbs such as should / must, as well as passive forms, eg. Care should be taken when operating the device in windy weather;

      4. they often include graphics to illustrate the steps and show what something should look like once a step has been completed.


      Before writing instructions, it is essential to consider the process you plan to describe from the perspective of your audience. Firstly, who is your audience and how much knowledge might they already have of the process? What do they need to know before starting, what equipment will they need to complete the process, and what should they know as regards health and safety? Once you have established the answers to these questions, you then need to decide the best approach to take – one that is based on the task(s) that the user wishes to perform, or the tools / features offered, for example, by a piece of machinery.


      Instructions generally include the following sections, although this depends on the audience and its expertise:

      1. an introduction which indicates what will be explained, any background information needed to understand and carry out the instructions, and a brief overview of the procedure and the contents of the instructions;

      2. words of caution or warning to alert the audience to possible problems or exceptions, or the need for care;

      3. technical information which may be needed in order for the audience to understand the instructions;

      4. equipment or materials needed to complete the procedure;

      5. the instructions themselves, often with added details such as the reasons behind certain steps, what to look out for while completing a step, or why care should be taken.


      Below is an example of a set of instructions to install a seismic and vibration isolator with a top plate. Notice how, for clarity, the steps of the instructions are written slightly apart from the additional information.

      Seismically restrained steel-housed spring isolators with top plates

      These L-20 isolators are designed to keep your equipment in place during an earthquake or under high wind forces. They offer exceptional vibration isolation as well as seismic and wind restraining for large floor-mounted equipment such as chillers, generators, etc.

      Please follow the installation instructions carefully so as to avoid damage to the isolator housing or your equipment.

      These L-20 isolators are designed to support loads of up to 5000kg.

      Equipment to be installed:

      4 x L-20 isolators with top plates

      8 x anchors

      8 x nuts

      8 x bolts


      Additional equipment required for installation:

      1 x measuring tape

      1 x marker / pencil

      1 x hammer

      1 x spanner

      1 x drill


      Installation instructions

      1. Using a measuring tape and a marker, mark the locations for each of the isolators on the ground.

      2. Place the isolators in the correct locations and mark the two anchor points on either end of each isolator.

      3. Drill holes at the anchor points and hammer the anchors into the holes.

      4. Put the isolators in their positions by slotting the anchors into the holes on either side of the device (see figure A)

      CAUTION

      Do not attempt to remove the two nuts between the housing and the top plate on each isolator. These will be removed once the spring has been adjusted.

      1. Line up the mounting holes of the base or equipment you wish to secure with the holes in the isolator top plates.

      2. Slowly lower the base or equipment on top of the isolators.

      3. Using the bolts, fix the isolators to the base or equipment. It is also possible to weld the isolator top plates to the base or equipment.

      4. Now fix the isolators to the floor by twisting the nuts on the anchors tightly. If the isolators are sitting on a steel beam or plate, you can also weld the housings.

      5. Now it’s time to adjust the springs.

      CAUTION

      The spring adjustment must be completed immediately after installation of the isolators. Any delay may cause damage to the housing due to the weight of the equipment.

      1. Loosen the nuts on the top plate by 6 mm. Start compressing the spring by turning the nuts on top of the spring cap (see figure B).

      2. Repeat step 10 for each isolator as much as necessary. Do not fully compress a single spring at once. Compress the springs of one isolator a little and then do the same with another isolator.

      3. Transfer the weight of the base or equipment evenly onto the springs.

      4. The top plate of each isolator will lift up when the correct spring loading is reached (see figure C). You can then remove the nuts between the top plate and the housing. Your base or equipment should now sit evenly on the isolators.

      • perspective – a way of thinking about something;

      • establish – discover;

      • a brief overview – a short description of something without details;

      • alert – warn of danger or of a problem;

      • installation – putting a device / system in place and prepare for use.

      • droning on – talking in a boring way for a long time.

  • Activities

  • Further practice

  • Bibliography and references